Repair, Services, and Maintenance for School Kitchen Equipment

REQUEST FOR PROPOSAL

Repairs, Services and Maintenance for School Kitchen Equipment

Prepared By: Kathy Konon, Assistant Superintendent of Business and Operations & Amanda Snider, Food Service Director

586-783-6300

Date: November 20th, 2025

Due Date of Bid: 9:00 a.m. on December 18th, 2025

Please complete the section below and include this page as the first page of the bid package:

Bidder/Vendor Name:
Representative Name:
Street Address:
City, State and Zip

Phone:

Fax:

Email:

REQUEST FOR PROPOSAL

All Vendors submitting Proposals must provide a sworn and notarized statement disclosing any familial relationship that exists between the owner or key employee of the Bidder submitting a Proposal, and any member of the L’Anse Creuse Public Schools District Board of Education, the L’Anse Creuse Public Schools District Superintendent, or the Assistant Superintendent of Business & Operations. The District will not accept a Proposal that does not include this sworn and notarized disclosure statement.

All Vendors submitting Proposals must provide a sworn and notarized Affidavit of Compliance pursuant to the Iran Economic Sanctions Act, Michigan Public Act No.517 of 2012. The District will not accept a Proposal that does not include this sworn and notarized disclosure statement.

The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any Bid, and the right to award the Contract to other than the Proposer submitting the best financial bid (low bidder). The School District reserves the right to request additional information from any or all Proposers.

GENERAL TERMS AND CONDITIONS

1) Objective:
L’Anse Creuse Public Schools is seeking proposals for the provision for Repairs, Services and Maintenance for School Kitchen Equipment. Please see the Scope & Background Information section for further details on the project.

2) Bidding on This Project: Each Proposal must be submitted as provided in the RFP. No alteration, erasure, or addition is to be made in the typewritten matter or changes to the Bid Table (except for required information to be provided by the Vendor). Failure to follow this instruction may result in disqualification.

3) Project Timeline: All pertinent dates for submission of bids are included in this document as posted.

4) Delivery of Proposals: The words “Repairs, Services and Maintenance for School Kitchen Equipment, Sealed Bid, Date Due: December 18, 2025, Time Due: 9:00 a.m." must appear on the outside of the envelope in the lower left-hand corner. Bids must be signed by a representative of the company submitting the bid. Two (2) printed copies of the Sealed Bid must be delivered in person or sent by mail to:

Kathy Konon

L’Anse Creuse Public Schools

Harry L. Wheeler Community Center and Administrative Offices

24076 F. V. Pankow Boulevard

Clinton Township, MI 48036

5) Late Proposals: Any Proposals or revisions received after the due date will not be accepted or considered.

6) Opening of Bids: All bid submissions must be delivered sealed and will not be opened by the District until the Due Date and Time has passed. A public bid opening will be held December 18, 2025, at 9:05 a.m. at the following address:

L’Anse Creuse Public Schools

Harry L. Wheeler Community Center & Administrative Offices

24076 FV Pankow Boulevard

Clinton Township, MI 48036

7) Restrictions on Communication: From the issue date of this RFP until a Vendor is contacted by the School District, a Vendor shall not communicate about the subject of the RFP or a Vendor’s Proposal with the School District, its Board of Education, or any individual member, administrators, faculty, staff, students, or employees except as detailed below. The School District reserves the right to request additional information from any or all Vendors.

8) Questions Regarding the Project: Requests that the School District clarify information contained in this RFP are allowed. Any requests for clarification or questions regarding this RFP, must be sent via email to Amanda Snider at snideam@lc-ps.org no later than December 12, 2025. Repairs, Services and Maintenance for School Kitchen Equipment RFP must appear in the subject line. All questions and answers will be posted on the District website, with the RFP, by December 16, 2025.

9) Addenda: If it becomes necessary to revise any part of the specifications, an addendum will be issued and added to this document and posted on the District website. All addenda shall become a part of the bid. Each Vendor must in its Proposal, to avoid any miscommunication, acknowledge all addenda, but the failure of a Vendor to receive, or acknowledge receipt of any addendum shall not relieve the Vendor of the responsibility for complying with the terms thereof.

11) Standards: The attached product specifications should be considered as a minimum requirement. Any deviations from the standard specified will be considered only when fully described and accompanied by descriptive literature and samples. Any references in this document to a particular article, product, or material, by proprietary name, manufacturer, make, or catalogue number, shall be interpreted as establishing a standard or quality or design and SHALL NOT be construed as limiting competition. The School District reserves the right to decide if an item is “similar or equal” to the item specified and final decision will be at the District’s sole discretion. The quantities shown are annual estimates.

12) Exceptions to Specifications: The submission of a Proposal will be construed to mean that the Vendor is fully informed as to the extent and the character of the supplies, materials, or equipment required and a representation that the Vendor can furnish them in complete compliance with the specifications. Any exceptions to the terms and conditions or any other special considerations or conditions requested or required by the Vendor MUST be specifically outlined and be submitted as part of the Proposal, together with an explanation as to the reason such terms and conditions of these specifications cannot be met by, or, in the Vendor’s opinion, are not applicable to, the Vendor. The Vendor shall be required and expected to meet the specifications and requirements as set forth in this RFP in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the Vendor’s Proposal and those exceptions or special considerations or conditions are expressly accepted by the School District. All pricing factors must be clearly indicated in the manner required on the pricing pages/electronic file provided as part of this RFP.

13) Irrevocability of Bids: Proposals may be withdrawn at any time before the Due Date. No modifications are allowed after the opening time and date. All Proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of one hundred eighty (180) calendar days following the Due Date.

14) Incorporation by Reference: These specifications and the Vendor responses shall be incorporated by reference into any purchase contract or purchase order that may result from this RFP.

15) Reservation of Rights: The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the Bid process or any Proposal, and the right to award the Contract to other than the Vendor submitting the best financial Proposal (low bidder). The School District reserves the right to request additional information from any or all Vendors.

16) Termination for Cause: In the event the Vendor fails, at any time, to comply with, fully perform and strictly adhere to any condition or representation contained in the Contract, or the requirements contained in the RFP and the Vendor’s Bid, the School District shall have the right to give written notice to Vendor of such failure. Non-performance of contractual obligations can include, but is not limited to, failure to supply awarded product, failure to comply with bid requirements and awarded pricing, failure to deliver on time, unauthorized substitution of product, failure to submit timely and accurate reports and/or invoices and failure to service the contract in a professional manner. If such failure is not cured to the School District’s satisfaction within ten (10) business days from the time of receipt of such notice the School District shall have the right to terminate immediately without the requirement of a further written notice. If the Contract is terminated in accordance with any of the provisions contained herein, all rights of the Vendor shall cease.

17) Termination for Convenience: The School District, on thirty (30) days advanced written notice to the Vendor, may terminate the Contract, or any portion thereof, for any reason, including convenience, without incurring any penalty, expense or liability to the Vendor except the obligation to pay for products or services actually received or performed under the Contract prior to the effective date of the termination.

18) Cost Increases: The School District is not responsible for any other charges (including, but not limited to, fuel surcharges, handling, etc.) for any reason during the contract period.

19) Taxes: The School District is a tax-exempt entity. Exemption certificates, if required, will be furnished on forms provided by the Vendor and acceptable to the School District. Vendor is otherwise responsible for any other applicable taxes related to the purchase of product or equipment.

20) Collusive Bidding: The Vendor certifies that their Bid is made without any previous understanding, agreement or connection with any person, firm or corporation making a Bid for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

21) Assignment: Assignment or transfer of any rights, interest, or delegation of responsibilities of the Awarded Vendor under the contract will not be allowed without the expressed written consent of the School District.

22) Governing Law: The Contract shall be governed by and construed in accordance with the laws of the State of Michigan. The parties hereby agree to the exclusive jurisdiction and venue of courts sitting in Macomb County, Michigan.

23) Confidentiality: Any Vendor awarded a contract or purchase order agrees that it will not publish or otherwise mention, refer to or disclose its work for or with L’Anse Creuse Public Schools for any reason without the advance written permission of the Assistant Superintendent of Business & Operations.

24) Familial Relationship Disclosure: All Proposals must be accompanied by an affidavit disclosing any Familial Relationship that exists between the owner and/or any employee of the Vendor and any member of the Board of Education, the Superintendent, or the Assistant Superintendent of Business & Operations of the District. Information about officials holding the mentioned titles can be found at the School District’s website at https://www.lc-ps.org. Bids that are not accompanied by a sworn and notarized affidavit will not be considered or accepted by the School District.

25) Affidavit of Compliance: All Proposals must be accompanied by an affidavit that hereby certifies, represents and warrants that the Vendor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that, in the event a Vendor is awarded a contract as a result of the aforementioned Request For Bid, the Vendor will not become an “Iran linked business” at any time during the course of performing the Work or any services under the contract. Bids that are not accompanied by a sworn and notarized affidavit will not be considered or accepted by the School District.

26) Debarment: The Vendor must certify that your organization (or any sub-contractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency on the “Certifications and Representations” form. Submission is also agreement that the School District will be notified of any change in this status.

27) Byrd Anti-Lobbying Amendment: The Vendor must certify that your Firm is in compliance with the Byrd Anti-Lobbying Amendment on the “Certifications and Representations” form.

28) Equal Employment Opportunity: Pursuant to Equal Employment Opportunity Commission (EEOC) regulations, the Vendor will not discriminate against any employee or applicant for employment because of race, religion, sex, color, national origin, age or disability.

29) Repairs to Property Damage: Damage to any School District Facilities or properties caused by the Vendor, its agents or employees shall be repaired so that facilities or properties are in as good condition as before entering into the Contract. All repairs shall be accomplished at no cost to the School District.

30) Payments: Payment will be made after receipt of the successful Vendor’s submittal of invoice. Payment of undisputed amounts in each invoice shall generally be made within thirty (30) days of receipt of the invoice. Disputes regarding amounts contained in any invoice will be communicated to the Vendor by the School District, in writing (via letter or email), within ten (10) business days of the receipt of the disputed invoice. Payments of disputed amounts will be delayed unless Vendor is able to resolve the matter to the School District’s satisfaction within ten (10) business days prior to payment due date.

31) Force Majeure: In the event the Vendor is unable to provide the service(s) requested herein specified because of any act of God (excluding inclement weather), civil disturbance, fire, flood, riot, war, picketing, strike, lockout, labor dispute, oil or fuel shortage or embargo, governmental action or any condition or cause beyond the Vendor’s control, the School District shall excuse the Vendor from performance under this Contract. Under unforeseen circumstances, such as the closing or suspension of the School District’s operations, the District will be under no obligation to purchase the estimated quantities.

32) Insurance: The Vendor must provide proof of insurance to the School District prior to commencement of any work under the contract. All coverage shall be with insurance companies licensed and admitted doing business in the State of Michigan. All coverage shall be with insurance carriers acceptable to L’Anse Creuse Public Schools

a. Worker’s Compensation Insurance: The Successful Bidder(s) shall procure and maintain Worker’s Compensation Insurance, including Employer’s Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

b. Commercial General Liability Insurance: The Successful Bidder shall procure and maintain Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability no less than one-million dollars ($1,000,000.00) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Property Damage, Contractual Liability, and Product Liability.

c. Cancellation Notice: Worker’s Compensation Insurance, Commercial General Liability as described above, shall include an endorsement stating the following: “It is understood and agreed that thirty (30) days Advance Written Notice of Cancellation, Non-renewal, Reduction and/or Material Change shall be sent to the Assistant Superintendent of Business and Operations, L’Anse Creuse Public Schools 24076 FV Pankow Boulevard, Clinton Township, MI 48036.”

d. Proof of insurance Coverage: The Successful Bidder shall provide to L’Anse Creuse Public Schools certificates and policies as listed below:

i. One (1) copy of Certificate of Insurance for Worker’s Compensation Insurance.

ii. One (1) copy of Certificate of Insurance for Commercial General Liability Insurance:

iii. If so requested, Certified Copies of all policies mentioned above will be furnished.

iv. If any of the above coverage expires during the term of the project, the Successful Bidder shall deliver renewal certificates and/or policies to L’Anse Creuse Public Schools at least ten (10) days prior to the expiration date.

33) Indemnification: Vendor agrees to indemnify, defend and hold harmless the School District, its Board of Education, in their official and individual capacities, administrators, employees, agents, Vendors, successors and assignees, from and against any and all costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of the: (i) negligent act or omission or willful misconduct of the Vendor, its officers, directors, employees, successors, assignees, Vendors and agents; (ii) any breach of the terms of the by Vendor, its officers, directors, employees, successors, assignees, Vendors and agents; or (iii) any breach of any representation or warranty by Vendor, its officers, directors, employees, successors, assignees, Vendors and agents under the Contract. This provision shall survive the expiration or earlier termination of the Contract.

34) Failure to Provide Insurance: If the Vendor refuses or fails to submit the Insurance Certificates within the 7-day period after the bid award, the School District will consider the Vendor to have abandoned all rights and interests in the Contract award.

35) Freedom of Information Act (FOIA): The District is subject to the statutory requirements for the Freedom of Information Act (FOIA) laws. All information in a Vendor’s proposal and any resulting contract are subject to the provisions of FOIA. Vendor agrees that the District may copy their proposal, respond to requests for such public records, and provide customer access to their information. The Vendor consents to such requests and warrants that this will not violate the rights of any third party. Vendor information that is proprietary and/or confidential shall be so marked and kept readily separated from the rest of their proposal. An entire proposal shall not be marked as proprietary or confidential, or it may be disqualified from award consideration.

MAINTENANCE SCHEDULE

1. Maintenance and service must be scheduled Monday-Friday between 7:00 a.m. and 5:00 p.m. The District will not schedule maintenance for Saturdays, Sundays, legal holidays, or during a scheduled school break. Exceptions will be considered for an emergency, in which event, the convenience of the District shall govern.

GUARANTEES BY THE SUCCESSFUL VENDOR

1. That the Vendor has carefully checked the enclosed figures and understands that it shall be responsible for any error of omission in this proposal.

2. That the Vendor has carefully examined the instructions and specifications and will furnish this material/equipment with such specifications for the price set forth in this proposal.

SCOPE AND BACKGROUND INFORMATION

Vendors are invited to submit proposals for Repair, Services and Maintenance of kitchen equipment, scope of project follows:

L’Anse Creuse Public Schools (otherwise known as “District”) Board of Education will receive bid proposals from responsive and responsible bidders for a 3.5-year service contract providing materials, repair, service and yearly maintenance on commercial foodservice equipment, including but not limited to refrigerators, freezers, milk coolers, ovens, and steamers throughout the district food service department kitchens. The District is seeking billable hourly labor rates and mark-up percentages for parts and materials needed.

**This RFP does NOT include the purchase or lease of any equipment**

**This RFP does not give exclusive rights to bidder. The District has the right to use other companies or District maintenance department as needed.

Building	Refrigerator	Walk-in Refrigerator	Beverage Cooler	Freezer	Walk-in Freezer	Milk Cooler	Ovens	Unox	Steamer	Warmer
Atwood Elementary	3			3		2		1		1
Carkenord Elementary	2			3		3	1	1		1
Graham Elementary	2			2		2	1		1	1
Green Elementary		1			1	1	1		1	1
Higgins Elementary	3			3		3	1		1	1
Lobbestael Elementary	3			1		3		1		1
South River Elementary		1			1	1	2		1	2
Tenniswood Elementary	3			4		3	1	1
Yacks Elementary	2			2		2		1		1
North Middle School	1	1	2	1	1		2		1	1
South Middle School	1	1	2		1	1	2		1	1
Central Middle School	1	1	3		2	2	2		1	2
East Middle School	2	1	2		1	1	4		1	3
High School Central	6	1	4		1		1	1
High School North	6	1			1	5	2		1	4
Pellerin Center	2			3		1		1		1
GRAND TOTAL QUANTITY	37	8	13	22	9	30	20	7	9	21

A District map can be found on the District website at: https://www.lc-ps.org/our-district/district-map .

PREVENTATIVE MAINTENANCE

Initial set-up: A team member will come to all sites and perform an initial audit of all equipment. Gathering the correct information (including make, model, serial, voltage, wattage, gas type, dimensions, etc.) A customized program will be developed to suit our requirements. Each piece of equipment will have its own checklist outlining the specific safety procedures that will be checked during routine visits. Upon each completion of the program the District will be furnished with a report that includes: service histories and detailed cost information. This information can be used to compare cost and reliability for each piece of equipment.

Maintenance Procedure: Maintenance of Kitchen equipment will be completed twice a school year during school breaks on an agreed upon time. Example: December and June

SPECIAL TERMS & CONDITIONS

CONTRACT TERM

The anticipated term of the contract is for 3.5 years beginning on March 1, 2026 through August 31, 2029, with options to renew for an additional three (3) years in one (1) year increments. Pricing proposed as part of the solicitation process would remain fixed and in effect for the duration of the agreement. We are also asking for maximum price escalators for the additional three (3), one (1) year possible extensions. Price increases will be agreed upon by both parties, upon thirty (30) days written notification to the District’s Director of Food & Nutrition Services.

***Contract is ~3.5 years starting on March 1st 2026 due to the timing the in which RFP was completed. Contract will align with fiscal school year calendar.

BID PRICING FORM

Hourly Billable Rates, Firm for 3.5 Years
Type of Equipment	Work Day
Refrigerator
Walk-in Refrigerator
Freezer
Walk-in Freezer
Beverage Coolers
Milk Coolers
Double Stack Ovens
Unox
Steamers
Maximum Price Escalator if Contract is extended additional years:
Year 3 - % increase
Year 4 - % increase
Year 5 - % increase
Destination / Trip Charge maximum one / day
Material Mark Up %, if applicable

.OTHER REQUIREMENTS FOR FOOD AND NUTRITION

1. Case Volume Report: - If applicable, Vendors must be able to generate product velocity/usage reports, as needed.

2. Minority and Small Business: The District will take affirmative steps to ensure small, women-owned, and minority businesses are solicited whenever they are potential sources and to use the services and assistance of the Small Business Administration and Minority Business Enterprise of the Department of Commerce as required.

3. Bid Protest: Any bidder may file a bid protest with the District. The protest shall specify the reasons and facts upon which the protest is based and shall be filed, in writing and emailed to Katherine Konon at kononka@lc-ps.org no later than 72 hours after the date of the Bid award, or notice of unsuccessful Bid. Unless there are factors beyond the District’s control, the District will investigate the facts provided and issue a written response within ten (10) business days following the receipt of the Bid protest. A copy of the response will be provided to the protestor and any other parties affected.

4. Buy American: The District participates in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) and is required to use the nonprofit food service funds, to the maximum extent practicable, to buy domestic commodities or products for Program meals. A domestic commodity or product is defined as one that is either produced in the U.S. or is processed in the U.S. substantially using agricultural commodities that are produced in the U.S. as provided in 7 CFR 210.21(d).

5. Certifications

a. If the Contract amount is in excess of $150,000, the Vendor shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401–7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251–1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

b. The Vendor shall comply with mandatory standards and policies relating to energy efficiency which are contained in the state energy efficiency conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163).

c. The Vendor shall comply with Executive Order 11246, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375, and as supplemented in Department of Labor regulation 41 CFR 60.

d. The Vendor shall comply with all applicable civil rights laws, as amended, which include, but are not limited to: Title VI and Title VII of the Civil Rights Act of 1964; Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; the Age Discrimination Act of 1975; 7 CFR 15, 15a, and 15b; the nations with Disabilities Act; FNS Instruction 113-1, Civil Rights Compliance and Enforcement – Nutrition Programs and Activities; the Michigan Elliott-Larsen Civil Rights Act; and the Michigan Persons with Disabilities Civil Rights Act.

e. Where applicable, the Vendor shall take affirmative steps to ensure small, women-owned, and minority businesses are solicited whenever they are potential sources and to use the services and assistance of the Small Business Administration and Minority Business Enterprise of the Department of Commerce as required.

f. Where applicable, if the Contract amount is in excess of $100,000 that involve the employment of mechanics or laborers, the Vendor must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR 5). Under 40 U.S.C. 3702 of the Act, each Vendor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

g. The Vendor must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act.

CLIENT REFERENCES AND OTHER INFORMATION

Please provide the following information:

How many years have you been in business?

Can you provide product and/or services outlined in the Scope? Yes No

Other than L’Anse Creuse Public Schools, please list at least three (3) references, within the public education

sector (if possible), that you currently do business with:

Company Name:
Contact Person:
Address:
City, State:
Phone:		Email:

Company Name:
Contact Person:
Address:
City, State:
Phone:		Email:

Company Name:
Contact Person:
Address:
City, State:
Phone:		Email:

NOTARIZED AFFIDAVIT OF FAMILIAL DISCLOSURE

The undersigned, the district or authorized office of the below-named vendor, Pursuant to the familial disclosure requirement provided in L’Anse Creuse Public Schools Request for Proposals, hereby represents and warrants that, excepts as provided below, no familial relationship exists between the district or key employee of the vendor, and any member of the L’Anse Creuse Public School Board, the L’Anse Creuse Public School Superintendent, or the L’Anse Creuse Assistant Superintendent for Business and Operations. Names of the School District’s Board of Education Members, Superintendent, and Assistant Superintendent for Business and Operations may be found on the District website at http://www.lc-ps.org

Familial Relationship:

Name	Relationship
	...