26-012 (BS) Cold Storage Facility Services

The San Antonio Independent School District (SAISD) has issued Request for Proposal 26-012 (BS) for Cold Storage Facility Services on an as-needed basis to identify qualified vendors and establish pricing for the rental of refrigerated and freezer storage space. The procured services will support the District's Child Nutrition Services by storing commodities, purchased food items, and emergency freezer inventory, with the facility required to be located within a 30-mile radius of SAISD's warehouse at 1550 W. Poplar Street in San Antonio, Texas. Based on estimated requirements, the District anticipates storing approximately 87,281 cases annually and moving approximately 28,977 cases annually, though no minimum quantities are guaranteed. Vendors must submit itemized pricing proposals that separately detail frozen storage cost per pallet, freezing charges, cold storage cost per pallet, handling charges per pallet, standard and emergency delivery charges per pallet, and any additional applicable fees, with all pricing on an F.O.B. Destination basis with prepaid shipping and handling. Proposals must be submitted through the Bonfire Portal by Tuesday, March 17, 2026, at 3:00 PM (CST), with vendor questions due by Tuesday, March 3, 2026, at 10:00 AM (CST), and responses issued as addenda by Thursday, March 5, 2026. Evaluation criteria include cost (40 points), vendor references and reputation (5 points), extent to which services meet District needs (10 points), SWMBE compliance impact (1 point), total long-term cost (10 points), local preference status (5 points), HACCP program and facility health inspection compliance (9 points), and other relevant factors (20 points). Successful vendors must provide proof of valid General Liability insurance of $1,000,000, Workers Compensation at statutory limits with $1,000,000 Employers Liability, Auto Liability of $1,000,000, a HACCP program, FDA biennial registration, a current health inspection report, and emergency support availability including non-business hours contact.

The procurement includes Small, Women-Owned, and Minority-Owned Business Enterprise (SWMBE) considerations as an evaluation factor, with local preference status receiving five evaluation points. The District reserves the right to award to a single vendor or multiple vendors and has indicated that facility tours will be conducted during the evaluation process. No incumbent vendors or current contractors are identified in the procurement documentation. The contract term is one year from Board of Trustees approval, with options to renew for four additional one-year periods at the District's discretion, subject to potential price renegotiation during renewal periods. No specific award value or budget range is disclosed in the available procurement documents, and all purchases are contingent on fund availability with no quantity guarantees provided to selected vendors.