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REQUEST FOR PROPOSALS

FOR FREEZER AND COOLER PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

ON A TASK-REQUEST BASIS

RFP No. #26-003RFP

MANOR INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSALS #26-003RFP

FOR FREEZER AND COOLER PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

ON A TASK-REQUEST BASIS

Manor Independent School District (“Owner” or “MISD” or “Manor ISD”) is soliciting proposals from qualified, experienced vendors to provide commercial freezer and cooler preventative maintenance, emergency repair, and as-needed repair/replacement services for school kitchen facilities across the District in accordance with the terms, conditions, and requirements set forth in this Request for Proposals (“RFP”). The District reserves the right to award portions of the work to different vendors, to make an award to a single vendor or to make no award in connection with this solicitation.

All RFP submissions must be uploaded electronically to Euna (formerly known as Bonfire). Hard copy submissions will not be accepted.

REQUEST FOR PROPOSALS: #26-003RFP

FOR FREEZER AND COOLER PREVENTATIVE MAINTENANCE AND REPAIR SERVICES

ON A TASK-REQUEST BASIS

DUE NO LATER THAN 2:00 P.M. (CST)

ON JANUARY 28, 2026

MANOR INDEPENDENT SCHOOL DISTRICT

Chrissie Bryant, Purchasing Coordinator Manor Independent School District 10335 US Hwy 290E Manor, TX 78653 E-Mail: Purchasing@manorisd.net

ANY SUBMITTAL RECEIVED AFTER THE TIME AND DATE STATED ABOVE WILL NOT BE CONSIDERED.

FAILURE TO COMPLY WITH SPECIFICATIONS MAY RESULT IN THE DISQUALIFICATION OF YOUR SUBMITTAL.

Respondents are expected to examine this RFP carefully, understand the terms and conditions for providing the services listed herein and respond completely. FAILURE TO COMPLETE AND PROVIDE ANY OF THE ABOVE ITEMS MAY RESULT IN THE RESPONDENT’S QUALIFICATIONS STATEMENT BEING DEEMED NON-RESPONSIVE AND THEREFORE DISQUALIFIED FROM CONSIDERATION

SECTION 1 – INTRODUCTION

Manor Independent School District (“Manor ISD” or “District”) is soliciting proposals from qualified, experienced vendors to provide commercial freezer and cooler preventative maintenance, emergency repair, and as-needed repair/replacement services for school kitchen facilities across the District.

These services are critical to the daily operations of the Food and Nutrition Services Department and to ensuring safe food storage, regulatory compliance, and uninterrupted meal service. The District seeks to contract with one or more responsive and reliable vendors with demonstrated expertise in commercial refrigeration systems, including walk-in and reach-in coolers and freezers.

This solicitation is conducted in accordance with Texas Education Code §44.031, and award(s) will be made based on best value to the District.

TERM: The District anticipates an initial contract term through the end of the current fiscal year, with the option to renew annually for up to three (3) additional years, subject to Board approval and satisfactory performance.

EQUAL OPPORTUNITY: It is the policy of the Manor Independent School District not to discriminate on the basis of race, color, religion, national origin, sex, disability, sexual orientation, or age in its programs and activities, its educational programs, nor in its employment practices.

COMMUNICATIONS: To ensure the integrity of the selection process, Respondent’s employees, officers, agents, or representatives shall not lobby or attempt to influence a vote or recommendation related to the Respondent’s response directly or indirectly through contact with school board members, District officials, or employees from the release of this RFP until a contract is executed. Communication with District employees outside the Purchasing Office is prohibited unless directed by District Purchasing staff. Failure to comply may result in disqualification.

This RFP may be canceled if any person significantly involved in initiating, negotiating, securing, drafting, or creating the offer on behalf of MISD becomes, while the RFP is in effect, an employee or consultant of any other party to the RFP with respect to its subject matter.

FORM OF CONTRACT: Any contract resulting from this RFP shall be subject to the review and approval by MISD legal counsel. Additionally, the contract shall contain and incorporate those relevant provisions as set out in the Standard Terms and Conditions for Goods/Services, as applicable (available under the Public Files Tab in Bonfire).

SECTION 2– INFORMATION TO BE PROVIDED BY RESPONDENT

The Response shall be submitted the following in the order set forth below:

1. PROPOSER’S QUESTIONNAIRE AND PROPOSAL FORM: Complete and submit the Respondent’s Questionnaire (RFP EXHIBIT 1, attached hereto and/or available under the Public Files Tab in Euna).

2. FELONY CONVICTION NOTIFICATION: Complete, sign and submit the Felony Conviction Notification Form (available under the Public Files Tab under the Required Forms subcategory in Euna).

3. CONFLICT OF INTEREST QUESTIONNAIRE. (CIQ). Complete, sign and submit the Conflict-of-Interest Questionnaire (available under the Public Files Tab under the Required Forms subcategory in Euna).

4. NON-COLLUSION AFFIDAVIT: Complete and submit the Non-Collusive Affidavit of Respondent (available under the Public Files Tab under the Required Forms subcategory in Euna).

5. IRS FORM W-9: Complete and submit an IRS Form W-9 (available under the Public Files Tab under the Required Forms subcategory in Euna).

6. FEDERAL CERTICIATIONS: Please note that the vendor will be paid with federal funds. Accordingly, vendor must comply with federal EDGAR requirements as set out in Appendix B. Vendor must also complete the Federal Certifications Form. (available under the Public Files Tab under the Required Forms subcategory in Euna).

7. ACKNOWLEDGEMENT OF ADDENDUM: If Addenda are issued, Respondent must complete and sign the Acknowledgement of Addendum (available under the Public Files Tab under the Required Forms subcategory in Euna).

Respondent must also submit the following online:

8. FORM 1295 – CERTIFICATE OF INTERESTED PARTIES (TO BE COMPLETED ONLINE THROUGH THE TEXAS ETHICS COMMISSION WEBSITE ONLY): Submitter acknowledges that it is informed that District Policy and Chapter 176 of the Texas Local Government Code requires that persons, or their agents, who seek to contract for the sale or purchase of property, goods, or services with the District, shall file a completed conflict of interest questionnaire with the appropriate district records administrator not later than the 7th business day after the date that the person: (1) begins contract discussions or negotiations with the District; or (2) submits to the District an application, response to a request for qualifications correspondence, or another writing related to a potential agreement with the District. The conflict-of-interest questionnaire form is available from the Texas Ethics Commission at www.ethics.state.tx.us.

SECTION 3- SUBMISSION OF RESPONSE:

1. Required Forms/Information

a. Respondent must provide all forms and information indicated in Section 2.

2. Deadline and Location

a. Responses must be uploaded electronically to in Euna.

b. Reponses submitted by telephone, fax, e-mail, or hard copies will not be accepted.

c. It is the sole responsibility of the Respondent to ensure timely submission and proper labeling of all documents as instructed.

3. Form of Response

a. Responses must be complete, accurate, and signed by an authorized individual.

b. Responses may be modified in Euna prior to the submission deadline. Late responses will not be accepted.

c. All questions must be submitted in writing through Euna by 4:00 p.m., January 21, 2026. Only answers provided by formal written addenda posted in Euna will be binding.

d. Respondents may not contact MISD staff regarding this RFP outside of the designated Point of Contact below: (submitted via Euna ONLY):

Chrissie Bryant, Purchasing Coordinator Manor Independent School District

10335 US HWY 290E

Manor, TX 78653 E-Mail: Purchasing@manorisd.net

4. Addenda

a. Addenda will be posted in Euna. Respondents are responsible for obtaining and acknowledging all addenda in the Acknowledgement of Addenda Form (available under the Public Files Tab under the Required Forms subcategory in Euna). Failure to comply does not relieve Respondents from any obligations.

5. General Conditions

a. Incomplete or non-compliant responses may be rejected as non-responsive.

b. All responses and related materials submitted will become the property of MISD.

Respondents are expected to examine this RFP carefully, understand the terms and conditions for providing the services listed herein and respond completely. FAILURE TO COMPLETE AND PROVIDE ANY OF THE ABOVE ITEMS MAY RESULT IN THE RESPONDENT’S QUALIFICATIONS STATEMENT BEING DEEMED NON-RESPONSIVE AND THEREFORE DISQUALIFIED FROM CONSIDERATION.

SECTION 4 - ADDITIONAL INSTRUCTIONS, TERMS AND CONDITIONS

1. MISD reserves the right to withdraw or modify this RFP at any time, reject any or all responses, and re-solicit if necessary.

2. The MISD may request supplemental information from all Respondents to assist in the evaluation process.

3. The MISD reserves the right to reject any or all responses and/or award the contract to an alternate firm if a selected firm does not execute a contract within sixty (60) days after the award.

4. All responses are considered offers and must remain firm for ninety (90) days; if awarded, pricing must remain firm for twelve (12) months.

5. The MISD may request clarification or additional information, including interviews with Respondents if deemed appropriate.

6. The MISD has the right to terminate the contract with a written notice at least thirty (30) working days prior to the termination date, entitling the firm to just and equitable compensation for satisfactory work completed.

7. Any resulting agreement must conform to MISD’s requirements and include applicable provisions of this RFP; the MISD reserves the right to reject any non-conforming agreements.

8. The Respondent’s work must comply with all applicable federal, state, and local laws and regulations; the Respondent is responsible for necessary licenses and will pay all related fees and penalties.

9. The Respondent must take necessary precautions for safety and indemnify the District against liabilities arising from non-compliance.

10. All work products created under any agreement are the property of MISD.

11. The Respondent is responsible for obtaining and maintaining necessary insurance and must provide proof upon request; the insurance requirements are included in the proposed contract.

12. Firms may not assign or transfer any interest in the agreement without prior written consent from MISD; changes in control or key personnel will subject the agreement to review and possible termination.

13. All costs related to preparing a response or presentations/interviews are the Respondent’s responsibility.

14. Submitted materials are subject to public disclosure under the Texas Public Information Act.

15. The Respondent acknowledges understanding and agreement to the attached form of contract and the associated terms and conditions.

16. By submitting a response, each Respondent waive claims against MISD related to the RFP process.

PROJECT: FREEZER AND COOLER PREVENTATIVE MAINTENANCE AND REPAIR SERVICES ON A TASK-REQUEST BASIS

SECTION 5 – SCOPE AND REQUIREMENTS

I. OVERVIEW

Manor Independent School District is an Early Childhood/PK-12 public school district serving approximately 9,961 students over 16 campuses.

All District schools have commercial appliances on site to prepare, warm, refrigerate and freeze food items. Appliances are in need of regular periodic preventative maintenance and as-needed service to ensure the daily provision of healthful meals to District students. The District is seeking proposals from qualified and experienced vendors to provide these ongoing services, per the terms of this RFP. It is the intention and desire of the District to ensure fair and open competition with respect to this RFP and to solicit responses from any and all qualified vendors. This District anticipates qualifying one or more qualified vendors to performs work on these appliances on an as-needed, task request basis.

A list of school sites and freezer and cooler inventory attached in Attachment A.

II. SCOPE OF SERVICES

The selected vendor(s) shall provide preventative maintenance and repair services on an as-needed, task-request basis, including but not limited to the following:

A. Refrigeration Repair and Maintenance

· Diagnosis and repair of walk-in and reach-in coolers and freezers

· Routine preventative maintenance, including:

· Checking and adjusting refrigerant levels

· Thermostat calibration

· Defrost cycle inspection

· Inspection and replacement of door gaskets and seals

· Inspection of fans, compressors, coils, and controls

· Manufacturer-approved or equivalent replacement parts

· Refrigerant recovery and handling in full compliance with EPA regulations B. Emergency Repair Services

· Emergency service response within four (4) hours of notification

· Availability for emergency repairs during:

· Early morning hours (prior to 6:00 a.m.)

· Weekends and holidays, as needed C. Ice Machine Services

· Scheduled cleaning and sanitizing of ice machines a minimum of two (2) times per year, or more frequently as conditions require

· Inspection of ice machine components to ensure sanitation and proper operation D. Equipment Replacement and Installation

· Installation of replacement refrigeration equipment when authorized by the District

· Replacement work to be quoted separately and approved prior to execution E. Reporting and Documentation

· Detailed service reports for each work order

· Invoices must include:

· Labor hours

· Parts used

· Description of work performed

· Technician notes and recommendations

III. SERVICE LOCATIONS

Services will be required at multiple campuses and District facilities throughout Manor ISD.

A list of school sites and refrigeration equipment inventory is provided in Appendix A or will be made available during pre-proposal activities.

IV. VENDOR QUALIFICATIONS

The District invites proposals from vendors who meet the following minimum qualifications. Proposers shall clearly demonstrate in their response how they meet or exceed each requirement below:

· A minimum of three (3) to five (5) years of experience servicing commercial refrigeration equipment comparable to the units identified in Appendix A

· Demonstrated experience supporting K–12 school districts or large institutional food service operations

· Use of technicians who hold current EPA Section 608 certification

· Ability to respond to emergency service requests within two (2) to three (3) hours, as required

· Availability to provide services during extended and early morning hours, including prior to 6:00 a.m., as needed

· Sufficient staffing, equipment, tools, and access to parts inventory to meet District needs, including during emergency conditions

· Possession of all required licenses and permits, and employment of properly trained and qualified personnel

· Capacity to manage increased workload during emergency or high-demand situations

· Submission of a minimum of three (3) professional references for similar services performed within the past five (5) years The District reserves the right to reject proposals from vendors that cannot clearly demonstrate the ability to provide the required services. The District may request additional information to verify qualifications and experience and may award contracts to one or more vendors under a master service agreement to best meet District needs.

V. PROPOSAL SUBMISSION REQUIREMENTS

Each proposal shall include the following:

1. Company Profile

· Years in business

· Licensing and certifications

2. Technician Credentials

· Proof of EPA 608 and other relevant certifications

3. References (see Exhibit B)

· Minimum of three (3) recent school district or commercial references

4. Rate Schedule

· Standard hourly labor rates

· Emergency labor rates

· Trip or service call charges

· Parts markup, if any

5. Response Time Commitment

· Routine service

· Emergency service

6. Proof of Insurance

· General liability

· Auto liability

· Workers’ compensation

SECTION 6 – EVALUATION CRTERIA

The District will evaluate proposals and select the respondent(s) that offer the best overall value to the District based on demonstrated competence, qualifications, and the ability to provide the required services at a fair and reasonable price, in accordance with applicable provisions of Texas law.

Proposals will be evaluated and ranked using the criteria and weighting outlined in this solicitation.

Evaluation Process

· The District shall be the sole judge of the quality, completeness, and responsiveness of each proposal and reserves the right to disqualify any respondent that:

· Submits an incomplete or non-responsive proposal;

· Fails to comply with the requirements or instructions of this solicitation; or

· Is determined to be unable to meet the needs of the District.

Proposals deemed non-responsive or disqualified will not be scored or ranked.

· The District reserves the right to:

· Conduct site visits of current or previously completed projects performed by the respondent; and/or

· Request interviews with key personnel or authorized representatives of any respondent.

Negotiations and Award

· The District intends to negotiate a contract with the highest-ranked respondent.

· If the District is unable to successfully negotiate a contract with the highest-ranked respondent, the District may formally discontinue negotiations and proceed to negotiate with the next highest-ranked respondent.

· This process may continue until a contract is successfully executed or the District determines that no acceptable agreement can be reached.

Proposals will be evaluated using the criteria outlined below. Each criterion will be scored on a 0–5 scale, then multiplied by the assigned weight to determine the total score. The maximum possible score is 100 points.

Scoring Scale (Applicable to All Criteria)

· 0 = Does not meet requirements / No response

· 1 = Poor / Major deficiencies

· 3 = Meets expectations / Adequate response

· 5 = Exceeds expectations / Exceptional response Evaluation Criteria Table

1 = High or incomplete pricing 3 = Competitive, clear pricing 5 = Highly competitive, transparent, best overall value

1 = Limited experience or qualifications 3 = Meets minimum qualifications 5 = Extensive, highly relevant experience and credentials

References and Past Performance (see Exhibit B)

1 = Weak or unfavorable references 3 = Solid, relevant references 5 = Strong references with proven performance history

1 = Marginal response capability 3 = Meets required response times 5 = Exceeds response requirements with strong capacity

1 = Several missing items 3 = Complete and compliant 5 = Exceptionally well-organized and thorough

SECTION 7 -- REPRESENTATIONS

By submitting a proposal in response to this Request for Proposals (RFP), the Proposer certifies, represents, and warrants to the District as follows:

1. Proposal Validity The Proposal shall remain valid and open for acceptance by the District for a minimum of ninety (90) days from the submission deadline.

2. District Rights The Proposer acknowledges the District’s right to reject any or all proposals, waive informalities or minor irregularities, and accept the proposal determined to be in the best interest of the District.

3. Independent Submission / Non-Collusion The Proposal has been prepared independently and without collusion, communication, or agreement with any other respondent or competitor for the purpose of restricting competition or gaining an unfair advantage.

4. Understanding of Solicitation The Proposer has read, understands, and agrees to comply with all requirements of this RFP, including all addenda and applicable contract documents.

5. Accuracy of Information All information submitted in the Proposal is true, accurate, and complete. The District is authorized to verify any information provided and to contact references or other entities as deemed necessary.

6. Eligibility to Contract The Proposer certifies that it is not ineligible to receive public contracts under applicable provisions of the Texas Government Code, Texas Family Code, or other applicable laws, and acknowledges that the contract may be terminated if this certification is determined to be inaccurate.

7. Tax Status The Proposer certifies that it is not delinquent in the payment of any applicable state franchise taxes, or that it is exempt from such taxes, as applicable.

8. Antitrust Compliance The Proposer certifies compliance with all applicable state and federal antitrust laws and affirms that no violation has occurred in connection with this Proposal.

9. Costs of Proposal Preparation All costs incurred in the preparation and submission of the Proposal are the sole responsibility of the Proposer.

10. Statutory Certifications (If Applicable) If required by law and applicable to the resulting contract, the Proposer certifies compliance with the following:

· Texas Government Code Chapter 2271 (Boycott of Israel)

· Texas Government Code Chapters 2274 and 809 (Energy companies and firearm entities)

· Texas Government Code Chapter 2252 (Business with certain foreign countries or organizations) These provisions apply only if the statutory thresholds are met.

11. Criminal History Background Checks The Proposer acknowledges and agrees to comply with Texas Education Code Chapter 22 regarding criminal history record information (CHRI) requirements for covered employees. The Proposer shall ensure that no individual with a disqualifying criminal history is assigned to District property or projects.

RFP EXHIBIT 1 – REQUIRED FORMS

PROPOSER’S QUESTIONNAIRE AND PROPOSAL FORM

Proposers must complete this questionnaire in its entirety. Attach additional pages or documentation where necessary.

1. General Information: (Whether the Proposer’s financial capability is appropriate to the size and scope of the project)

Company Information: Provide the following information regarding your company.

Legal Name/Name of Organization/Company:

Address

State: Zip Code: Telephone: ______________________

Contact Information: List the person who the District may contact concerning your proposal or setting dates for meetings.

Name of Representative:

Address

State: Zip Code: Telephone: ______________________

· Does your Company anticipate any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months that may affect the organization’s ability to carry out its proposed services?

☐ Yes ☐ No

· Does your company pay taxes to the Manor Independent School District?

☐ Yes ☐ No

If yes, are your tax payments to Manor Independent School District current?

☐ Yes ☐ No

· Does any officer, partner, owner, sales representative and/or spouse work for the Manor Independent School District?

☐ Yes ☐ No

If yes, please list names of school district employees: ___________________________________

· Do you have experience with other school districts or governmental entities?

☐ Yes ☐ No

If yes, please list names of other school districts: ___________________________________

· Name of State where your home office/headquarters are located: ___________________________

2. Company Background and Experience

1. Number of years the company has been in continuous operation: __________________________

2. Number of years providing commercial refrigeration maintenance and repair services: _________

3. Describe your experience supporting K–12 school districts or large institutional food service operations (attach additional pages if needed). ________________________________________

3. Licensing, Certifications, and Technician Credentials

1. List all applicable licenses and permits held by your company to perform the services described in this RFP.

2. Confirm that all technicians assigned to this contract hold current EPA Section 608 certification.

☐ Yes ☐ No (Attach copies of certifications.)

3. Identify any additional certifications or specialized training relevant to commercial refrigeration services.

4. References Provide a minimum of three (3) recent references from school districts or commercial/institutional clients for whom similar services were provided within the past five (5) years. (use Exhibit B) Claims/Suits.

a. Are there any judgments, claims, arbitration proceedings or lawsuits pending or outstanding against your organization or its officers?

☐ Yes ☐ No

If yes, please describe: __________________________________________________________________

5. Rate Schedule Provide pricing information below or attach a detailed rate sheet.

1. Standard Hourly Labor Rate: $________ per hour

2. Emergency Hourly Labor Rate: $________ per hour

3. Trip / Service Call Charge (if any): $________

4. Parts Markup (if any): ________ % ☐ Pricing sheet attached

6. Response Time Commitment Indicate your company’s standard response times:

· Routine Service Requests: __________________________

· Emergency Service Requests: _______________________ Confirm ability to respond to emergency service calls within two (2) to three (3) hours, including early morning hours (prior to 6:00 a.m.), weekends, and holidays as required.

☐ Yes ☐ No

7. Staffing and Capacity

1. Describe your company’s staffing levels and ability to meet District demand, including during emergency or high-volume periods.

2. Describe your access to parts inventory or local suppliers to ensure timely repairs.

8. Insurance Confirm that your company carries the following insurance coverage and will provide certificates upon request:

· ☐ General Liability

· ☐ Automobile Liability

· ☐ Workers’ Compensation Insurance carrier(s): ___________________________________________

9. Impact on the ability of the district to comply with laws and rules relating to Historically Underutilized Businesses (HUB)

a. Business Ownership: Please indicate whether your business is:

|_| Small Business |_| Women-owned |_| Minority-Owned |_| Large/Non-minority Owned

MISD encourages current and potential Vendors to provide opportunities to qualified small, women owned and minority businesses for subcontracts. A subcontractor is any person or company that provides supplies and/or services to a prime contractor where the suppliers/services are used to fulfill the prime contractor’s contractual obligations with MISD.

Certification and Acknowledgement By signing below, the Proposer certifies that all information provided is true and accurate and that the company agrees to comply with all requirements of this RFP.

Authorized Representative Name: _________________________________ Title: _________________________________ Signature: _________________________________ Date: _________________________________

RFP APPENDIX A

List of Inventory and Locations

RFP APPENDIX B

Standard Terms and Conditions For Good, Services, and Projects Involving Federal Funds

MANOR ISD - REQUEST FOR PROPOSALS

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