Kitchen Equipment Preventative Maintenance and Repair

The State of Delaware, Office of Management and Budget, Government Support Services is soliciting proposals through Request for Proposal GSS26661-KITCHEN_PMR for comprehensive preventative maintenance and repair services for commercial kitchen equipment across multiple state agencies, school districts, and political subdivisions. The procurement encompasses services for the Department of Correction, Delaware Health and Social Services, Department of State, Department of Services for Children, Youth & Their Families, Providence Creek Academy, and nine school districts including Smyrna, New Castle County Vo-Tech, Cape Henlopen, Capitol, and Delmar School Districts. Vendors must provide all necessary labor, materials, parts, supervision, and travel to maintain hundreds of pieces of food service equipment—including convection ovens, steamers, tilting kettles, dishwashers, mixers, slicers, and walk-in coolers and freezers—in accordance with Original Equipment Manufacturer standards and best industry practices. Key requirements include preventative maintenance services at bi-annual minimum frequency (quarterly for high-use equipment, annually for low-use where approved), 24-hour preventative maintenance response time, repair completion during initial visit when reasonably possible or within five business days, adequate parts inventory maintenance utilizing OEM parts, and monthly usage reports in Excel format plus quarterly second-tier subcontractor diversity reports. The contract will be evaluated on vendor qualification and experience (20 points), service and support capability (15 points), preventative maintenance and technical approach (10 points), references (5 points), price competitiveness (40 points), and compliance with specifications (10 points). Critical deadlines include May 8, 2026 at 4:30 p.m. for written questions, May 15, 2026 for answers to be posted, and May 28, 2026 at 3:00 p.m. for proposal submission through the online Bonfire portal, with a public proposal opening occurring on May 28, 2026 at 3:00 p.m. The initial contract term runs from December 1, 2026 through November 30, 2028, with options for three one-year renewal periods.

The solicitation does not identify specific set-aside designations for disadvantaged enterprises, though vendors may designate diverse vendor certifications at both state and federal levels as part of their submission. No incumbent vendors or current contractors are identified in the available documents. Vendors must maintain mandatory insurance coverage including Worker's Compensation, Commercial General Liability ($1,000,000 per occurrence/$3,000,000 aggregate), Automotive Liability ($1,000,000 combined single limit), and either Medical/Professional Liability, Miscellaneous Errors and Omissions, or Product Liability ($1,000,000 per occurrence/$3,000,000 aggregate). Pricing shall be submitted through Appendix C using the State's provided bid table template, which requires hourly rates for mechanic services and helper services during and outside agency hours of access, as well as markup or discount structures for parts, with no additional charges permitted outside submitted pricing. The State reserves the right to make multiple awards, partial awards, or award by equipment type or zone as deemed most advantageous, and contract award is anticipated within 90 days of the May 28, 2026 bid opening. Site visits of equipment locations are encouraged but not mandatory, with Department of Correction locations requiring two weeks' notice for background checks. While specific budget ranges are not disclosed in the solicitation documents, pricing competitiveness represents 40 percent of the evaluation criteria, indicating significant weight on cost considerations.