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

Henry County, Georgia is issuing Request for Proposal (RFP) #26-25 for comprehensive ice machine repair and maintenance services under an annual contract with options to renew for two additional one-year periods. The procurement seeks qualified vendors to provide preventative maintenance, cleaning, service, and replacement programs for 69 county-owned ice machines located across fire stations, parks and recreation facilities, administrative buildings, and operational departments. Contractors must furnish all labor, materials, equipment, and services required to fulfill contract obligations, with the ability to service machines manufactured by Manitowoc, Koolaire, Ice-O-Matic, Hoshizaki, and Scotsman utilizing various refrigerant types (404A, R410A, R290, R134A, and R314A) and voltage specifications (115V, 208V, and 230V). Required deliverables include acknowledgment and response to all service calls within 24 hours, submission of a maintenance schedule, two annual preventative maintenance inspections with the first completed within 60 days of contract award and the second six months thereafter, and provision of appropriate identification badges for all employees. All services must be performed during regular business hours (8:00 AM to 4:00 PM, Monday through Friday) unless otherwise negotiated. Evaluation criteria allocate 35 points to qualifications and relevant experience, 35 points to methodology and technical approach, 20 points to experience and availability of key staff, and 10 points to cost, with up to 15 additional points possible if an oral presentation is required. Proposals must be submitted electronically through the County's eProcurement Portal by 3:00 PM local time on February 4, 2026, with clarification questions due by January 21, 2026 at 3:00 PM.

The RFP contains no identified set-aside designations or restrictions limiting response to specific organization types or disadvantaged enterprises. Pricing must be submitted as firm hourly rates for regular business hours and separate after-hours/holiday rates on an F.O.B. destination basis, with all prices remaining firm throughout the contract period and evaluated for a maximum of 10 points based on comparison to the lowest conforming proposal. Contractors must obtain Georgia Criminal Investigation Checks (GCIC) and National Criminal Investigation Checks (NCIC) for all employees at their own expense and maintain required insurance including workers compensation at Georgia statutory limits, commercial general liability of $1,000,000 per occurrence and $2,000,000 general aggregate, automobile liability of $1,000,000 combined single limit, and professional liability of $1,000,000. No incumbent vendors or current contractors are listed in the available documentation. Henry County is exempt from federal excise tax and Georgia sales tax on direct purchases. The RFP permits locations to be added or removed during the contract term, with any additions requiring prior price agreement, and Henry County reserves the right to reject any and all proposals and waive any technicalities. No specific budget range or award value is disclosed in the procurement documents.