WHWarewashing26-27_Apr_27_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) issued by West Hartford Nutrition Services, a department of West Hartford Public Schools in Connecticut, for warewashing services across 16 school locations during the 2026-2027 school year. The solicitation seeks comprehensive equipment maintenance and repair services, chemical supply delivery, and sanitation support for dishwashing machines throughout the district. Vendors must provide nine primary chemical categories including liquid sanitizer (6% bleach), all-purpose cleaner, degreaser, pot and pan cleaner, metalsafe automatic dishwasher detergent, no-spot/drying agents, de-limer, bleach test strips, and liquid dish soap in quantities sufficient to meet health department and district sanitation standards. The solicitation opened April 24, 2026, at 7:00 AM EDT and closes June 5, 2026, at 3:00 PM EDT, with the contract period running from July 1, 2026, through August 15, 2027. No site visits or bidders' conferences have been scheduled. The contract may be renewed upon mutual agreement, with either party able to terminate with 60 days' written notice.

Vendors must submit detailed pricing in numerical format only, including brand names, package sizes, item numbers, cost per case, and approximate daily use costs, along with equipment service specifications such as inspection frequency (yearly, quarterly, monthly, or other), inspection fees, repair charges for parts and labor, travel charges, and emergency service turnaround times. All deliveries must be completed by 1:00 PM at designated school sites, with late deliveries subject to rejection. Required qualifications include provision of Material Safety Data Sheets, training guidelines for chemical use, service reports documenting inspections and repairs, references from other school systems, and certification that products carry Green Seal, EcoLogo, or EPA Design for the Environment labels where available. Vendors must maintain comprehensive insurance coverage including $1,000,000 commercial general liability, $1,000,000 automobile liability, and statutory workers' compensation limits. Bid prices must remain firm for the entire contract duration, though cash discounts for prompt monthly payments by the 15th of the following month are encouraged. The procurement is open to all qualified vendors with no specific set-asides mentioned, and vendors must comply with domestic preference requirements and provide certifications regarding equal opportunity status, debarment status, and non-collusive bidding practices. The estimated total contract value has not been publicly disclosed. All inquiries should be directed to Lisa Farrah at (860) 561-1679 or lisa_farrah@whps.org.