Request for Proposals (RFP) - AISD Food Services - Custom Walk-In Refrigeration Units (Coolers and Freezers) at Multiple Locations

The Austin Independent School District (AISD) is seeking proposals for Custom Walk-In Refrigeration Units (Coolers and Freezers) at Multiple Locations through a Request for Proposals (RFP) numbered 26RFP033. The procurement is specifically targeting high-quality, factory-built refrigeration units that will enhance food service efficiency and strengthen food safety practices across district facilities. Vendors must provide turnkey services including equipment supply, delivery, installation, testing, commissioning, and all required documentation. The evaluation process will award the contract based on best value, with points allocated as follows: financial proposal (40 points), proposed products quality and specifications compliance (25 points), proposed plan (20 points), and contractor capabilities and references (15 points). A pre-proposal conference was held on November 21 and November 28, 2025, with questions to be submitted through the AISD Bonfire Portal by 3:00 p.m. CST on December 5, 2025. Proposals are due by 2:00 p.m. CST on January 9, 2026, with a tentative AISD Board meeting for review and approval scheduled for January 29, 2026.

The procurement seeks to encourage broad participation, with preference given to small, local, minority-owned, and women-owned firms. Vendors must comply with several requirements, including maintaining general liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, workers' compensation coverage, and obtaining criminal history background clearance through the Texas Department of Public Safety's Fingerprint-based Applicant Clearinghouse of Texas (FACT). The contract will have an initial one-year term with an option to renew for an additional one-year period. While no minimum purchase amount is guaranteed, the district emphasizes that compensation will be based solely on services actually performed and satisfactorily rendered. Vendors must be prepared to meet NSF and UL standards, provide detailed references, and submit comprehensive documentation including OSHA logs, insurance certificates, and federal compliance forms. The district reserves the right to reject any or all proposals and award the contract in whole or in part as deemed in its best interest, with a focus on achieving optimal value for the district's food service infrastructure.