Bottled water rental service

Westchester County is seeking a bottled water rental service through a Request for Bid (RFB-WC-25240) to supply approximately 40,000 gallons of spring water in 5-gallon spill-proof containers annually. The procurement covers water cooler rentals for approximately 190 units, including 10 cold water and 180 hot and cold water coolers to be installed across various county locations. Bidders must operate a depot within twenty-five miles of White Plains and demonstrate the capability to deliver within forty-eight hours of a department's request. Qualified vendors must have been in the water provision business for a minimum of three years and provide documentation including a New York State Department of Health certification. The water must meet New York State and Westchester County health regulations, as well as International Bottled Water Association standards. The contract will be effective from November 1, 2025, through October 31, 2027, with an option to extend for up to three additional one-year periods. The bid submission deadline is October 1, 2025, with pricing to be F.O.B. destination and freight prepaid, using brand new equipment.

The county actively encourages participation from minority-owned (MBE), women-owned (WBE), and service-disabled veteran-owned (SDVOB) businesses in this procurement opportunity. The contract includes a pricing flexibility mechanism that allows potential price increases of up to 6% in the third, fourth, and fifth years, subject to mutual written consent. While specific budget ranges are not explicitly stated, the annual water volume of 40,000 gallons and 190 cooler units suggests a substantive contract value. The procurement does not indicate any existing incumbent vendors, and bidders will be evaluated based on their ability to meet the technical specifications, delivery capabilities, and compliance with health and safety standards. Prospective vendors must demonstrate a proven track record in water provision, with particular emphasis on meeting local regulatory requirements and maintaining high-quality service delivery across multiple county locations.