(RFP) 26-25, Ice Machine Repair and Maintenance - Annual Contract

Henry County, Georgia, Board of Commissioners has issued RFP 26-25 for comprehensive ice machine repair and maintenance services on an annual contract basis. The procurement seeks qualified vendors to provide preventative maintenance, cleaning, service, and replacement programs for 76 county-owned free-standing ice machines distributed across fire stations, recreation facilities, parks, senior centers, and administrative buildings throughout multiple Henry County municipalities. Required deliverables include preventative maintenance inspections (two annually with the first completed within 60 days of contract award and the second six months thereafter), sanitization and cleaning services, filter replacement using Pentair filters, parts replacement, and fault diagnostics, with all service calls acknowledged and responded to within 24 hours of notification and work performed during regular business hours of 8:00 AM to 4:00 PM, Monday through Friday. The contractor must ensure all employees obtain background checks (GCIC and NCIC) at vendor expense, complete security awareness training, and secure county ID badges prior to work commencement, and employees must wear uniforms with company logos and photo identification while on county property. Insurance requirements include workers' compensation at Georgia statutory limits, commercial general liability of $1,000,000 per occurrence with $2,000,000 aggregate, automobile liability of $1,000,000, and professional liability of $1,000,000. Evaluation criteria allocate 35 points for qualifications and relevant experience, 20 points for experience and availability of key staff, 35 points for methodology and technical approach, and 10 points for cost proposal, with the low conforming proposal receiving 10 points, proposals within 5 percent of the low bid receiving 8 points, within 7 percent receiving 4 points, and all others receiving 2 points; optional oral presentations may add up to 15 additional points. Critical deadlines include January 21, 2026, at 3:00 PM for clarification questions, January 28, 2026, at 3:00 PM for addenda posting, and February 4, 2026, at 3:00 PM for proposal submission via the County's eProcurement Portal.

No set-aside designations or restrictions limiting organizational types are specified in the procurement documents. No incumbent vendors or current contractors are identified in the available materials. The inventory spreadsheet provides detailed specifications for all 76 ice machines, including manufacturer information (Manitowoc, Kool-Air, Ice-O-Matic, Hoshizaki, Scotsman, and Koolaire), model numbers, serial numbers, voltage requirements (predominantly 115V with some 208/230V units), and refrigerant types (R404A, R410A, R290, and R134A), which vendors must be capable of servicing. The initial contract term is one year from execution with options to renew for two additional one-year periods, with renewal decisions required 60 days prior to contract expiration. Pricing shall be submitted as firm, fixed hourly rates for regular business hours and after-hours/weekend/holiday work with all costs including labor, materials, supplies, equipment, and services, and the County reserves the right to add or remove ice machine locations throughout the year with prior price agreement for additions. Specific award values or budget ranges are not disclosed in the procurement documents.