7-2026 Food Nutritional Service Service Line Equipment SPECIFICATION.docx (1).pdf

SCHOOL DISTRICT U-46

Bid Specifications for

2026 Food & Nutritional Service-

Service Line Equipment

Due Date: February 6, 2026

BID SPECIFICATIONS

2026 Food & Nutritional Service Service Line Equipment

PROJECT DESCRIPTION

School District U-46 is seeking bidders who can supply and furnish kitchen equipment along with installation according to the specifics listed in this bid.

TERM OF AGREEMENT

The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end one year thereafter (“Term”), unless terminated sooner as provided herein. There shall be no automatic renewal of the Agreement.

APPENDIX DETAILS: All appendix documents are located within the Public Documents section of Euna Procurement (formerly known as Bonfire.)

● Appendix A: Pricing Specification Sheet

● Appendix B: Equipment Specifications

AWARD OF BID

A contract(s) will be awarded following Illinois Procurement Laws to the lowest responsive, responsible submitter(s). The District has the right to award the contract in whole or in part.

Factors such as per year pricing and the total gross cost for three-year base bid will be considered. The District will contact the submitter that proposed the lowest responsive, responsible bid prior to presenting them to the Board for approval in order to ensure that they are responsible.

BID REQUIREMENTS

The following statements represent the items that are required to be submitted or acknowledged for those wishing to participate in this ITB. The requirements listed below are not negotiable.

The submitter’s package must include a response to each Requirement listed below. Failure to include a response to any REQUIREMENT may result in a disqualification as the submitter may be deemed not responsive.

REQUIREMENT #1: Title Page Provide the name, address of your firm, and the identity of the key personnel of the firm who will be assigned to this project.

REQUIREMENT #2: Fulfillment of Specifications Appendix A shows the estimated quantities. The submitter must acknowledge that they have reviewed Appendix A and can fulfill orders that match the quantities shown. The bidder must acknowledge that they can meet these requirements as part of their submission.

REQUIREMENT #3: Pricing Sheet Appendix A, the Unit Pricing Sheet, has been provided for your use. The District has identified item specifications and quantities by area, and unit pricing is required as part of this bid.

● All bids should be all inclusive with delivery, freight, packaging and handling in the total cost.

● Bids shall be submitted for the complete serving line. Bids that exclude any required components or submit partial pricing will be deemed non-responsive.

● Bids must be included on the Appendix A: Pricing Sheet must include item/description, make/model, model number, quantity, unit cost, and link to the product.

● The district requires that all bidders state their expected lead time for the equipment to be furnished under this contract.

● The total cost on the quote must match the total cost entered in Euna Procurement under the Bid Table.

● Taxes shall not include in bids, which school districts are not subject to; namely, Retailers Occupation Tax (both State and Local), Sales Tax of any kind, Service Use Tax, Federal Excise Tax and any other such applicable tax.

● Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

REQUIREMENT #4: Delivery and Installation All product deliveries must adhere to the following guidelines:

● Unloading and Assembly: All items must be unloaded, fully assembled, and delivered by the bidder’s staff or the freight company’s staff.

● Direct Delivery to Site: Deliveries must be made directly to the Streamwood High School at 701 W. Schaumburg Road, Streamwood, IL 60107.

● Coordination with District Staff: The awarded vendor is required to coordinate with District Staff prior to delivery to ensure a seamless implementation process.

● Responsibility for Products: The bidder assumes full responsibility for all products until delivery is completed. The district will not accept shipments at our warehouse under any circumstances.

● All equipment, unless otherwise specified, must be delivered ready for use to the school specified, within the time frame indicated by the purchase order.

● Any dented, damaged, or unlabeled containers/boxes will be rejected and returned at the supplier’s expense. Any equipment received by the district shall be subject to inspection and acceptance or rejection of the district at time of delivery.

● The bidder must acknowledge that they can meet these requirements as part of their submission.

REQUIREMENT #5: Recycle of Existing Materials The awarded vendor(s) are responsible for disposing of the existing equipment that their awarded product(s) will replace. The bidder must acknowledge that they can meet these requirements as part of their submission.

REQUIREMENT #6: Asset Tag The awarded submitter will be responsible for placing asset tags on all new products. Asset tags will be provided by the district. The bidder must acknowledge that they can meet these requirements as part of their submission.

REQUIREMENT #7: Warranty Information

● The Contractor shall warrant that the new equipment, material and workmanship is free from any defect for a period of one year from the date of final.

● Extended manufacturer's warranties shall clearly state the start date of the extended warranty, the length of the extended warranty, and detailed information as to exactly what is covered by the extended warranty.

● The Contractor will respond without delay when notified of any such defect in equipment, material or workmanship, and shall correct the defect as quickly as possible

REQUIREMENT #8: Billing The District requests itemized monthly billing by individuals that the district will provide once an award is determined. The bidder needs to acknowledge that they can meet this requirement.

REQUIREMENT #9: References Each vendor must submit a minimum of three (3) references that contain the following information: agency name, address, contact person and phone number and the size and scope of the project.

REQUIREMENT #10: Litigation The submitter shall provide a statement regarding any past, present, or pending litigation with an Owner.

REQUIREMENT #11: Additional Information You may submit up to three (3) additional pages of supplemental information if you deem it to be useful and applicable to this project. This is not a requirement, but optional.

ADDITIONAL PROPOSAL INFORMATION

● Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

● The District will not consider bids that impose a minimum order quantity or minimum dollar amount on District orders.

● Successful bidder(s) must ensure that all shipments include itemized packing lists with the U-46 PO# on the packing list along with the shipping label.

● Successful bidder(s) must submit separate invoices for each purchase order. Information on each invoice must cover only what is included within that specific purchase order.

● Any damaged, or unlabeled containers/boxes will be rejected and returned at the supplier’s expense. All orders received by the district shall be subject to inspection and acceptance or rejection of the district at time of delivery.

● All deliveries must be made between Monday - Friday, between the hours of 6:000 a.m.

and 3:00 p.m. unless otherwise specified by the School District.

● Deliveries must be made by date specified either in bid documents or purchase order.

Purchase order(s) may be canceled without obligation by the School District if delivery requirements are not met.

● All orders must be acknowledged with an order confirmation within 48 business hours upon receipt of purchase order.

● The vendor must, during the performance of services, remove and dispose of all materials the resultant dirt and debris on a daily basis and keep the work site(s) and adjacent premises in a clean condition satisfactory to the School District. Upon completion of the work activities, the Contractor must remove all materials, tools and machinery and restore the site to the same general condition that existed prior to the commencement of its operations.

● Delivery sites may include stairs, ramps, freight elevators, dock doors, or grade level doors.

● Delivery trucks should have lift gates and ramps as schools do not have loading docks.

Bidders will need access to their own equipment such as pallet jacks, hand truck with straps, flat beds and dollies.

● Upon award, vendors will be given the opportunity to walk each location prior to delivery/ install.

RETURNS

● The vendor must provide free returns for non-custom products if damaged or not per required specification.

● The vendor will expedite a replacement to ensure no time is lost in the schools initial set up.

TITLE AND SHIPPING CHARGES

● All pricing must include free shipping, handling and freight to all district locations.

● All shipments under this contract shall remain the responsibility of the Vendor until delivery and receipt of the items by the School District.

● All shipments must be accompanied by a packing list that includes the following information: item description, catalog number, quantity of each item shipped, work order number, ship to address, and department or individual name for which the order is directed.

AGREEMENT OF TERMINATION

● The School District reserves the right to terminate the contract with thirty (30) day written notice.

INSURANCE REQUIREMENTS

● The selected contractor shall have and keep in effect during the term of this contract:

Commercial General Liability Insurance, Business Automobile Liability Insurance and Workers Compensation Insurance acceptable and satisfactory to the School District. A copy of insurance certifications shall be submitted to the School District. Please see below for coverage.

○ Work Compensation Employer’s Liability $500,000.00

○ Comprehensive General Liability

Bodily Injury – Each Occurrence $1,000,000.00 Bodily Injury – Aggregate (Completed Operation) $1,000,000.00 Property Damages – Each Occurrence $1,000,000.00 Property Damages – Aggregate $1,000,000.00 Or combined single limit $1,000,000.00

○ Comprehensive Automobile Liability Bodily Injury – Each Person $1,000,000.00

Bodily Injury – Each Occurrence $1,000,000.00 Property Damage – Each Occurrence $1,000,000.00 Or combined single limit $1,000,000.00

○ Umbrella or Excess Liability $10,000,000.00

EVALUATION OF BIDS

● Determination of Responsiveness o The School District will review Bids to determine whether they conform to the requirements of the Bid Documents.

● Mathematical Calculations o The School District reserves the right to make corrections, after receiving the bids, to any clerical error apparent on the face of the bid, including but not limited to obviously incorrect units or misplaced decimal points, or arithmetic errors. In the event that comparison of the Bidder's "Unit Price" and "Total Price" submitted for any line item reveals a calculation error, the Unit Price will prevail.

GENERAL ACKNOWLEDGEMENT TO SPECIFICATION REVIEW

By filling in the information below the submitter acknowledges that they have reviewed and agree to comply with all of the statements within this Bid Specification document. There are no exceptions to complying with these statements.

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________