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RFP JC - 250449 LRE DEPARTMENT, WAREHOUSE AND TRANSPORTATION: COMMERCIAL

WHITE FLEET REPAIRS, EQUIPMENT, OEM PARTS AND SERVICES FOR FOOD AND CHILD

NUTRITION SERVICES

Justification Dallas Independent School District is one of the largest public-school systems in the region, providing educational services to a substantial student population across hundreds of campuses and support facilities. The Food and Child Nutrition Services Department, through its LRE Department, Warehouse, and Transportation operations, is responsible for the safe, efficient, and uninterrupted delivery of food service across all campuses. Central to this mission is a dependable white fleet of delivery vehicles and associated transportation equipment that must remain operational to minimize service disruption and maintain equipment uptime.

Dallas Independent School District is soliciting proposals from qualified vendors to establish a multi-award pool for the provision of Original Equipment Manufacturer (OEM) parts, equivalent replacement parts, replacement equipment, supplies, and comprehensive repair services for white fleet vehicles and related transportation equipment, warehouse equipment and parts, walk-in cooler and freezer repair, parts and services that support Food and Child Nutrition Services operations. The intent of this solicitation is to secure a group of qualified vendors that departments may access on an as-needed basis to sustain continuity of food service delivery, ensure fleet reliability, and reduce vehicle and equipment downtime. This procurement continues and builds upon prior District efforts to maintain districtwide vehicle and equipment readiness, adapting the established multi-award pool approach to the specific operational needs of the Food and Child Nutrition Services delivery fleet, warehouse, and cafeteria support functions.

SCOPE OF SERVICES

Dallas Independent School District is soliciting proposals from qualified vendors to furnish OEM or equivalent parts, supplies, replacement equipment, and repair services for the light, medium, and heavy-duty white fleet vehicles and transportation equipment and the LRE Cafeteria / Warehouse OEM parts, Repair Services and Replacement Equipment and supplies utilized by the Food and Child Nutrition Services Department and Food and Child Nutrition Services Warehouse. Services shall be provided on an as-needed basis under the direction of authorized Dallas Independent School District, personnel. This solicitation covers the District’s entire Food and Child Nutrition Services white fleet, including passenger vehicles, vans, pickup

- 2 -trucks, box trucks, delivery trucks, refrigerated vehicles, and other District-owned support vehicles used by Food and Child Nutrition Serves.

Qualified vendors may propose for the covered goods and services. Repairs shall support vehicle safety, operational readiness, and uninterrupted District operations, including food distribution. The scope encompasses, but is not limited to, the following categories:

1. White Fleet Vehicle Maintenance and Repair

• Preventive maintenance includes oil changes, fuel after treatment, fluid services, filter replacement, brake service, tire service, and multi-point inspections.

• Diagnostic services for engine, transmission, electrical, and drivetrain systems.

• Mechanical repairs for light, medium, and heavy-duty delivery vehicles.

• Suspension, steering, exhaust, and cooling system repairs.

• Battery, starter, alternator, and electrical component replacement.

2. Commercial Truck Body and Component Repair

• Truck body repairs, panel replacement, and structural component service.

• Roll-up reefer door repair, replacement, and adjustment.

• Lift gate inspection, repair, hydraulic service, and replacement.

• Interior cargo area repairs supporting safe food transport.

3. Refrigeration and Climate Control Services

• Repair, maintenance, and replacement of commercial truck refrigeration units.

• Vehicle air conditioning diagnosis, recharge, and component repair.

• Compressor, condenser, evaporator, and refrigerant line service.

• Temperature monitoring and control system service supporting cold-chain integrity.

4. Trailer Service and Repair

• Repair, maintenance, and parts supply for delivery trailers utilized in food distribution.

• Trailer component replacement includes axles, brakes, lighting, coupling, and structural components.

• Preventive maintenance and safety inspections for trailer equipment.

5. Material Handling and Warehouse Equipment

• Repair, maintenance, and parts supply for material handling equipment used in warehouse operations.

• Component replacement and preventive maintenance for equipment supporting loading, unloading, and distribution activities.

• Service and parts supply for cafeteria and warehouse support equipment associated with

LRE operations.

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6. OEM and Equivalent Parts Supply

• Supply of genuine OEM parts and approved equivalent components for all covered vehicles and equipment.

• Provision of trailer components, mechanical parts, refrigeration parts, lift gate parts, reefer door parts, and related consumables.

• Access to manufacturer parts catalogs and availability of a catalog discount structure for parts not individually priced.

7. Emergency and After-Hours Support

• Availability of emergency and after-hours repair response to address urgent equipment or vehicle failures affecting food delivery schedules.

• Coordination of expedited parts sourcing to minimize downtime.

• Defined repair response times to support restoration of fleet and equipment functionality.

8. LRE Cafeteria and Food and Child Nutrition Services Warehouse

• OEM Parts

• Repair Services

• Replacement Equipment

• Warehouse Equipment and Supplies

VENDOR QUALIFICATIONS AND RESPONSIBILITIES

Vendors shall demonstrate the capability, capacity, and technical expertise to service light, medium, and heavy-duty white fleet vehicles and associated transportation, trailer, and refrigeration equipment, kitchen equipment, walk-in Cooler and Walk-in Freezer repair. Vendor responsibilities include the following:

1. Furnishing certified and qualified technicians capable of diagnosing and repairing the covered vehicle and equipment types.

2. Maintaining adequate parts inventory or reliable supply channels to ensure timely fulfillment of parts orders and mitigate supply chain delays.

3. Providing both on-site service at Dallas Independent School District facilities and off-site service at the vendor's repair location, as coordinated with authorized personnel.

4. Coordinating all repair activity, appointments, and service scheduling through the designated Food and Child Nutrition Services warehouse contact.

5. Demonstrating adequate service capacity to support the operational demands of the

Food and Child Nutrition Services fleet and warehouse operations.

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6. Adhering to a strict no-contact policy that prohibits communication with user departments during the active solicitation process.

During the RFP and evaluation process, proposers may not contact Food and Child Nutrition Services or other user departments regarding this solicitation. An attempted contact may result in disqualification. Written clarification requests must be sent by the deadline stated in the solicitation through the Bonfire Platform. District responses will be distributed by a formal addendum posted on the Bonfire bidding platform website;

vendors are responsible for reviewing those notices. Verbal or telephone clarifications are non-binding and not permitted.

SERVICE LOCATION AND COORDINATION

The primary on-site service location is the Dallas Independent School District Food and Child Nutrition Services Department warehouse located at 1515 Al Lipscomb Way, Dallas, Texas 75215. All on-site services shall be performed during established service availability windows and coordinated in advance through the designated warehouse contact. Off-site repairs shall be scheduled with authorized personnel, and vendors shall provide status updates on the progress and estimated completion of repairs. Appointment coordination procedures and warehouse contact information will be provided to awarded vendors to ensure orderly scheduling and minimal disruption to daily food service operations.

For service and repairs, reefer trucks are available from 6:00–7:00 a.m. or 12:00–3:00 p.m.

Service appointments must be arranged with the FCNS Warehouse Manager at 214-932-5529 before work begins.

The vendor shall notify the warehouse manager upon arrival and, before leaving, report the services performed and any follow-up work needed. Failure to follow this procedure may result in nonpayment for the services.

REPAIR AUTHORIZATION AND PURCHASE ORDER CONTROLS

1. No parts, supplies, or repair services shall be provided without a valid purchase order issued by Dallas Independent School District.

2. All repairs exceeding an established threshold or requiring diagnostic assessment shall be authorized in writing prior to the commencement of work.

3. Vendors shall provide itemized estimates identifying parts, labor hours, applicable labor rates, diagnostic fees, and any service call, trip, freight, or delivery charges prior to authorization.

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4. Any additional charges discovered during the repair shall require supplemental authorization before proceeding.

The District may elect not to purchase any service or awarded item. Awarded vendors must be able to accept District purchase orders for the goods and services they provide.

For each product ordered, the District will issue a purchase order before the required delivery date based on the manufacturer’s stated lead time. The purchase order’s Need- By date indicates the District’s preferred date for the service or delivery.

PARTS QUALITY AND WARRANTY REQUIREMENTS

1. All parts furnished shall be new OEM components or approved equivalents that meet or exceed OEM specifications; used or reconditioned parts shall not be provided without prior written approval.

2. Vendors shall provide manufacturer warranties on all parts supplied and shall guarantee all labor and repair workmanship for a stated period.

3. Vendors should clearly identify warranty coverage terms, duration, and any exclusions applicable to parts and repair services.

4. All work shall be performed in accordance with applicable industry standards and manufacturer specifications to ensure quality and reliability.

5. All products and replacement equipment furnished shall meet established product quality requirements suitable for the food service delivery environment.

The contractor shall provide the maximum manufacturer warranty available for repairs, parts, and replacement equipment and furnish the manufacturer’s warranty documents, including all terms, conditions, and warranty periods, at delivery. The applicable warranty period must appear on the pricing sheet.

Replacement equipment and systems must be warranted against defects in materials and workmanship for at least twelve (12) months; any longer standard manufacturer warranty applies. Service-call work must carry a one-year unconditional warranty covering the labor and materials needed to restore the equipment involved to full operation. If the service-call work damages other equipment, the contractor is responsible for restoring that equipment. The response time for warranty service shall be the same as for the initial service call.

Products with defects identified at delivery will be rejected. For defects discovered later, the supplier shall collect and replace the items or issue a credit for the full purchase amount.

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Where products are delivered in cases, each case must identify its contents, quantity, and UPC or other product identification code.

PRICING AND PRICE ADJUSTMENT

1. Vendors should provide firm pricing for labor rates, diagnostic fees, service call and trip charges, after-hours and emergency service rates, and delivery or freight charges.

2. Vendors should provide pricing for OEM parts, equivalent parts, and replacement equipment, including line-item pricing for commonly required components where applicable.

3. Vendors shall provide a catalog discount percentage applicable to OEM and equivalent parts not individually listed in the pricing schedule.

4. Annual price adjustments, if any, shall be requested in writing and supported by documented cost changes referencing the applicable Bureau of Labor Statistics Producer Price Index data, subject to review and approval by Dallas Independent School District.

The offeror shall submit a current product catalog or provide a link to an online store with its proposed percentage discount. Discounts may differ by item or manufacturer and may be entered as “Varies” where applicable. A catalog discount line left blank without a numeric entry will be treated as “No Bid.” Without an offered catalog discount, the District cannot purchase other catalog items from that vendor during the contract term. Annual price adjustments may reflect increases or decreases in the applicable Bureau of Labor Statistics Producer Price Index and require written District approval before each new contract year. When proposing renewal pricing, the vendor shall identify in writing the index table used and may pass through only substantiated supplier cost changes;

increases above the applicable market adjustment are not permitted. If the Bureau stops publishing an index used for this contract, Food and Child Nutrition Services and the contractor will select a comparable index or combination of applicable indices.

Proposal Submission Offers must be received by the stated receipt/opening deadline. Vendors may submit in person or through the District’s electronic bidding system, as directed in the solicitation. Late offers will not be considered. Faxed and emailed proposals will not be accepted.

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INVOICING AND PAYMENT DOCUMENTATION

1. Invoices shall reference the applicable purchase order number and provide itemized details of parts, quantities, unit prices, labor hours, labor rates, and all applicable charges.

2. Invoices shall be submitted in accordance with the payment documentation procedures established by the Food and Child Nutrition Services Department.

3. Supporting documentation, including repair orders and approved estimates, shall accompany invoices as required.

A separate original invoice is required for each completed service. Email invoices to FCNSAP@dallasisd.org only after services are rendered; invoices sent before service completion will not be processed. Each invoice must bear the correct purchase order number and a unique invoice number.

In addition to the itemized service charges, invoices must show the Dallas ISD SKU number, if applicable; the District customer assignment number provided on the order form; unit size; unit price; extended unit price; and total invoice amount. The original invoice is the official payment document used by Dallas ISD Food and Child Nutrition Services Accounts Payable.

CONTRACT TERM AND AWARD STRUCTURE

Dallas Independent School District intends to award agreements to a pool of qualified vendors that campuses and departments may utilize for the services described herein. The anticipated contract term is one year, with two additional one-year renewal options exercised at the sole and unilateral discretion of Dallas Independent School District. The District anticipates awarding to multiple qualified vendors to ensure competitive pricing, service availability, and continuity of operations across all covered service categories.

Renewal decisions may take into account pricing, service satisfaction, compliance with contract terms, and District needs. To exercise a one-year renewal option, the District must provide written notice to the offeror within forty-five (45) days of the then-current term. If an option is not timely exercised, the remaining renewal options expire. Opt-out Requirement: All pricing, discounts, terms, and conditions of the current Award will remain unchanged for the renewal term. If you do not wish to renew, you must provide written notice to Procurement Services at [buyer's email] no later than 45 calendar days prior to the current expiration date.

Failure to submit written notice by this deadline constitutes acceptance of the renewal under the existing terms and conditions.

The effective date of any resulting contract is the date the award is approved by the Dallas ISD Board of Trustees or its designated representative. The start of services may occur several weeks or months after the effective date.

Jim Colbath Highlight

Jim Colbath Highlight

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COMPLIANCE REQUIREMENTS

Vendors shall comply with all applicable procurement, statutory, and regulatory requirements of Dallas Independent School District, including the following:

1. Submission of all required procurement forms, representations, and certifications.

2. Compliance with Small Business Enterprise (SBE) participation goals and submission of associated compliance documentation.

3. Criminal history background checks and badging for all personnel performing work on

District property.

4. Conflict of interest disclosure requirements.

5. Insurance and workers' compensation coverage in accordance with District requirements.

6. Applicable statutory certifications, including no boycott of Israel and antitrust statements.

7. Compliance with applicable federal procurement provisions, including EDGAR requirements where funded by federal sources.

Evaluation Criteria:

1. Pricing (40 points): Evaluation of firm labor rates, diagnostic fees, service call and trip charges, after-hours and emergency service rates, delivery and freight charges, line-item pricing for OEM parts, equivalent parts, and replacement equipment, and the catalog discount percentage applicable to parts not individually listed. Consideration will be given to the overall competitiveness and reasonableness of pricing across all covered service categories.

2. Technical Capability and Service Capacity (15 points): Demonstrated ability to service light, medium, and heavy-duty white fleet vehicles and associated transportation, trailer, refrigeration, and material handling equipment. Includes availability of certified and

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3. Emergency and After-Hours Support and Response Times (0 points): Availability of emergency and after-hours repair response, defined repair response and turnaround times, and the ability to coordinate expedited parts sourcing to minimize vehicle and equipment downtime affecting food delivery schedules.

4. Parts Availability, Quality, and Warranty (15 points): Ability to furnish new OEM or approved equivalent parts meeting or exceeding OEM specifications, adequacy of parts inventory or reliable supply channels to mitigate delays, access to manufacturer parts catalogs, and the strength of manufacturer warranties on parts and guarantees on labor and workmanship.

5. Experience and Past Performance (10 points): Relevant reputation of the Vendor and the Vendor's goods and services (scored by Procurement) The reputation is based on references provided by the vendor form

6. SBE (20 points) The impact on the ability of the District to comply with the laws & rules relating to historically underutilized small business. Per Board policy, this is reserved for SBE and evaluates the vendor's ability to meet established SBE requirements.

7. Compliance and Responsiveness (0 points): Completeness of required procurement forms, representations, and certifications, Minority and Women-Owned Business Enterprise participation and documentation, background check and badging capability for personnel, insurance and workers' compensation coverage, conflict of interest disclosures, and adherence to applicable statutory and federal procurement provisions.

2026-2027 Solicitation timeline.pdf