Ice & Water Machine Rental

The Kansas Department for Children and Families, operating under the state of Kansas, is issuing a Request for Proposal (RFP) for ice and water dispensing machine rental services to be deployed across multiple DCF locations throughout the state, with specific jurisdiction including Sedgwick County. The procurement seeks qualified vendors to provide comprehensive ice and water machine leasing solutions that include equipment rental, delivery, maintenance, and service for an indefinite quantity contract spanning five years from the award date, with options to renew for four additional twelve-month periods. Vendors must submit separate sealed technical and cost proposals by June 2, 2026, at 2:00 PM CST, with written questions regarding the RFP due by May 23, 2026, directed to Procurement Officer Lily Lundy (lily.lundy@ks.gov or 785-296-0714). Bidders are required to demonstrate a minimum of five years of continuous active participation in the ice machine rental industry and must provide three professional references; pricing shall be quoted on a monthly leasing basis for all machines and related products, with costs all-inclusive for rental, delivery, and maintenance services on an F.O.B. DESTINATION basis with freight quoted separately. The contract structure operates as an indefinite quantity agreement allowing agencies to order machines individually on an as-needed basis, with potential awards to multiple vendors; no pre-bid conference is scheduled, and no guarantee of volume is provided.

The State of Kansas permits eligible vendors to claim preferences under its Certified Business, Disabled Veteran Owned Business, or State Use Purchase programs if properly documented. All bidders must obtain a current Tax Clearance Certificate from the Kansas Department of Revenue prior to submission and complete certifications regarding immigration compliance, sexual harassment policy acknowledgment, Israel boycott compliance, and covered telecommunications equipment certification; failure to provide a current tax certificate within ten calendar days of selection may result in award proceeding to the next lowest responsive bidder. The procurement carries payment terms of Net 30 days, with the state accepting electronic funds transfer and Procurement Card payments without additional charges. No specific budget range or award value is disclosed in the RFP documents; however, the indefinite quantity nature of the contract suggests costs will be determined based on actual machine orders placed by DCF and associated programs. The state reserves the right to accept or reject any or all bids, waive informalities, and maintains authority to debar contractors in default or performing unsatisfactorily for up to three years. No incumbent vendors or current contractors are identified, and no pre-existing infrastructure or technology integration requirements are specified in the solicitation.