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 26-0270, with proposals due September 3, 2026. A 30% small business participation goal applies; bidders must achieve this through certified small business prime performance, certified small business subcontractors, or a combination, with certifications required from organizations approved by the City Manager for entities located in Tarrant, Wise, Johnson, Parker, or Denton County.

The scope covers preventive maintenance, emergency repairs, and equipment replacement for both city-owned and rental ice machines across over 100 locations including 45 fire stations, police and EMS facilities, municipal buildings, water treatment plants, recreation centers, and administrative offices. Equipment includes Oliver, Hoshizaki, Icetro, Manitowoc, and ITV units with capacities ranging from 160 to 1,382 pounds daily. Vendors must respond to all service requests within four hours, place technicians on-site within 48 hours for routine repairs and 24 hours for rental units, and provide 24/7 emergency service at no additional charge. A phased equipment installation must achieve 33% completion by day 30, 66% by day 60, and 100% by day 90 from contract start. All equipment must be NSF-certified and ETL Sanitation Certified.

Vendors must demonstrate a minimum of 10 consecutive years in air conditioning and refrigeration, employ technicians with minimum five years ACR experience and valid Texas ACR licenses, and hold current EPA Section 608 certification. An account manager must be available during normal business hours (Monday–Friday, 8:00 a.m. to 5:00 p.m.).

The initial contract term is one year with up to four one-year renewal options. Evaluation criteria award up to 40 points for cost, 30 points for contractor qualifications and experience, and 30 points for availability of resources. The City reserves the right to award to one or more vendors. All proposals must include three customer references with comparable service experience.