10-SCOPE OF WORK Commercial Truck refrigeration- 10.30.25.pdf

Commercial Truck Repairs and Services

JUSTIFICATION

These agreements will be used to provide repair services and parts for the Commercial Truck fleet for the Food & Child Nutrition Services on an as-needed basis.

SCOPE OF WORK

1. Dallas Independent School District (Dallas ISD) is soliciting proposals from qualified vendors for the purchase of parts and repair services, truck body repair services, refrigeration units repair services, lift gate repair and the repairs of roll-up reefer doors for Food and Child Nutrition Delivery Fleet. The intent of this RFP is to establish a contract with vendors that can provide timely, cost-effective, and reliable refrigeration unit and roll-up reefer door parts and repair services to ensure uninterrupted food distribution operations across the district. All vendors are encouraged to participate.

2. Dallas ISD is seeking to award a pool of qualified vendors from which campuses/departments may purchase the goods/services identified in the solicitation document.

3. The resulting Contract award, if any, is for one (1) year and may be extended for two (2) additional one-year periods at the unilateral discretion of Dallas ISD based on factors such as, but not limited to pricing, service satisfaction compliance with terms and conditions, and the needs of the District. To exercise each option to renew, the District must give written notice of the Offeror of its election to renew for one (1) additional year within forty-five (45) days of the then current term of the Agreement/Contract. If the District fails to timely exercise any of the options to renew, all remaining options to renew shall expire and terminate.

4. The Effective Date of the Contract/Agreement, if any, is the date that the award is approved by Dallas ISD's Board of Trustees or designated representative. In some cases, the effective Date and the date for start of services are separated by several weeks and/or months.

5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of

6.5 million people in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles and encompasses the cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of Carrollton, Cedar Hill, DeSoto, Duncanville, Farmers Branch, Garland, Grand Prairie, Highland Park, Hutchins, Lancaster and Mesquite.

a. The District is the second largest public-school district in the state, and the 14th-largest district in the nation.

b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, and hard-working students and committed parents and volunteers. The District serves approximately 150,000 students in prekindergarten through the 12th grade, in 230 schools, employing nearly 20,000 dedicated professionals.

6. Pricing.

Please submit your bid responses in person or by submitting an electronic response through our Bonfire electronic bidding system. Offers received after the receipt/opening time and date will not be considered. FAX proposals and e-mailed proposals will not be accepted.

7. Catalog Discount Program.

The vendor must provide a percent discount on the catalog price for products your company provides.

Discount does not have to be the same for every item or every manufacturer, in which case the vendor may write "Varies". Offeror must provide a current catalog along with submission or provide a link to their online catalog. Catalog discount lines left blank with no numerical number will be interpreted as a "No Bid". If a vendor fails to provide a catalog discount, the District will not be able to purchase any other items from them through the life of the contract. We highly encourage vendors to submit a response to catalog discount lines.

8. No Contact.

Contact between the proposers and the user departments (Food Services) during RFP process or evaluation process is prohibited. Any attempt by a proposer to contact the departments could result in disqualification. Proposer(s) may make written inquiries concerning this RFP to obtain clarification of the requirements. All inquiries must be submitted to through the Bonfire platform no later than the date and time specified. All questions, responses and addendum will be posted within Bonfire. Requests for verbal or telephone clarification will be declined and will be non-binding.

9. Parts and Warranty.

Vendors will provide OEM or equivalent parts for all repairs. Warranty on all repairs, parts and replacement equipment must come with the maximum granted by the manufacturer. The contractor shall provide the manufacturer’s warranty documents with full disclosure of any and all warranty terms, conditions and tenures on any repairs, parts, services, and replacement equipment and system provided under this contract. Warranty Period must be indicated on pricing sheet. Any replacement equipment and systems shall be warranted against defects in material and workmanship for a period of not less than twelve (12) months. If the manufacturer's standard warranty exceeds twelve (12) months, then the standard warranty period shall apply. Contractor shall furnish the manufacturer’s warranty to the receiving client at the time of delivery. The Contractor shall provide a one-year unconditional warranty on service call work. The warranty shall include labor and material necessary to restore the equipment involved in the initial service call to a fully operable condition. In the event that Contractor service call work causes damage to additional equipment, the Contractor shall be liable for labor and material to restore the system to full operation. Contractor response to service call warranty work shall be the same as required by the initial service call.

10. Purchase Order Requirements.

The District reserves the right not to purchase services on this bid or any awarded item resulting from this bid. Bidder must be able to accept purchase orders for their goods and/or services provided. A district approved Purchase Order for each repair, parts or service will be furnished to the successful bidder, before the required delivery date based on the Lead Time provided by the manufacturer at the time of the quote. An approved PO must be in place, prior to any work being completed on any vehicle.

11. Product Price Adjustment.

Prices for all items included in this bid may be adjusted annually based upon the percentage changes (whether up or down) of the index specified below. All adjustments must be approved in writing prior to the start of each contract year. The Producer Prices Index (PPI) data published by the Bureau of Labor Statistics (BLS) will be the basis of prices. The available indexes information can be found at the following website: http://www.bls.gov/data.

When submitting new pricing during renewal phase(s), vendor must confirm in writing which table was used to establish the basis of prices. Vendors are only allowed to pass along costs from their suppliers on to the District: increasing prices past what the market states is unallowable.

Procurement services will make the final decision on approval of price increases submitted by the vendor.

12. On-Site and Off-Site Repair Services Requirements:

a. All On-site services shall be performed at the Dallas ISD Food and Child Nutrition Services Department warehouse, 1515 Al Lipscomb Way, Dallas, Texas 75215.

b. Service appointments must be coordinated with the warehouse prior to services. For services and repairs, Reefer Trucks are available between 6am-7am or 12pm-3pm.

c. Please call the FCNS Warehouse Manager at 214-932-5529 to book all service appointments.

d. Please notify the warehouse manager upon arrival the day of services and report what services were rendered, and any follow up services needed before leaving the premises.

e. Failure to do so may result in non-payment of services.

f. All off-site repair, please call the FCNS Warehouse Manager at 214-932-5529 prior to any work being addressed.

13. Product Quality Requirements: If such imperfections are found upon delivery, the products will be rejected. If such imperfections are found later, the supplier will be contacted and asked to pick up the items and replace them or issue a credit for the full purchase amount. Each case must display descriptive information sufficient to identify contents of case, quantity of contents, UPC and/or other product identification codes.

14. Invoicing The bidder shall provide an original invoice for each service. The invoice must be itemized to show cost per line item of services provided. The original invoice is the official pay document used by the FCNS Accounts Payable Department of Dallas ISD.

a. E-Mail invoices to Food and Child Nutrition Services at FCNSAP@dallasisd.org

b. Invoices must be sent after services are rendered.

c. Any invoices that have been sent prior to services rendered will not be processed.

d. All invoices must have the correct Purchase Order (PO) Number. No invoices will be processed without a PO.

e. The vendor shall provide an original invoice for each service completion. This original invoice is the official pay document used by the Accounts Payable Department of Dallas ISD.

f. Invoices shall be numbered with no duplicate numbers. Invoices must show itemization of services rendered by line item, Dallas ISD SKU number if applicable, Dallas ISD customer assignment number (to be provided on order form), unit size, unit price, extended unit price, and total amount of invoice.

mailto:FCNSAP@dallasisd.org