Project Information

Bid Title

IFB01292026DEM Reach In Freezers Refrigerators

Issuing Agency

Memphis City Schools

Location

Tennessee

Published Date

Jan 16, 2026

Closing Date

Jan 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid IFB01292026DEM Reach In Freezers Refrigerators

Deadline Date/Time: January 29 2026 11:00 AM CST

• QandAIFB01292026DEM

Attachment Preview

SHELBY COUNTY BOARD OF EDUCATION

January 07, 2026

PROCUREMENT SERVICES

3176 Jackson Avenue □ Memphis, Tennessee 38112-4892 □ Phone (901) 416-5550

(This bid will not be accepted electronically or by facsimile. All bids must be mailed to the above address.)

INVITATION FOR BID

(NOT AN ORDER)

Please submit Bids on the item(s) listed below. The right is reserved to reject any or all Bids. If substitutions are offered, give full particulars.

The Bid must be submitted no later than January 29, 2026, by 11:00 A.M., CST

The Shelby County Board of Education reserves the right to accept or reject any or all Bids, or any part thereof, and to waive any minor informalities and/or

technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful Bidders shall be paid only when delivery is

complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany all shipments covered under Tennessee Hazardous

Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.

Central Nutrition Center

Reach in Freezers and Refrigerators

The Shelby County Board of Education (“SCBE”) is requesting bids for the purchase of Reach in Freezers and

Refrigerators as indicated in the attached specifications. Bids MUST be received by Memphis-Shelby County

Schools (“MSCS” or “District”) by the due date and time set forth above.

During the solicitation process bidders are not permitted to contact the Board and project Owner regarding the posted

solicitation. Failure to adhere to this requirement may subject the respondent to immediate disqualification.

Questions or requests for clarification of technical issues and terms pertaining to this Bid must be submitted in writing

via e-mail to Daphne Mathis at mathisd2@scsk12.org by Tuesday January 13, 2026, @ 11:00 AM CST.

ISSUED BY: Daphne Mathis

IFB # 01292026DEM

We propose to furnish the item(s) and/or services outlined in the Bid at prices quoted and guarantee safe delivery F.O.B. delivered and as specified. Bids are

submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this transaction.

NAME OF FIRM

PHONE #

FAX #

ADDRESS

CITY

STATE

ZIP CODE

EMAIL ADDRESS

AUTHORIZED REPRESENTATIVE NAME

NAME OF BILLING CONTACT

PHONE#

EMAIL ADDRESS

CHECK HERE IF YOU ARE A SMALL BUSINESS ENTERPRISE

“In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and

institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for

prior civil rights activity in any program or activity conducted or funded by USDA. To file a complaint of discrimination, write USDA, Office of the Assistant Secretary for Civil

Rights, 1400 Independence Avenue, SW, Washington, DC. 20250-9410 or call (866) 632-9992 or (800) 877-8339 (TTY). USDA is an equal opportunity provider and employer."

“Shelby County Board of Education does not discriminate in its programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age.”

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1.0 INTRODUCTION

PART I: SCOPE OF WORK

This Invitation for Bid (IFB) is soliciting bids for Reach in Freezers and Refrigerators.

Shelby County Board of Education is interested in:

1. Creating strong partnerships with direct suppliers of goods

2. Taking advantage of economies of scale to help reduce operating costs

3. Driving revenues through increased participation

Shelby County Board of Education serves approximately 92,000 reimbursable lunches daily and

53,000 reimbursable breakfasts. The district is allocated over 4.7 million dollars in USDA

commodity entitlement.

Shelby County Board of Education reserves the right to make selection of manufacturers in the

best interest of its/their school systems. Shelby County Board of Education reserves the right to

reject any and all bids or to award the bid either in whole or in part to the bidders whose bids in

their opinion meet all the established criteria and are the lowest cost for the requested services.

2.0 BACKGROUND

Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools

(MSCS) district. MSCS is Tennessee’s largest public school district and is among the 25 largest public-

school districts in the United States. MSCS serves more than 106,500 students in over 200 schools. We

are Shelby County’s second-largest employer, with nearly 14,000 employees, including more than 6,000

teachers.

Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for

strategic decision-making and informed solution-based decisions. The information gleaned from data,

research-based strategies, and performance outcomes provide our district with amazing opportunities to

offer high-quality educational options to every student.

The MSCS mission is to prepare all students for success in learning, leadership, and life through three

strategic initiatives. The initiatives are:

1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)

2. Recruit, Retain, Immerse, and Entrench

3. Relevant, Rigorous, and Equitable Academics

3.0 SCOPE OF WORK

The SCBE requests bids for Reach in Freezers and Refrigerators. The specifications are

contained in the Invitation for Bid. Responses submitted must meet or exceed all requirements.

Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions

must be noted.

4.0 NON-EXCLUSIVE

The intent of this contract is to provide the SCBE with an expedited means of procuring supplies

and/or services at the lowest cost. This contract is for the convenience of the SCBE and is

considered to be a "Non-Exclusive" use contract. The SCBE does not guarantee any usage. The

SCBE will not be held to purchase any particular Brand, in any groups, prices or discount ranges,

but reserves the right to purchase any item/items listed in the price schedule submitted.

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5.0 NOTICE OF INTENT TO AWARD

A Notice of Intent to Award is written notification that a vendor has been selected for a contract

award. Notice of Intent to Award is sent for contracts requiring School Board approval. This letter

is not a guarantee of award. The Board of Education reserves the right to reject or accept the

recommendation submitted. If the Board accepts and approves the recommendation, an executed

agreement will be submitted to the successful vendor. If the Board rejects the recommendation,

MSCS shall rescind the Notice of Intent to Award.

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade

secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or

knowingly use any confidential or proprietary information of the SCBE and/or third-party participant.

Bid submissions are subject to the Tennessee Open Records Act (Tenn. Code Ann. §10-7-503 et

seq). In accordance with the Act, certain information is subject to public disclosure. Please be

advised that should you deem any portion of your bid as confidential or proprietary, it must be

conspicuously indicated on those portions so deemed. However, and in accordance with the Act,

you are hereby notified that every portion may still be subject to disclosure under the Act.

TERMS OF AGREEMENT:

The anticipated term of this contract is one (1) year. Pricing must remain firm for the

duration of the agreement.

A. SCBE expects all vendors to provide year-over-year cost reductions recommendations.

B. Price decreases are acceptable at any time, need not be verifiable, and are required

should the vendor/producer/processor/manufacturer experience a decrease in costs

associated with the execution of the contract.

C. Price adjustments from the vendor/producer/processor/manufacturer for any/all items

may be considered at renewal, if applicable noted in the IFB/RFP document. The

request is subject to approval by the Contracting Officer. The request must be

submitted in writing at least ninety (90) days prior to the renewal term and shall be

accompanied by supporting documentation.

D. Should the awarded vendor, at any time during the life of the contract, sell materials of

similar quality to another customer, or advertise special discounts or sales, at a price

below those quoted within the contract, the lowest discounted prices shall be offered to

Memphis-Shelby County Schools.

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2.0 PRE-BID MEETING (N/A)

3.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any

Supplier orally. Questions shall be submitted in writing to the Point of Contact (see Part II, § 5.0).

To be given consideration, the questions must be received NO LATER THAN January 13, 2026

@ 11:00 A.M., CST. Questions that are deemed to be substantive in nature will be responded in

the form of an addendum and posted on SCBE website www.scsk12.org/procurement. Please do

not submit questions in PDF format.

5.0 BID TIMELINE

Bid Posted

Questions Due

Q&A

Approved Equivalent Submissions Due

Addendum Posted

Bid Due Date/Time

01/07/26

01/13/26 @11AM CST

01/16/26

01/20/26 @ 4PM CST

01/22/26

01/29/26 @11AM CST

6.0 POINT OF CONTACT

Daphne Mathis, Senior Buyer

Central Nutrition Center

E-mail: mathisd2@scsk12.org

7.0 CONTRACT MONITOR/SCBE SUPERVISION

The Contractor’s performance will be under the direction of the Buyer/Requesting Department who

will be responsible for ensuring contractor’s compliance with the requirements of this contract to

include managing the daily activities of the contract, providing guidance to the contract, and

coordination. The Contractor shall be accountable to the end users on all matters relating to the

scope of work.

8.0 CONTRACT TYPE

The contract resulting from this solicitation will be a Fixed Price.

9.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the product or services provided and the actual

costs incurred. Payment shall be in accordance with line-item price on the purchase order and

made within Net 30 days upon receipt of invoice.

The SCBE reserves the right to reduce or withhold contract payment in the event the Contractor

does not provide the Department with all required deliverables within the timeframe specified in the

contract or in the event that the Contractor otherwise materially breaches the terms and conditions

of the contract.

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10.0 INVITATION FOR BID (IFB) REVISIONS

Should it become necessary to revise any part of this IFB, addenda will be posted on SCBE

www.scsk12.org/procurement.Failure of any offeror to receive or acknowledge receipt of such

addenda or interpretation shall not relieve any offeror from any obligations under this IFB as

amended by all addenda. All addenda so issued shall become part of the award.

11.0 SUBMISSION DEADLINE

In order to be eligible for consideration, bids must be received at the Central Nutrition Center (CNC)

no later than January 29, 2026 @ 11:00 a.m. CST, 3176 Jackson Avenue, Memphis, TN 38112.

Vendors mailing bids shall allow sufficient carrier delivery time to ensure timely receipt of their bid

at the CNC prior to the deadline. Any bid received at the CNC after the submission deadline, no

matter what the reason, will be returned unopened. Bid responses delivered to any other

location shall not constitute delivery to the Central Nutrition Center.

12.0 BID OPENING

The SCBE shall receive sealed bids until the bid due date indicated on the bid front cover sheet.

Bid tabulations will be posted to the Shelby County Board of Education’s (SCBE) website at

www.scsk12.org once completed. The SCBE shall then review all responses and analyze the

results of the bidding process. A final recommendation(s) shall be prepared for review and approval

by the Procurement Director. Upon acceptance and approval of the bid(s) by the Procurement

Director, the Director may grant its approval subject to such conditions as it may deem appropriate.

All bids shall be publicly opened at the Central Nutrition Center, 3176 Jackson Avenue,

Memphis, TN 38112 on the date specified on the bid. In the event of inclement weather on the due

date of a bid and The SCBE is closed, the bid will be due and opened on the next business day at

the same time as specified in the bid or applicable addendum.

13.0 DURATION OF BID

A bid submitted in response to this solicitation is binding upon the bidder and is considered

irrevocable for a minimum of 120 days following the closing date for receipt of initial bids.

14.0 E- COMMERCE

The Commercial Appeal, Daily News and www.scsk12.org/procurement Website. This website also

serves to publish any addenda, associated materials, bidder/offeror questions and the SCBE’s

responses, and other solicitation related information.

The successful bidder must be an active vendor in APECS to receive Purchase Orders and

Payment. Instructions on how to register are detailed on the Procurement website @

http://www.scsk12.org/procurement, Doing Business with MSCS.

SCBE does not discriminate in educational programs, activities or employment on the basis of race,

color, national origin, sex, age, religion or disability. Bidders will be required to comply with all

applicable requirements pertaining to fair labor, state and local government.

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Commodity Codes

• NAICS 333415Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing
• NAICS 423740Refrigeration Equipment and Supplies Merchant Wholesalers

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