RFP- ICE, ICE BOXES, & FREEEZER TRAILER FOR THE 2026 CHEROKEE NATIONAL HOLIDAY

The Cherokee Nation is soliciting proposals for the provision of Ice, Ice Boxes, and Freezer Trailer Services to support the 74th Cherokee National Holiday, scheduled for September 8, 2026, at multiple venues in Tahlequah, Oklahoma. Interested parties must submit a complete bid response including a mandatory Bid Response Sheet detailing the delivery of one fully stocked freezer trailer with 2,500 bags of ice and nine fully stocked ice boxes, with two units placed at each of four event sites and one spare. Proposals must be submitted electronically by May 8, 2026, to [email hidden] with a specified subject line, and all submissions become the property of the Cherokee Nation. Compliance with TERO certification is mandatory for eligibility, particularly to qualify for Indian Preference considerations, and vendors must also certify adherence to a drug-free and tobacco-free workplace policy. The contract term extends through the event date but includes an option to renew through September 30, 2029, contingent upon performance, funding availability, and mutual agreement. Award will be determined through a best-value trade-off evaluation emphasizing Experience with Similar Size Projects (25 points), References (25 points), and Staff Capabilities (25 points), with Cost accounting for 15 points and Indian Preference for 10 points, totaling 100 points. Vendors must provide at least three professional references and demonstrate relevant experience to score competitively. Insurance requirements include worker’s compensation, general liability of $1 million per occurrence, and automobile liability of $300,000 combined, all from an insurer rated A X or better by AM Best. Contracts are contingent upon sufficient appropriations and are subject to termination without liability if funds are unavailable. Successful contractors must pay subcontractors within ten calendar days of receipt of payment from the Cherokee Nation. All communications must be conducted in writing through the designated point of contact, Janice Vaughan, and no verbal negotiations are permitted. Proposals must include proof of TERO certification and affirm full compliance with all specifications; failure to meet mandatory requirements will result in immediate disqualification.