CO - IRJCF - Evaporative Coolers for Horticulture

Location:	Ohio
Posted:	Feb 22, 2026
Due:	Mar 11, 2026
Agency:	State Government of Ohio
Type of Government:	State & Local
Category:	41 - Refrigeration, Air Conditioning and Air Circulating Equip. Z - Maintenance, Repair or Alteration of Real Property
Solicitation No:	SRC0000036387
Publication URL:	To access bid details, please log in.

Solicitation ID:	SRC0000036387
Solicitation Name:	CO - IRJCF - Evaporative Coolers for Horticulture
Original Begin Date:	1/14/2026 4:17:43 PM
Begin Date:	2/20/2026 12:00:00 AM
End Date:	3/11/2026 10:00:00 AM
Inquiry End Date:	3/6/2026 5:00:00 PM
Commodity:	Evaporative coolers
MBE Set Aside:	MBE Set Aside
Agency:	DYS-Dept of Youth Services
Solicitation Status:	Open for Bidding
Solicitation Type:	Quick Quote

Solicitation General Information

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

Solicitation ID

SRC0000036387

Solicitation Name

CO - IRJCF - Evaporative Coolers for Horticulture

RFx Type

Quick Quote

Lot #

Solicitation Status

Open for Bidding

Round #

MBE Set Aside

Begin Date

2/20/2026 12:00:00 AM (ET)

Amendment?

End Date

3/11/2026 10:00:00 AM (ET)

Inquiry End Date

3/6/2026 5:00:00 PM

Summary

Purpose: T his solicitation is to award a contract to a supplier who can provide and install 4 evaporative coolers for the Ohio Department of Youth Services (ODYS) Indian River Juvenile Correctional Facility (IRJCF).

Site Location:

2775 Indian River Road SW, Massillon, Ohio 44646

Site Visits:
Suppliers who did not attend the 1st round ARE required to attend a site visit to be considered for contract award.
Suppliers who did visit the site during the 1 ^st round may choose to do so but are not required. Dates:
Monday, March 2 ^nd
Tuesday, March 3 ^rd
Wednesday, March 4 ^th

To ensure all documentation and pre-visit checklists are completed, please coordinate your site visits in advance with the following personnel.

Kenneth.Haldeman@dys.ohio.gov
Brock.Ryan@dys.ohio.gov

Lot 2 - Clarification Round
Clarifications will be highlighted in blue beyond this point.
Cost Proposal:

Suppliers must complete the item grid in OhioBuys and provide the following attachments:

Qualifications, including holding applicable licenses and/or certifications, to perform the scope of work.
Indicate your experience in performing the scope of work over the past three (3) years.
1. If subcontracting the installation, please provide the name of the subcontractor and list their qualifications and experience in performing installations of a similar nature to evaporative coolers.

This quote must indicate:

Service Description

2 x Champion Essick Model # 6500SD/N65SS evaporative coolers or equal product

Installation Fee

Predecessor Contract

Process

This solicitation will be awarded based on the lowest quote for the entire bid and the most responsive and responsible bidder to include delivery, setup, and warranty if applicable. By submitting quote(s) for this solicitation, you are guaranteeing quoted pricing for 60 days. No adjustments are permitted once a purchase order have been generated and received.

Ship To

Contracting Entity

DYS-Dept of Youth Services

1 Record(s)

0 Record(s)

Solicitation Documents

Keywords

Reset

Title	Type	Att.	Validity End Date	Validity End Date
RFQ Document	Public Solicitation Documents (Approved)	IRJCF Evaporative Coolers RFQ - LOT 2, Clarification Round.pdf
Affirmation and Disclosure Form	RFx Commercial Documents (Approved)	Affirmation_and_Disclosure_Form.docx
State Terms and Conditions	RFx Commercial Documents (Approved)	Standard_T_C_3-31-25.pdf

3 Record(s)

Attachment Preview

Ohio Department of Youth Services

Request for Quote (RFQ)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

Purpose: This solicitation is to award a contract to a supplier who can provide and install 2

evaporative coolers for the Ohio Department of Youth Services (ODYS) Indian River Juvenile

Correctional Facility (IRJCF).

RFQ Schedule:

• RFQ Issued: 2/20/2026

• Inquiry Periods Begins: 2/20/2026

• Site Visits: **Mandatory, 2 visiting dates will be available, see below.

• Inquiry Period Ends: 3/6 /2026 5:00PM

• Quotes Due: 3/11/2026 10:00AM

Site Location:

• Indian River Juvenile Correctional Facility (IRJCF):

2775 Indian River Road SW, Massillon, Ohio 44646

Site Visits:

Suppliers who did not attend the 1st round ARE required to attend a site visit to be

considered for contract award. Suppliers who did visit the 1st round may choose to do so but

are not required. Dates:

Monday, March 2nd

Tuesday, March 3rd

Wednesday, March 4th

To ensure all documentation and pre-visit checklists are completed, please coordinate

your site visits in advance with the following personnel.

Kenneth.Haldeman@dys.ohio.gov

Brock.Ryan@dys.ohio.gov

Lot 2 - Clarification Round

Clarifications will be highlighted in blue beyond this point.

Ohio Department of Youth Services

Request for Quote (RFQ)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

General Information:

Services will be coordinated with facility’s’ Maintenance Supervisor and will take place during

normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST).

IRJCF will provide a facility escort to accompany the supplier during each visit.

The awarded supplier must also be able to perform the installation of the equipment and its

accessories in a manner that protects any limited warranty. A performance startup will be

completed to confirm proper installation and validate the warranty. If there are defects to be

found with the installation process, the supplier must guarantee to resolve any installation

issues.

• ODYS requires contractors to be experienced and qualified to perform the installation.

• Services shall be completed in accordance with current regulations, including but not limited to,

Ohio code requirements and manufacturer recommendations.

• Contractors shall provide the ODYS with detailed documentation of the Services performed once

completed, or at the very latest within five (5) business days.

Scope of Work / Services

The contractor shall furnish and install two (2) Champion Essick Model # 6500SD/N65SS

evaporative coolers or equal product. Any equal product offered as a substitute must be

functionally equivalent and meet or exceed the characteristics, configuration, and capacity

requirements of the specified equipment. Potential Offerors quoting an equal product shall

submit a point-by-point comparison that clearly lists the specifications of the proposed

product.

• Remove and Dispose the 4 existing evaporative coolers.

• Reasonably seal the wall opening left in the greenhouse following the removal of 2

evaporative coolers at the lowest cost.

• Furnish and install 2 new evaporative coolers in place of 2 pre-existing evaporative

coolers that work collaboratively to maintain a preferred temperature of 80 degrees

with a maximum humidity level of 80% inside a 1500 square foot greenhouse.

• Each evaporative cooler must be new equipment and come with a minimum 1-year

manufacturer’s warranty covering parts and labor.

• Quotes provided for 1 years’ worth of replacement Media Pads

• The project must be completed as a “turnkey” operation.

• Contractor is responsible for all permits and inspections if needed.

• Contractor is responsible for all wiring, plumbing connections, and trash removal.

• Contractor is to ensure that all equipment is connected and working properly with the

current controls in place.

Additional information:

MODEL 6500SD/N65S

HP3/4

VOLTS 115

AMP 14 – 8

HZ 60/1

SN BF1100048

The current control panel is a Micro-grow greenhouse system,

Current configuration has a combination of wall mounted and other types of evaporative coolers.

Ohio Department of Youth Services

Request for Quote (RFQ)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

STATE OF OHIO ONLINE PURCHASING SOLUTION. OhioBuys provides the primary platform

for Supplier partners to engage in procurement activities with the State of Ohio. For additional

information on submitting Proposals see the “Viewing and Responding to Solicitations” Learner

Guide or the “Viewing and Responding to Solicitations” Supplier Training Video linked below.

Learner Guide https://procure.ohio.gov/static/pdf/S-

LG.2%20Ohio%20Buys%20Viewing%20and%20Responding%20to%20Solicitations%20LG

%20v2.1.pdf

Viewing and Responding to Solicitations

https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

A. Contacts

The following sections provide details on how to get more information about this RFP and how

to respond to this RFP. All responses must be complete and in the prescribed format.

During the bid process – communication shall be conducted through OhioBuys. During the

performance of the Contract, a Project Representative will represent ODYS and will be the

primary contact for matters relating to the Contract. ODYS will designate the Contract Monitor in

writing at the time the contract is awarded.

By submitting a Bid, the Offeror acknowledges that it has read this RFP, understands it,

and agrees to be bound by its requirement.

The State is not responsible for the accuracy of any information regarding this RFP that was

gathered through a source different from the inquiry process described in this RFP.

B. Inquiries/Clarifications

ONLY INQUIRIES/CLARIFICATIONS WILL BE ACCEPTED BY THE FOLLOWING METHOD.

Offerors may make inquiries or seek clarifications regarding this RFP any time during the inquiry

period listed in the RFP Timeframe Requirements. To make an inquiry, Offerors must login to

OhioBuys, navigate to the solicitation, open the inquiry tab and submit their inquiry. All inquiries

must be received prior to the end of the Inquiry Period listed on the cover page. The state will

make every effort to post responses within 48 hours. All inquiries and responses will be posted

on the website where the bid opportunity is posted. Interested bidders will be able to access the

questions and answers during the time the bid is posted.

Inquiries and or requests for clarification about a specific portion of this RFP must reference the

relevant part of this RFP and include the provision heading with the RFP page number.

Offerors who attempt to seek information or clarifications verbally will be directed to reduce their

questions to writing in accordance with state purchasing policy. No other form of communication

is acceptable. Attachments to an inquiry are not visible to ODYS, so please include all

questions in the inquiry description field.

Ohio Department of Youth Services

Request for Quote (RFQ)

IRJCF Horticulture Evaporative Coolers Solicitation: SRC0000036387

Cost Proposal:

Suppliers must complete the item grid in OhioBuys and provide the following attachments:

1. Qualifications, including holding applicable licenses and/or certifications, to perform the

scope of work.

2. Indicate your experience in performing the scope of work over the past three (3) years.

a. If subcontracting the installation, please provide the name of the subcontractor

and list their qualifications and experience in performing installations of a similar

nature to evaporative coolers.

This quote must indicate:

• The cost for the two (Evaporative Coolers), quote shall be inclusive of the cost of

the Installation and any needed installation kits. (performance startup included)

• Cost for 1 years’ worth of replacement Media Pads for all 2 coolers.

• Quotes must be valid for a minimum of sixty (60) days.

Service Description

2 x Champion Essick Model # 6500SD/N65SS evaporative coolers or equal product

• Remove and Dispose the 4 existing evaporative coolers.

• Reasonably seal the wall opening left in the greenhouse following the

removal of 2 evaporative coolers at the lowest cost.

• Furnish and install 2 new evaporative coolers in place of 2 pre-existing

evaporative coolers that work collaboratively to maintain a preferred

temperature of 80 degrees with a maximum humidity level of 80% inside a

1500 square foot greenhouse.

• Each evaporative cooler must be new equipment and come with a

minimum 1-year manufacturer’s warranty covering parts and labor.

• Quotes provided for 1 years’ worth of replacement Media Pads

• The project must be completed as a “turnkey” operation.

• Contractor is responsible for all permits and inspections if needed.

• Contractor is responsible for all wiring, plumbing connections, and trash

removal.

• Contractor is to ensure that all equipment is connected and working

properly with the current controls in place.

Installation Fee

Time of Performance:

• The awarded contract is estimated to become effective on Monday, March 23rd.

Evaluation / Award:

• Bids will be evaluated, and the contract will be awarded to the lowest responsive and

responsible bidder as determined by the agency with an emphasis on cost and

experience.

STANDARD TERMS AND CONDITIONS:

By participating in this RFQ, the contractor explicitly agrees to all terms and conditions

outlined within the T&C document provided.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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CO - IRJCF - Evaporative Coolers for Horticulture

Attachment Preview

See also