DOC SHE/replace walk-in refrigeration equipment/MM

The Illinois Department of Corrections is soliciting competitive bids under procurement number 26-426DOC-SHERI-B-51612 for the replacement of walk-in refrigeration equipment at Sheridan Correctional Center. The project involves removing and replacing refrigeration systems for one walk-in freezer (approximately 6,800 cubic feet) and three walk-in coolers (approximately 3,400, 6,400, and 1,500 cubic feet) in the facility's dietary department. All new equipment must be Energy Star rated and include complete cooling systems, condensers, evaporators, thermostats, liquid line solenoid valves, line sets, external thermometers, and associated components. The freezer requires two independent cooling systems capable of maintaining zero degrees Fahrenheit, while the coolers require one to two systems each to maintain forty-one degrees Fahrenheit in compliance with FDA food code requirements. The selected vendor will be responsible for all delivery, installation, disconnection, removal, labor, parts, and materials, and must possess all required licenses and certifications for refrigeration equipment work. Work must be performed Monday through Friday between 7 a.m. and 3 p.m., coordinated with the facility's Chief Engineer, with minimal interference to operations. Pricing must be firm and F.O.B. destination with all transportation and handling costs included by the vendor, and the contract term runs from final execution through June 30, 2026. The state will evaluate bids based on responsibility, responsiveness, and price, with award going to the lowest priced responsive and responsible bidder. The deadline for submitting written questions is March 31, 2026, and all bids must be submitted electronically through BidBuy on or before the bid opening date, with bids remaining firm for 90 days following opening.

This procurement is exclusively designated as a Small Business Set-Aside Program opportunity, restricting eligibility to vendors registered with the Illinois Small Business Set-Aside Program at the time bids are due. Bidders must submit proof of active Illinois Procurement Gateway registration or complete vendor disclosure forms, along with certification of compliance with forced labor prohibitions and all state and federal laws. Vendors must carry property damage and public liability insurance of $1,000,000 per occurrence and worker's compensation as required by law, and submit names, dates of birth, and Social Security numbers of all on-site employees for security background checks within five working days of contract award. No incumbent vendor or existing contractor is identified in the solicitation materials. Bidders may claim applicable Illinois Procurement Code preferences, including the Illinois Business Preference and Domestic Product Preference, with supporting documentation required for validation. A mandatory administrative fee of $15 will be deducted from the first payment if the contract award exceeds $1,000, and the procurement may be partially or wholly funded with federal funds, with the specific percentage to be disclosed upon award notification. No specific award value or budget range is provided in the available solicitation documents.