This is a service / maintenance or supply contract in Sandy, Utah. Contact the soliciting agency for additional information.

Question Cuttoff Date & Time 2/20/2023 12:00:00 PM (ET) The purpose of this Request for Proposal (RFP) is to solicit competitive sealed proposals from qualified Suppliers who can provide kitchen vent hood yearly inspections and cleaning services for Canyons School District (CSD). It is anticipated that this RFP may result in a contract award to a single or multiple suppliers for services as needed and as defined further in the Scope of Work. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. When using Utah State Contract pricing, please reference a contract number. All solicitation responses must be submitted electronically through Ion Wave. ELIGIBILITY REQUIREMENTS In order to be eligible to respond to this RFP, an interested supplier must meet all of the following minimum qualifications: A. Licensed The interested supplier must be properly licensed to conduct business in the State of Utah. B. Kitchen exhaust system inspection and cleaning concerns are required to be licensed by the Office of the State Fire Marshal. General Information A. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline. B. RFP Award When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well. C. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated). D. Contract Period This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term. E. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier. F. Oral Presentations An oral presentation by the proposing Supplier to expand on their submitted proposal may be required. Presentations will be scheduled after the submission of proposals. More information about the required presentation content will be addressed at that time. Scope of Work The current requirements are detailed below. Part A: Inspections Per the National Fire Protection Association (NFPA) exhaust hoods need to be inspected and cleaned per NFPA96 and 17A (on 2017 edition) and the Utah Administrative Code R-710.7. Upon completion hood shall have an inspection tag placed as required per AHJ and Certificates of inspection shall be submitted to a CSD representative in a timely manner. Upon inspection, if found to be contaminated with deposits from grease-laden vapors, the entire exhaust system shall be cleaned by a properly trained, qualified, and certified company. Owner shall be notified when cleaning is needed and arrangements shall made to complete inspection. Part B: Cleaning Cleaning of exhaust systems per NFPA96: o Hoods, grease removal devices, fans, ducts, and other appurtenances shall be cleaned to bare metal prior to surfaces becoming heavily contaminated with grease or oily sludge. o At the start of the cleaning process, electrical switches that could be activated accidentally shall be locked out. o Components of the fire suppression system shall not be rendered inoperable during the cleaning process. o Fire-extinguishing systems shall be permitted to be rendered inoperable during the cleaning process where serviced by properly trained and qualified persons. o Flammable solvents or other flammable cleaning aids shall not be used. o Cleaning chemicals shall not be applied on fusible links or other detection devices or the automatic extinguishing system. o After the exhaust system is cleaned to bare metal, it shall not be coated with powder or other substance. o All access panels (doors) and cover plates shall be replaced. o Dampers and diffusers shall be positioned for proper airflow. o When cleaning procedures are completed, all electrical switches and system components shall be returned to an operable state. o When a vent cleaning service is used, a certificate showing date of inspection or cleaning shall be maintained on the premises. o After cleaning is completed, the vent cleaning contractor shall place or display within the kitchen area a label indicating the date cleaned and the name of the servicing company, and areas not cleaned. o Upon completion, certificates of inspection and cleaning shall be submitted to a CSD representative in a timely manner. o Before and after pictures of any work performed (cleaning etc.) shall be taken and added to inspection report. The awarded supplier will work with CSD Facilities Risk Management to schedule inspections and cleaning of all CSD school locations. Technical Proposal Requirements Proposing Suppliers are expected to complete Schedules A-D (in Attachments) and upload as part of of their proposal. Schedule F (Price) should be uploaded as a separate file. Evaluation of Proposals Evaluation Criteria CSD will evaluate each proposal submitted based on responsiveness to CSD's overall needs. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP. n/a: Certification of Proposal (Schedule A) 10 Points: Executive Summary (Schedule B) 20 Points: Qualifications/Experience (Schedule C) 30 Points: Detailed Response (Schedule D) 10 Points: References (Schedule E) 30 Points: Price Proposal (Schedule F) Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 1-5 (1 being low and 5 being high). Scores will then be multiplied by a specified number (see the example evaluation sheet. Schedule F (Price) will be evaluated by the Purchasing Agent using the following point weight method: (Lowest Proposed Price / Each Individual Proposed Price) x 30 Points. NOTE: If price proposals are unclear and clarification is needed, the Purchasing Agent reserves the right to request a best and final offer from all submitting Suppliers.