Maintenance for BQ50 machines

The City of Philadelphia is conducting a micro purchase procurement for maintenance services on BQ50 machines, as authorized by a signed sole source memorandum from the Procurement Commissioner. This solicitation was posted on May 11, 2026, with a submission deadline of May 15, 2026, allowing a four-day bidding window. The procurement will be awarded as a whole or by individual line items, whichever best serves the City's interests, to the lowest responsive and responsible bidder. Prospective sellers must submit complete quotations covering all required line items to be eligible for award consideration and must not commence delivery or service provision until receiving formal written notification from the department. All prices must be quoted net and exclusive of taxes, with delivery on an FOB Destination Point basis. The maximum contract value cannot exceed $38,000, adjusted annually by the Consumer Price Index for All Urban Consumers (CPI-U) from January 1, 2020 and rounded to the nearest thousand dollars. The contract term is 365 days from the effective date, with automatic termination thereafter and no obligation for the City to receive payment for services ordered after expiration.

Vendors submitting quotes are not subject to specific set-aside designations for disadvantaged enterprises, though the City encourages LGBTQ-owned businesses to complete and submit the optional LGBTQ Applicant Data Form to populate the vendor database and inform future diversity initiatives. Ecolab has submitted a one-year maintenance quote in response to this solicitation, serving as a reference for interested bidders. All responding vendors must maintain specified insurance coverage including workers' compensation at statutory limits, general liability of $500,000 per occurrence, and automobile liability of $300,000 per occurrence, with the City named as an additional insured. Vendors must execute and submit a Consent and Authorization Agreement through the PHLContracts platform prior to bid closing to ensure quote responsiveness and eligibility. All quotes must be submitted electronically through PHLContracts.phila.gov with pricing valid for 60 days from submission or throughout the contract term for requirements contracts, and vendors must comply with all applicable laws, nondiscrimination requirements, and Philadelphia business income and receipts tax obligations.