Village of Dobbs Ferry HVAC and Refrigeration Preventative Maintenance, Repair and Emergency Services RFP
Village of Dobbs FerryCity · Dobbs Ferry, NY- Due
- Sep 18, 2026
- Deadline passed
- Posted
- Sep 3, 2026
- Contract term
- 2 years
- Primary contact
- Jennifer Dorman
- (914) 231-8507
The 30-second brief
The Village of Dobbs Ferry is soliciting proposals from licensed commercial HVAC contractors for a comprehensive preventative maintenance program, repair services, and emergency response. The contract covers heating, ventilation, air conditioning, and commercial refrigeration equipment (including reach-in coolers, freezers, and ice machines) at nine facilities: Ambulance Corp, DPW, Embassy Community Center, Fire Department, Public Library, Memorial Park Offices, Ogden Engine Fire House, Police Department, and Village Hall. Services include semiannual maintenance visits, filter replacement, condenser coil cleaning, and operational efficiency testing. The initial contract term is two years with two optional one-year renewals. Proposals are due September 18, 2026, and must include hourly labor rates for regular, after-hours, and emergency services.
Sealed proposal, Response to RFP Proposal Form, Non-Collusive Bidding Certification, Service reports, Hourly labor rates, Equipment inspection report
Best interest of the public, Contractor qualifications, Experience with municipal facilities, Response times, References
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Summary
The Village of Dobbs Ferry is soliciting proposals from licensed commercial HVAC contractors for a comprehensive preventative maintenance program, repair services, and emergency response.
The contract covers heating, ventilation, air conditioning, and commercial refrigeration equipment (including reach-in coolers, freezers, and ice machines) at nine facilities: Ambulance Corp, DPW, Embassy Community Center, Fire Department, Public Library, Memorial Park Offices, Ogden Engine Fire House, Police Department, and Village Hall. Services include semiannual maintenance visits, filter replacement, condenser coil cleaning, and operational efficiency testing. The initial contract term is two years with two optional one-year renewals. Proposals are due September 18, 2026, and must include hourly labor rates for regular, after-hours, and emergency services.
EVALUATION CRITERIA
5- Best interest of the public
- Contractor qualifications
- Experience with municipal facilities
- Response times
- References
REQUIRED DELIVERABLES
6- Sealed proposal
- Response to RFP Proposal Form
- Non-Collusive Bidding Certification
- Service reports
- Hourly labor rates
- Equipment inspection report
REQUIRED ATTACHMENTS
3- Attachment A – Equipment Schedules
- Attachment B – Air Filter Schedules
- Attachment C – Proposal Pricing
REQUIRED STAFFING
Helper / Apprentice, Controls Technician
- Submit to
- Office of the Village Clerk, Village Hall, 112 Main Street, Dobbs Ferry, New York 10522
- Scope location
- Dobbs Ferry, NY
Questions about this RFP
How do I respond to this RFP from Village of Dobbs Ferry?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 18, 2026. 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: Office of the Village Clerk, Village Hall, 112 Main Street, Dobbs Ferry, New York 10522. For questions, contact Jennifer Dorman.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Village of Dobbs Ferry in NY, 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 Jennifer Dorman at (914) 231-8507. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Helper / Apprentice, Controls Technician. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Sealed proposal, Response to RFP Proposal Form, Non-Collusive Bidding Certification, Service reports, Hourly labor rates, Equipment inspection report. 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: "Best interest of the public, Contractor qualifications, Experience with municipal facilities, Response times, References" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Village of Dobbs Ferry?
All active and historical solicitations from Village of Dobbs Ferry are tracked and searchable. As a city agency, Village of Dobbs Ferry 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 2 years. 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: Attachment A – Equipment Schedules, Attachment B – Air Filter Schedules, Attachment C – Proposal Pricing. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Village of Dobbs Ferry for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Dobbs Ferry, NY. Review the full solicitation for detailed scope requirements.