FANS: Kitchen Vent Hood Cleaning, Preventative Maintenance, and Repair Services

The purpose of this Request for Proposal (RFP) is to establish a competitive, sealed solicitation for Plano ISD Food and Nutritional Services (FANS). This RFP solicits proposals for, but is not limited to, the following services:

• Kitchen Vent Hood Cleaning
• Kitchen Vent Hood Preventative Maintenance
• Kitchen Vent Hood Repairs

The issuance of this RFP is in accordance with Title 2 of the Code of Federal Regulations (2 CFR Part 200), the United States Department of Agriculture (USDA), and the Texas Department of Agriculture (TDA), to identify vendors capable of providing goods and/or services purchased by Plano ISD with federal funding.

The projected spending for this contract is approximately **$150,000**. Please note that this estimate is not a guarantee of a minimum or maximum amount, as actual usage will depend on needs and available funding.

Plano Independent School District is seeking qualified vendors to provide cleaning services for vent hoods at sixty-seven (67) district campus sites. Cleaning performed once annually, with additional cleaning as needed throughout the year.

All services must adhere to the requirements outlined in the National Fire Protection Association (NFPA) 96 for Ventilation Control and Fire Protection of Commercial Cooking Operations. Personnel performing the services must be properly trained, qualified, and certified in accordance with NFPA 96 standards and OSHA Hazard Communication Standard 1910.1200.

Service providers will:

• Ensure all necessary protective clothing and equipment are provided for their team members.
• Apply protective coverings to all areas of the kitchen prior to commencing the cleaning process.
• Supply appropriate receptacles for collecting drained liquids and debris.
• Remove and clean hood filters by spraying with degreaser and steam cleaning with a power washer.
• Hand clean the interior of the hood within the kitchen.
• Detail polish all stainless steel surfaces of the vent hood for a professional finish.
• Clean inside ducts of all Class II condensate (steamer) hoods.
• Scrape and clean fans located on the roof, including exterior of motors and ducts, down to bare metal surfaces.
• Thoroughly clean all housings, curbs, electrical conduits, and connection/disconnection boxes.
• Remove and clean all air vents and associated components.
• Report any equipment failures to Plano ISD Food and Nutritional Services.
• Upon completion, remove all supplies, tools and coverings. Ensure the surrounding area is free of debris and properly cleaned.

A Certificate of Performance must be displayed near the vent hood, indicating the date of cleaning, expiration date, and noting any areas that were inaccessible during service. Not required for hood exhaust in dish machine area.

The minimum requirements for preventive maintenance include inspection of electrical connections, mechanical and structural integrity, belt-driven fans, and lubrication as specified by the provider.

The contractor is responsible for diagnosing and performing necessary repairs to the exhaust hood system. Firm pricing will be requested for labor, including hourly rates and trip charges. Any additional charges for parts and materials will be negotiated separately and invoiced as a separate transaction.

All before and after photos must be submitted to Plano ISD Food and Nutritional Services for all services, including cleaning, preventative maintenance, and repair activities upon completion.

**Submission:** The district is legally required to accept paper bids; however, we recommend that bidders submit electronically. When filing this bid electronically, please do not send us a paper copy, as the electronic version will prevail. No faxed, email or late bids received will be accepted.

**Required** forms to be uploaded before a vendor can be evaluated and awarded: Certificate of Insurance, Conflict of Interest if applicable, 1295 Form (will be required if awarded), W9 Form, USDA AD 1047 Form, Disclosure of Lobbying Activity, Felony Conviction Notification (if needed), Iran Contracting Act, and Preventative Maintenance List.

**Term:** The initial term of this RFP will be for one year from date of award, with four (4) additional one (1) year periods upon the agreement of both parties. This proposal may be awarded to one or multiple vendors by line item, section or package as determined to be best value to the district.

**Insurance:** Plano ISD must be named as an additional insured on both the General and Auto liability. Workers' Compensation: Statutory. Employer's Liability: $500,000 each accident. Commercial General Liability: $1,000,000 combined single limit policy aggregate. Business Auto Liability: $1,000,000 combined single limit each occurrence.

Plano ISD may request best and final offers from those proposers whose proposals are within the competitive range, prior to making an award.

Payment will be made within 30 days after order is fulfilled and itemized invoice is received.