TENDER FOR CHILLER, FREEZER & DRAFT MACHINE SERVICING

Issued By:
Bryden Stokes Limited
Barbarees Hill, Bridgetown, Barbados

1. INTRODUCTION
Bryden Stokes Limited is seeking qualified vendors for servicing, maintenance, and repair of Chillers, Freezers & Draft Machines. This tender invites eligible service providers to submit proposals for providing comprehensive services for all Chillers, Freezers & Draft Machines owned by Bryden Stokes Limited. The successful bidder will be required to deliver high-quality, timely, and cost-effective maintenance to ensure the Chillers, Freezers & Draft Machines are operating efficiently and without interruption.

2. SCOPE OF WORK
The scope of services to be provided includes but is not limited to:

• Routine Servicing and Preventive Maintenance of Freezers & Chillers (every 3 months):
• Regular inspections of units.
• Cleaning of condenser coils, evaporator coils, and other critical components.
• Lubrication of moving parts such as fans and compressors.
• Checking the refrigerant levels and refilling if necessary.
• Ensuring proper temperature control and performance testing.
• Checking the door seals and gaskets for wear and tear.

Routine Maintenance of Beer Draft Machines (every 2 weeks):

• Removal of lubricating compressor
• Freight of draft beer machines
• Filling storage collections at locations of kegs
• Delivery of gas cylinders
• Provision of sanitizer of draft machines

Repairs and Troubleshooting:

• Identification and rectification of faults in the refrigeration system, compressors, fans, thermostats, and electrical components.
• Repairing or replacing malfunctioning parts.

Emergency Services:

• Provide 24/7 emergency service for breakdowns, including response times and repair.

Parts Replacement:

• Replacement of faulty parts with high-quality, brand-approved components. Some parts will be provided by Bryden Stokes Limited.
  Provide a warranty for parts replaced.

Documentation and Reporting:

• Maintain detailed service records for each unit serviced.
• Provide service reports after each maintenance or repair session.
• Recommendations for improvements or replacements.
• Draft Machine maintenance special requirements
• Removal of lubricating compressor
• Freight of draft beer machines
• Filling storage collections at locations of kegs
• Delivery of gas cylinders
• Provision of sanitizer of draft machines

3. QUALIFICATIONS OF BIDDERS
To be eligible to submit a proposal, the bidder must meet the following requirements:

• Proven experience in servicing commercial Chillers, Freezers & Draft
• Machines or refrigeration systems.
• Certification by relevant authorities in the field.
• Availability of trained technicians capable of diagnosing and repairing complex refrigeration issues.
• Ability to supply genuine replacement parts.
• Previous experience in servicing similar organizations (preferable).
• Availability of emergency response services.

4. TENDER SUBMISSION REQUIREMENTS
The tender submission must include the following:

Company Profile:
– Legal name of the company, address, contact details.
– Overview of the company’s experience and expertise in refrigeration and freezer servicing.

Service Proposal:
– A detailed description of the services to be provided, including any additional services or value-added offerings.
– Service schedule and proposed frequency of maintenance visits.

Pricing:
– A detailed breakdown of service costs, including labor, parts, emergency services, and travel (if applicable).
– Any discounts or promotional offers, if available.

References:
– At least two references from previous clients for whom similar services have been provided.
– Warranty and Guarantees:
– Details on warranties provided on both labor and parts.

5. EVALUATION CRITERIA
Proposals will be evaluated based on the following criteria:
Experience and Qualifications: The bidder’s experience in the industry, including their capability and expertise in servicing similar units.
Pricing: The competitiveness and transparency of the pricing structure.
Service Quality and Guarantee: The quality of services offered, including any guarantees or warranties on services and parts.
Response Time: The ability to provide timely and efficient emergency services.
References: Feedback from prior clients regarding the quality of services.

6. TERMS AND CONDITIONS
The successful bidder will be required to sign a service agreement outlining all terms and conditions before the commencement of work.
Payments will be made according to the payment terms outlined in the service agreement.
The tender process will be governed by the procurement policies of Bryden Stokes Limited.

7. SUBMISSION INSTRUCTIONS
All tenders must be submitted to Bryden Stokes Limited by Friday, February 7th 2025, 4.30pm.
Or via email: info@brydenstokes.com
Attention: Bryden Stokes Chiller Tender c/o Food & Consumer Division

8. CONFIDENTIALITY
The bidder shall keep all information regarding the tender confidential and not disclose it to any third party without prior written consent from Bryden Stokes Limited.

End of Tender