Lou Walker Senior Center Kitchen Appliance Repairs

DeKalb County, Georgia (the "County"), is soliciting responses for Lou Walker Senior Center Kitchen Appliance Repairs. Responses are to be submitted no later than Monday, June 22, 2026 3:00 pm via the County's eProcurement Portal located at https://procurement.opengov.com/portal/dekalbcountyga/projects/265219

Late responses will not be accepted.

Background

The Lou Walker Senior Center, a division of DeKalb County Human Services Department operates a commercial kitchen, however, the kitchen is currently not in use as repairs and new equipment installations are underway.

The existing refrigeration system includes three compressors, each approximately 20 years old, with limited documented maintenance. In September 2024, the freezer compressor began to fail and was fully nonfunctional by year’s end. The two remaining compressors are still operating but are at significant risk of partial or complete failure due to age and wear. We are seeking to restore full use of all 3 refrigeration units.

Maintaining refrigeration equipment that meets all required food safety and operational standards is critical for compliance and continued service delivery.

Project Details

• Reference ID: 2026-072-RFQ
• Department: Purchasing & Contracting
• Department Head: Michelle Butler (Chief Procurement Officer)

Important Dates

• Questions Due: 2026-06-12T21:00:00.000Z
• Pre-Proposal Meeting: 2026-06-11T14:00:00.000Z — Lou Walker Senior Center 2538 Panola Road Stonecrest, GA 30058

Evaluation Criteria

• Additional Information —
  • Questions, requests for interpretations or clarifications, and exceptions to the County's standard insurance requirements must be submitted by Friday, June 12, 2026 at 5:00 pm as listed in the project timeline via the County's eProcurement Portal, located at https://procurement.opengov.com/portal/dekalbcountyga.
  • Questions and requests for interpretations or clarifications received by the Department of Purchasing and Contracting after the question submittal deadline may not receive a response or be the subject of addenda.
  • All answers will be posted on the County's eProcurement Portal.
  • Responder may also click “Follow” for this solicitation to receive an email notification when answers are posted. It is the responsibility of the responder to check the eProcurement Portal for answers to questions and requests for interpretations or clarifications.
• Insurance —

  Insurance must meet the County’s requirements and will be furnished by the successful Bidder(s) upon award. 

   1. Successful Bidder(s) will advise their insurance agent of the County’s requirements as listed below and that they may not proceed with any work until insurance is provided that is in compliance with these requirements. 

   2. Contractor’s insurance company or agent must mail, email, or bring an original certificate of insurance and applicable declarations or endorsements to the DeKalb County address listed within this Insurance provision.   Insurance must be from companies able to do business in Georgia and acceptable to the County as follows:

  1. Certificates must cover: 

  1. 1. Statutory Workers Compensation

     2. Employer’s liability insurance by accident, each accident $1,000,000

     3. Employer’s liability insurance by disease, policy limit $1,000,000

     4. Employer’s liability insurance by disease, each employee $1,000,000

     5. Business Auto Liability Insurance with a minimum $1,000,000 Combined Single Limit/Each Occurrence (Including operation of non-owned, owned, and hired automobiles).

     6. Commercial General Liability Insurance

        1. Each Occurrence - $1,000,000

        2. Fire Damage - $250,000

        3. Medical Expense - $10,000

        4. Personal & Advertising Injury - $1,000,000

        5. General Aggregate - $2,000,000

        6. Products & Completed Operations - $1,500,000

        7. Contractual Liability where applicable 

  2. DeKalb County, GA shall be named as Additional Insured under any General Liability, Business Auto and Umbrella Policies.  Coverage shall apply as Primary and non-contributory with Waiver of Subrogation in favor of DeKalb County, Georgia. Such additional insured coverage shall be endorsed to Contractor’s policy by attachment of ISO Additional Insured Endorsement forms CG 20 10 10 01 (ongoing operations) and CG 20 37 10 01 (products- completed operations), or form(s) providing equivalent coverage.

  3. This insurance for the County as the additional insured shall be as broad as the coverage provided for the named-insured Contractor.  It shall apply as primary insurance before any other insurance or self-insurance, including any deductible, non-contributory, and waiver of subrogation provided to the County as the additional insured.

  4. Contractor agrees to waive all rights of subrogation and other rights of recovery against the County and its elected officials, officers, employees or agents, and shall cause each Subcontractor to waive all rights of subrogation for all coverages.

  5. Certificates shall state that the policy or policies shall not expire, be cancelled or altered without at least sixty (60) days prior written notice to the County.

  6. Contractor understands and agrees that the purchase of insurance in no way limits the liability of the Contractor.

  7. The insurance carrier must have a minimum A.M. Best's rating of not less than “A” (Excellent) with a Financial Size Category of VII or better.

  8. Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

  9. Certificates to contain the location and operations to which the insurance applies.

  10. Certificates to contain successful contractor’s protective coverage for any subcontractor’s operations. If this coverage is included in General Liability, please indicate on the Certificate of Insurance.

  11. Certificates to contain successful contractor’s contractual insurance coverage. If this coverage is included in the General Liability, please indicate this on the Certificate of Insurance.

  12. Certificates shall be issued and delivered to the County and must identify the “Certificate Holder” as follows:

      1. The successful contractor shall be wholly responsible for securing certificates of insurance coverage as set forth above from all subcontractors who are engaged in this work. 

   DeKalb County, Georgia

  Director of Purchasing & Contracting  

  The Maloof Center, 2nd Floor 

  1300 Commerce Drive 

  Decatur, Georgia 30030 

• Background —

  The Lou Walker Senior Center, a division of DeKalb County Human Services Department, is the only nationally accredited senior center in DeKalb County, Georgia. Since opening in 2005, its kitchen has provided daily breakfast and lunch services to members through a contracted vendor, historically serving more than 40 meals each day.

  The kitchen remained operational throughout the COVID-19 pandemic, with its refrigeration system running continuously during that time. Following the pandemic, full kitchen operations were not restored due to ongoing equipment issues. A contracted vendor resumed meal service, increasing output to approximately 75 meals daily. However, the kitchen is currently not in use as repairs and new equipment installations are underway.

  The existing refrigeration system includes three compressors, each approximately 20 years old, with limited documented maintenance. In September 2024, the freezer compressor began to fail and was fully nonfunctional by year’s end. The two remaining compressors are still operating but are at significant risk of partial or complete failure due to age and wear.

  The kitchen is regulated by the Georgia Department of Public Health and is subject to annual inspections. Maintaining refrigeration equipment that meets all required food safety and operational standards is critical for compliance and continued service delivery.

• Addenda —
  • Addenda may be issued in response to changes in the solicitation. It is the responsibility of the responder to ensure awareness of all addenda issued for this solicitation and to acknowledge the addenda. Responder can verify the number of addenda prior to submission using "Addenda & Notices".
  • Addenda issued for this solicitation can be found on the County’s eProcurement Portal, located at https://procurement.opengov.com/portal/dekalbcountyga.
    
  • Proposers are required to register for their OpenGov eProcurement Portal. Once the proposer has completed registration, they will receive emailed addenda notifications by clicking “Follow” for this project.
• Project Objective —

  To furnish all labor, materials, equipment, and services necessary to remove and replace existing non-functioning refrigeration systems to ensure reliable operation, extend equipment lifespan where feasible, and ensure full compliance with Georgia Department of Public Health regulations.

• Scope of Work —

  a.      Pre-Work Tasks

  • Disconnect electrical power to the unit.
  • Recover all refrigerant per EPA regulations before equipment removal.

   

  b.      Removal of Existing Equipment

  • Remove existing non-functioning condensing units for all 3 refrigeration units (Freezer, Walk-In Cooler 1, and Walk-In Cooler 2).
  • Remove existing evaporator coil(s) for freezer and walk-in cooler 2.
  • Dispose of all removed equipment and job debris.

   

  c.       Installation of New Condensing Unit

  • Furnish and install new commercial-grade outdoor condensing unit.
  • Include liquid line filter drier, sight glass, scroll compressor, condenser coil, fan motor(s), receiver, service valves, pressure controls, weather-resistant housing, head pressure control, and crankcase heater.

   

  d.      Installation of New Evaporator Coil (Freezer and Walk-In Cooler 2)

  • Furnish and install evaporator assembly with expansion valve, solenoid valve, and control board.

   

  e.       Piping and Refrigeration Work

  • Flush existing line sets.
  • Reconnect or modify piping as needed.
  • Install drain lines if needed.
  • Insulate piping as applicable.
  • Leak-test, pressurize, and charge system with refrigerant.

   

  f.        Electrical Work

  • Reuse existing electrical disconnect where possible.
  • Make necessary electrical connections.

   

  g.      Startup and Commissioning

  • Start up the system and verify proper operation.
  • Confirm correct refrigerant charge, pressures, and system performance.

   

  h.      Contractor Requirements

  • Comply with all federal, state, and local codes.
  • Follow EPA 608 refrigerant handling requirements.
  • Provide all necessary equipment, lifts, and safety measures.

   

  i. Project Completion

  • Provide anticipated completion time.

  j. Basis of Design and Acceptable Manufacturers

  • The following manufacturers are recognized as producing equipment of comparable quality, engineering, and performance characteristics and shall be considered acceptable for bidding purposes:
    • Trenton Refrigeration
    • Bohn
    • Russell
  • Requests for approved equals must be submitted using the Questions and Answers feature in OpenGov.

Submission Requirements

• Authorized representative contact info (required) —

  Please include the name, title, phone and email of the authorized representative submitting this bid

• Federal Tax ID No. (required)
• Type of Organization (required)
• Are you a DeKalb County Firm? (required)
• Foreign Products (required) —

  Bidder certifies that items offered on this bid is/are manufactured and produced in the United States.

• If “No”, state the exact location of plant or facility where items will be produced: (required)
• Warranty and/or Guaranty (required) —

  The bidder will state below or will furnish a separate letter attachment, which fully explains the conditions of Warranty and/or Guaranty.  NOTE: FAILURE TO RESPOND TO THE REQUIREMENTS OF THIS PARAGRAPH MAY RESULT IN THE BID BEING DEEMED NON-RESPONSIVE.

• CONTRACTOR REFERENCE AND RELEASE —

  List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type(s) of product(s)/ service(s) listed in the solicitation.

• Reference 1: Company Name (required)
• Reference 1: Contact Person Name and Title (required)
• Reference 1: Complete Primary Address (required)
• Reference 1: Email Address (required)
• Reference 1: Telephone Number (include area code) (required)
• Reference 1: Project Name, Description and Contract Period (required)
• Reference 2: Company Name (required)
• Reference 2: Contact Person Name and Title (required)
• Reference 2: Complete Primary Address (required)
• Reference 2: Email Address (required)
• Reference 2: Telephone Number (include area code) (required)
• Reference 2: Project Name, Description and Contract Period (required)
• Reference 3: Company Name (required)
• Reference 3: Contact Person Name and Title (required)
• Reference 3: Complete Primary Address (required)
• Reference 3: Email Address (required)
• Reference 3: Telephone Number (include area code) (required)
• Reference 3: Project Name, Description and Contract Period (required)
• Would you like to include more than 3 references? (required)
• Include any additional reference information here (required) —

  Please include the same information as requested above in detail.

• CONTRACTOR REFERENCE CHECK RELEASE CONFIRMATION (required) —

  By confirming, you are authorizing the County to contact the references provided above for purposes of this RFQ.

• DELIVERY —

  All prices are to be firm, F.O.B. Destination, Freight Prepaid and Allowed. This shall include delivered, unloaded, and placed in designated place. Delivery must be made between 9:00 A.M. and 2:30 P.M. Monday through Friday, unless otherwise required. The successful bidder shall give a 24-hour prior notice of delivery to Department or Division calling in the order, and must ask for caller’s telephone number as well as Purchase Order form and address, since 24-hour Notice of Delivery is required. The County will unload after prior notice.

• Bidder State Agreement? (required)
• Alternate delivery time may be considered provided it is so stated. Bidder state alternate terms for delivery or services below. (required)
• CONTRACTOR AFFIDAVIT
• CONTRACTOR AFFIDAVIT (required) —

  Please download the below documents, complete and have notarized. Failure to complete, notarize and submit with the bid will deem the bidder non-responsive. An online notarization option will be provided for you when responding.

• QUOTE FORM
• Upload Quote Form here. (required) —

  You can upload multiple files here.

• RFQ ACKNOWLEDGEMENT (required) —

  Bidder acknowledges that RFQ meets or exceeds minimum specifications.  Any deviation from minimum specifications must be explained, in detail, by bidder as to how the RFQ does not meet the exact specifications.

  I, the authorized representative, acknowledge that I have read the RFQ Document in its entirety and agree to conform to its every requirement. I further acknowledge that failure to prepare, submit, or execute this RFQ in the exact manner requested will be just cause to reject my entire RFQ. 

• Please upload any additional information as necessary —

  You may upload multiple files here.

• RFQ Purpose? (required)
• Will you be manually listing the scope in this section (required) —

  If you manually enter scope in this section, you must include as much detail as possible; organize information in the order in which services will be completed or items to be provided; and with as much information as possible that explains:

  • specific project goals or items needed
  • deliverables
  • features
  • functions
  • tasks
  • deadlines
• Did you attach the scope of work? (required) —

  If you don't intend to attach the scope of work, you must manually enter that information in this section

• Will you be using the electronic pricing table to collect pricing? (required) —

  Select YES for auto-tabulation.  Select NO to add a question for vendors to upload their quotes (tabulation will need to be created manually)

• Will there be Insurance requirements for this RFQ? (required)
• Will there be a Sample Contract for this RFQ? (required)