Request for Proposal: Trailer-Mounted Walk-In Cooler

Request for Proposal: New 2025-26 Polar King Mobile PKM Avalanche 6’x 16′ Mobile Refrigerator/Freezer

RFP Timeline

Issue Date: 2/27/2026
Proposal Due Date: 3/16/2026 at 2:00 p.m.
Project Award Date: 3/16/2026
Project Commencement: Work can begin June 8, 2026, and must be completed by August 8, 2026.

Bid Submission: All bids must be submitted on the attached bid form (linked below in RFP packet) and signed by the bidder.

Two (2) copies of the bid form should be addressed to the attention of:

“Trailer Mounted Walk In Cooler”
Michael Moeggenberg
Director of Facilities and Operations
Midland Public Schools
600 East Carpenter Street
Midland, Michigan 48640-5417

One (1) copy of the bid form should be retained for your files.  Questions should be referred to Michael Moeggenberg, Director of Facilities and Operations at 989-923-5035 or moeggenbergmj@midlandps.org .

RFP Documents

Sample Equipment

Specifications

6′ Wide
16′ Long
6′ 6′′ Interior Height
2- 7000 lb Torsion Axles with EZ Lube Hubs
Electric Brakes
14000 lb GVWR
2 5/16′′ Coupler
Hydraulic Jack
Drop Deck (Ground Level Loading System)
HD Reinforced Tread Plate Fenders
54′′ Reinforced Door 4′′ Thick (R-28) Roof and Walls
564 Cubic Feet Interior Volume
GOVI Arktik 2000US Refrigeration Unit (Super Quiet)
0 to 50 Degree Temperature Range
1 Piece Seamless Fiberglass Construction
Interior Antimicrobial Gel Coating
Trailer is NSF Certified
Side Door with Step
E-Track Installed
LED Strip Lights
Reinforced Ceiling
Custom Cart Floor
ST235/80R16 10-Ply Radial Tires
Matching Spare Tire
Bumper Guards
12V LED Loading Light
110V Charger
4 Amp Trickle Charger
Wireless Remote
Back-Up Lights
All LED Lights
9000 Running Watts 11,500 Peak (District Approved)
Dual Fuel LP and Gas or Quad Fuel Generator Mounted on Front Plate
RECOVR 3 Years GPS Tracking System
• Temperature Range: 0°F to 50°F
• Dimensions: 6′ x 16
• GVWR: 14,000
• Trailer Weight: 3,200
• Capacity: 9,720
• Features: E-Track Installed

Note: All equipment must be new 2025 or 2026 model

Contractors Qualifications

Vendor must have 5 years of experience in the sales of trailer mounted walk-in coolers.

Delivery

Contractor should include delivery timeline on bid form. Vendor will be responsible for insurance of equipment up to the time of district signing off and taking possession of equipment. Delivery to:

Midland Public Schools
600 E. Carpenter St
Midland, MI 48640

Payment

After Midland Public Schools Board of Education approval, the district will issue a purchase order to the successful vendor. Midland Public Schools will issue a check on delivery and inspection of the vehicle if requested by the vendor, or within 14 days of delivery if not requested. Please indicate any changes to this payment requirement on the bid form. Invoice should be submitted to delivery address.

Owners' Rights

The Board of Education reserves the right to accept or reject any or all item(s) in the bid; to accept or reject any or all bid(s); to waive any informalities therein; or for any reason, to award the contract to other than the low bidder. If a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

All bids shall be firm for ninety days (90) from the date of the bid opening. All bids must include a signed “Iran Economic Sanctions Act Certification” a “Familial Relationship Disclosure” form and “Compliance with School Safety Initiative Legislation” (enclosed with documents).

Instructions to Bidders

1. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified within.
2. Bids received after the scheduled opening time will not be accepted.
3. The only bids accepted will be hard copy paper bids.
4. No bid may be withdrawn, changed, or modified in any way for a period of ninety (90) calendar days from date of bid opening.
5. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened.
6. Bids received prior to time of opening will be kept securely unopened. No responsibility will be attached to school district employee who prematurely opens an incorrectly addressed bid proposal.
7. If either a unit price or extended price is obviously in error or the other is obviously correct, the incorrect price will be disregarded.
8. Midland Public Schools is exempt from state and federal taxes.
9. All bids are subject to acceptance by the Midland Public Schools Board of Education, which reserves the right to accept or reject any or all bids, to split awards by items, to waive irregularities or defects, and accept other than the low bid when deemed to be in the best interest of Midland Public Schools.
10. The laws of the State of Michigan shall govern rights, obligations, and remedies of the Parties under this bid and any agreement reached through this process.
11. All information included in a bid response is subject to the Freedom of Information Act and may be disclosed in its entirety after the formal, public bid opening has been completed.
12. By submission of the proposal, the bidder certifies that the pricing structure offered has been arrived at independently without consultation, communication, or agreement of such prices for the purpose of restricting competition with any other bidder or competitor.
13. The bidder agrees to hold and save Midland Public Schools, its officers, agents, and employees harmless from liability of any kind, including costs and expenses, with respect to any claim, action, cost or judgment for patent, copyright or trademark infringement arising out of the purchase or use of equipment, materials, supplies, or services covered by this bid document.