Food Service Cold Kitchen Equipment Repairs

REQUEST FOR BID
Food Service Cold Kitchen Equipment Repairs
RFB 0713B-26
Attention: Purchasing Agent
Address: City School District of Albany
1 Academy Park
Albany, NY 12207
Phone: (518) 475- 6050
Fax: (518) 475- 6054
RESPONSES DUE BY 3:00PM on July 13th, 2026
In accordance with the provisions of Section 103 of the General Municipal Law, an advertisement has
been published in the local newspaper.

CITY SCHOOL DISTRICT OF ALBANY
Legal Notice
RFB 0113-26: Food Service Hot Kitchen Equipment Repairs
RFB 0713A-26: Pest Control Services
RFB 0713B-26: Food Service Cold Kitchen Equipment Repairs
The City School District of Albany, hereinafter known as the District, will receive proposals at the
Central Administration Offices, Purchasing Department, 1 Academy Park, Albany, New York,
12207 until 1:00 PM for RFB 0113-26, 2:00 PM for RFB 0713A-26 and 3:00 PM for RFB 0713B-
26 on July 13th, 2026. The envelopes containing the proposals must be sealed, and addressed to:
Purchasing Agent
City School District of Albany
1 Academy Park
Albany, NY 12207
Envelopes containing the proposals should be clearly marked "RFB 0113-26: Food Service Hot
Kitchen Equipment Repairs" and/or "RFB 0713A-26: Pest Control Services" and/or "RFB
0713B-26: Food Service Cold Kitchen Equipment Repairs".
The District has the right to accept or reject any and all proposals or parts thereof as it deems to be
in its best interest.
Please contact the Purchasing Office at (518) 475-6050 or jmonroe@albany.k12.ny.us to obtain the
bid packet(s).
The City School District of Albany is an affirmative Action, Equal Opportunity Enterprise.

GENERAL INFORMATION/CONDITIONS
Statement of Purpose:
The City School District of Albany is seeking responsive and responsible bidders to provide repair
services on the District's hot kitchen equipment. Proposals must follow the outline set forth in this
document. Please submit one original copy of the completed qualifications and other requirements
of the RFB, by hand delivery, regular mail, or courier to the address listed on the cover page. The
District must receive the proposal by the date indicated in the timeline below.
Minority Business Enterprises (MBE's) and Women Business Enterprise (WBE's) are encouraged
to send bid proposal.
General Information:
The City School District of Albany operates twelve elementary schools, three middle school
buildings, and one primary high school facility with extended programs in two additional buildings.
The student population is approximately 8,600 and a total staff of approximately 1,700. In addition
to neighborhood schools, the District includes several magnet schools and programs, as well as other
innovative academic opportunities for students in support of our vision, mission and goals.
SCOPE OF SERVICES
The firm(s) selected will provide repair and maintenance services on District's Food Service
refrigeration equipment.

GENERAL REQUIREMENTS
Instructions to Bidder:
The submission of a proposal will indicate that the responder (1) has read the instructions, (2) will
abide by the terms and conditions governing this Request for Bid, and (3) understands the
requirements for delivery of the services specified.
General Instructions:
1. Specifications contained in the Request for Bids are for District's hot kitchen equipment
repairs.
2. Minimum requirements are specified. The responder may choose to exceed those
minimums.
3. Failure to provide sufficient and required information may result in the proposal being
rejected by the District as non-responsive and not being considered.
4. Each proposal must be clearly marked on the outside of the envelope with the title "RFB
0713B-26: Food Service Cold Kitchen Equipment Repairs". Please ensure your
organization's name is included on the outside of the package. If you are using a
commercial delivery company that requires the use of their shipping package or envelope,
your proposal must be placed within a second sealed package labeled as detailed above.
This will ensure your proposal is not prematurely opened.
5. Original proposal is to be mailed or delivered to:
City School District of Albany
1 Academy Park
Albany, NY 12207
Attn: Purchasing Agent
to arrive no later than the closing date and time specified in the timeline provided herein.
Any received after that time will not be opened, and will be returned only upon request by,
and at the expense of, the responder(s). The responder(s) will assume total responsibility
for delivery of their proposal on time and at the specified place, whether sent by mail or
delivered in person.
6. Telephone, facsimile, or telegraphic proposals are not acceptable. Unless otherwise
specified, submission by email is not permitted.
7. To assist any and all Contractors in obtaining a clear understanding of the requirements of
this proposal, Contractors may present clarifying questions. Questions regarding this
proposal must be submitted in writing via email to jmonroe@albany.k12.ny.us. Responders
must also provide in writing one working email address of where the District should direct
its response to any questions. The District is not responsible for non-working email
addresses. District responses will also be shared with other potential proposers if they are
known to the District.

TERMS AND CONDITIONS
1. The issuance of this RFB request constitutes only an invitation to submit a response to the
District. If the school District chooses to award the RFB to a selected Contractor, the
Contractor must complete a contract with the District. The form and content of the contract
will be determined by the District.
2. Article 18 of the General Municipal Law prohibits municipal officers and employees from
having interest in contracts with the municipality for which they serve. This law applies to
officers, employees of a municipality, or members of a municipal board. Additionally, a
Vendor that is interested in submitting a proposal to an RFB must fully disclose, in writing
to the Contractor on or before the closing date of the RFB, the circumstances of any
possible conflict of interest or what could be perceived as a possible conflict of interest if
the Vendor were to become a contracting party pursuant to the RFB. The Contractor shall
review any submissions by Vendor(s) under this provision and may reject any Proposals
where, in the opinion of the Contractor, the Vendor could be in a conflict of interest or
could be perceived to be in a possible conflict of interest position if the Vendor were to
become a contracting party pursuant to the RFB.
3. This Proposal request does not commit the District either to award a contract or to pay any
costs incurred in the preparation of a submission. Responders shall bear all costs associated
with submission preparation, submission and attendance at presentation interviews, or any
other activity associated with this Proposal request or otherwise.
4. All proposals and accompanying documentation become the property of the City School
District of Albany. The District shall not divulge any information presented to anyone
outside the District, unless required by law, without the written approval of the individual
or firm. The District reserves the right to use the information and any ideas presented in
any submission in response to this RFB request, whether or not the submission is accepted.
Submitted bids may be reviewed and evaluated by any person or outside consultant retained
by the District, other than one associated with a competing applicant, as designated by the
District. If a bidder believes that any information in its bid constitutes a trade secret and
wishes such information not be disclosed if requested by a member of the public pursuant to
the State Freedom of Information Law, Article 6 of the Public Officers Law, the bidder
shall submit with its bid a letter specifically identifying the page number, line or other
appropriate designation, that information which it deems to constitute a trade secret and
explain in detail why such information is a trade secret. Failure by a bidder to submit such
a letter with its bid identifying trade secrets shall constitute a waiver by the applicant of any
rights it may have under Section 89 (Subdivision 5) of the Public Officers Law relating to
protection of trade secrets.
5. The District neither makes nor assumes any contractual obligation by issuing this RFB
request, receiving and evaluating responses, or making preliminary bidder selections.
Providing a response as provided herein shall neither obligate nor entitle a bidder to enter
into a contract with the District.
6. The District reserves the right to determine in its sole and absolute discretion whether any
aspect of the Contractor's submission satisfactorily meets the criteria established in this RFB

request, the right to seek clarification from any Responder(s), and the right to cancel and or
amend, in part or entirely, the RFB request, at any time prior to a written contract.
7. It is understood that any submission received and evaluated by the City School District of
Albany will be used as the basis for the cost and terms of a contract between the District and
the particular responder. In submitting a response, it is understood by the responder that the
District reserves the right to accept any submission, to reject any and all submissions and to
waive any irregularities or informalities that the District deems is in its best interest.
8. The District is not obligated to respond to any submission nor is it legally bound in any
manner whatsoever by the submission of a response.
9. Each response shall be reviewed for completeness and for the technical and administrative
requirements of the RFB request. The District has the option of requesting the responder to
submit missing information or provide clarification of those issues deemed incomplete, or
disqualifying the proposal. A proposal may be disqualified for lack of response to such a
request.
10. RFB's submitted to the District must be valid for a period of at least 120 days from the
deadline for receipt of bid responses as defined in the time frame section of this document.
11. The selected Contractor's proposal will become part of any resulting legal contract, should
contracts be awarded. The term of the resultant contract shall commence upon award and
shall remain in effect until completion, inspection, and final acceptance of specified project(s)
unless terminated, cancelled, or extended as otherwise provided herein.
12. Each proposal must include the appropriate corporate officer's approval signature.
13. It is a requirement that responders indicate specifically in the response any sub-contract,
alliance, partner, franchise, or other "non-employee" relationship with any resource(s) they
will utilize if they are chosen as the selected proposal. Note: The District reserves the right
to approve and designate sub-contractors to be used in any of the services being proposed.
14. The City School District of Albany reserves the right to introduce additional factors not
contained in this RFB request in order to obtain the most suitable solution. After submitting
a proposal, each respondent must be prepared to have the operational aspects of their proposal
reviewed in detail by District representatives.
15. When specifications are revised, the City School District of Albany Purchasing Department
will issue an addendum addressing the nature of the change. Bidders must sign and include
it in the returned bid package.
16. The District may, from time to time, inform other local governmental entities and school
districts that they may acquire items or services listed in this Request for Bids. Such
acquisition(s) shall be at the prices stated herein, and shall be subject to bidder's
acceptance. Other local government entities or school districts purchase orders shall be
submitted directly to the vendor within the specified contract period referencing the
District's contract. The City School District of Albany will not be liable or responsible for

any obligations, including, but not limited to, payment, and for any item ordered by an
entity or school other than the City School District of Albany.
17. Proposals shall be opened publicly at the District's Central Office location, or other duly
designated location, on the "received by" date and time indicated on the cover page. The
name of each responder shall be read publicly and recorded. Unless disclosure of final
proposal pricing would constitute an impairment of negotiations, the proposed bid, cost, or
sum of each proposer will be read publicly as well. The content of proposals shall not be
subject to public inspection until after contract award. Subsequent to contract award,
proposals may be reviewed unless they, in total or in part, contain information which is
exempt from disclosure pursuant to the Freedom of Information Law (e.g. a trade secret).
18. At any time prior to the specified proposal due time and date, a responder (or designated
representative) may withdraw their proposal.
19. The District reserves the right to award contracts for individual projects or for any
combination of projects deemed to be most advantageous to the District. Notwithstanding
any other provision of the RFB, the District expressly reserves the right to:
a. Waive any immaterial defect or informality; or
b. Reject any or all proposals, or portions thereof; or
c. Reissue an invitation for proposal.
20. The District Board of Education reserves the right to award a contract in the best interest of
the District. The Board of Education's decision will be final.
Responders Default - Failure of the Responders to comply with any of these provisions may be
considered reason for rejection of the Proposal.
ATTACHMENT A: SPECIFICATIONS
ATTACHMENT B: SIGNATURE PAGE
ATTACHMENT C: REFERENCES
ATTACHMENT D: INSURANCE REQUIREMENTS
ATTACHMENT E: QUOTE SHEET

ATTACHMENT A-SPECIFICATIONS
1. General Repairs - The awarded contractor will be expected to complete work orders in a
minimum of seventeen (17) kitchens, owned by the City School District of Albany. The
repair services may be needed on cold kitchen equipment including but not limited to the
following:
Walk-in and reach-in freezers including all unit & operating components
Walk-in and reach-in coolers including all unit & operating components
Milk coolers including all unit and operating components
Cold food tables
Ice Machines
2. Response to Request for Services - The awarded contractor shall provide services during
week-day office hours, nights, weekends, and holidays. Many of the requests for repair
services will be an urgent or emergency nature and a rapid response will be necessary. A
phone number must be provided to the school at which a twenty-four (24) hour response
call will be expected. Should the call not be returned within the specified time, or
completion of the job not be attempted, the next lowest bidder available will be contacted.
The difference in cost will be billed to the original contractor who did not comply with the
specifications. The District also reserves the right to remove contractors from future bidders
list for failure to adhere to specifications. All repairs require prior approval of the Food
Service Director.
3. No Subcontracting- Consultant shall not subcontract any portion of the Consultant's duties
under this agreement without the prior written consent of the district.
4. Bidders may contact Lisa Perron, Food Service Director, at (518) 475-6644 extension 4 to
arrange a site tour prior to submitting a bid and/or obtain an all-inclusive list of specific
equipment with manufacturer/model number/energy source.
5. Proposal - The proposal quoted, and conditions outlined in the bid must remain firm for
the duration of the contract.
6. It is incumbent upon the contractor(s) to pay the prevailing rate of wages as established by
the NYS Department of Labor.
7. Prevailing Wage Rate as part of the requirements of Article 9 (sections 230-239) of the NYS
Labor Law, requires Public Work Contractors and Subcontractors to pay laborers, workers
or mechanics employed in the performance of a Public Works contract not less than the
prevailing rate of wages and to provide supplements (fringe benefits) in accordance with
prevailing practices in the locality where the work is performed. Any Federal or State
determination of a violation of any Public Works law or regulation, or Labor Law, or any
OSHA violation deemed "seniors or willful" may be grounds for a determination of vendor
non-responsibly and rejection of bid.
8. The Contractor must provide a copy of payroll records, when requested, showing prevailing
wages paid to each employee for any School District project.

9. An updated prevailing wage schedule and PRC number will be provided to Contractors at the
beginning of each contract period.
10. Award - The District will award the bid to the responsive and responsible bidder(s) whose
bid is most advantageous to the District. In determining the most advantageous bid, the
District will consider criteria such as, but not limited to, cost, bidder's past performance
and/or service reputation, and service capability, quality of the bidder's staff or services,
customer satisfaction, bidder's past relationship with the District.
11. Contract Term - The contract shall be for the period of one year. Upon mutual agreement
with the Contractor, the District shall have the option to extend the contract up to four
additional one-year periods, provided that terms and conditions of the extension shall be the
same and the daily rates do not increase more than the Consumer Price Index (CPI). During
the extended contract period, the District may cancel, without penalty, upon seven (7) days
written notice to contractor.
12. Invoicing - All invoices shall contain complete and accurate information. Invoices with
material items must be accompanied by an original receipt.

ATTACHMENT B - SIGNATURE PAGE
I have reviewed and agree to the terms, conditions and other stipulations of this RFB and
further certify the accuracy of the information submitted as the proposal:
Authorized signature:
Individual's name (print):
Title (affix seal if a corporation):
Business name:
Mailing address:
Business license number:
Date: / /
Phone:
e-mail: ________________
Fax:
Proposals must be signed to be valid.