Web-Based Temperature Monitoring System & Services
| Agency: | Volusia County School Board Purchasing |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 19, 2025 |
| Due Date: | Dec 2, 2025 |
| Solicitation No: | 2025-5045-MW |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Volusia County School Board Procurement
Volusia County School Board Procurement
Status
Active
Active
Fiscal Year
2026
2026
Title
Web-Based Temperature Monitoring System & Services
Web-Based Temperature Monitoring System & Services
Number
2025-5045-MW
2025-5045-MW
Type
Announcement
Announcement
Department
School Way Cafe
School Way Cafe
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
Yes
Yes
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
The School Board of Volusia County, Florida (hereinafter referred to as “District”) is seeking responses from a qualified Proposer who can provide comprehensive web-based temperature monitoring services to support the School Way Café operations for all school kitchens throughout the District. The Proposer shall provide a complete web-hosted temperature monitoring system to be installed in District kitchens and facilities. Proposer(s) will provide services in accordance with all the terms and conditions of the Contract during the period of performance as specified in this Request for Proposal (RFP).
The School Board of Volusia County, Florida (hereinafter referred to as “District”) is seeking responses from a qualified Proposer who can provide comprehensive web-based temperature monitoring services to support the School Way Café operations for all school kitchens throughout the District. The Proposer shall provide a complete web-hosted temperature monitoring system to be installed in District kitchens and facilities. Proposer(s) will provide services in accordance with all the terms and conditions of the Contract during the period of performance as specified in this Request for Proposal (RFP).
Dates(All times are listed as
EST
)
Broadcast Date
10/24/2025 7:00 PM EST
10/24/2025 7:00 PM EST
Question End Date
11/7/2025 5:00 PM EST
11/7/2025 5:00 PM EST
Due Date
12/2/2025 2:00 PM EST
12/2/2025 2:00 PM EST
Bid Opening Date
Pre-Bid Meetings
Total: 1
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
| 10/30/2025 | 10:00 AM | No | A VOLUNTARY pre-submittal meeting will be held for all interested Proposers through TEAMS. |
Shortlist Meeting
Total: 1
(All times are listed as
EST
)
| Date | Time | Location |
| 12/15/2025 | 8:30 AM | Location meeting information will be provided. |
Documents
Total: 6
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 32
| Question | Date Asked | Answer | Date Answered |
| Is a mobile app a hard requirement, or would a mobile-responsive web application that is optimized for mobile use suffice? | 10/28/2025 1:26:01 PM | ||
| Does the selected vendor need an official address in/near Volusia County, or would it suffice to have a designated subcontractor in-county? | 10/28/2025 4:47:32 PM | ||
| Approximately, how many monitoring points per school? It can be an average if all locations require different quantities. | 11/5/2025 1:34:03 PM | ||
| As it pertains to communication from the gateway to the cloud application, does the County request a gateway with Wifi, Ethernet or Cellular connection? | 11/5/2025 1:35:38 PM | ||
|
The Price Schedule (Attachment Q) references 69 units/locations, while Exhibit 1 lists 76 total schools.
Please clarify whether the temperature monitoring system is required for all 76 sites or only the 69 locations noted in the price schedule. |
11/5/2025 1:39:20 PM | ||
|
Section 1.3 of the RFP mentions monitoring of walk-in coolers, walk-in freezers, and dry storage areas in each school kitchen.
To accurately price the required sensors, please confirm the number of each monitored area type (walk-ins, freezers, dry storage, etc.) at each site, since one gateway per location is sufficient, but the sensor count will vary depending on tequipment per site. |
11/5/2025 1:41:13 PM | ||
| Please clarify whether the District prefers cellular-based gateways (which operate independently of the District’s IT network) or Ethernet-based gateways (which would utilize the District’s IT infrastructure). This information is necessary to ensure compliance with the RFP statement that the system should not require modifications or integration with existing District technology infrastructure. | 11/5/2025 1:44:45 PM | ||
| If the District prefers cellular gateways, please confirm whether the vendor should include the cost of the cellular data plan in the proposal, or if the District intends to use its own cellular service plan for gateway connectivity. | 11/5/2025 1:45:07 PM | ||
| During the negotiation phase (formal presentation / informal interview, demonstration, Best and Final Offers, etc.), will the final ranking be determined by combining the scores from both the written submittal and the presentation/interview phase, or will the second-round scores (presentation/interview) alone determine the final ranking and award recommendation? | 11/5/2025 1:49:47 PM | ||
| Is it mandatory to have a physical office within 30 miles of Volusia County, or is it sufficient to guarantee emergency and routine service response within two hours? | 11/5/2025 2:05:57 PM | ||
| The pricing schedule under hardware section needs to have more lines to accommodate different types of hardware needed per school. Each school will have not only a sensor for the asset being monitored but will also need a physical gateway to communicate to the cloud. Can you add another line to allow for more than one type of hardware needed? | 11/6/2025 5:51:11 AM | ||
|
Per the stated timeline for questions, I did have the following:
In the RFP document, it states: This section should include the Proposer`s ability to deliver a comprehensive web-based temperature monitoring system that seamlessly integrates with existing IntelliSense temperature monitoring hardware without requiring modifications to current installations The question is, we have NO experience with this equipment. We use our own. Does this exclude us from participating? 2) Can you confirm how many sensors are used (in total or by each school)? 3) Is there any interest in a digital checklist system as an add on to the cooler monitoring whereby staff complete daily tasks (Time/Temp logs, sanitation checks, etc) whereby automated temperature data AND Checklist(s) can be viewed on a single dashboard? There a multiple benefits to this type of solution and is being widely accepted by local health departments and school systems. Please confirm. |
11/6/2025 8:34:19 AM | ||
| Under Florida Statutes section 255.05, Paragraph D, first sentence, it states: " When the work is done for the state and the contract is for $100,000 or less, no payment and performance bond shall be required." If the cost of the Web Based System to Volusia County is less than $100K, is a Surety performance bond required or can it be waived? | 11/6/2025 9:51:56 AM | ||
| Is there any existing temperature monitoring hardware currently installed in District facilities, or is this RFP intended to replace all existing sensors and gateways with a new, unified platform? | 11/6/2025 12:24:10 PM | ||
| Can the District provide the total number of school sites and kitchen facilities where monitoring hardware is required under this RFP? | 11/6/2025 12:24:25 PM | ||
| Can the District provide the number of walk-in coolers, walk-in freezers, reach-in refrigerators, and freezers to be monitored at each site? | 11/6/2025 12:24:33 PM | ||
| Are there any requirements to monitor door status (open/closed) on refrigeration units as part of this deployment? | 11/6/2025 12:24:46 PM | ||
| If so, can the District specify the estimated number of door contact sensors to include in the pricing? | 11/6/2025 12:24:52 PM | ||
| Section 3.3 states we are not to use the districts IT technology infrastructure. Is this stating we are not allowed to connect to the districts Network with IP addresses and network patch cables. | 11/6/2025 12:25:05 PM | ||
| If allowed to connect to the districts network, who is responsible to run and certify the Cat 6 or 6e networking wire. | 11/6/2025 12:25:16 PM | ||
| If not, Does the District prefer vendors who can provide LTE/cellular connectivity or automatic failover to ensure continuous data transmission and alarm functionality during local network outages? | 11/6/2025 12:25:26 PM | ||
| Also if not, section 3.4 states the system must work within the districts internet environment alluding we can connect to the districts network. Please clarify. | 11/6/2025 12:25:40 PM | ||
| The RFP states the integration to the "existing" installed system called intellesense. This uses a ZigBee protocol and not typically integratable. Is all existing sensors to be replaced or is this a sole source RFP using intellisense system. Please clarify what is the intent of the integration if this is a hard requirement. | 11/6/2025 12:26:04 PM | ||
| If the existing Intellisense system is to remain with integration, we need to get the as-builts and installed locations of this system to remain. | 11/6/2025 12:26:14 PM | ||
| Please provide clarity on where to submit final proposals as RFP contains conflicting information. Do they upload through VendorLink or TEAMS, and if TEAMS, please identify which one | 11/6/2025 12:26:20 PM | ||
| Attachment R Draft Mater Software and Service Agreement mention for the contractor to reference Exhibits A through H, yet these are not provided via VendorLink. Can you please provide these exhibits for contractor review? | 11/7/2025 10:58:29 AM | ||
| Please confirm if Davis Bacon Wages are to be used for this contract? | 11/7/2025 1:35:25 PM | ||
|
Please confirm whether the monitoring system must include humidity sensors or be limited to temperature monitoring only (e.g., walk-in coolers, freezers, dry storage, and ambient areas).
Reference: Section 3.3 – System Requirements and Functionality, RFP-2025-5045-MW. |
11/7/2025 3:04:25 PM | ||
|
Please clarify the acceptable temperature measurement range and sensor accuracy (e.g., ±0.5°C), and whether NIST traceable calibration is required.
Reference: Section 3.3 – System Requirements and Functionality, RFP-2025-5045-MW. |
11/7/2025 3:04:49 PM | ||
|
Please confirm whether the proposed system should integrate with any existing District technology infrastructure or remain isolated, given that Section 3.3 notes “no modifications or integration to existing District technology infrastructure.”
Reference: Section 3.3 – System Requirements and Functionality, RFP-2025-5045-MW. |
11/7/2025 3:05:10 PM | ||
|
Please specify the preferred communication method between sensors and the central monitoring system (Wi-Fi, LoRaWAN, wired Ethernet, cellular network), and any District network security requirements that apply.
Reference: Section 3.4 – Hosting and Technical Requirements, RFP-2025-5045-MW. |
11/7/2025 3:05:21 PM | ||
|
Please confirm whether the District prefers a vendor-provided cloud-hosted SaaS solution or a locally hosted installation within District infrastructure.
Reference: Section 3.4 – Hosting and Technical Requirements, RFP-2025-5045-MW. |
11/7/2025 3:05:30 PM |
Commodity Codes
Total: 10
| Code | Description |
| [220-72] | Temperature Controllers, Indicators, and Recorders (Digital Thermometers, Pyrometers, etc.), and Accessories: Thermistors, Thermocouples, etc. |
| [031-26] | Control Systems: Complete (For Automatic Temperature Control) |
| [415-58] | Refrigerators and Cooling Equipment, Laboratory, Specialized: Explosion-Proof, Ultra-Low Temperature, etc. |
| [165-7] | Cafeteria and Kitchen Equipment (Not Otherwise Classified) |
| [931-30] | Cafeteria and Kitchen Equipment, Commercial, Maintenance and Repair |
| [815-84] | Valves, Temperature and Pressure Regulating |
| [890-23] | Elements, Primary (Flow, Pressure, Temperature, etc.) |
| [915-67] | Monitoring Services, Critical Equipment and Site, Wireless, Web-based |
| [208-88] | Software, Monitoring |
| [992-15] | Air Quality Monitoring Equipment Testing and Calibration Services |
Publications
Total: 0
| Publication | Date |
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