IRJCF Evaporative Coolers 35578 RFQ.pdf

Ohio Department of Youth Services Request for Quote (RFQ)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000035578

Purpose: This solicitation is to award a contract to a supplier who can provide and install 4 evaporative coolers for the Ohio Department of Youth Services (ODYS) Indian River Juvenile Correctional Facility (IRJCF).

RFQ Schedule:

• RFQ Issued: 12/1/2025

• Inquiry Periods Begins: 12/1/2025

• Site Visits: mandatory, no later than 12/11/2025

• Inquiry Period Ends: 12/12/2025 12:00PM

• Quotes Due: 12/16/2025 10:00AM

Site Location:

• Indian River Juvenile Correctional Facility (IRJCF):

2775 Indian River Road SW, Massillon, Ohio 44646

Site Visits:

Suppliers ARE required to attend a site visit to be considered for contract award. If the supplier prefers to visit the site prior to submitting a quote, please submit an inquiry from the RFQ.

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000035578

General Information:

Services will be coordinated with facility’s’ Maintenance Supervisor and will take place during normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST).

IRJCF will provide a facility escort to accompany the supplier during each visit.

The awarded supplier must also be able to perform the installation of the equipment and its accessories in a manner that protects any limited warranty. A performance startup will be completed to confirm proper installation and validate the warranty. If there are defects to be found with the installation process, the supplier must guarantee to resolve any installation issues.

• ODYS requires contractors to be experienced and qualified to perform the installation.

• Services shall be completed in accordance with current regulations, including but not limited to, Ohio code requirements and manufacturer recommendations.

• Contractors shall provide the ODYS with detailed documentation of the Services performed once completed, or at the very latest within five (5) business days.

Scope of Work / Services

The vendor shall provide the furnish and installation of four (4) evaporative swamp coolers that meet the environmental and minimum requirements below:

• 4 evaporative coolers that work collaboratively to maintain a preferred temperature of 80 degrees with a maximum humidity level of 80% inside a 1500 square foot greenhouse.

• Each evaporative cooler must be in new condition and come with a minimum 1 year manufacturer’s warranty

• Quotes provided for 1 years’ worth of replacement Media Pads

• Evaporative coolers must be installed in a manner that fits the current configuration.

Additional information

The current control panel is a Micro-grow greenhouse system, unknown model or serial.

Current configuration has a combination of wall mounted and other types of evaporative coolers. (See Pictures)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000035578

Inquiries:

From the issuance date of this solicitation, until a contract is awarded to an offeror, there may not be direct communications concerning the RFQ between any supplier who expects to submit a quote, and any employee of ODYS involved in the issuing of the RFQ. The only exception is provided through the submission of written requests for clarification/interpretation via the RFQ through the OhioBuys website during the inquiry period.

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period. To make an inquiry, prospective offerors must use the Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

ODYS will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. Prospective offerors who attempt to seek information or clarifications verbally will be directed to submit an inquiry from the RFQ in Ohio Buys.

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000035578

Cost Proposal:

Suppliers must complete the item grid in OhioBuys and provide Product Information as an attachment in OhioBuys.

The attachments must include:

1. Qualifications, including holding applicable licenses and/or certifications, to perform the scope of work.

2. Indicate your experience in performing the scope of work over the past three (3) years.

a. If subcontracting the installation, please provide the name of the subcontractor and list their qualifications and experience in performing installations of a similar nature to evaporative coolers.

This quote must indicate:

• The cost for the four (Evaporative Coolers).

• Cost of the Installation fee inclusive of any needed installation kits. (performance startup included)

• Cost for 1 years’ worth of replacement Media Pads for all 4 coolers.

• Quotes must be valid for a minimum of sixty (60) days.

Service Description 4 x Evaporative Coolers

• 4 evaporative coolers that work collaboratively to maintain a preferred temperature of 80 degrees with a maximum humidity level of 80% inside a 1500 square foot greenhouse.

• Each evaporative cooler must be in new condition and come with a minimum 1 year manufacturer’s warranty

• Quotes provided for 1 years’ worth of replacement Media Pads

• Evaporative coolers must be installed in a manner that fits the current configuration.

Installation Fee

Time of Performance:

• The awarded contract is estimated to become effective on December 22nd 2025.

Evaluation / Award:

• Bids will be evaluated, and the contract will be awarded to the lowest responsive and responsible bidder as determined by the agency with an emphasis on cost and experience.

STANDARD TERMS AND CONDITIONS:

By participating in this RFQ, the contractor explicitly agrees to all terms and conditions outlined within the T&C document provided.