5-26-60 - Bid Specs - Hourly Repair Rates - Nutrition Services.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-60

DATE PUBLISHED:

November 6, 2025

GOODS / SERVICE AREA:

Hourly Repair Rates – Food Services Large Equipment

BID OPENING:

Date: November 20, 2025 Time: 3:00 PM CST

Location:

MEETING ID PHONE PIN:

meet.google.com/ mwt-qsqz-pmk

(US)+1 406-

851-5154

742 775 904#

CONTRACT PERIOD:

One (1) or more Years from Date of

Award See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

SB-1 GENERAL INFORMATION:

Parkway School District is seeking bids, from qualified contractors, to provide the district Food Services Large Equipment Repair, to be ordered on an “as needed basis”, as required throughout the term of the contract, under a blanket purchase order agreement.

The District estimates that during the term of this agreement it will spend approximately $25,000 for a twenty-four (24) month period. This is not a guarantee but is listed for vendor guidance in estimating a discount. The District does not guarantee any quantities that it will purchase as a result of this invitation for bid.

The initial term of the contract will be for twenty-four (24) months. Vendors have an opportunity to offer the district multi-year proposals in item number two of the vendor signature section.

Qualified contractors choosing to bid must have a physical business location within sixty miles of 363 N. Woods Mill Road, Chesterfield, MO 63017.

SB-2 BID AWARD METHOD:

It is the District's policy to award a bid based on the lowest or best bid. However, the district retains the right to award in whatever manner serves the best interests of the District.

SB-3 CONTACT PERSON

https://meet.google.com/mwt-qsqz-pmk?hs=122&authuser=0 https://meet.google.com/mwt-qsqz-pmk?hs=122&authuser=0 tel:+1-406-851-5154 tel:+1-406-851-5154

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

If you have any technical questions regarding this bid, please contact Brook Herrington, Director of Food Service, office phone: 314-415-8249.

SB-4 ORDERING PROCEDURE:

Releases from the blanket purchase order will be made as needed. A list of Parkway personnel authorized to release orders will be made available to the successful vendor(s).

The person placing an order must provide to the vendor the department blanket purchase order number or an individual purchase order number. Service tickets are required with each service. The purchase order number must appear on the invoice and service ticket.

SB-5 PROPOSAL FORMAT AND CONTENTS:

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor uses company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. SAMPLE AGREEMENT/CONTRACT (if applicable) The vendor shall provide a sample agreement/contract with submission.

4. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

5. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

6. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

7. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

8. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

9. PRICING SHEET

The vendor shall complete the Bonfire BT-37AF Bid Table.

SB-6 SCOPE OF WORK:

Provide hourly labor rates for the repair, maintenance and installation of food service equipment located throughout the district. Service to be provided on an as needed basis or as requested. The following list is just an example of the possible types of equipment that may require service. This list may not include all items.

Electrical Repairs:

● Bevles heated food transportation units

● Crescor heated food transportation units

● Rationale combination ovens,

● Alto Sham Smoker ovens,

● Montague Ovens

● Moffat ovens, commercial cook kettles and steamers, etc.

● Ovention Oven

● Cambro’s Transport Unit

Refrigeration Repairs:

● Randel commercial walk-in freezers and refrigerators, upright freezers, commercial milk storage bins and refrigerators

● Traulsen commercial walk-in freezers and refrigerators, upright freezers, commercial milk storage bins and refrigerators

● True commercial walk-in freezers and refrigerators, upright freezers, commercial milk storage bins, refrigerators, commercial serving line refrigerated display cases, commercial salad bars, etc

● Beverage Air commercial serving line refrigerated display cases, commercial salad bars, etc.

● Continental commercial serving line refrigerated display cases, commercial salad bars, etc.

Vendors must provide a list of all servicing certifications for the equipment of which they are certified to repair, particularly for the above listed brands.

SB-7 LAWS AND REGULATIONS:

The successful vendor must observe all federal, state and local laws, codes, ordinances, and regulations, including the provisions of the State Workmen's Compensation Law and save the District harmless from any and all liability by observance of same.

SB-8 DISTRICT’S RIGHTS:

The District reserves the following rights:

1. To reject any or all bids without compensation to bidders, and to waive any or all informalities or defects in any bids.

2. To reject all bids submitted by unqualified bidders.

3. To hold all bids valid for a period of 90 days from the date indicated on the Proposal Form.

4. In the event that all acceptable bids exceed the District's budget, the District reserves the right to negotiate a contract with the low acceptable bidder or any other one of the acceptable bidders.

SB-9 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. Equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-10 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the district from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. If the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the district shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the district for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the district at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit.

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District to be names as “Additional Insured.”

SB-11 CONTRACTOR’S RESPONSIBILITIES:

1. Provide a safe work area, whereas students, faculty and staff will not be exposed to unsafe repair working conditions.

2. Contractor will clean up, as needed, daily and upon completion of work.

3. All new and repair work shall be in accordance with local, county, and state accepted or approved building codes. Contractor shall be responsible for securing of and the full cost of any required permits.

4. Contractor will send necessary equipment to perform the work requested. If rental equipment is required, it will be the Contractor's responsibility to pay the rental fee unless otherwise stated on the bid proposal.

5. Contractor shall be responsible for any damage to Parkway School District equipment or facilities, caused by the contractor or any sub-contractor. Contractor shall affect repair of any such damage to the satisfaction of Parkway School District or shall reimburse the district the total cost of the repairs.

SB-12 OTHER REQUIREMENTS:

1. Qualified contractor must have a physical business location within sixty miles of 363 N. Woods Mill Road, Chesterfield, MO 63017.

2.The contractor provides a work order receipt on the day of service to be signed and verified by a district employee.

SB-13 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Receiving Warehouse, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be accepted Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the District is closed.

SB-14 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-15 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned with no expense to the District.

SB-16 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-17 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-18 PROCUREMENT TIMELINE:

Action Date* Open Date November 6, 2025 11:00 AM Questions Due November 13, 2025 11:00 AM Intent To Bid November 20, 2025 2:30 PM Bid Close November 20, 2025 3:00 PM Vendor Notified of Award (tentative) November 27, 2025 4:00 PM

*all times are CST https://parkwayschools.bonfirehub.com/