Maintenance and Repair for Commercial Food Equipment

Texas Woman's University (TWU) issued Request for Proposal RFP-731-26-005-SR for preventative maintenance and repair services on commercial food equipment across three campus locations: Denton, Dallas, and Houston. The procurement seeks competitive proposals from qualified service contractors to provide as-needed maintenance and repair services for the equipment inventories listed in Exhibit A, with the primary objectives of minimizing equipment breakdowns, improving operational efficiency, and reducing operating costs. Deliverables include hourly service rates, after-hours rates, weekend rates, and holiday rates for each campus location, along with trip charges and fuel surcharges; contractors must also specify response times for standard non-urgent service calls, emergency calls, and weekend service at each facility. Required qualifications include a minimum of five years of experience in kitchen equipment repair and maintenance, sufficient staff and equipment to address at least three simultaneous service calls across all three locations simultaneously, and the capability to provide emergency response within two hours. All replacement parts must be new and genuine manufacturer-recommended components with a minimum one-year warranty against defects and faulty workmanship. Evaluation criteria include maintenance plan quality, response time capability, pricing competitiveness, parts availability, and company references; TWU reserves the right to award contracts to one or more proposers with each campus location independently selecting the best value option. The proposal submission deadline is May 12, 2026, at 2:00 PM CST through TWU's online electronic bidding portal, with proposal evaluation scheduled for May 28, 2026, and award recommendation on June 1, 2026.

The RFP includes a Historically Underutilized Business (HUB) subcontracting plan requirement for proposals valued at $100,000 or more, and all proposers must comply with applicable federal, state, and local laws. No incumbent contractor information has been identified in the RFP documentation. The contract term is anticipated to begin on the date of the last signature and expire one year from that date, with an option to renew for up to three additional one-year renewal terms upon mutual written agreement and Board of Regents approval; pricing is firm for the initial contract period, and any price increases requested upon renewal cannot exceed 5 percent of the previous year's price. Proposers have the option to submit pricing based on existing cooperative contracts by completing Attachment B and identifying the cooperative name and contract number. The contract includes a termination without cause provision of 60 days or less, and invoices will be paid net 30 days upon submission with a valid TWU purchase order reference. No specific budget range or maximum award value is disclosed in the RFP documentation; however, the pricing structure outlined in Attachment A requires proposers to submit detailed compensation schedules including an estimated maximum amount with incidental expenses and any additional fixed fees.