IDOC - Medical Grade Refrigeration Units and Vaccine Data Loggers

The Illinois Department of Corrections (IDOC) has issued Invitation for Bid (IFB) No. 26-426DOC-CENTO-B-52227 seeking bids for the procurement, delivery, installation, and ongoing support of medical-grade refrigeration units and vaccine data logging systems for distribution across 26 statewide correctional facilities. The required equipment includes pharmacy/vaccine solid door refrigerators with casters (19 units, 23 cubic feet capacity, maintaining 2°C to 8°C), vaccine data dual channel loggers with continuous temperature monitoring capabilities and removable probes (23 units), and portable refrigerator/freezer units with travel trolleys and factory-installed locks (49 units, 0.88 cubic feet capacity, maintaining 2°C to 8°C or -15°C), distributed according to specified facility locations. The contractor must be the original manufacturer or authorized direct distributor and is prohibited from using third-party subcontractors, brokers, resellers, or intermediaries unless expressly disclosed and approved in writing. All equipment must include a minimum one-year manufacturer warranty with a minimum four-year compressor warranty, and the vendor must provide trained, qualified personnel for delivery and installation who comply with facility security and occupational safety requirements. The contractor must provide a detailed delivery and installation schedule within five business days of contract execution, with all equipment required to be operational and fully installed by June 30, 2026. Bids must be submitted electronically through BidBuy and must remain firm for 90 days from opening, with award going to the lowest priced responsive and responsible bidder. The bid due date is May 18, 2026, and vendor questions must be submitted no later than five days from bid opening.

Vendors responding to this procurement must complete either a Vendor Disclosure form (for non-IPG registered vendors) or an IPG Active Registered Vendor Disclosure form (for vendors with active State of Illinois Vendor Registration Numbers), with failure to submit the appropriate disclosure resulting in bid disqualification. The solicitation encourages participation from minority-owned, women-owned, disabled-owned, disadvantaged, and veteran-owned businesses, with vendors required to disclose ownership and control information. Vendors with contracts exceeding $100,000 in annual value must submit a Financial Disclosures and Conflicts of Interest form and disclose all current and pending contracts with State of Illinois government units. The vendor must maintain general commercial liability insurance of $1,000,000 per occurrence and $2,000,000 annual aggregate, auto liability insurance of $1,000,000 per occurrence, and workers' compensation insurance as required by law. While no specific incumbent vendor or current contractor is identified in the available documentation, the procurement is subject to Illinois Department of Public Health standards for safe handling and storage of temperature-sensitive medical supplies. A $15 fee applies to any awarded contract valued at $1,000 or more to support the Minority Contractor Opportunity Initiative, and the contract term is one year initially with a maximum total term not to exceed ten years including renewal periods; the specific award value will be entered by the State prior to contract execution.