Request for Proposals
REQUEST FOR PROPOSAL (RFP) – Fitness Equipment Replenish
Issued by: Alfond Youth & Community Center
RFP Issue Date: May 5, 2026
Proposal Due Date: June 2, 2026
- Introduction
The Boys & Girls Club and YMCA of Greater Waterville at the Alfond Youth & Community Center (AYCC) invites qualified vendors to submit proposals for the comprehensive upgrade and modernization of its three fitness spaces within the Pathway to Wellness. The selected vendor will provide equipment, delivery, installation, and related services to support a safe, inclusive, and high-quality fitness experience for members.
- Organizational Background
The AYCC is home to the only combined Boys and Girls Club and YMCA in the world. We are a nonprofit organization dedicated to strengthening community through youth development, healthy living, and social responsibility. Our 10,000 square foot Pathway to Wellness is utilized by 6,500 diverse members, including teens, adults, seniors, and individuals with varying levels of physical ability and fitness goals.
In addition to replacing cardio and strength equipment in our second floor 5,000 square foot wellness center, this RFP aligns with a facility construction project that will transform a first floor 3,000 square foot free-weight room and open-access multipurpose space into a high quality performance center complete with a turf surface and small studio space.
- Project Objectives
- Replace all cardio and strength equipment with modern, durable, and user-friendly alternatives through a phased approach.
- Expand accessibility and inclusivity with consideration for adaptive and beginner-friendly needs.
- Improve member experience with new equipment.
- Ensure long-term reliability, safety, and ease of maintenance.
- Align equipment selection with AYCC wellness programming needs.
- Scope of Work
The selected vendor will be responsible for:
A. Equipment Supply
Provide a full range of commercial-grade fitness equipment as listed below. Installation is likely to be in phases. Equipment offering ease of access to all members regardless of physical or mental ability is a plus.
Phase 1 (wellness center)
- (Qnty: 8) Treadmills with LED Screen, Heart Rate Monitor, Speed/Incline Adjustment on Handles. No interactive TV Screen.
- (Qnty: 2) Stair Climber with LED Screen. No interactive TV Screen.
Phase 2 (wellness center)
- (Qnty: 3) Upright Stationary Bike with LED screen. No interactive TV Screen.
- (Qnty: 3) Recumbent Stationary Bike with LED screen. No interactive TV Screen.
- (Qnty: 3) Elliptical with LED Screen. No interactive TV Screen.
- (Qnty: 2) Arc Trainer with LED Screen. No interactive TV Screen.
Phase 3 (wellness center)
- (Qnty: 1) Leg Extension
- (Qnty: 1) Seated Hamstring Curl
- (Qnty: 1) Calve Raise Machine
Phase 4 (performance center)
- Qnty: 1) Hack Squat or Belt Squat Machine
- (Qnty: 2) Platforms for squat racks
- (Qnty: 2-3) Storage/Accessory rack
- Must be able to store a combination of medicine balls, physio balls, BOSU Balls, kettlebells, bands, etc. Preference for a wall unit to save floor space.
- Anchor for TRX systems and battle ropes is a plus
- (Qnty: 4) Adjustable benches - Flat/Incline a must, decline option is a plus
- (Qnty: 2) Flat Benches
- (Qnty: 1) DB Set 5-100lbs (5 lb. increments)
- (Qnty: 1) DB Rack (saddles, not platforms to hold weights)
- (Qnty: 2) Plate tree (anchors to hold weights 2.5, 5, 10, 25, 35, 45)
B. Technology Integration
- Upgrade options for interactive screens for cardio equipment
- Map and 3D rendering of equipment layout a plus
C. Delivery & Installation
- Equipment delivery coordination
- Professional installation and setup
- Trade in value of old equipment
- Removal and environmentally responsible disposal of old equipment
D. Training & Support
- Staff training on equipment use and maintenance
- Member orientation support (optional)
- Documentation and user manuals
- Company representative visits on routine basis
E. Maintenance & Warranty
- Preventative maintenance plans
- Service response times and support structure
- Warranty coverage details
- Vendor Qualifications
- Experience supplying commercial fitness facilities (preferably community or nonprofit organizations)
- Proven track record of reliable equipment and service
- Ability to provide references from similar projects
- Financial stability and operational capacity
- Compliance with safety and industry standards
- Proposal Requirements
Proposals must include:
- Company Overview: Background, experience, and qualifications
- Equipment Proposal: Detailed list of recommended equipment with specifications, brands, and models. Include rationale for selections.
- Project Timeline: Estimated delivery and installation schedule
- Pricing Structure: Itemized costs (equipment, delivery, installation, etc.) with optional add-ons or upgrades
- Warranty & Maintenance: Coverage details and service plans
- References: At least three relevant client references from a similar organization
- Value-Added Services & Activities: Any additional offerings (training, software, community engagement, event sponsorship, naming rights, etc.)
7. Evaluation Criteria
Proposals will be evaluated based on:
- Quality and suitability of equipment
- Total cost and value
- Vendor experience and reputation
- Warranty, service, and value-added offerings
- Implementation timeline
- Alignment with AYCC mission and community & program needs
8.Timeline
- RFP Issued: Tuesday May 5, 2026
- Questions Due: Tuesday May 12, 2026
- Proposal Submission Deadline: Tuesday June 2, 2026
- Vendor Selection: Monday June 15, 2026
9. Submission Instructions
Proposals must be submitted electronically. Late submissions may not be considered.
To: Danny Moreshead, Wellness Director (dmoreshead@clubaycc.org) and Kate Roy, Senior Director of Healthy Living Programs (kroy@clubaycc.org)
Subject Line: “Wellness Center Equipment RFP Submission – [Vendor Name]”
10. Additional Information
The AYCC reserves the right to:
- Accept or reject any proposal
- Request additional information or clarifications
- Negotiate terms with selected vendors
- Modify the scope of work and timeline as needed
11. Contact for Questions
All questions regarding this RFP must be submitted in writing to:
- Danny Moreshead, Wellness Director (dmoreshead@clubaycc.org) and/or
- Kate Roy, Senior Director of Healthy Living Programs (kroy@clubaycc.org)
We appreciate your interest in supporting our mission to inspire and enable all young people and their families to realize their full potential as healthy, responsible, productive, and caring citizens.
Kate Roy & Danny Moreshead
Alfond Youth & Community Center
126 North St., Waterville, ME
207-873-0684