DFSJW RFR - 2027 Fire Extinguisher Filling Station parts, equipment and service

The Stow Department of Fire Services (DFS), in Middlesex County, Massachusetts, issued the DFSJW RFR for 2027 fire extinguisher filling station parts, equipment, and service, with responses due October 29, 2026, a date that has passed as of November 2, 2026.

The scope covers replacement parts for equipment used to fill, maintain, and handle low- and high-pressure cylinders, replacement equipment as needed, and repair, service, and maintenance of equipment either on-site or at the vendor's facility. Service work includes inspection, testing, hydrostatic testing, and refilling of dry chemical, wet chemical, CO2, and halogen extinguishers. Responsive vendors must demonstrate current fire extinguisher service certifications, liability insurance coverage, and compliance with applicable NFPA standards and local fire codes. Vendors must also be able to perform repairs on-site at the Stow DFS facility if needed.

Parts are priced from a catalog with list pricing, a vendor product list, or a website link, with the bidder stating a discount percentage from the selected format. Repair and maintenance are priced at an hourly rate, and no travel, mileage, or miscellaneous charges are permitted. Bidders must warrant both parts sold to DFS and service performed. Bidders also submit business references, which the department may use to verify capabilities, and a non-collusion certification. The department will deem a response unresponsive if a listed reference cannot be reached after reasonable attempts.

Bidders must offer a Prompt Payment Discount unless they can demonstrate that doing so would be unduly burdensome. Discounts are stated against payment at 10, 15, 20, and/or 30 days, and the Commonwealth may use submitted discounts as a basis for selection and may negotiate them. The Commonwealth may waive the requirement case by case where participation would create undue hardship, provided the contractor documents specific reasons. Electronic Funds Transfer acceptance earns enhanced prompt payment benefits, and payments are tracked through the Office of the Comptroller's VendorWeb system.

An attached evaluation criteria document addresses technical qualifications, pricing, experience, and past performance.