1-USD Foods Freezer Equipment Replacement IFB.pdf

Invitation for Bid

Uintah School District Foods Freezer Equipment Replacement

Uintah School District

826 South 1500 East Naples, Utah 84078

Deadline for Submittal March 16, 2026

2:00 P.M.

I. PURPOSE

The Uintah School District is seeking a qualified vendor to replace the existing freezer equipment in a large walk-in freezer at the Foods Warehouse located in Vernal, Utah. The District will work with the awarded vendor on timeline for procurement of materials and installation completion.

II. SCOPE OF WORK

Uintah School District is seeking a qualified Vendor to provide the materials and services necessary for the Foods Department’s new freezer equipment. The Vendor will be responsible for verifying the necessary materials needed to complete the work. The Scope of Work includes the following:

1. Freezer:

a. Project to be completed between June 10, 2026, and June 30, 2026. There is no early finish incentive offered to the Vendor.

b. Prep and execute as directed by Sherry Hardman and Brody Carlton.

c. Vendor must make a site visit to become familiar with the project before submitting a bid.

d. Project must include installation of condensing unit(s) and evaporators(s) which are sufficient to properly operate the existing freezer box.

e. Project to include a Lead Lag two zone system.

f. Vendor is responsible for determining if existing refrigerant lines are sufficient or need to be replaced. If they need to be replaced, parts and labor for replacement must be included in the bid.

g. During the project, frozen food will be stored in the back 70% of the freezer. No equipment that will need to be accessed or replaced will be in back area. The project must be completed in a timely manner so that the frozen food does not start to thaw.

h. Vendor is responsible for providing changes to, or replacement of, existing electrical components needed to operate the freezer system.

i. Vendor must remove and dispose of the existing freezer equipment.

j. Pricing to include all necessary materials needed to complete the project. A Cost

Proposal Form, Attachment C, is included to provide a breakdown of materials needed to complete the job but is not a required document if a clear and concise bid cost is provided.

k. Project must include 5-year extended warranty, at minimum, on compressors. Other equipment must, at a minimum, include a 12-month parts and labor warranty.

Note: Please contact Sherry Hardman at sherry.hardman@uintah.net or mailto:sherry.hardman@uintah.net brody.carlton@uintah.net to ensure availability and access for inspection by Vendors for the purposes of estimating necessary material quantity, and other costs.

The project must be completed between June 10 – June 30, 2026.

The District will not provide any equipment. The Vendor’s pricing must include the materials, labor, equipment, shipping, delivery, fuel, maintenance, rentals, and surcharges, etc. required to perform the work. Vendor must provide proof of insurance and include all relevant and required licensing. Vendors will be responsible for any damage as a result of the machines, equipment, laborers, or items used during this process.

Material product selection may be documented on the provided Cost Proposal Form for evaluation and either accepted or not accepted at the sole discretion of the District, based on the District’s purchasing policy and the best interests of the District. The mention of any manufacturer or trade name in the specifications is only for the purpose of designating a standard of quality and type.

Vendors shall state in their Bid the name of the manufacturer, the trade name of any of the items they propose to furnish, and a product specification sheet. Any items proposed to be used other than those brands specified in the Bid specifications require approval from District staff, based on the best interests of the District and consistent with the District’s Purchasing Policy.

Any product or services that have been omitted from this specification that are clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this Bid.

The amount of materials to be purchased and the square footage to be treated is an estimate and does not bind the District to purchase any or limit the District to purchase only the amounts identified in this IFB. The District may, at its discretion, limit the number of projects to be issued to the Vendor for reasons of the Vendor’s capacity, immediacy (timing) of a project, and size of a project’s budget, in accordance with the District’s Purchasing Policy. Award of the Bid does not guarantee any purchase.

The District reserves the right to award to one Vendor or award to multiple Vendors based on the best interests of the District.

Bids shall remain valid for 6 months after the day of the Bid opening. Any potential Vendor who seeks to withdraw or modify a Bid because of a computational error shall notify the Purchasing Agent at the District no later than three (3) business days following the Bid closing. The Vendor must thereafter promptly demonstrate the Vendor’s mistake by providing worksheets and other information as appropriate or required by the District to substantiate the claim of inadvertent error.

mailto:brody.carlton@uintah.net

The District has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the District’s Purchasing Policy.

After the Bid has closed, the District may at any time and for any reason make a written request to a potential Vendor for clarifying information contained in a solicitation.

All Bids must include detailed pricing based upon the specifications listed out in this IFB. Any substitutions/exceptions must be listed out on a substitution sheet to be considered and a data sheet for the substitution must be included.

Pricing sheets must be submitted by an authorized individual within the company/organization who is able to bind the organization to the terms and pricing listed. Please include proof of relevant licensing. Failure to not answer any of the following questions, provide the required documents, or follow any required steps may result in the Bid being disqualified, but it is at the sole discretion of the District, based on the best interest of the District.

III. MINIMUM QUALIFICATIONS

The Uintah School District is looking for a Vendor that has completed similar work in size and scope.

Vendor must have these minimum qualifications; otherwise, the Bid will be rejected and will not be evaluated.

1. Demonstrate five years of experience as a Vendor in completing similar projects within the last five years.

IV. INSURANCE REQUIREMENTS

The Vendor shall procure and maintain at its own expense and shall provide evidence, satisfactory to the District, of insurance as follows:

1. Commercial General Liability - A minimum of One Million Dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury, and property damage, and not less than Two Million Dollars ($2,000,000) in the aggregate. The general aggregate limit shall apply separately to the specific project, or the general aggregate limit shall be two (2) times the required occurrence limit. The coverage shall be in the nature of Broad Form Commercial General Liability coverage, and shall specifically include, at minimum, the following coverages:

a. Premises - Operations;

b. Product - Completed Operations Hazard;

c. Broad Form Contractual Insurance;

d. Independent Vendors;

e. Automotive;

f. Comprehensive Form;

g. Broad Form Property Damage; and

h. Personal Injury.

i. Other insurance requirements may be required.

2. If the coverage described above are not in place at the time a proposal is submitted the Vendor should describe in detail what types and levels of coverage are in place currently, and clearly indicate the Vendor's ability and willingness to obtain the above listed coverage if required by the District.

3. The Vendor shall maintain all employee related insurance, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract.

4. The Vendor shall submit certificates of insurance as evidence of the above required coverage to the District prior to the commencement of this Contract. Such certificates shall provide the District with thirty (30) calendar day's written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the above address.

5. The District shall be listed as additional insured.

V. DISCLOSURES

1. Once the IFB is released, communication of any kind made regarding this Bid with any District employee or committee member other than the listed contact person in this IFB is prohibited. Any such contact could disqualify a provider from being awarded this IFB.

2. Any product or services that have been omitted from this specification that is clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this Bid.

3. The District does not provide Bidders Lists or Plan holders Lists.

4. In order to access the State of Utah's procurements online, you must register as a vendor on the

U3P website, https://utah.bonfirehub.com/portal/?tab=openOpportunities. If you require assistance during the registration process, you may contact u3padmin@utah.gov. Registration, email notifications, and electronic responses for all sourcing events (bids, RFBs, etc.) are free under the State of Utah contract with U3P. Registration with the Utah Supplier Portal is limited to procurements conducted by the State of Utah and political subdivisions of the State of Utah.

5. Bid pricing and documentation (Attachment B) must be submitted by an agent within the company/organization who has the authorization to bind the organization to the terms and pricing listed.

6. Submit Bids through U3P electronically by the close date listed in U3P. It is the sole responsibility of the Vendor to submit the Bid before the scheduled time. Any questions regarding how to use the U3P program, including how to submit a Bid, download and upload documents, etc., should contact u3padmin@utah.gov or call the U3P supplier support at: 1-800-233-1121. If you choose to call, please inform U3P support that you are registering under the State of Utah’s Supplier Portal.

https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:u3padmin@utah.gov mailto:u3padmin@utah.gov

7. Any changes or clarifications will be made through the Addendum process through U3P. It is the responsibility of the Vendor to check and ensure they have examined all addendum(s) or questions. The District is not responsible for any Vendors whose Bids do not take into consideration updated information released through the Q&A function in U3P or through any addendums added through U3P.

8. It shall be the sole responsibility of the proposer to upload their documents onto the U3P website prior to the deadline. It is not the responsibility of the District to inform Vendors that they must submit through U3P; it is the sole responsibility of the Vendor to read through this IFB and follow all conditions.

9. A mailed proposal sealed and delivered no later than 2:00 p.m. on Monday, March 16, 2026, addressed to Kelli Wilson, Purchasing Agent, Uintah School District, 826 South 1500 East, Naples, Utah 84078 will be accepted as an alternate to submitting through U3P. The District will not consider late responses, regardless of circumstances.

10. Failure to answer required questions, submit required documents, or follow any of the listed conditions or required step (s) in this IFB may result in the Bid being disqualified, but it is at the sole discretion of the District to do so consistent with the Purchasing Policy and the best interests of the District.

11. Faxed or emailed bids are not acceptable forms of submission and will not be considered as a valid response from an offeror unless prior approval is given by the purchasing agent, kelli.wilson@uintah.net.

12. Any Bid may be withdrawn prior to the date and time the Bids are due. Any Bid not withdrawn will constitute an irrevocable offer to provide the District with the services/product specified in the Bid.

Bids shall remain valid for 6 months after the day of the Bid opening.

13. The Uintah School District reserves the right to reject any or all IFB’s or any part, thereof; to waive informalities; to negotiate and agree to contract terms with the successful Bid; to disregard non-conforming, non-responsive, unbalanced, or conditional Bids, and to re-advertise if it is in the best interest of the District to do so.

14. All questions must be submitted via U3P by the Q&A date/time deadline posted in U3P. Any question emailed or asked of staff will not be answered. Instead, potential providers will be directed to go to U3P and submit their questions via the Question and Answer function in U3P. After the Bid has closed, the District may at any time and for any reason make a written request to a potential Vendor for clarifying information contained in a solicitation.

15. Any potential Vendor who seeks to withdraw or modify a Bid because of a computational error shall notify the Purchasing Agent at the District no later than three (3) business days following the Bid closing. The Vendor must thereafter promptly demonstrate the Vendor’s mistake by providing worksheets and other information as appropriate or required by the District to substantiate the claim of inadvertent error. The District has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the District’s Purchasing Policy.

VI. REVIEW CRITERIA AND

AWARD

mailto:kelli.wilson@uintah.net

1. Basis of Bid – Bid is based on lump sum pricing. Pricing is to include materials, labor, equipment, rental fees, travel fees, delivery, fuel, maintenance, surcharges, waste fees, disposal fees, insurance, lodging, meals, and all other costs required to perform the work. See Section II Scope of Materials and Services for a breakout of required services.

2. Vendor must have a minimum of 5 years’ experience in similar work. Please include references or projects that reflect this experience.

3. It is the intention of the District to award the Bid to the lowest responsive and responsible Vendor who meets the Bid specifications, with reasonable promptness; however, the District does not guarantee to make any award based on this IFB.

4. A minor exception, if taken and fully explained to the satisfaction of Uintah School District staff, will not necessarily be cause for rejection of the Bid.

5. The District reserves the right to: reject any and all Bids or any part thereof; waive any informalities; negotiate and agree to contract terms with the successful Vendor; disregard non-conforming, non- responsive, unbalanced or conditional Bids; and withhold the award for any reason deemed in the best interests of the District, as solely determined by the District.

6. The District reserves the right to reject any Bid if the District believes that it would not be in the best interest of the project or the District. Without limitation, such rejection may be because the Bid is not responsive, or the Vendor is unqualified or of doubtful ability or the Bid or Vendor fails to meet any other pertinent standard or criteria established by the District, as solely determined by the District.

7. The Bid award is contingent upon the signing of a contract or issuance of a Purchase Order.

8. Final payment will be made upon completion, clean-up, inspection, and approval (signing of the invoice) by Donny Laws, USD Maintenance Coordinator. No prepayments or draws against anticipated work will be allowed.

9. Please note that sales made to Utah school district are exempt from sales tax, Utah Code 59- 12-1-4. A copy of the Utah State Sales Tax Exempt Certificate can be requested from the Purchasing Department.

VII. PROTECTED INFORMATION

1. All Bids are subject to the Government Records Access and Management Act (GRAMA)

Utah Code Ann., Subsection § 63G-2-101 et seq.

2. If Vendor believes any information should be held confidential for business reasons, Vendor must submit a written claim of business confidentiality for that particular information and include a specific statement of the reasons supporting the claim pursuant to Utah Code Ann.

§ 63G-2-305(2).