Service and/or Repair of Refrigeration Units

The Passaic City School District’s Division of Food Services has issued solicitation Bid 08-27 for the service and repair of refrigeration units across school kitchens in Passaic, New Jersey. The contract requires vendors to provide 24/7 repair and maintenance services with a mandatory response time of two hours for service calls on all school calendar days. Contractors must perform twice-yearly preventative maintenance including coil cleaning and system inspections. All repairs must use original equipment manufacturer parts or licensed equivalents, be guaranteed for 90 days on labor and one year on major components, and include submission of detailed documentation such as Board Labor Repair Slips, purchase receipts for parts, and written guarantees. Repair work must be carried out in a clean, safe manner, tested in the presence of Board personnel, and coordinated through the Food Service Office. Prior approval is required for parts replacement and repairs exceeding $1,000. The solicitation is a public bid with a submission deadline of May 20, 2026, requiring electronic PDF proposals submitted through the specified e-procurement portal. Respondents must include mandatory certifications and disclosures, such as Affirmative Action documentation, Non-Collusion Affidavits, Political Contribution Disclosure, and Statements of Ownership. The contract includes stringent legal and insurance requirements, mandating coverage such as commercial general liability, automobile liability, workers’ compensation, and sexual harassment liability. Bidders must comply with federal and state laws including the New Jersey Anti-Bullying Bill of Rights Act, Americans with Disabilities Act (ADA), and the state’s preference for American-manufactured goods. The award will be made based on responsiveness, legal compliance, and price, with provisions allowing the Board discretion in cases of bids that are equal. Delivery and performance are FOB Destination to various Board locations in Passaic, with contractors responsible for freight costs and ensuring proper service and repair quality under established inspection and acceptance standards. Contract administration is overseen by designated representatives from the Food Services Division and Purchasing, with clear instructions for invoicing and recordkeeping. The solicitation specifies the contractor’s obligation to maintain qualified personnel and submit required documentation for contract compliance, with termination provisions tied to personnel qualifications and performance failures.