RFP 25-0027 Hot Works and-or Refrigeration Service and Repair

Beaverton School District 48J in Oregon is issuing RFP 25-0027 for the establishment of master contracts for Hot Works and/or Refrigeration Maintenance Service and Repair on an as-needed basis. The procurement seeks qualified contractors to provide maintenance and repair services for commercial kitchen equipment across the district's 54 schools (34 elementary, 8 middle, 6 high, and 6 option schools) serving approximately 37,500 students. Services include repairs and maintenance of hot cooking appliances such as ovens, warmers, steamers, kettles, and dishwashers, as well as refrigeration units including walk-in refrigerators, freezers, and portable coolers. Contractors must provide emergency repairs within 1-2 business days and non-emergency repairs within 3-5 business days, with initial site visit caps of $500 for hot works and $2,000 for refrigeration repairs without prior approval. Required qualifications include one-year warranties on all labor and workmanship, use of new OEM or district-approved equivalent parts, and compliance with callback work coverage at no cost to the district. Evaluation will be weighted as follows: Experience and Qualifications (20 points), Staffing and Key Personnel (10 points), Approach and Operations (20 points), Prioritization (10 points), and Price Schedule with mock work orders (40 points), with references as a pass/fail requirement. A non-mandatory pre-proposal meeting is scheduled for May 27, 2026, at 2:00 PM Pacific Time via Zoom, with proposals due June 23, 2026, by 2:00 PM Pacific Time, contract award anticipated on or about July 16, 2026, and services beginning on or about August 1, 2026.

The master contract period extends through June 30, 2031, with four optional one-year renewal periods, during which contractor pricing must remain firm through June 30, 2027, and through June 30 of each subsequent contract period. Rate adjustment requests are permitted only during the May 1 through June 30 renewal window, with annual price increases capped at the prior year's Consumer Price Index increase for the Western Region sub-category unless the contractor demonstrates industry-specific cost increases. No travel time or mileage expenses are reimbursable; contractors bill only for time spent on-site. The solicitation documents do not specify set-aside designations, disadvantaged enterprise restrictions, incumbent vendors, or specific budget ranges; prospective proposers must register on OregonBuys to obtain complete solicitation documentation. The district is not obligated to make any purchases under this contract, and award values will be determined based on the volume of work orders issued across the contract period.