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The original item was published from 5/30/2018 2:26:52 PM to 6/14/2018 12:00:03 AM.

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Public Hearing Notices & Public Notices

Posted on: May 30, 2018

[ARCHIVED] Victor Fire Department - HVAC Maintenance and Repair

Victor Fire Department

Village of Victor

Request for Proposals (RFP)

HVAC Maintenance and Repair

Proposals due by 12 noon; June 13, 2018

Notice is hereby given that the Village of Victor is requesting proposals for HVAC Maintenance for the Victor Fire Department. 

Purpose of Proposal

The Village desires to enter into a non-exclusive professional services agreement with a qualified firm that can demonstrate competency and experience in providing HVAC preventative maintenance and repair services for the Victor Fire Department’s buildings and related equipment.

The contract term is for three years, commencing July 1, 2018, with an option to extend the contract up to two, one-year terms, upon agreement by both parties.  The Village of Victor reserves the right to choose other contractors for a particular service issue when, in the determination of the Village, it is in the organization’s best interest to do so. This contract will be extended to any future Victor Fire District.

The Victor Fire Department HVAC equipment consists of:

  Exhaust in truck bay

  Three exhaust fans in the day, scram and main meeting rooms

  Four rooftop units

  Boiler in truck bay

  Two water heaters

   Two split unit HVAC Units


Equipment start-up and shut-down shall be performed each session

Vendor Information.  The proposal must include all of the following information.  Failure to do so may be considered non-responsive and may result in the disqualification of a bidder.

Vendor’s qualifications to provide the HVAC maintenance and repair, including years in business, number of employees, and experience in providing services.

Vendor will include detailed descriptions of their company’s current customer service, account management, call centers/after hours contact, reporting and invoicing processes. 

Vendor will provide employee certifications and company’s certifications and authorizations for providing requested services.                                                                       Vendor will provide at least three references from current customers, including contact names, addresses and phone numbers.

Scope of Service. The scope of service shall include vendors to furnish labor, equipment and materials to provide service as outlined below for the Victor Fire Department’s vehicles, including:

2 visits annually for Preventative Maintenance

Belts, 1 x annually will be provided in the agreement

Pleated filters, annually must be provided in the agreement

9 am to 12 pm, Monday through Friday for regular service

Emergency service (at all times other than 9 am to 12 pm, Monday through Friday). 

15% discount on parts

60 day Labor Warranty on service

Standard of Service. If a contract is awarded, the selected vendor will be required to adhere to a set of general contract provisions, including:

  1. The contractor will provide the required services and will not subcontract or assign the services without the Department’s written approval
  2. The contractor will provide the services as an independent contractor and not as an employee or agent of the district.
  3. The contractor is to schedule work and report to the Building Maintenance Officer and/or his designee and will cooperate and confer with him/her as necessary to insure satisfactory work progress. 
  4. Contractor may access the fire hall via supplied fob access during regular business hours or during period of emergency service.  Access shall include the truck bays, bathrooms and day room/scram room.
  5. Contractor shall be permitted to leave materials and equipment in the fire hall during work period; however, the Victor Fire Department is not liable to secure the same or for damage or loss.
  6. Contractor shall leave equipment and surrounding areas in clean condition at the end of the work periods. 
  7. All reports, estimates, memoranda and documents must be dated and bear the contractor’s name. 
  8. Billing terms shall be no less than net 30; bills shall be sent to the Village of Victor; 60 East Main Street; Victor, NY 14564.
  9. Response to Emergency Service shall include verbal response to initial call within 15 minutes and a technician on the road within 1 hour. 

Bid Sheet. The Bidder shall furnish documentation showing compliance to above and shall include the following:

            Standard labor rate

            Emergency service labor rate

            Any fees and surcharges, including, but not limited to, travel rates, fuel surcharges, etc.

Bids shall be delivered in sealed envelopes marked “Victor Fire Department Fire Apparatus Maintenance Bid” to Village of Victor; 60 East Main Street; Victor, NY 14564.  Questions can be directed to Chief Sean McAdoo via email, at; or Lisa Hauf at; questions and responses shall be available from the Village of Victor Clerk during regular business hours.

Bid selection/ Award Criteria. Victor Fire Department and the Village of Victor (“the purchaser”) reserves the right to reject any or all proposals or to accept such proposal that, in the purchaser's sole opinion, will best serve the purchaser's interest in obtaining the desired service levels. Factors that will be considered, but shall not be limited to, are:




Response time

Warranty Coverage

Service ability and location

Bid opening shall commence at 12pm on Wednesday, June 13th, 2018, at the Village Hall.  Final decisions shall be determined and announced on Tuesday, June 19th, 2018. 

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