Ice Machine Services, Cleaning, Repairs, and Preventative Maintenance Services

Houston Community College (HCC) is seeking proposals for a comprehensive ice machine services contract through a Request for Proposal (RFP 26-09) covering cleaning, repairs, and preventative maintenance services across its system-wide facilities. The procurement requires quarterly preventative maintenance for 24 ice machines located at various HCC campuses and facilities, with services including complete machine disassembly, mold and mineral deposit removal, sanitization of ice bins, compressor and voltage checks, wiring inspections, leak detection, ice cycle verification, thermostat operation checks, and condenser coil cleaning. Contractors must demonstrate ability to complete all required services within a single visit and provide estimated arrival times for parts and service completion. Key evaluation criteria include firm qualifications (15 points), personnel qualifications (15 points), proposed methodology (10 points), past performance (10 points), price proposal (50 points), and small business practices (15 points), totaling 100 possible points. Critical dates include a non-mandatory pre-proposal conference on December 2, 2025, at 10:00 a.m., a written question deadline of December 9, 2025, by 5:00 p.m., anticipated response date of December 16, 2025, and proposal submissions due January 6, 2026, by 2:00 p.m. through the Bonfire electronic portal.

The contract includes provisions for a two-year initial term with options to renew for three additional one-year periods and potential month-to-month extensions not exceeding three months. Minimum insurance requirements include $1,000,000 in commercial general liability, automobile liability, and workers' compensation coverage. While no specific set-aside designations are mentioned, the evaluation criteria include small business practices, suggesting potential consideration for smaller or local enterprises. The contract does not specify incumbent vendors but provides a detailed inventory of 24 ice machines manufactured by Hoshizaki, Scotsman, and Manitowoc, located across multiple HCC facilities. HCC estimates the annual contract spend at $190,000, with no guaranteed volume commitments. Contractors must include all travel expenses within their proposal cost, with no separate mileage or fuel charges permitted, and are required to deliver services within five business days of purchase order receipt. HCC reserves the right to award separate contracts to multiple contractors and to reject any or all proposals, maintaining flexibility in the procurement process.