Oldham County School District Refrigeration Services RFP - Refrigeration Service RFP 1718, 2026
Oldham County School DistrictSchool · Buckner, KY- Due
- Oct 1, 2026
- Deadline passed
- Posted
- Sep 10, 2026
- Contract term
- 1 year
- Primary contact
- Stu Martin
- (502) 241-3500 ext 222
The 30-second brief
The Oldham County School District is seeking proposals from qualified professional firms for refrigeration services for commercial freezers, coolers, reach-ins, and icemakers located across 20 school locations, support locations, athletic field houses, and concession stands throughout the district. Services must be provided by an EPA certified technician and include semi-annual preventive maintenance such as cleaning evaporator and condenser coils, checking refrigerant charge, tightening electrical connections, checking overall operation, and cleaning/sanitizing ice machine internal parts. The contract also requires responding to emergency calls during and after normal business hours with an on-site response time of no more than 3 hours. Proposals are due by October 1, 2026, at 1:30 p.m. EDT, and the contract term is for 1 year with options for 2 additional years.
Semi-annual Services; Cleaning evaporator and condenser coils; Checking refrigerant charge; Checking and tightening electrical connections; Checking overall operation of the unit; Replace ice machine filters; Clean/Sanitize ice machine internal parts with approved food-zone sanitizer; Reporting any deficiencies or needed repairs to the Director of School Nutrition; Lubricate fan motors; Emergency call response
Price and other factors considered
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Summary
The Oldham County School District is seeking proposals from qualified professional firms for refrigeration services for commercial freezers, coolers, reach-ins, and icemakers located across 20 school locations, support locations, athletic field houses, and concession stands throughout the district.
Services must be provided by an EPA certified technician and include semi-annual preventive maintenance such as cleaning evaporator and condenser coils, checking refrigerant charge, tightening electrical connections, checking overall operation, and cleaning/sanitizing ice machine internal parts. The contract also requires responding to emergency calls during and after normal business hours with an on-site response time of no more than 3 hours. Proposals are due by October 1, 2026, at 1:30 p.m. EDT, and the contract term is for 1 year with options for 2 additional years.
EVALUATION CRITERIA
Price and other factors considered
REQUIRED DELIVERABLES
10- Semi-annual Services
- Cleaning evaporator and condenser coils
- Checking refrigerant charge
- Checking and tightening electrical connections
- Checking overall operation of the unit
- Replace ice machine filters
- Clean/Sanitize ice machine internal parts with approved food-zone sanitizer
- Reporting any deficiencies or needed repairs to the Director of School Nutrition
- Lubricate fan motors
- Emergency call response
REQUIRED STAFFING
Regular Hourly Rate, Overtime Hourly Rate
- Submit to
- 1900 Button Lane, LaGrange, KY 40031
- Duration
- 12 months
- Scope location
- LaGrange, KY
Questions about this RFP
How do I respond to this RFP from Oldham County School District?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 1, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: 1900 Button Lane, LaGrange, KY 40031. For questions, contact Stu Martin.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Oldham County School District in KY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Stu Martin at (502) 241-3500 ext 222. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Regular Hourly Rate, Overtime Hourly Rate. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Semi-annual Services; Cleaning evaporator and condenser coils; Checking refrigerant charge; Checking and tightening electrical connections; Checking overall operation of the unit; Replace ice machine filters; Clean/Sanitize ice machine internal parts with approved food-zone sanitizer; Reporting any. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Price and other factors considered" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Oldham County School District?
All active and historical solicitations from Oldham County School District are tracked and searchable. As a school agency, Oldham County School District regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Oldham County School District for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: LaGrange, KY. Review the full solicitation for detailed scope requirements.