The State of Oregon, acting by and through the Oregon Health Authority (OHA), Oregon State
Hospital (OSH), hereinafter referred to as Agency, is issuing this Invitation to Bid (ITB) to
establish a Contract with an experienced and qualified Contractor to perform Kitchen Exhaust
Vent and Hood Cleaning Services for Agency in Salem and Junction City locations, on a semi-annual schedule (the Services). Services shall comply with the National Fire Protection Association (NFPA) 96: Standard for
Ventilation Control and Fire Protection of Commercial Cooking Operations. NFPA 96 reflects
industry best practices that maximize protection of operators, building occupants, and
property for reducing fire risks in public and private commercial kitchens. NFPA 96
requirements include, but are not limited to, all manner of cooking equipment, exhaust hoods,
grease removal devices, exhaust ductwork, exhaust fans, dampers, fire-extinguishing
equipment, and all other auxiliary or ancillary components or systems that are involved in the
capture, containment, and control of grease-laden cooking effluent. Agency anticipates the award of one Trade Services Contract resulting from this ITB to the
lowest responsible bidder whose bid substantially complies with the requirements and
criteria set forth in the ITB and with all prescribed public procurement procedures and
requirements. The initial term of the Contract is anticipated to be 2 years with options to renew up to a
cumulative maximum of 10 years. Agency reserves the right to add additional services to the
Contract if Oregon State Hospital adds Commercial kitchen equipment or facilities. Prices for
any future additional services will be negotiated by the parties and effective with an executed
Amendment to the Contract. Anticipated delivery date for the se mi-annual Services will begin in November, 2022. 1.2.1 Contractor shall provide all labor, equipment, materials and supplies to perform all
Services in compliance with NFPA 96 Standards. OHA will not reimburse Contractor for
any travel or additional expenses under the Contract. 1.2.2 Pursuant to ORS 279B.060 (2) (c) Agency requires that the Contractor meets the highest
standards prevalent in the industry or business most closely involved in providing the
appropriate goods and services. 1.2.3 Services shall occur every 6 months in May and November at both Agency locations.
Actual dates must be coordinated with Agency Contract Administrator or delegate. Contractor shall perform the Services on the grounds of the Oregon State Hospital (OSH)
in both the Salem and Junction City locations. There is a combined total of 9 kitchens; 17
hoods with fans and ductwork listed below, and a combined total of 124 filters. Contractor shall steam clean and remove all grease from the above kitchen exhaust hood
systems in accordance with NFPA 96 cleaning guidelines to include the hood, plenum
(area inside behind filters), all accessible exhaust vent ductwork and metal surfaces.
Contractor shall remove and clean all panels, exhaust filters, fan blades, light covers, and
grease removal devices. 1.2.6 Contractor shall leave the work area clean and fully useable (no dirt, standing water,
cleaning rags, tools or equipment left behind) after each evening's cleaning. All parts
removed for cleaning must be properly reinstalled after each evening's cleaning.
1.2.7 All work must be completed between 7:00 PM and 4:00 AM, on consecutive nights until
completed. 1.2.8 Within 14 days of completion of scheduled Services, contractor shall return to Agency a
detailed report or certificate of completion of each unit (vent ductwork/hood/fan/filter)
cleaned: a) Report shall include before-cleaning and after-cleaning pictures of areas cleaned, with a written report of any issues during cleaning. b) Report shall be organized and have sections containing each separate hood unit. c) Report shall be returned in electronic format by email to the Agency Contract Administrator or delegate. d) Report shall be in MS Word format preferably, or PDF. QUESTIONS AND CLARIFICATIONS All questions and requests for clarification related to this solicitation must:
Be submitted in writing to the SPC identified on the cover page of this ITB either by
mail, in person or email. Email is preferred. Questions by telephone are not accepted.
Reference the ITB # S-44300-00004412.
Identify the section number and subject. Include name and contact information of party submitting question or clarification.
Be received by the due date for questions and clarifications identified in Section 1.3 of
this ITB Agency will respond to questions and requests for clarifications through Oregon Buys. In its' sole
discretion, Agency may change this ITB by written Amendment and post in Oregon Buys. Clarifications, corrections or changes to this ITB made in any other manner are not binding on the State.
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