LRE Department, Warehouse and Transportation- Commercial White Fleet Repairs, Equipment, OEM Parts and Services for Food and Child Nutrition Services

Dallas Independent School District's LRE Department is soliciting proposals under RFP JC-250449 for OEM parts, equivalent replacement parts, and repair services for white fleet vehicles, transportation equipment, warehouse equipment, and walk-in cooler and freezer systems supporting Food and Child Nutrition Services, with proposals due December 3, 2026. Small Business Enterprise participation carries 20 percent of the evaluation score, and vendors that omit the SBE compliance forms receive a zero for that component.

The solicitation seeks a multi-award pool for preventive maintenance, diagnostics, mechanical repairs, truck body and component repair, refrigeration and climate control, trailer service, material handling and warehouse equipment support, emergency and after-hours response, and cafeteria and warehouse equipment services, ordered on an as-needed basis. The primary service location is 1515 Al Lipscomb Way, Dallas, Texas 75215. Reefer truck on-site windows run 6:00 to 7:00 a.m. or 12:00 to 3:00 p.m., with off-site repair options coordinated with authorized personnel. Parts must be new OEM or approved equivalents meeting or exceeding OEM specifications, and service-call work carries a one-year unconditional warranty. No work proceeds without a district purchase order, and repairs above established thresholds require written authorization and itemized estimates. Annual price adjustments require written district approval and documented cost changes referencing the Bureau of Labor Statistics Producer Price Index.

Pricing accounts for 40 percent of the score and covers firm labor rates, diagnostic fees, service call and trip charges, after-hours and emergency rates, delivery and freight, line-item OEM and equivalent part pricing, and catalog discount percentages. Technical capability and service capacity account for 15 percent, parts availability, quality, and warranty for 15 percent, and experience and past performance for 10 percent. Principal place of business is an listed evaluation factor. The SBE component awards up to 5 points for certified SBE status or joint venture and prime-subcontractor teaming agreements, up to 5 points for subcontractor utilization toward the district's aspirational 30 percent goal or a demonstrated good faith effort, up to 5 points for SBE participation plans, up to 3 points for SBE enhancements and capacity building, and up to 2 points for SBE references. Approved certifications include 8(a), SDVOSB, SBE, VOSB, and WOSB.

The contract term is one year with two one-year renewal options, not to exceed three years total. Federal dollars are involved, so the solicitation requires EDGAR certifications under 2 CFR Part 200, USDA, and Texas Department of Agriculture compliance. Required forms include a notarized Form 1295 Certificate of Interested Parties, the EDGAR certifications, the SBE compliance forms, a Conflict of Interest Questionnaire, a pre-employment affidavit, and a W-9. Contractors must also acknowledge the district's DEI restrictions with their proposal. Reference check questionnaires are due December 3, 2026, at 2:00 p.m. Central, submitted to Procurementreferencecheck@dallasisd.org directly from the reference company's email account.

Proposals are submitted through the Bonfire portal at dallasisd.bonfirehub.com or by sealed manual submission to Procurement Services. Vendors must route all communications through Procurement Services, and direct contact with user departments results in disqualification. Standard terms set net 30 payment, bid prices firm for 120 calendar days, exclusion of sales tax from pricing, liquidated damages of $200 per delinquent line item, and general liability insurance of $1 million per occurrence. All vendors are encouraged to participate, including sole-source providers.