Water Cooler Services.pdf

Bottled Water Service Request for Quote Annual Estimated Quantities, July 1, 2025 through June 30, 2026 with two one-year option extensions

Please print legibly. Illegible submissions will be determined to be non-responsive. Return all pages with quote.

Company Street address City, State, Zip

Phone Fax Email

Due: Wednesday, July 16, 2025, 10:00 a.m. Submitted quotes are firm for 30 business days from due date.

Physical proposals are to be sent to 83 Greene St, North Smithfield RI 02896, attention to Antony St Onge in the Finance Department. Public Bid opening will be Thursday July 17, 2025 at 10:00 a.m.

This RFP is for one-year firm-fixed price, with two one-year option extensions, for purified bottled water service. All bidders shall include the unit price for racks of five-gallon containers of purified bottled water and the deposit for each container, delivered as required. The vendor shall deliver full and pick up all empty containers on a biweekly basis.

Deliveries will be to restock only. No bottles are to be left outside and must be brought to the respective cooler location. All empties must be picked up at the time of each delivery.

Please submit a quote for firm-fixed pricing for one year.

NOTE: All water supplied shall comply with “FDA Standards of Quality” as set forth in 21 CFR Section 165.110(b) as well as with all other federal, state, and local standards, rules, and regulations governing bottled water within the State of Rhode Island at quote submittal time.

All goods must be inside delivered to the designated locations as listed below. Delivery shall be Monday through Wednesday from 8:00 a.m. to 4:00 p.m., Thursday 8:00 a.m. to 7:00 p.m., and Friday 8:00 a.m. to 12:00 p.m. with exception of Rhode Island observed holidays and will be coordinated with each location.

Additional freight charges and/or fuel surcharges will not be allowed.

Police Station 575 Smithfield Rd North Smithfield, RI 02896

Highway Department 281 Quaker Highway North Smithfield, RI 02876

Town Hall 83 Greene St North Smithfield, RI 02896

**The Water & Sewer Department will not need delivery of bottles.**

Water & Sewer Department 161 Main St North Smithfield, RI 02876

Delivery Locations:

Upon delivery a signature of a North Smithfield employee must be obtained on the service ticket that states the quantity of bottles delivered and quantity of empties picked up. The signature delivery copy must be included with invoicing. North Smithfield will not be responsible for payment of any discrepancies not reported in writing within 30 days of occurrence.

All invoices to be sent to:

Finance Department 83 Greene St North Smithfield, RI 02896

North Smithfield blanket purchase order number must be on all packing slips and invoices.

All suppliers submitting quotes are subject to North Smithfield Terms and Conditions. North Smithfield Terms and Conditions supersede supplier’s terms and conditions.

All awards will be to the offer most advantageous to North Smithfield with price and other factors considered.

The following evaluation criteria are listed in the order of their relative importance: the low dollar amount, and the best delivery time. Unit price will prevail. Bidder must be responsive and responsible and conform in all material aspects to the requirements of the RFQ.

Notification of award and acceptance of the offer will be made through the issuance of a blanket purchase order.

The successful bidder shall provide a W-9 by email to astonge@nsmithfieldri.gov within ten (10) calendar days of award.

North Smithfield reserves the right to accept or reject any or all quotes or portions thereof or to waive any minor irregularities. The undersigned hereby offers to furnish all materials/services at the prices quoted, in conformance with all stated requirements. Signing and submitting this offer incorporates all pages, including attachments.

Provide all manufacturers’ warranties applicable to all equipment included in this scope. If there is no indication to length of warranty in this section, the warranty period will be for one (1) year from date of delivery.

Each location will need to be kept at the following assigned amount of coolers & bottles:

Highway Department: 2 coolers with 5 bottles total Police Station: 7 coolers with 25 bottles total Town Hall: 2 coolers with 8 bottles total Water & Sewer Department: 1 cooler with zero (0) bottles

**Each cooler must have a supply of plastic cups** mailto:acctspay@rcoc.org

Please provide the following contact information.

Customer Service

Name _______________________________

Phone number _________________________

Fax number ___________________________

Order Desk

Name ________________________________

Phone number ________________________

Fax number __________________________

Email address ________________________ Email address _________________________

The undersigned is authorized to represent the persons, firms and corporations joining and participating in the submission of this quote, and commits to meeting all aspects of the quote, terms and conditions, and agrees to deliver goods for one year.

Authorized Signature Company

Print Name Date