RFP Ice Machine Rental and Maintenance

The City of Fort Worth is requesting proposals for ice machine rental and maintenance services across multiple city departments on an "as needed" basis under RFP-02, with proposals due September 3, 2026. The City has established a 30% small business participation goal for this solicitation.

Vendors must hold at least 10 consecutive years of Air Conditioning and Refrigeration (ACR) industry experience and possess technician ACR licenses valid in Texas. The scope includes routine maintenance, emergency repairs, and equipment rental for city-owned and rental units. Vendors must execute a phased rollout and installation of all new ice machines within 90 calendar days from the effective date, achieving 33% operational completion by day 30, 66% by day 60, and 100% by day 90. For city-owned equipment, vendors charge hourly labor rates during normal business hours (8:00 a.m. to 5:00 p.m., Monday through Friday) plus materials at contracted discount rates, with all travel expenses and fees included in the hourly rate. For rental units, monthly fees are all-inclusive with the vendor bearing all maintenance and repair costs. Vendors must provide 4-hour emergency response for rental units and 24-hour response for city-owned units, deliver replacement rental units within 48 hours if repairs cannot be completed within 24 hours, and provide complimentary bagged ice delivery for any machine out of service beyond 24 hours. Price adjustments may be requested up to once per quarter with 60 days' written notice and documented justification.

The contract term is one year with up to four one-year renewal options. The City reserves the right to award agreements to one or more qualified vendors. Evaluation is based on best value criteria: up to 40 points for cost of service, 30 points for contractor qualifications and experience, and 30 points for availability of resources and equipment.