RFP Commercial Kitchen & Laundry Equipment Services

The City of Fort Worth seeks proposals for a Non-Exclusive Agreement for Commercial Kitchen & Laundry Equipment Services through RFP 26-0109, with proposals due March 19, 2026, and questions accepted through the Euna Portal prior to the close date. This procurement encompasses comprehensive inspection, diagnostic, repair, preventive maintenance, and replacement services for commercial kitchen and laundry equipment across all City departments on an as-needed basis, including dishwashers, refrigerators, freezers (including walk-in units), ovens, commercial washers, and dryers utilized in municipal, institutional, correctional, healthcare, and commercial kitchen facilities. Vendors must demonstrate capability to perform mechanical, electrical, electronic, hydraulic, and refrigeration system repairs, with response times of 48 hours to service requests and repair completion within five business days from service start, subject to parts availability. Required deliverables include detailed inspections and diagnostic testing, repair of all equipment components, bi-annual preventive maintenance services, commercial-grade replacement parts with itemized documentation, and proper removal and disposal of replaced materials, with a minimum one-year warranty on all parts and labor. Evaluation will be based on best-value criteria including cost (up to 15 points), small business participation (up to 25 points), qualifications and experience (up to 25 points), workforce capacity and responsiveness (up to 20 points), past performance (up to 10 points), and approach to replace and repair equipment (up to 5 points), with proposals receiving less than 50% of non-price points deemed non-responsive. The initial agreement term is one year with automatic renewal for up to four additional one-year periods unless either party provides 90 days' notice of non-renewal, and all unit prices must remain firm throughout the contract term and include freight and delivery costs with FOB Destination, Freight Prepaid and Allowed terms.

The City of Fort Worth has established a 30% small business participation goal for this procurement, which can be achieved through self-performance by a certified small business prime contractor, utilization of certified small business subcontractors, or a combination of both; all small business firms must hold current certification from approved organizations and be located in Tarrant, Wise, Johnson, Parker, or Denton County, with failure to submit valid certifications resulting in zero points for the small business criteria. Vendors must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), Workers' Compensation at statutory limits, and Professional Liability/Errors & Omissions ($1,000,000 per claim/$1,000,000 aggregate). The City intends to award multiple non-exclusive agreements to ensure full service coverage, and the City reserves the right to negotiate all elements of the successful proposer's response and to extend identical terms and pricing to other governmental entities participating in cooperative purchasing agreements. All proposals must be submitted electronically through the Euna Portal with required documentation including completed authorization and questionnaire forms, small business utilization forms with current certifications, minimum three reference letters, statement of qualifications, staffing plan, and completed bid tables for four service categories: Washers and Dryers Only, Dishwashers Only, Ovens Only, and Refrigerators and Freezers Only. No specific budget cap or award value is disclosed in the available documentation, though the draft vendor services agreement references a compensation amount not to exceed a specified dollar amount to be determined in the final contract terms and conditions.