IFB 26034AD Offsite Repair of Electrical and Electronic Devices

C I T Y O F D A Y T O N, O H I O
AD # 3/26 & 3/31
INVITATION FOR BID
IFB No. 26034AD
Purchasing Division
Room 514, CITY HALL
101 W. Third St.
DAYTON, OHIO 45402
OFFSITE REPAIR OF ELECTRICAL AND ELECTRONIC DEVICES PART I OF II
For Further Information Contact: Date March 26, 2026
Austin Dickison
Room 514, CITY HALL Nicole Fox
101 W. Third St. Purchasing Agent
Dayton OH 45402
Phone No. 937-333-4035
ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO bids@daytonohio.gov
NO LATER THAN: 11:00 A.M. local (Dayton OH) time on April 21, 2026
User Agency: Water
Your bid is requested for the following:
To establish a firm Price Agreement for Offsite Repair of Electrical and Electronic Devices with pricing to remain firm for the period May 1,2026
through April 30, 2027 with a possible option to renew, at the City of Dayton's discretion, firm pricing for three (3) additional 12-month periods
from May 1, 2027 through April 30, 2030.
A copy of this bid may be found on the City's Website at: http://www.daytonohio.gov/bids.aspx
All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton, please complete and
submit your complete Vendor Application form. Forms must be on file with the City of Dayton before any Purchase Order or contract can be
awarded with your company.
Questions: Please submit any and all questions in writing to Austin Dickison at Austin.Dickison@daytonohio.gov no later than 11:00 AM on
April 7, 2026. Answers will be posted by end of business on April 10, 2026.
Forms can be found on the City of Dayton's website at: http://www.daytonohio.gov/781/Doing-Business-With-the-City-of -Dayton
Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in "Subject" line. All supplemental documentation
shall be included with the original.
BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.
LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.
A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been
made.
All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this
I.F.B.
Bids are to include all shipping costs to the point of delivery as indicated above.
The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).
Multi-year orders are valid only if funds are available in succeeding years.
State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names
on our bid form are to establish quality levels and do not indicate preference.
The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the
judgment of proper officials, is to the best interest of the City.
The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to
quote, advise to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.
BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W.
Second St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order or contract can
be issued. Please complete and return promptly to the Human Relations Council.

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ I.F.B. No. 26034AD
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including
inside delivery.
Offsite Repair of Electrical and Electronic Devices Part I of II
Bidders are required to bid all items of this bid to be awarded. If you cannot bid all items you will be considered
non-responsive.
Both portions of the Offsite Repair of Electrical and Electronic Devices bid must be completed electronically. Send one original
pdf signed bid and one excel spreadsheet electronic via e-mail to: bids@daytonohio.gov
Please fill in Grey Shaded Areas Electronically using Part II. Part II shall be submitted in EXCEL.
Price to remain firm for the period May 1, 2026 through April 30, 2027.
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from
May 1, 2027 through April 30, 2028) at the City's sole discretion?
Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is
_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification
of the requested increase
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from
May 1, 2028 through April 30, 2029) at the City's sole discretion?
Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is
_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification
of the requested increase
Option to renew any resulting price agreement at the same rates, terms, and conditions for additional 12-month period (from
May 1, 2029 through April 30, 2030) at the City's sole discretion?
Yes [ ] No [ ] If appropriate, state maximum percent of increase (based on pricing as of first year of bid) to retain this option is
_________%. Any provided request shall be accompanied by supporting documentation that clearly indicates the detailed justification
of the requested increase
Yes [ ] No [ ] If appropriate, are you a part of a Cooperative Pricing Agreement? Please elaborate in Part II of II.
Bidder shall provide all product Summary and Specifications related to product(s) and Manufacturer's Warranty with your company's
bid response.
BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.
"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City's Revised Code of General Ordinances
Section 35.70 through 35.74 regarding Living Wages." [ ] YES [ ] NO
All delivery costs are included in this quotation Bidding Company____________________________________
regardless of F.O.B. designation.
Address : ___________________________________________
Cash Discount Allowed:______% 10th Proximo.
Leave blank if your terms are Net 30 Days. ___________________________________________________
City State Zip Code
Delivery will be made within ________ calendar
days after receipt of order. ___________________________________________________
Email address to send Purchase Order to:
Prices quoted will remain firm for acceptance with-
in 90 calendar days after bid opening unless other- By:_________________________________________________
wise stated. (Please Print or Type) Name and Title
Signature: ___________________________________________
Phone No.__________________/FED. ID#_________________

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ I.F.B. No. 26034AD
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including
inside delivery.
DESCRIPTION
BID DOCUMENT
All bids shall be submitted as a PDF via electronic submission to bids@daytonohio.gov. The City's email size can
only accept 20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total).
Should the bid document be larger than this size your company will have to submit bid in several email documents.
Should the bid be submitted in multiple parts please designated in the "Subject", your bid response as multiple "Parts",
i.e. IFB No. 26034AD Part 1, IFB No. 26034AD Part 2, etc.
BID OPENING
Topic: CITY OF DAYTON BID OPENING - IFB 26034AD - OFFSITE REPAIR OF ELECTRICAL AND ELECTRONIC
DEVICES
Time: April 21, 2026 11:00 AM Eastern Time (US and Canada)
Join Zoom Meeting
Invite Link: https://us04web.zoom.us/j/78288253963?pwd=tsYi6kwOahVgfgTaMcvCGjbFEPOoGN.1
Meeting ID: 782 8825 3963
Passcode: wg8qYk

CITY OF DAYTON
OFFSITE REPAIR OF ELECTRICAL AND ELECTRONIC DEVICES PART I OF II
SPECIFICATIONS AND REQUIREMENTS
IFB NO. 26034AD
March 2026
PART 1 - GENERAL
1.1 DESCRIPTION
A. This specification City of Dayton Repair of Electrical and Electronic devices, seeks a service company for the repair
of HMIs, VFD, soft starters, small controllers, PLC cards and processors. These repairs should cover multiple
brands. Typical brands are ABB, Allen Bradley, Square D, Schneider Electric, Danfoss, GE, GE Fanuc, Eaton,
Emerson, and Red Lion. See Appendix A for a list. These repairs are to be done offsite at the service company
facilities. Items will be sent to the company for repair evaluation, quotes, and subsequent repairs. The need should
also be met for rush repairs charged at a larger premium to meet our needs. As an additional service the vendor
should have access to or possess stock of industrial devices of different manufacturers such as new surplus of stock,
non-stock, repaired and obsolete items which we might purchase in lieu of repair.
B. The service company shall provide all labor, materials, equipment, and trained personnel to make all repairs in-
house for the submitted equipment. They should be a complete organization able to quote, repair, and ship items.
1.2 QUALITY ASSURANCE
A. Qualifications:
1. Service Repair Company:
a. The Service Repair Company shall have been regularly engaged in the repair and testing of electrical and
electronic devices for a minimum of 5 years. The organization shall have a calibration program. Test instruments used
shall be calibrated in accordance with ISO standards or their equivalents. An ISO certified repair facility is preferred.
All repair services should be performed in-house. Any exceptions should be discussed and approved by the customer
before repairs.
2. Service Repair Personnel:
a. Repair, testing, inspection, calibration, and evaluations shall be performed by engineering technicians who
possesses these or equivalent certifications such as Master Certified Technician (CETma), Industrial Electronics
(IND), Electrical Technician Certificate,(EETC), Certified Electronic Systems Associates(ESA) Certified Electronics
Systems Technician(EST) or equivalent from ETA, EETC, ISCET, or ESPA or an Associates Electronics degree from
an accredited institution. The only other acceptable personnel would be those with a minimum of 10 years of repair
experience with this company or other recognized repair facilities. Any exceptions should be noted on the bid
response.

1.3 GENERAL SERVICES
A. Evaluation & Repair:
1. Tech evaluates the equipment for repair and has a customer quote within 48 hours detailing repair time and cost.
2. After customer approval is received repair is initiated. If customer determines repair is not economical, equipment
is to be returned or is to be properly disposed of per customer's wishes. If disposal incurs an additional cost, it should
be discussed and approved by the customer.
B. Testing Equipment and Methods:
1. Perform tests on the equipment to identify the faults and failures.
2. All testing instruments should be maintained and calibrated regularly. Repair service shall have a calibration
program which maintains all applicable test instrumentation within rated accuracy. The accuracy shall be traceable to
the National Bureau of Standards in an unbroken chain.
3. Dated calibration labels shall be visible on all test equipment.
C. Equipment Cleaning
1. In addition to the specific repair tasks identified, general cleaning of the equipment is required as a normal part of a
repair.
2. No additional charges shall be permitted for work required to complete these cleaning tasks.
D. Completion of Equipment Repairs
1. After repair of all faults and failures, all equipment should be tested to verify proper operation under load conditions.
2. A report should accompany the repaired equipment, that briefly details the repair. When adjustments are made to
equipment, identify "as found" and "as left" conditions in the report.
E. Stock of Surplus, Repaired, Non-stock, and Obsolete Equipment
1. We want the repair vendor to also stock a supply or have the ability to obtain new surplus items, repaired,
non-stock, and obsolete items.
2. These parts should be tested and warrantied the same as any repaired equipment.
3. For repaired items, they must have been repaired in house, be tested, and warrantied the same as any
equipment a customer would submit for repair.
4. Obsolete items should also be in top condition, being tested and warrantied.
F. Shipping and Final Packaging
1. All repaired equipment is to be properly packed and protected to prevent damage during shipping.
2. All final repair reports are to be included along with a shipper.
3. If return shipping of the equipment must be done by an LTL carrier instead of UPS or FEDEX due to the size or
weight of the equipment then that cost should be part of the repair quote bid submitted and line itemized by the repair
facility in their repair quote and would be used if the customer approves. The customer would still have the right to
use their own carrier.

G. Emergency Services
1. The repair facility will have emergency repair capability. The increased hourly rate for these repairs or the
increased cost percentages for those repairs is to be a part of your bid. All such repairs are to be discussed and
approved by the customer prior to any repairs or repair part purchases.
2. Emergency repairs are to be quoted within 24 hours of receipt of the equipment. This quote shall be all-inclusive for
labor and shall not be added to any other labor rate. No additional emergency-related fees shall be charged unless
explicitly listed in the Bid Form.
3. If time does not permit speedy repair due to availability of parts or materials that exceed 3 business days prior to
repairs then that should be discussed with the customer prior to any emergency repair service.
4. Vendor needs to be readily able to respond to a request for emergency repairs within 24 hours of request for
service.
H. Billing
1. Miscellaneous Fees: No additional charges for shipping, administrative fees, shop supplies, environmental fees, or
other miscellaneous charges shall be allowed unless expressly identified in the Bid Form.
2. Invoicing and payment for all repaired equipment will be done after receipt of repaired equipment from the repair
facility using the approved general repair purchase order.
3. Any prebilling would be permitted if repair parts or materials are deemed excessive in cost. This could only be done
on a percentage of the repair total. This would have to be approved by the customer prior to any such prebilling.
I. Warranty
1. All repaired equipment shall be warrantied for no less than two years for defects or failures of replaced parts or due
to failures related to workmanship or faulty troubleshooting or incomplete testing before or after repair.
1.4 REPORTS AND DOCUMENTATION
A. General:
1. Repairs requiring the purchase of supplies or parts totaling more than $3000.00 shall always require the submission
of labor and material cost estimates and shall require approval from the City of Dayton in writing before commencing.
Repairs requiring less than $2000 can be authorized verbally by designated City of Dayton representative per
contract.
2. The report submission shall be accompanied by certified copies of inspection reports, test reports, and
maintenance-related documentation.
3. The repair company shall keep separate logs of all testing and repair performed on each piece of equipment. The
log shall include the repairer's name, the date, the name of the item, a description, and relevant comments regarding
the repair.
4. Testing reports shall include the following:
a. Summary of repairs
b. Name/Description of equipment repaired
c. Description of tests
d. Test results
e. Testing conclusions

5. Submit report documentation not more than 10 days after services are completed.
B. Invoicing:
1. Invoices for completed repairs are to be submitted promptly for payment and not to exceed 5 business days.
2. The cost of parts and supplies for approved repair activities shall be paid by the City of Dayton. However, the City of
Dayton is exempt from sales tax and will not be responsible for reimbursing sales tax. Documentation will be provided
to vendor to enable purchasing on Dayton's behalf as tax exempt.
PART 2 - PRODUCTS
2.1 EQUIPMENT REQUIRING REPAIR
A. List of Possible Manufacturers and Equipment Needing Repairs
1. Materials used for replacement items shall be original equipment manufacturer (OEM) material or an approved
equal.
2. See Appendix A for a list of Manufacturers and Equipment.

CITY OF DAYTON
OFFSITE REPAIR OF ELECTRICAL AND ELECTRONIC DEVICES
REFERENCES FOR BIDDING COMPANY
IFB NO. 26034AD
March 2026
Name of Bidding Company: _____________________________________
Names, addresses, and telephone numbers for at least three references presently or previously served by your firm
for IFB No. 26034AD. Do not use the City of Dayton as a reference.
Company Name: ___________________________________________________
Address: ___________________________________________________
Contact Person: ___________________________________________________
Telephone Number: ___________________________________________________
Email Address: ___________________________________________________
Company Name: ___________________________________________________
Address: ___________________________________________________
Contact Person: ___________________________________________________
Telephone Number: ___________________________________________________
Email Address: ___________________________________________________
Company Name: ___________________________________________________
Address: ___________________________________________________
Contact Person: ___________________________________________________
Telephone Number: ___________________________________________________
Email Address: __________________________________________________

CITY OF DAYTON
OFFSITE REPAIR OF ELECTRICAL AND ELECTRONIC DEVICES PART I OF II
Appendices
IFB NO. 26034AD
March 2026
Appendix A
Equipment Brand Brand Brand Brand Brand Brand
VFD ABB Allen Danfoss Eaton Schneider Lenze
Bradley Electric
Soft Starter Allen Schneider Lenze Danfoss
Bradley Electric
HMI Allen GE Fanuc Emerson
Bradley
PLC Allen GE Fanuc Emerson
Bradley
Controllers Red Lion Honeywell
Power Sola HD Eaton Emerson
Supply
Ethernet Allen
Switch Bradley

BID TO THE CITY OF DAYTON, OHIO
DIVISION OF PROCUREMENT
E-MAIL TO: bids@daytonohio.gov
Date: ___________ I.F.B. No. 26034AD
Note: FOB Destination; all prices bid to the City shall include all fees of transportation including
inside delivery.
Offsite Repair of Electrical and Electronic Devices Part I of II
SUSTAINABLE PROCUREMENT POLICY
The City of Dayton acknowledges its responsibility to reduce harm to human health and the environment while fostering a
vibrant community and economy. To help achieve these goals, the City has adopted an optional sustainable procurement
policy. The City further recognizes that the products and services the City buys have inherent environmental and
economic impacts and that the City should make procurement decisions that embody, promote and encourage the City's
commitment to the environment and human health.
The City strongly encourages potential vendors to bring forward tested, emerging, innovative, and environmentally
preferable products and services that are best suited to the City's environmental principles. This includes products and
services such as those with lower greenhouse gas emissions, high recycled content, without toxic substances, those with
high reusability or recyclability, those that reduce the consumption of virgin materials, and those with low energy
intensity.
As part of its environmental commitment, the City reserves the right to award a contract to the most responsive and
responsible bidder, which includes bids that bring forward products or services that help advance the City's
environmental commitment. In addition, the City may request, though optional to the vendor, that vendors voluntarily
share environmental information related to the bid such as annual greenhouse gas emissions, energy consumption, miles
traveled, or other relevant data. This would help the City better understand the environmental impacts of its procurement
decisions.
The City will do this within its financial ability and affordability.
Our company offers sustainable products and pricing within this submitted proposal:
YES
NO
Our company offers comparable sustainable products not submitted in this proposal:
YES
NO
If YES, please consider submitting documentation and/or certifications to verify the products environmental and
economic impacts with your proposal.