Project Information

Bid Title

IFB 26034AD Offsite Repair of Electrical and Electronic Devices

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Mar 26, 2026

Closing Date

Apr 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 26034AD

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 26034AD
Bid Title:	IFB 26034AD Offsite Repair of Electrical and Electronic Devices
Category:	Procurement
Status:	Open

Description: Electronic bids are due by April 21, 2026 no later than 11:00 AM (Dayton Local Time). Publication Date/Time: 3/26/2026 4:26 PM Closing Date/Time: 4/21/2026 11:00 AM Related Documents: IFB 26034AD Offsite Repair of Electrical and Electronic Devices Part I of II IFB 26034AD Offsite Repair of Electrical and Electronic Devices Part II of II

Attachment Preview

AD # 3/26 & 3/31

C I T Y O F D A Y T O N, O H I O

Purchasing Division

Room 514, CITY HALL

101 W. Third St.

DAYTON, OHIO 45402

INVITATION FOR BID

IFB No. 26034AD

OFFSITE REPAIR OF ELECTRICAL AND ELECTRONIC DEVICES PART I OF II

For Further Information Contact:

Austin Dickison

Room 514, CITY HALL

101 W. Third St.

Dayton OH 45402

Phone No. 937-333-4035

Date March 26, 2026

Nicole Fox

Purchasing Agent

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

regardless of F.O.B. designation.

Cash Discount Allowed:______% 10th Proximo.

Leave blank if your terms are Net 30 Days.

Delivery will be made within ________ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance with-

in 90 calendar days after bid opening unless other-

wise stated.

Bidding Company____________________________________

Address : ___________________________________________

___________________________________________________

City

State

Zip Code

___________________________________________________

Email address to send Purchase Order to:

By:_________________________________________________

(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.

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors
• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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