Food Service Hot Kitchen Equipment Repair

REQUEST FOR BID
Food Service Hot Kitchen Equipment Repair
RFB 0722-26
Attention: Purchasing Agent
Address: City School District of Albany
1 Academy Park
Albany, NY 12207
Phone: (518) 475- 6050
RESPONSES DUE BY 2:00PM on July 22nd, 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 0722-26: Food Service Hot Kitchen Equipment Repair
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 2:00 PM on July 22nd, 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 0722-26: Food Service Hot
Kitchen Equipment Repair".
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.
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 plumbing. Proposals must follow the outline set forth in this document. Please
submit one original and two copies 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(s).
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 8,800 with a 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 minor construction or repair and maintenance services on the District's
plumbing systems.

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 plumbing repair work.
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 0722-
26: Food Service Hot Kitchen Equipment Repair". 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. Please submit one (1) original and two (2) copies of your proposal. All three (3) may be included
in the same envelope.
6. Original proposal is to be mailed or delivered to:
City School District of Albany
Attn: Purchasing Agent
1 Academy Park
Albany, NY 12207
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.
7. Telephone, facsimile, or telegraphic proposals are not acceptable. Unless otherwise specified,
submission by email is not permitted.
8. To assist any and all vendors in obtaining a clear understanding of the requirements of this
proposal, vendors 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 District
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 District shall review any submissions by Vendor(s)
under this provision and may reject any Proposals where, in the opinion of the District, 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. RFBs 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 on the cover page 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 for one (1) year or until completion, inspection, and final acceptance of specified
project(s) and/or services 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 bids, or portions thereof; or
c. Reissue an invitation for bid.
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: IFORMATION TO BIDDERS
ATTACHMENT C: SIGNATURE PAGE
ATTACHMENT D: REFERENCES
ATTACHMENT E: INSURANCE REQUIREMENTS
ATTACHMENT F: QUOTE SHEET

ATTACHMENT A: SPECIFICATIONS
1. General Repairs -
1. - 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 hot kitchen equipment including but not limited to the
following:
Dish machines: hot water sanitizing, chemical sanitizing, under counter, single
tank door style, conveyor and flight type
Ovens: convectional, conventional, deck & microwave
Range tops and grills
Warming cabinets: mobile & stationary
Hot food tables
Slicers, mixers, grinders, buffalo choppers
Coffee urns
Can openers
Upright racks, rolling racks & push carts
2. Types of Request for Services - The construction or repair work will consist of minor type
of construction or repair work of both the type to be performed "day to day" and the type
that will be of an "immediate and necessary" nature. "Day to day" type repairs, in this
instance, mean those which can be performed during normal working hours. "Immediate
and necessary" type repairs mean any work required for correcting a situation or condition
having an immediate adverse effect on the safety and welfare of students and/or staff and/or
jeopardizing the continued operation and/or use of the building.
3. Response to Request for Services - The awarded contractor shall provide services during
week-day office hours, nights, weekends, and holidays and be available to the District's
representative 24 hours a day and seven days a week. Many of the requests for repair services
will be an urgent or emergency nature and a rapid response will be necessary. Calls for
repair/service work will be initiated from the office of Food Service for the School District.
When calls for service are initiated, the Contractor must return all calls to the Food
Service Department within one hour. The District will indicate the time in which the job
must be completed. 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.
Contractor shall arrange for a specific phone number at which calls will be received at all times
and acted upon at once if need arises. Contractor may arrange for a regular shop number for
calls during the day and another phone number for calls at all other times. The District also

reserves the right to remove contractors from future bidders list for failure to adhere to
specifications.
4. No Subcontracting- Vendors shall not subcontract any portion of their duties under this
agreement without the prior written consent of the district.
5. 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.
6. Proposal - The proposal for performing the work under this contract for repair consists of
two items (1) labor and (2) materials necessary to fully complete the services in
accordance with specifications of this RFB. The proposal quoted, and conditions outlined
in the bid must remain firm for the duration of the contract.
7. Labor Base Rate
a) It is incumbent upon the vendor(s) to pay the prevailing rate of wages as established by the NYS
Department of Labor. 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. The "mark-up" portion of the bid quoted
percent figure, that is, the amount over 100%, shall include, but is not limited to, workman's
compensation insurance, disability insurance, other benefits, social security, taxes, unemployment
insurance, allowances for holidays, vacations and sick leave, overhead and profit. In other words,
100% equals the wage rate plus the supplemental benefits as stated in the New York State
Prevailing wage rate schedule. Your markup must include all other charges such as workman's
compensation, disability insurance, unemployment insurance, etc. It shall also include all charges
for use of all hand-operated and power tools normally used in the various trades. Special
equipment, such as truck mounted cranes, etc., if required on the job at the site shall be at a time
rate agreed upon between the Board of Education and the vendor at the time of and for the
particular project.
b) The base labor rate shall be the normal working hour rate, as published by the New York
State Department of Labor. Should the school district authorities require work to be done
during hours other than the normal workday, as at night, weekends or legal holidays, the base
rate shall be increased according to the multiplier, such as "time and one-half" or "double
time" which is prevailing for the particular period requested.
c) The amount of time to be charged to the School District shall be for the actual time at the site
on each particular repair job. The mechanic or workman must sign "in" at the front desk of
the building upon arrival and sign "out" upon departure. Travel to the job and /or any vendor
shall not be charged to the district
d) Chargeable time for labor shall be for only the mechanics or workman
performing the work. Supervisory help, checkers, clerical, transportation

drivers and vehicles costs shall be included in the mark-up portion of the
percentage figure quoted for labor rate.
e) If a contractor is asked to respond within a time period of one (1) hour as an emergency, the
contractor shall be guaranteed a minimum of four (4) hours compensation for each mechanic
required to complete the required work. The rate shall be at the rate for the hours or period
during which the School authority requests its work to be performed.
f) Any Federal or State determination of a violation of any Public Works law or regulation, or Labor
Law, or any OSHA violation deemed "serious or willful" may be grounds for a determination of
vendor non-responsibly and rejection of bid.
g) The vendor must provide a copy of payroll records showing prevailing wages paid to each
employee for any School District project.
h) An updated prevailing wage schedule and PRC number will be provided to vendor at the beginning
of each contract period.
8. MATERIALS:
a) Materials used in the repair work shall be new, of good quality and the type normally used
for the particular kind of repair work. Should the School District or its representative
request a specific grade, quality or type of material, that specific grade, quality and type
shall be provided by the vendor. At no time should the district be charged for tools or their
components. Nor should the district be charged for any necessary safety equipment (PPE)
or disposable cleaning supplies. These items should be worked into the cost of labor
b) The COST OF MATERIALS used in making the repairs and charged to the School District
shall be the cost to the vendor plus the approved mark-up. The figure quoted in the bid of
the vendor and included in all documents shall be expressed as a percentage multiplier
applied to an estimated basic cost to the vendor.
i. The basic cost of materials shall mean the cost of the material delivered to the vendor's
warehouse or shop as evidenced by copies of invoices, bills of lading, or similar
acceptable evidence of cost. The cost to the vendor of such materials used and charged to
the School District shall not exceed the usual cost of materials generally used for such
repair work purposes in this geographical area.
ii. In the event that purchases of materials are made by the vendor on other than "arm's
length" basis from suppliers in which the Contractor has a financial interest, the cost of
such materials shall not exceed the cost of the same or similar materials available to the
School District from other sources.
iii. In any event, the School District reserves the right to furnish any or all materials
required for such repair work.
iv. The vendor shall also demonstrate to the City School District of Albany's satisfaction
that they stock an inventory of manufacturer's parts deemed reasonable to provide a