ESBD_514292_1778676238838_2. 2026-010 Smith ES Walk In Cooler.pdf

RFP #2026-010 – WALK-IN COOLER/FREEZER

Smith ES Walk-In Cooler/Freezer Combo with Install

1. INTRODUCTION

Mesquite Independent School District (MISD) is accepting sealed proposals for the procurement, delivery, and installation of a Walk-In Cooler/Freezer Combo for Smith

Elementary School.

This Request for Proposal (RFP) is issued to obtain pricing and services for the Food and

Nutrition Services Department. MISD reserves the right to award to one or multiple vendors.

Proposals must be received no later than 2:00 PM (CDT), June 4, 2026. All questions must be submitted through Ion Wave.

2. SCOPE OF WORK / SPECIFICATIONS

The District is seeking qualified vendors to provide a turnkey solution for a walk-in cooler/freezer, including all labor, materials, equipment, delivery, and installation.

The awarded vendor shall:

• Furnish all labor, supervision, materials, and equipment required for a complete installation

• Coordinate removal and haul-off of existing equipment

• Schedule delivery and installation with MISD Kitchen Maintenance

• Provide at least two (2) days advance notice prior to removal and installation

• Ensure all equipment is installed, tested, and fully operational

• Provide on-site training for staff on proper use and maintenance

All pricing must include:

• Delivery

• Installation

• Assembly

• Inspection

• Placement into operational condition

This is a turnkey project. No additional costs will be accepted outside of the submitted pricing.

Detailed specifications are included in the Bid Attachment.

3. CONTRACT TERM

The contract term shall be from June 10, 2026, through June 10, 2027, with the option to renew annually through June 10, 2028.

4. ESTIMATED QUANTITIES

Annual expenditures are estimated but not guaranteed and will depend on District needs and funding availability.

5. PRICING REQUIREMENTS

Vendors must submit:

1. Completed pricing in Ion Wave (Bid Tabulation)

2. A detailed PDF

Quote Requirements:

• The PDF quote must exactly match the Ion Wave submission

• All items, pricing, and specifications must be consistent across both documents

• The PDF quote will serve as the official document for ordering

• All costs must be included (equipment, delivery, installation, etc.)

Failure to provide consistent documentation may result in disqualification.

6. DISCREPANCIES

Any pricing discrepancies may result in correction or rejection. Vendors must provide corrected invoices within 15 working days if required.

7. INVOICING

Invoices shall be submitted to:

Mesquite ISD – Accounts Payable

3819 Towne Crossing Blvd, Suite 202

Mesquite, TX 75150

8. MODIFICATIONS

MISD reserves the right to modify contract terms and specifications by mutual agreement with the awarded vendor(s).

9. WARRANTIES

Vendors must provide:

• Manufacturer warranty

• Service warranty (clearly defined terms and duration)

Vendors are responsible for all damages resulting from failure to meet specifications.

10. CANCELLATION

Either party may cancel the contract with 30 days written notice and justification. MISD is not responsible for vendor losses due to cancellation.

11. PROPOSAL REQUIREMENTS

Proposals must include:

• Company overview and experience

• Description of goods and services

• Summary of solution offered

11.1 Experience & References

• Minimum of three (3) school district references (Texas preferred)

11.2 Detailed Quote

• Must align 100% with Ion Wave pricing

• Must include all costs

• Alternate equipment must be clearly identified

11.3 Warranty

• Clearly state equipment and service warranty terms

11.4 Site Visit

• Attendance is strongly mandatory and scored in evaluation

11.5 Installation Plan and delivery

• Provide a delivery time frame and approach for completion, as this will be part of the evaluation and will be scored accordingly.

Vendors will be evaluated as follows:

o Ability to deliver and install within 6 weeks of the PO date – 10 points o Ability to deliver and install within 7–8 weeks of the PO date – 5 points o Ability to deliver and install within more than 8 weeks of the PO date – 0 points

11.6 Responsive Proposal

• Proposals must include all required information, documents, dates, and signatures to be considered responsive. Failure to submit requested items may result in the proposal being rejected as non-responsive.

Required documents include COI, 1295, Texas and Federal certificates completed, W9.

11.7 Responsible Vendor

• A responsible vendor is one that has the financial resources, qualified staff, and experience to provide the requested products and/or services and complete the work on time. Vendors with a history of poor service or unreliable performance may not be considered.

Vendors must provide a credit report and two (2) years of financial records showing financial stability.

• Complete submission of credit report and two (2) years of financial records demonstrating financial stability — 5 Points

• Partial submission or insufficient documentation — 2 Points

• No submission provided — 0 Points

12. MANDATORY SITE VISIT

A site visit is mandatory to ensure accurate measurements and pricing.

Failure to attend may impact evaluation scoring. All vendors are required to attend, even if they have previously visited the site. Vendors who do not attend the mandatory site visit may be considered non-responsive.

13. BRAND NAMES / EQUIVALENTS

Brand names are for reference only. Vendors may propose approved equals, but must provide:

• Manufacturer

• Model number

• Comparable specifications

All products must be verifiable online.

14. COMMUNICATION

• All communication must occur through Ion Wave

• No direct contact with MISD departments is allowed

• Violations may result in disqualification

• Deadline for questions: May 28, 2026 – 3:00 PM (CDT)

15. EVALUATION CRITERIA

This information will also be used for the evaluation of proposals and to determine the specific services offered by the proposer. Mesquite ISD reserves the right to reject as nonresponsive any responses that do not contain the information requested or that is not organized and formatted as described in this RFP.

# Evaluation Criteria Points

1)

Cost to RISD Cost is the primary factor -30 points Install Price- 10 points

2)

Responsive and Responsible Bidder Responsive – complies with all material and administrative aspects of solicitation. (COI, 1295, Texas and Federal certificates completed, W9) 5 Points)

Responsible – A responsible vendor is one that has the financial resources, qualified staff, and experience to provide the requested products and/or services and complete the work on time. Vendors with a history of poor service or unreliable performance may not be considered.

Vendors must provide a credit report and two (2) years of financial records showing financial stability. -5 Points

• Complete submission of credit report and two (2) years of financial records demonstrating financial stability — 5 Points

• Partial submission or insufficient documentation — 2 Points

• No submission provided — 0 Points

3)

Quality of the vendor’s good(s) and/or service(s) Delivery and Installation

• Ability to deliver and install within 6 weeks of the PO date- 10 points

• Ability to deliver and install within 7-8 weeks of the PO date- 5 points

• Ability to deliver and install within 8+ weeks of the PO date- 0 points

Service Warranty

• 5 years of service warranty - 15 points

• 3 years of service warranty - 10 points

• 1 year of service warranty - 5 points

4)

Extent to which good(s) and/or services meet District needs Based on information from

Extent to which the goods or services meet the district’s needs Attend the Site Visit

• Yes- 15 Points

• No- 0 Points and will be considered non-responsive

5)

Reputation of bidder and bidder’s good(s) and/or service(s) Survey will be sent to your references with 4 questions and depending how they score 5 being the highest score and 1 being a low score.

6)

Qualifies as HUB, Minority, Woman-owned, Small or Veteran Owned Business

Maximum points