IFB - Equipment Repair Parts

Southwest Virginia Regional Jail Authority is requesting bids for equipment repair parts to supply four regional jail facilities in Abingdon, Duffield, Haysi, and Tazewell, Virginia, with sealed bids due July 9, 2026 at 2:00 PM. SWVRJA will contract with one or more vendors and reserves the right to award to the lowest responsive and responsible bidder.

The scope covers food service equipment repair parts only — no repair services or equipment purchases. Vendors must furnish new, genuine manufacturer-recommended or authorized replacement parts; used parts are prohibited without prior written consent, though manufacturer rebuilt parts may be authorized case-by-case if they carry equivalent warranties. The bid form itemizes 47 equipment manufacturers including Hobart, Vulcan, True, Sloan, Rational, and Scotsman. Bidders must submit percentage discounts off manufacturer's most recently published catalog list prices in effect on the date of order placement and may bid on any or all line items. All parts carry a minimum 30-day or manufacturer-warranty guarantee, whichever is longer, with replacement at no cost for the same defect. Vendors must maintain sufficient inventory or ready access to prevent equipment downtime and clearly identify FOB terms (shipping point or destination).

The initial contract term runs through June 30, 2027, with options for two additional successive one-year renewals at SWVRJA's discretion. No quantities are guaranteed; vendors must supply actual quantities ordered at the discounted contract rate. Price escalation is prohibited for the first 365 days and thereafter only for verified material cost changes using the Consumer Price Index as a guide, with 30 days' advance notice required. SWVRJA may cancel without penalty upon 60 days' written notice; the contractor may cancel without penalty after the initial 12 months upon 60 days' notice.

Bidders must submit five physical copies plus two electronic copies on flash drive, include a signed IFB cover sheet acknowledging all addenda, provide qualification statements, cost proposals, detailed product specification sheets, product literature, delivery terms, and references from similar accounts. The State Corporation Commission registration form must be completed. Written questions are due by June 30, 2026, with answers provided by July 6, 2026. Under Virginia's Cooperative Procurement statute, other regional jail members of the Procurement Professionals of Virginia Regional Jails consortium and local governments in SWVRJA's region may utilize this contract at the same terms and prices.