RFPC- 25-28 Ice Machine Services, Cleaning, Repairs and Preventative Maintenance

Houston Community College (HCC) Procurement Operations Department is seeking qualified contractors through a Request for Proposal Commodity (RFP-C) for comprehensive ice machine services across its campus system. The procurement focuses on quarterly inspection, cleaning, repairs, and preventative maintenance for 24 ice machines located at various HCC facilities, including System Admin, SE Learning Hub, Missouri City, SW Campus, NW Campus, and Central/Culinary locations. Contractors must perform a minimum of 30% of services with their own labor force and maintain appropriate insurance coverage, including $1 million in commercial general liability, automobile liability, and workers compensation insurance. Proposals must be submitted electronically through the Bonfire platform by February 12th, 2025 at 2:00 p.m. local time, with written questions due by March 3rd, 2025 and responses expected by March 10th, 2025. Evaluation will include consideration of the Small Business Development Program (SBDP), with available points for small business participation, and the anticipated Board approval and award date is May 2025.

The contract includes a Small Business Development Program (SBDP) component, which suggests potential set-aside or preference for small and disadvantaged businesses. The contract term is structured for one year with four potential one-year renewal options, plus the possibility of up to three additional months on a month-to-month basis. The estimated annual contract spend is $150,000, though HCC explicitly notes there are no guaranteed volumes. Pricing must be submitted through the Bonfire bid table titled "Schedule of Items & Prices Worksheet." The ice machines vary in manufacturer, including Hoshizaki, Scotsman, Manitowoc, and other brands, and are equipped with different filter systems such as Everpure BH2, TDI supplies, and various carbon and inline filters. No pre-proposal conference will be held, but vendors are encouraged to independently tour campus locations to understand the scope and access requirements. Contractors will be responsible for servicing machines located in break rooms, kitchens, lounges, and facility service areas across the HCC system.