Town of Shelburne - Outdoor Walk-In Freezer and Fridge Unit - RFP 06_2025-EcDev (2025)
Town of ShelburneCity · Shelburne, ON- Due
- Dec 15, 2025
- Deadline passed
- Posted
- Nov 21, 2025
- Duration
- 3 months
- Primary contact
- Carey Holmes
- (519) 925-2600 ext 228
The 30-second brief
The Town of Shelburne is seeking proposals from qualified refrigeration contractors for the design, supply, installation, and commissioning of a walk-in cooler and walk-in freezer combination unit at the Kitchen facility located at Fiddle Park, 105 2nd Line, Shelburne, ON. This turnkey project includes site preparation, utility locates, a 25' x 50' concrete pad foundation, complete refrigeration system installation, electrical connections, and a protective lean-to shelter structure with visual screening. The project supports the Dufferin County Community Harvest initiative to provide proper cold storage capabilities for food security and community programs. The estimated total project budget is $221,800 excluding HST. The submission deadline is December 15, 2025, at 3:00 PM EST. Inquiries are due by December 10, 2025. Mandatory requirements include TSSA registration, WSIB clearance, commercial general liability insurance of $5,000,000, and three references.
Walk in Cooler/Freezer Combination Box 16' x 20' x 10', Walk-In Cooler 8' x 20' x 10', Walk-In Freezer 8' x 20' x 10', Outdoor-mounted condensing units, Electronic controllers, Electronic expansion valves, R448 refrigerant, Condensate drain lines, NSF-certified indoor racking system, Slip-resistant flooring, Concrete pad foundation, Lean-to shelter structure, Visual screening fence
Price Competitiveness and Overall Value 25%, Delivery of Finished Project on Schedule 15%, Delivery of Project on Budget 15%, Technical Compliance and Quality of Proposed Equipment 15%, Experience and Qualifications 10%, Site Work, Structural Design, and Construction Quality 10%, Project Approach, Methodology, and Schedule 5%, References and Past Performance 5%
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Summary
The Town of Shelburne is seeking proposals from qualified refrigeration contractors for the design, supply, installation, and commissioning of a walk-in cooler and walk-in freezer combination unit at the Kitchen facility located at Fiddle Park, 105 2nd Line, Shelburne, ON. This turnkey project includes site preparation, utility locates, a 25' x 50' concrete pad foundation, complete refrigeration system installation, electrical connections, and a protective lean-to shelter structure with visual screening.
The project supports the Dufferin County Community Harvest initiative to provide proper cold storage capabilities for food security and community programs. The estimated total project budget is $221,800 excluding HST. The submission deadline is December 15, 2025, at 3:00 PM EST. Inquiries are due by December 10, 2025. Mandatory requirements include TSSA registration, WSIB clearance, commercial general liability insurance of $5,000,000, and three references.
EVALUATION CRITERIA
12- Price Competitiveness and Overall Value 25%
- Delivery of Finished Project on Schedule 15%
- Delivery of Project on Budget 15%
- Technical Compliance and Quality of Proposed Equipment 15%
- Experience and Qualifications 10%
- Site Work
- Structural Design
- Construction Quality 10%
- Project Approach
- Methodology
- Schedule 5%
- References and Past Performance 5%
REQUIRED DELIVERABLES
13- Walk in Cooler/Freezer Combination Box 16' x 20' x 10'
- Walk-In Cooler 8' x 20' x 10'
- Walk-In Freezer 8' x 20' x 10'
- Outdoor-mounted condensing units
- Electronic controllers
- Electronic expansion valves
- R448 refrigerant
- Condensate drain lines
- NSF-certified indoor racking system
- Slip-resistant flooring
- Concrete pad foundation
- Lean-to shelter structure
- Visual screening fence
REQUIRED ATTACHMENTS
14- Proposal Form (Appendix A)
- Company profile
- Valid TSSA registration number
- HST registration number
- WSIB clearance certificate
- Proof of liability insurance ($5,000,000)
- Three references
- Detailed technical specifications
- Equipment cut sheets and technical data
- Engineered drawings for concrete pad and lean-to structure
- Complete project schedule
- Itemized pricing breakdown
- Warranty information
- Health and safety policy and procedures
- Submit to
- [email protected]
- Scope location
- Shelburne, ON
- Projected sq ft
- 640 sq ft
Questions about this RFP
How do I respond to this RFP from Town of Shelburne?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 15, 2025. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Carey Holmes.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Town of Shelburne in ON, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Carey Holmes at (519) 925-2600 ext 228. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Walk in Cooler/Freezer Combination Box 16' x 20' x 10', Walk-In Cooler 8' x 20' x 10', Walk-In Freezer 8' x 20' x 10', Outdoor-mounted condensing units, Electronic controllers, Electronic expansion valves, R448 refrigerant, Condensate drain lines, NSF-certified indoor racking system, Slip-resistant. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Price Competitiveness and Overall Value 25%, Delivery of Finished Project on Schedule 15%, Delivery of Project on Budget 15%, Technical Compliance and Quality of Proposed Equipment 15%, Experience and..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Town of Shelburne?
All active and historical solicitations from Town of Shelburne are tracked and searchable. As a city agency, Town of Shelburne regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 months. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Proposal Form (Appendix A), Company profile, Valid TSSA registration number, HST registration number, WSIB clearance certificate, Proof of liability insurance ($5,000,000), Three references, Detailed. Review the full document from Town of Shelburne for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Shelburne, ON. The total projected area is 640 sq ft. Review the full solicitation for detailed scope requirements.
