IRJCF Evaporative Coolers RFQ.pdf

Ohio Department of Youth Services Request for Quote (RFQ)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

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: 1/15/2026

• Inquiry Periods Begins: 1/15/2026

• Site Visits: Mandatory, 3 visiting dates will be available, see below.

• Inquiry Period Ends: 1/27/2026 12:00PM

• Quotes Due: 2/02/2026 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.

Tuesday, January 20th

Wednesday, January 21st

Thursday, January 22nd

To ensure all documentation and pre-visit checklists are completed, please coordinate your site visits in advance with the following personnel.

Kenneth.Haldeman@dys.ohio.gov

Brock.Ryan@dys.ohio.gov mailto:Kenneth.Haldeman@dys.ohio.gov mailto:Brock.Ryan@dys.ohio.gov

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

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) Champion Essick Model # 6500SD/N65SS evaporative coolers or equal product, any equal product offered as a substitute must be functionally equivalent and meet or exceed the characteristics, configuration, and capacity requirements of the specified equipment. Potential Offerors quoting an equal product shall submit a point-by-point comparison that clearly lists the specifications of the proposed product.

• 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 new equipment and come with a minimum 1-year manufacturer’s warranty covering parts and labor.

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

• The project must be completed as a “turnkey” operation.

• Contractor is responsible for all permits and inspections if needed.

• Contractor is responsible for all wiring, plumbing connections, and trash removal.

• Contractor is to ensure that all equipment is connected and working properly with the current controls in place.

Additional information

MODEL 6500SD/N65S

HP3/4

VOLTS 115

AMP 14 – 8

HZ 60/1

SN BF1100048

The current control panel is a Micro-grow greenhouse system, Current configuration has a combination of wall mounted and other types of evaporative coolers. (See Pictures).

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

STATE OF OHIO ONLINE PURCHASING SOLUTION. OhioBuys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on submitting Proposals see the “Viewing and Responding to Solicitations” Learner Guide or the “Viewing and Responding to Solicitations” Supplier Training Video linked below.

Learner Guide https://procure.ohio.gov/static/pdf/S-

LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG

%20v2.1.pdf

Viewing and Responding to Solicitations https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

A. Contacts

The following sections provide details on how to get more information about this RFP and how to respond to this RFP. All responses must be complete and in the prescribed format.

During the bid process – communication shall be conducted through OhioBuys. During the performance of the Contract, a Project Representative will represent ODYS and will be the primary contact for matters relating to the Contract. ODYS will designate the Contract Monitor in writing at the time the contract is awarded.

By submitting a Bid, the Offeror acknowledges that it has read this RFP, understands it, and agrees to be bound by its requirement.

The State is not responsible for the accuracy of any information regarding this RFP that was gathered through a source different from the inquiry process described in this RFP.

B. Inquiries/Clarifications

ONLY INQUIRIES/CLARIFICATIONS WILL BE ACCEPTED BY THE FOLLOWING METHOD.

Offerors may make inquiries or seek clarifications regarding this RFP any time during the inquiry period listed in the RFP Timeframe Requirements. To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the inquiry tab and submit their inquiry. All inquiries must be received prior to the end of the Inquiry Period listed on the cover page. The state will make every effort to post responses within 48 hours. All inquiries and responses will be posted on the website where the bid opportunity is posted. Interested bidders will be able to access the questions and answers during the time the bid is posted.

Inquiries and or requests for clarification about a specific portion of this RFP must reference the relevant part of this RFP and include the provision heading with the RFP page number.

Offerors who attempt to seek information or clarifications verbally will be directed to reduce their questions to writing in accordance with state purchasing policy. No other form of communication is acceptable. Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocure.ohio.gov%2Fstatic%2Fpdf%2FS-LG.2%2520Ohio%2520Buys%2520Viewing%2520and%2520Responding%2520to%2520Solicitations%2520LG%2520v2.1.pdf&data=05%7C02%7CChristian.Carey%40dys.ohio.gov%7C904bf3c8446246f5235b08de53ae569d%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C639040205403523585%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Pgtc3AedyMMjGrdKTbW6KHfpgbiNqa1Qbfzc9d6kQFU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocure.ohio.gov%2Fstatic%2Fpdf%2FS-LG.2%2520Ohio%2520Buys%2520Viewing%2520and%2520Responding%2520to%2520Solicitations%2520LG%2520v2.1.pdf&data=05%7C02%7CChristian.Carey%40dys.ohio.gov%7C904bf3c8446246f5235b08de53ae569d%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C639040205403555582%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=23uS9dYmUYJhuc2J6fyM2UjRtqw383jvyU3ZDFxbj6Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocure.ohio.gov%2Fstatic%2Fpdf%2FS-LG.2%2520Ohio%2520Buys%2520Viewing%2520and%2520Responding%2520to%2520Solicitations%2520LG%2520v2.1.pdf&data=05%7C02%7CChristian.Carey%40dys.ohio.gov%7C904bf3c8446246f5235b08de53ae569d%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C639040205403574754%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=812ek%2BbFGXcUVP9yRV5iclfErx2SH7O9TIH42Ei6ZsM%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.youtube.com%2Fwatch%3Fv%3DK6iE32BUMJ0%26feature%3Dyoutu.be&data=05%7C02%7CChristian.Carey%40dys.ohio.gov%7C904bf3c8446246f5235b08de53ae569d%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C639040205403592016%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ZgidnOkcCIGEuDu2512AQqdkHu04w12AbmbFkmfKThc%3D&reserved=0

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

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 Champion Essick Model # 6500SD/N65SS evaporative coolers or equal product

• 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 new equipment and come with a minimum 1-year manufacturer’s warranty covering parts and labor.

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

• The project must be completed as a “turnkey” operation.

• Contractor is responsible for all permits and inspections if needed.

• Contractor is responsible for all wiring, plumbing connections, and trash removal.

• Contractor is to ensure that all equipment is connected and working properly with the current controls in place.

Installation Fee

Time of Performance:

• The awarded contract is estimated to become effective on Friday February 20th 2026.

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.