Robinair, equipment services, term contract

Palm Beach County Board of County Commissioners' Purchasing Department issued Request for Quotation (RFQ #650529/JM) on February 6, 2023, for Robinair equipment repair and preventive maintenance services across Palm Beach County, including the Glades area. The procurement seeks firm, fixed pricing for on-site repair services and preventive maintenance on Robinair equipment during standard business hours (Monday through Friday, 7:30 a.m. to 4:30 p.m.). Quoters must provide two pricing components: a standard hourly rate for on-site repairs and a per-service rate for preventive maintenance that encompasses filter dryer replacement, moisture indicator replacement, compressor and vacuum pump oil replacement, function and leak checks, fitting inspection and tightening, scale calibration, and unit cleaning. The solicitation is divided into two lots, with Lot #1 covering countywide service excluding the Glades area and Lot #2 covering the Glades area only. The quote submission deadline is February 27, 2023, at 4:00 p.m. local time. Pricing for repairs shall be charged on an hourly basis with actual time worked, while preventive maintenance services shall be charged per service, with parts and materials priced at the quoter's cost plus a maximum 10% markup plus shipping costs. The evaluation will be based on a factored rate calculation using 80% weight for the standard repair rate and 20% weight for the preventive maintenance rate, and the quoter must obtain written approval from the County before commencing work and before proceeding with any additional work discovered after project initiation.

The solicitation includes Small/Minority/Women-Owned Business Enterprise (S/M/WBE) set-aside provisions with preferences given to certified small businesses within 10% of the lowest responsive, responsible bid, as well as local preference considerations for quoters with permanent places of business in Palm Beach County or the Glades. Quoters must maintain Commercial General Liability Insurance of at least $500,000, Business Auto Liability of at least $500,000, and Workers' Compensation Insurance, and must be registered in the County's Vendor Self Service system prior to contract award. The successful quoter will be awarded a 12-month term contract with an anticipated value of $15,000, with the option to renew for four additional 12-month periods under mutual written agreement with the same unit prices and terms. The County will not accept minimum order requirements from vendors, and no incumbent vendors or current contractors were identified in the solicitation documents.