Commercial Kitchen Equipment

This Request for Proposals (the “RFP”) is an invitation by the Government of Bermuda (the “Government”) to prospective proponents to submit proposals for Commercial Kitchen Equipment as further described in Section A of the RFP Particulars (Appendix D) (the “Deliverables”).

The Bermuda Department of Corrections intends to procure commercial-grade kitchen equipment for Westgate Correctional Facility to improve the efficiency, capacity, safety, and reliability of its food service operations. The requirement includes the supply and delivery of a commercial potato peeling machine, additional hot pot, heated holding cabinet, and commercial floor mixer suitable for continuous use within a correctional institutional kitchen. The procurement will seek qualified suppliers capable of providing equipment that meets the Department’s operational requirements, applicable health and safety standards, warranty provisions, and after-sales service and maintenance support. The tender process will assess suppliers based on compliance with required specifications, overall cost and value for money, equipment quality and durability, delivery timelines, warranty coverage, and availability of local or accessible technical support. This procurement is necessary to replace non-functional equipment, increase food preparation capacity, reduce manual handling, and support the timely preparation of standard and medically required special-diet meals for the inmate population.

RFP Contact

For the purposes of this procurement process, the “RFP Contact” will be:

Chief Officer James Codrington jdcodringrton@gov.bm

Proponents and their representatives are not permitted to contact any employees, officers, agents, elected or appointed officials or other representatives of the Government, other than the RFP Contact, concerning matters regarding this RFP. Failure to adhere to this rule may result in the disqualification of the proponent and the rejection of the proponent’s proposal.

Prior to the Submission Deadline noted in the RFP timetable below, proponents that download this file and intend to respond to this RFP are required to register their interest with the RFP contact by emailing their company name and contact information to

Chief Officer James Codrington jdcodringrton@gov.bm

Amendment/addenda (if any) will be posted at https://www.gov.bm/procurement-notices/commercial-kitchen-equipment. Proponents should visit the Government Portal on a regular basis during the procurement process.

Type of Contract for Deliverables

The selected proponent will be requested to enter into direct contract negotiations to finalize an agreement with the Government for the provision of the Deliverables. The terms and conditions found in the Form of Agreement (Appendix A) are to form the basis for commencing negotiations between the Government and the selected proponent. It is the Government’s intention to enter into an agreement with only one (1) legal entity.

The term of the agreement is to be for a period of 9 months, with an option in favour of the Government to extend the agreement terms and conditions acceptable to the Government and the selected proponent for an additional term of up to 3 months. An Agreement is subject to change until fully executed.

Joint submissions are acceptable however, if a joint submission is made, the submission must clearly indicate which party will act as the prime contractor.

RFP Timetable

All times listed are Bermuda local time. The RFP timetable is tentative only and may be changed by the Government at any time. For greater clarity, business days means all days that the Government is open for business.

Site Visit / Pre-Bid Meeting

A non- mandatory site meeting will be held on November 27, 2026 at 9:00 AM Bermuda Local Time at the following location: Westgate Correctional Facility Kitchen

The above will be the initial meeting point and will include a tour of the kitchen.

All proponents or their official representative(s) attending the site meetings are responsible for their own costs and are required to attend each site so they are fully acquainted with existing conditions and limitations.

Non-attendance at the site visit meeting will not be a cause for disqualification of a bidder.

The proponent or their official representative must register their presence with the RFP Contact, James Coddington, at the start of the meeting, stating the name of the company they represent, their email address, and phone number.

A copy of all individuals' photo identification will remain at the gate.

All proponents will be subjected to a search, including K9 search, while on the property.

All individuals must be properly attired while in the facility.

No unauthorized items are permitted on the facility i.e. Cellphones, pagers, alcohol, or illegal drugs etc.

The purpose of the meeting will be to visually review the site conditions, clarify issues and to answer questions on any matter that may be raised.

Proponents are responsible for having a copy of the RFP documents and for making their own notations during the site visits.

Any modification of the RFP documents that may become necessary as a result of the site visits will be made through an addendum.

Submission of Proposals

Proposals to be Submitted at Prescribed Location

Proposals must be submitted to:

Electronic mail (E-Mail) submissions are accepted at jdcodrington@gov.bm.

If documents are larger than ten (10) MB please send them within a zip file.

In the subject line of the email, please state the RFP title. Please ensure to send a copy of your proposal in MS Word and/or Adobe PDF format.

Proposals to be Submitted on Time

Proposals must be submitted at the location set out above on or before the Submission Deadline. Proposals submitted after the deadline will be rejected.

Proposals to be Submitted in Prescribed Format

Proponents shall submit at minimum 0 original signed hard copies of their proposal or one (1) electronic copy (e-copy) in Microsoft Word or Adobe PDF format. If both a hard copy and an e-copy of the proposal are submitted and there is a conflict or inconsistency between the hard copy and the e-copy of the proposal, the hard copy of the proposal will prevail.

The original and all copies of the proposal shall be typed or written in indelible ink and shall be signed by a person duly authorized to sign on behalf of the Proponent. This authorization shall consist of a written authorization and shall be attached to the Submission Form included in (Appendix B). The name and position held by each person signing the authorization must be typed or printed below the signature. An Electronic Record of Signature will be accepted in the submission only in accordance with the requirements laid out in the Electronic Transactions Act 1999. Any interlineation, erasures, or overwriting shall be valid only if they are signed or initialed by the person signing the proposal.

Proposals should be submitted in a sealed package and prominently marked with the RFP title and number (see RFP cover) and do not be opened until Friday December 18, 2026 05:00:00 PM. The full legal name and return address of the proponent should be marked on the package as well.

Amendment of Proposals

Proponents may amend their proposals prior to the Submission Deadline by submitting the amendment in a sealed package prominently marked with the RFP title and number and the full legal name and return address of the proponent to the location set out above. Any amendment should clearly indicate which part of the proposal the amendment is intended to amend or replace.

Withdrawal of Proposals

At any time throughout the RFP process until the execution of a written agreement for the provision of the Deliverables, a proponent may withdraw a submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. The Government is under no obligation to return withdrawn proposals.