2026-xx / Kitchen Equipment Repair & Preventive Maintenance Fairfield Public Schools

TOWN OF FAIRFIELD

2026-48 - INVITATION TO BID

Kitchen Equipment Repair & Preventive Maintenance

The Town of Fairfield (Town) on behalf of Fairfield Public Schools is seeking competitive bids from qualified commercial kitchen repair companies (“Contractor”) to provide tools, equipment, labor, materials, and parts required for repair and preventive maintenance of kitchen equipment for its Public School facilities as detailed in this bid document.

TERM / RENEWAL OF CONTRACT

• April 1, 2026 to March 31, 2027

The contract shall commence upon award of bid for a twelve-month term. The Town on (60) days advance written notice, may renew the 2026 contract for one (1), two (2), three (3) or four (4) successive annual terms, based on the same terms and conditions as the 2026 contract, including an agreed upon cost of living allowance (COLA) as posted on the State of Connecticut, Labor Market Information page: http://www1.ctdol.state.ct.us/lmi/cpi.asp

BID BOND IS NOT REQUIRED

SCOPE OF WORK

The awarded Contractor must be able to perform the following services and must have at least five

(5) years of experience in related kitchen equipment repairs and service.

1. Repair burners, ovens, warmers, microwaves, blenders, mixing equipment, refrigerators, freezers, dish washers, kettles, ranges, walk-in-coolers/freezers, convection ovens, steamers, sink disposals, etc.

2. Must be able to test and trouble shoot all kitchen equipment and all brands.

3. Must have experience with refrigeration, plumbing, electrical and welding.

4. The Contractor must be able to order parts, including keys, and replace the same without causing food spoilage.

5. Must properly insulate all exposed pipes on which work was performed.

6. Must be able to unblock and clear drain lines.

7. Must be able to re-program equipment operated by digital controllers.

8. Must be able to completely replace old and outdated equipment when required.

http://www1.ctdol.state.ct.us/lmi/cpi.asp

2026-xx / / Kitchen Equipment Repair & Preventive Maintenance

9. Must be licensed to perform required work. The Bidder must include with the bid response a copy of his/her Professional License.

10. All repairs and maintenance are to be performed according to the manufacturer’s recommendations.

11. Must clean coils, vents, fans, door hinges, handles, etc. while working on units.

12. Must be able to perform Preventive Maintenance (PM) if so required by Fairfield Public Schools.

13. Must be able to chemically clean components when conditions require.

14. The Contractor must be able to respond to emergency service calls within 3 hours from the time of the call, this includes weekends and holidays.

15. Locations:

Fairfield Ludlowe High School:

785 Unquowa Road, Fairfield, CT

Jennings Elementary School:

31 Palm Drive, Fairfield, CT

Fairfield Warde High School:

755 Melville Avenue, Fairfield, CT

McKinley Elementary School:

60 Thompson Street, Fairfield, CT

Fairfield Woods Middle School:

1115 Fairfield Woods Road, Fairfield, CT

Mill Hill Elementary School:

635 Mill Hill Terrace, Southport, CT

Roger Ludlowe Middle School:

689 Unquowa Road, Fairfield, CT

North Stratfield Elementary School:

190 Putting Green Road, Fairfield, CT

Tomlinson Middle School:

200 Unquowa Road, Fairfield, CT

Osborn Hill Elementary School:

760 Stillson Road, Fairfield, CT

Burr Elementary School:

1960 Burr Street, Fairfield, CT

Riverfield Elementary School:

1625 Mill Plain Road, Fairfield, CT

Dwight Elementary School:

1600 Redding Road, Fairfield, CT

Roger Sherman Elementary School:

250 Fern Street, Fairfield, CT

Holland Hill Elementary School:

105 Meadowcroft Road, Fairfield, CT

Stratfield Elementary School:

1407 Melville Avenue, Fairfield, CT

Walter Fitzgerald Campus:

309 Barberry Rd, Southport, Ct 06890

Please refer to Exhibit A for all equipment details by location.

https://www.fairfieldct.org/filestorage/10726/13912/15829/16409/103794/2021-86_Exhibit_A_Kitchen_Equipment_Repair_%26_Preventive_Maintenance_-_FPS.xls

The Contractor shall be a factory authorized warranty and service center and/or distributor for the following manufacturers:

Advance Delfield Kelvinator SICO

Aero Duke Kolpak Silver King

Allstate Eagle Lakeside SouthBend

Amana Edlund MAB T&S

AMCO Felix Storch Market Forge Toledo

Ansul Focus Master-Bilt Traulsen

APW Garland Maytag TRUE

Atlas GE McCall United

Berkel Globe Metal Masters Vent Master

BevAir Groen Next Day Gourmet Victory

Blodgett Hatco Nor-Lake Vulcan

Caddy Hobart Panasonic W.A. Brown

Carbone Hotpoint Precision Waring

Cleveland Horizon Randall Wells

Craig IMC Robot Coupe Whirlpool

Cres Cor Insinkerator Service Plus Winston

Cuisinart Intermetro SERVOLiFT

This list may not be all inclusive. The Town reserves the right to add or delete manufacturers.

WARRANTY

A minimum one (1) year warranty shall be provided for all labor and materials furnished per the contract.

DETAILED SPECIFICATIONS

• The Contractor shall supply qualified sufficient staff, on an as-needed basis to provide plumbing services including repairs and emergency services for seventeen (17) Fairfield Public School facilities.

• Contractor will be responsible for repairs and emergency service on an as needed basis.

• Approximate monetary value for labor during year one (1) of this contact is $60,000.

• The Contractor shall be responsible for the maintenance and repair of their equipment and tools.

• Normal working hours are considered to be between 6:00 AM and 5:00 PM, Monday through Friday.

• Only one service technician shall be assigned to work on a job. Prior permission must be received before the Contractor can assign more than one worker per job, including apprentices/helpers. The Town of Fairfield reserves the right to question whether additional personnel are warranted on a particular job based upon each job and performance. Special attention will be given to allow for assistance when needed, or an unexpected parts acquisition is needed during a job to contain costs. However, the Contractor must arrive at any routine job that they have quoted prepared with the appropriate personnel, equipment and supplies to perform the project with minimal off-site time and travel.

SECURITY

• All employees of the Contractor shall wear uniforms with clearly visible identification or badges (which include company name) when working on a job site for the Town.

• The Contractor shall carry identification at all times, and must adhere to any/all security standards, requirements and/or regulations of each Town facility. The Contractor’s vehicle should have their company name, phone number, state license number and a truck number in view.

• Contractors must complete the district sign-in process using the Raptor system and then report to the main office front desk of the job site before performing duties.

• The successful bidder will be subject to a criminal background check, prior to bid award of contract. Employees of the awarded Contractor are subject to a criminal background check, and the Town reserves the right to approve those employees who will be performing client services. All employees assigned to the contract may be required to submit fingerprints prior to commencing work onsite, as the Town deems necessary. All employees assigned to the contract may be required to submit fingerprints prior to commencing work onsite, as the Town deems necessary.

PROPER CONDUCT

• The Town of Fairfield reserves the right to request the removal of any Contractor staff who is observed as unprofessional or disruptive while on the Town of Fairfield grounds.

• The Contractor shall adhere to proper conduct at all times. This is meant to include, but not limited to the following:

1. There will not be any weapons, drugs or alcohol on the premises.

2. No smoking on the premises unless there is a designated smoking area.

3. No exterior doors may be left opened or unlocked.

4. The Contractor shall be polite and courteous at all times.

STANDARDS

• The Contractor must complete all work in a professional manner and in accordance with accepted industry standards. Performance deemed unacceptable or sub-standard by the Town shall result in immediate cancellation of the purchase order. Work must comply with all applicable Federal (including and without limitation OSHA), State and local laws and regulations.

• The work performed by the Contractor must comply with the current Connecticut Occupational Safety and Health Standards (OSHA). Contractors are required to inform the Town of any and all OSHA violations during the term of the contract. The Town shall be indemnified and held harmless from any claims or liability arising from any violation.

• All equipment used in the performance of work associated with any request must be in good working order and operated in a safe manner.

SITE CONDITIONS

• All work must be performed in a safe manner. The Contractor shall, at their expense, immediately correct any dangerous condition(s) caused by or as a result of the Contractor’s work.

• No ladders, tools, or equipment shall be left unattended.

• The Contractor shall be solely responsible for damage, loss or liability due to theft or vandalism of their materials, tools and equipment when work is not in progress at night, weekends or holidays.

• The Contractor must protect all walls, floors, ceiling, and furniture from any damage. Damage to any building or area caused by the Contractor shall be repaired or replaced at the Contractor’s expense and at no expense to the Town of Fairfield.

• The Contractor shall provide adequate facilities for the storage of waste materials and rubbish prior to removal from the site. Debris shall be removed daily.

• If the shutdown of any services is required, the Contractor must contact the Manager of Facilities prior to the shutdown. The Contractor shall keep the site cleaned and swept on a daily basis, or more often if required to keep the premises clean and safe.

GENERAL REQUIREMENTS

1. The awarded contractor shall be required to provide proof of all applicable licensing and/or certifications.

2. Provide the Town with at least three (3) references (preferably municipalities) regarding similar projects performed in school facilities.

3. Acceptance: The Town will not accept receipt of equipment (installed or otherwise) and/or services performed unless all specifications stated in the bid document have been accommodated, and/or approved by written consent.

4. The Contractor shall be required to correct any nonconforming issues, at no expense to the

Town of Fairfield.

5. Exceptions: Bidders are required to provide full details of any exceptions to scope of work and specifications. Details must be submitted separately using the links provided in the Requested Information section of the bid.

6. The Town of Fairfield reserves the right to award the bid on an item-by-item basis to suppliers based on lowest price, broadest product line or range of services, work schedule and/or responsive shipping dates; or any combination of these criteria. The Town also reserves the right to alter quantity items, locations and/or delete any item or location as deemed necessary.

7. Throughout the life of this contract, all personnel providing on-site services must meet the

State requirements for training and certification as Commercial Pesticide Applicators.

8. Uncertified individuals working under the supervision of a Certified Applicator will not be permitted to provide service under the terms of this contract.

9. The Contractor and all personnel shall adhere to all security requirements relating to each school facility and/or other relevant site under this contract, and must wear distinctive uniformed clothing.

10. The Contractor shall carry identification at all times, and must adhere to any/all security standards, requirements and/or regulations of each Town facility. The Contractor’s vehicle should have their company name, phone number, state license number and a truck number in view.

11. Contractors must sign into the Main Office/Front Desk of the job site before performing duties.

12. The successful bidder will be subject to a criminal background check, prior to bid award of contract. Employees of the awarded Contractor are subject to a criminal background check, and the Town reserves the right to approve those employees who will be performing client services. All employees assigned to the contract may be required to submit fingerprints prior to commencing work onsite, as the Town deems necessary. All employees assigned to the contract may be required to submit fingerprints prior to commencing work onsite, as the Town deems necessary.

13. Protective clothing, equipment, materials and devices, etc., shall all conform to Occupational

Safety and Health Administration (OSHA) standards, including products being used.

SITE VISITS (OPTIONAL)

▪ Prospective bidders may contact Mr. Jeff Pressler, Custodial Supervisor on (203) 650-2162 to make arrangements to access each school in order to inspect existing conditions and ascertain the project scope.

▪ All attendees will be required to sign-in at each school and must provide credible identification. Custodial staff will then escort prospective bidders into each respective building.

▪ Prior arrangements must be made with the Maintenance Supervisor before visiting each school.

PRICING

• The contract prices shall be based on time and material with a percentage mark-up on materials.

• Contractor shall confirm the exact price of the work in question based upon the hourly labor rate and parts cost, prior to starting any requested projects. The cost of materials charged shall be the Contractor’s invoice cost plus a percentage (%) mark-up. The successful bidder shall supply material invoices along with submission of its own invoices for work performed.

Prices shall not include any taxes, local, state, or federal as the Town is exempt. Parts shall be first quality and equal to or better than the original equipment parts.

• Standard labor rates shall apply in all situations, except that time and a half shall be paid on

Saturdays, Sundays, and holidays. The Town will not pay travel time.

Failure to respond within the specified time limits may result in contract cancellation.

• The Town cannot guarantee a minimum number of hours per day, per project.

RESPONSE TIME

• Routine calls shall be responded to within two (2) business days after the request is initiated.

Normal work may be accomplished during the day between the hours of 6:00 am to 5:00 pm, however the need may arise requiring a second shift, 5:00 pm to 8:00 pm. Those occasions will be coordinated with the Contractor.

• The Contractor must have a twenty-four (24) hour emergency telephone number at which they can be reached in case of an emergency. The telephone number shall not be forwarded to an answering machine. The Contractor must respond within 25 minutes of call from the

• Maintenance Supervisor or designee. The response time for emergency repairs is within three

(3) hours of notification of an emergency.

• The Contractor must report to the Maintenance Supervisor and keep him apprised of the status of work being done (i.e., date/time/and delays). Upon completion of work, the Contractor will provide the Maintenance Supervisor with a Service Report listing hours worked and parts used, and obtain an authorized signature of approval.

• When at all possible, the same Plumber shall provide repairs to the same buildings.

WARRANTY

• Contractors shall warranty all workmanship performed under this contract award for a period of one (1) year from service. If during that one (1) year period of warranty, any part installed under the contract fails or does not function properly due to any fault in workmanship, the Contractor shall, under notice from the Manager of Facilities or designee, promptly proceed to repair or replace the faulty item without incurring additional expense to the Town.

• If the Contractor fails to repair or replace the faulty item within a reasonable time after notice, the Town may hire another Contractor to repair or replace the faulty item and charge the cost to the original Contractor.

• Warrantees on materials and equipment shall be stated by the manufacturer.

RESPONSIBILITY

• It is not the intention of this Bid to describe all existing conditions. All Contractors are required to visit and examine the site(s) with the Maintenance Supervisor prior to performing a task.

Failure to visit the site and note all conditions will in no way relieve the Contractor from completing the work.

Pricing information can be submitted through the Excel Spreadsheet provided in the Public Files.