TO Prospective Hood Cleaning Contractors FROM Allen Bailey

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TO Prospective Hood Cleaning Contractors FROM Allen Bailey Powered By Docstoc
					TO:            Prospective Hood Cleaning Contractors

FROM:          Allen Bailey, Director of Maintenance

DATE:          June 22, 2011

SUBJECT:       Hood Cleaning Service – Bid # 179-MAINT-11-12-0102

Questions from a prospective bidder were inadvertently misplaced and not responded to prior to
the bids return date. As a result, bids received were determined to be inadmissible.

The questions (identified as Attachment (D)) submitted for resolution have been answered and
are provided to each prospective bidder for review and consideration.

Any additional questions are to be submitted to this office by June 29, 2011. The response to
those questions will be available by June 30, 2011.

Bidders are to take note that the Durham Public Schools, (“DPS”) proposals for Cleaning
Cafeteria Hoods Bid date has been changed to read:

Durham Public Schools, (“DPS”) is accepting proposals until 2:00 PM on Wednesday, July 6,
2011 in the Durham Public Schools Maintenance Services, 2011 Hamlin Road, Durham, North
Carolina 27704. All proposals received by DPS after this date and time will not be considered.
Each bid must be submitted on the forms provided with the specifications and must be enclosed
in a sealed envelope and addressed to Anitra McInnis, Purchasing Agent (919) 560-3827. Name
and address of the bidder must be written on the outside of the envelope and marked “Bid for
Cleaning Cafeteria Hoods”.

                                  HOOD CLEANING SERVICE

                                  DURHAM PUBLIC SCHOOLS

                                   Bid# 179-Maint-11-12-0102

Durham Public Schools, (“DPS”) is accepting proposals for Cleaning Cafeteria Hoods until 2:00
PM on Wednesday, July 6, 2011 in the Durham Public Schools Maintenance Services, 2011
Hamlin Road, Durham, North Carolina 27704. All proposals received by DPS after this date and
time will not be considered. Each bid must be submitted on the forms provided with the
specifications and must be enclosed in a sealed envelope and addressed to Anitra McInnis,
Purchasing Agent (919) 560-3827. Name and address of the bidder must be written on the
outside of the envelope and marked “Bid for Cleaning Cafeteria Hoods #179-Maint-11-12-

The intention of this Request for Proposal (RFP) is to solicit proposals for a term contract for
Hood Cleaning Services for a period of two (2) years.

The Durham Public Schools Board of Education invites and encourages participation in this
procurement process by minority-owned businesses, women-owned businesses and businesses
owned by disabled persons.

At the discretion of the Durham Public Schools a performance bond may be required for one
hundred percent (100%) of the contract price. No proposal may be withdrawn after the
scheduled closing time for the receipt of proposals for a period of sixty (60) days.

All qualified proposals will be evaluated and acceptance made of the proposal judged by the
Durham Public Schools Board of Education to constitute the best value offered for the purpose
intended. Evaluation will include, but not necessarily be limited to, the bidder's qualifications,
experience, past performance, financial standing and proposal price.

The Durham Public Schools Board of Education reserves the right to accept or reject any or all
proposals presented, and the right to waive any informalities or irregularities.

Anitra McInnis
Purchasing Agent
June 22, 2011

                                   DURHAM PUBLIC SCHOOLS
                                    MAINTENANCE SERVICES
         Bid Specifications for Cleaning Cafeteria Hoods Housing Fire Suppression Systems

                                          Bid# 179-Maint-11-12-0102

Background. Durham Public Schools (DPS), encompassing 299 square miles in Durham County, North
Carolina, includes over 32,566 students, 4,600 staff and 53 buildings. The school district has 29
elementary schools, 9 middle schools, 6 high schools, 3 special schools, 6 administrative offices and a
transportation/maintenance facility. Attachment (A) is a listing of the sites sorted alphabetically and
grouped by zone.

Scope. The intention of this Request for Proposal (RFP) is to solicit proposals for a term contract for
Hood Cleaning Services for a period of two (2) years.

Description of Work. Work is to be performed 8:00 am – 5:00 pm; (Monday – Thursday only). Schools
having summer programs (identified in Attachment (B)) in July can only be cleaned after 1 pm. That list
will be provided to the successful vendor at the time of the purchase order is issued. July 18th is the first
day of DPS year round classes. Year Round Schools (Easley, Holt, Pearsontown, Chewning, and Rogers-
Herr) are to be cleaned during the week of July 11th - July 15th. The remaining sites hood cleaning effort is
to be completed by August 19, 2011.

At a minimum, the hood cleaning is to entail:
 Cover all appliances in affected area with protective covering.
 Take out filters and steam clean.
 Remove fan if possible and steam clean.
 Steam clean plenum pipe from hood to fan.
 Clean the exterior of the hood all the way to the ceiling, including any vents.
 Vendor must use an industrial strength steam cleaner (not a pressure washer).
 Leave a clean smooth non-streaked finish on the interior and exterior of hood
 Provide a list of schools that have hoods that need to be repainted.

Bidder Qualifications. Only bids from companies established in performing this type service and qualified to
handle accounts of this size may be considered. No Sub-Contracting will be allowed unless prior approval is given by
Durham Public Schools. Prior to award, the Durham Public School System reserves the right to investigate a bidder's
ability to fulfill the requirements of the contract. A list of references shall accompany each bid.

PROPOSAL QUESTIONS. The DPS is committed to providing all prospective contractors with
accurate and consistent information in order to ensure that no contractor obtains an undue competitive
advantage. To this end, from the date of this RFP until the proposal opening, all questions and inquiries
should be submitted in writing by mail, fax or E-mail to Anitra McInnis at the address listed below:

DPS Maintenance Services
2011 Hamlin Road
Durham, NC 27704
919-560-3826 (fax)

The DPS reserves the right to disqualify any contractor who contacts a DPS official, employee, or agent
concerning this RFP other than in accordance with this Section. Nothing in this Section shall prohibit the
DPS from conducting discussions with contractors after the proposal opening.

The DPS shall review all responses. The DPS may engage in discussions with any contractor.
Discussions might be held with individual contractors to determine in greater detail the contractor’s
qualifications, to explore with the contractor the scope and nature of the required contractual Services, to
learn the contractor’s proposed method of performance, and facilitate arriving at a contract that will be
satisfactory to the DPS. The DPS may at its discretion require one or more contractors to make
presentations to the Evaluation Committee.

SUBMISSION OF PROPOSALS. A Contract will be awarded to a single contractor. Proposals shall
be submitted on the Form of Proposal attached hereto. Contractors should include with their proposal any
information or descriptive literature which may aide in the evaluation of services offered. All Proposals
must be returned by 2:00 pm, July 6, 2011. Proposals must be sealed & clearly marked as indicated on
the RFP cover letter and delivered to the following address:

DPS Maintenance Services
2011 Hamlin Road
Durham, NC 27704

Proposals or any part thereof, received after that deadline will not be considered.

EXCEPTIONS. Other than exceptions that are stated in compliance with this section, each proposal
shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this
RFP. An “exception” is defined as the contractor’s inability or unwillingness to meet a term, condition,
specification, or requirement in the manner specified in the RFP. All exceptions taken must be identified
and explained in writing in your proposal and must specifically reference the relevant section (s) of this
RFP. If the contractor provides an alternate solution when taking an exception to a requirement, the
benefits of this alternative solution and impact, if any, on part of the remainder of the contractor’s
solution, must be described in detail.

Special Conditions

    1. Delivery and Installation:

        a. Equipment and supplies shall be stored at the site only on the approval of the District and at
           the contractor’s risk. In general, such on-site storage should be avoided to prevent possible
           damage or loss.

        b. Work shall progress in such manner as to cause the least inconvenience to
           The District and with proper consideration for the rights of other successful bidders or
           workmen. The successful bidder shall keep in touch with the entire operation and install his
           work promptly.

     2. District Equipment

        a.    The District’s equipment, tools, or materials are not to be used by the contractor for any

        b. If the District property is used by the vendor without prior approval, the equipment used by
           the contractor shall become the property of the contractor. An amount equal to the
           replacement cost of the materials shall be deducted from the bid price before final payment is

     3. Work Areas Cleanliness.

       a. The vendor shall remove all debris and rubbish resulting from his work. Upon completion of
          the work, the premises shall be left in a neat, unobstructed condition and everything left in
          perfect repair and order.

       b. Work areas shall be cleaned at the end of each work day. All materials shall be secured in a
          safe and neat manner. No trash or debris is to be left overnight at the work site.

       c. Upon completion of the project, the vendor shall thoroughly clean all finished work, the work
          site and adjacent areas, returning the areas to a level of cleanliness equal to that existing prior
          to commencement of work.

       d. Vendor must dispose of cleaning supplies, waste, etc. from the school premises

     4. Building Restriction. Restrooms shall not be used for the washing of tools and equipment.

     5. Current industry Standards. The work agreement for service herein shall be
         preformed within current industry standards and guidelines. Contractor shall
         abide by all set OSHA regulations and have MSDS (Material Safety Data Sheet).

Site Tours

    1. It is recommended that each bidder conduct a site visit of each of the
        sites in order to ensure that an assessment of dimension and other factors affecting work loading are
        accurately reflected in forecasted cost out in their bid submitted.

    2. You may request a site visit to the schools by contacting Anitra McInnis at 919-560-3827. Any
       questions regarding the specifications should be submitted electronically to Anitra McInnis at

Terms of Contract
   Schedule. The hood cleaning efforts are to take place between July 11, of the contract year and must be
    completed one full week (7 days) prior to school opening.

   Contract Funding. It is understood and agreed between Contractor and DPS that
    DPS's obligation under the Contract is contingent upon the availability of
    appropriated funds from which payment for Contract purposes can be made. No
    legal liability on the part of DPS for any payment may arise until funds are made
    available to DPS's Chief Finance Officer and until Contractor receives notice of

    such availability. Should such funds not be appropriated or allocated, the
    Contract shall immediately be terminated. DPS shall not be liable to Contractor
    for damages of any kind (general, special, consequential or exemplary) as a result
    of such termination.


    1. Regular Market Value or Price. If Contractor's price or the regular market price of any of the Goods
       or Services covered hereunder is lower than the price stated in the Contract Documents on the date of
       shipment of such Goods or Services, Contractor agrees to give DPS the benefit of such lower price on
       any such Goods or Services. In no event shall contractor's price be higher than the price last quoted or
       last charged to DPS unless otherwise agreed in writing. No charges for transportation, boxing, crating,
       etc. are allowable unless such charges are included in the Contract Documents.

    2. Price Adjustments. Any price changes, downward or upward which might be permitted during the
       contract period must be general, either by reason of market change or on the part of the Contractor to
       other customers.

    3. Notification. Notification must be given to DPS in writing concerning any proposed price
       adjustments. Such notification shall be accompanied by a copy of manufacturer's official notice or
       other acceptable evidence that the change is general in nature.

    4. Decreases. DPS shall receive full proportionate benefits immediately at any time during the contract

    5. Increases. All prices shall be firm against any increase for 180 days from the effective date of the
       Contract. After this period, a request for increase may be submitted with DPS reserving the right to
       accept or reject the increase, or cancel the Contract. Such action by DPS shall occur not later than 15
       days after the receipt by DPS of a properly documented request for price increase. Any increases
       accepted shall become effective no later than 30 days after the expiration of the original 15 days
       reserved to evaluate the request.

    6. Damage. Personnel cleaning the hoods are to be qualified and trained in the cleaning of hoods
       housing the fire suppression systems in order to ensure that their efforts are not the cause, either
       intentionally or unintentionally, of the system discharging the fire distinguishing chemical housed
       in the system. The avoidance of this occurrence is solely the responsibility of the contractor. All
       cost associated with correcting the discharging of the system is to be the responsibility of the

   1. Invoices. Invoices are to reflect material, labor and taxes (if applicable) cost as separate items.
       Separate invoices are to be submitted for each of the sites within thirty days of completion of the
       cleaning effort. Invoices are to be mailed to Maintenance Department, Durham Public Schools,
       and Attention: Anitra McInnis, Purchasing Agent, and 2011 Hamlin Rd., Durham, NC 27701.

    2. Taxes. Any applicable taxes shall be invoiced as a separate item on the invoices.

    3. Billing ticket information shall include the following:

        1.   Detailed cafeteria hood cleaning
        2.   Material used
        3.   Tax
        4.   Grand total
        5.   Name of site receiving hood cleaning.

Detailed billing tickets for cleaning cafeteria hoods shall be signed by designated employees of each
Durham Public Schools site.

One (1) copy mailed to DPS Maintenance Services at 2011 Hamlin Road, Durham, NC 27704.

One (1) copy mailed to the Accounts Payable Department PO Box 30002, Durham, NC 27702

    References. Contractors must provide the names of three (3) businesses/institutions in North
    Carolina that have, or have had contracts with your firm of a similar size and scope as described
    herein. For each customer named, indicate: a) number of years as a customer; b) contact names and
    numbers; c) general type of services provided; and d) name of your firm’s account representative for
    each contract location. The District reserves the right to verify this information if it so chooses.

   Contract Period. The initial Contract period shall start on date of award and shall terminate two (2)
    years from the contracted start date.

      Maintenance Services. DPS Maintenance Services has the option for the contract to be renewed
    annually for up to two (2) additional years. This is subject to the contractor acceptance on a year-to-
    year basis, and satisfactory performance and determination that the renewal will be in the best interest
    of DPS Maintenance Services. Notification of "Intent to Renew" will be mailed thirty (30) calendar
    days in advance of the expiration date of the contract.

    Contract Transfer. Contractor shall not assign, subcontract, or otherwise transfer
    any interest in the Contract without the prior written approval of DPS.

    Contract Modifications. The Contract may be amended only by written
    amendment duly executed by both DPS and Contractor. However, minor
    modifications may be made by DPS Director of Maintenance or his Designated
    Representative to take advantage of unforeseen opportunities that: (a) do not
    change the intent of the Contract or the scope of Contractor's performance; (b) do
    not increase Contractor's total compensation or method of payment; and (c) either
    improve the overall quality of the product or service to DPS without increasing
    the cost, or reduce the total cost of the product or service without reducing the
    quantity or quality. All such minor modifications to the Contract must be
    recorded in writing and signed by both the DPS Director of Maintenance or his
    Designated Representative and Contractor, and placed on file with the Contract.
    No price adjustments will be made unless the procedure has been included in the
    Contract and a maximum allowable amount stipulated.

    Contract Expiration. In the event services are scheduled to end because of the expiration of this
     contract, the Contractor shall continue the service upon the request of DPS Maintenance Services.
     The extension period shall not extend for more than ninety (90) days beyond the expiration date of
     the existing contract. The Contractor shall be compensated for the service at the rate in effect when
     the extension clause
      is invoked by DPS Maintenance Services.

    Unsatisfactory Service. Unsatisfactory service by the contractor will be considered grounds for
     immediate cancellation of the contract.

    Performance and Default. If the contractor fails to satisfactorily provide service in
     accordance with the Terms and Conditions at any point of this agreement, DPS
     may cancel the contract upon fifteen (15) days written notice. DPS may then
     seek to procure the same service from the next lowest bidder for this contract.
     The contractor may be held responsible for any excess cost occasioned thereby.

    Termination for Convenience. DPS shall have the right, without assigning any
     reason thereof, to terminate any work under the Contract Documents, in whole or
     in part, at any time at its complete discretion by providing 10 days notice in
     writing from DPS to Contractor. If the Contract is terminated by DPS in
     accordance with this paragraph, Contractor will be paid in an amount which bears
     the same ratio to the total compensation as does the Services actually performed to
     the total originally contemplated in the Contract. DPS will not be liable to
     Contractor for any costs for completed services, services in process or materials
     acquired or contracted for, if such costs were incurred prior to the date of this

    Additions/Deletions. DPS Maintenance Services reserves the right to add new
     equipment/ service to this contract as such systems may be installed in locations mentioned, or to
     delete equipment service in the event they are no longer used or removed, and any additional facilities
     added or deleted during the term of this contract. In such events, contract prices shall be adjusted as
     mutually agreed upon between the Contractor and DPS Maintenance Services. DPS Maintenance
     Services’ Director of Maintenance or his designee must approve any adjustment in price.

         Labor and Materials. The Contractor shall furnish all labor and materials to
      complete this contract for an initial two (2) year period and all pricing must remain
      firm for the duration of the initial contract period. DPS shall have the sole option
      to extend the contract for two (2) additional one (1) year periods subject to
      acceptable performance and availability of funds.


All pertinent state and local licenses will be required.


   a.      Workmen's Compensation Insurance. The Contractor shall maintain during the life of his
           contract all such workmen's compensation insurance as is or may be required by the laws of
           North Carolina.
   b.    Public Liability Insurance. The Contractor shall maintain public liability insurance covering his
         liability for bodily injury and property damage which may arise from his operations, contractual
         obligations, products and completed operations, as well as operations performed by independent
         contractors in not less than the following amounts:

        1. A combined single limit (CSL) of $1,000,000 each occurrence, or
        2. A $1,000,000 limit for Bodily Injury Liability and $1,000,000 limit for Property damage

        An occurrence form of policy will be required, and the certificate of insurance submitted by the
        Contractor must be personally signed by a resident licensed agent of each of the companies listed
        on that form.

   c.    Certificate of Insurance

        Each Contractor shall furnish the Owner a certificate of insurance showing that the required
        workmen's compensation and public liability insurance are carried by the Contractor. The
        certificate of insurance should show that it is issued to or at the request of the Durham Public
        Schools Board of Education, Durham, North Carolina. All insurance carriers shall be licensed to
        do business in North Carolina or approved to issue insurance coverage by the Commissioner of
        Insurance of North Carolina.

        The certificate of insurance shall include substantially the following provision: The insurance
        policies to which this certificate refers shall not be altered or canceled until after ten (10) days'
        written notice of such cancellation or alteration has been sent by certified mail to the Durham
        Public Schools, Attn: Anitra McInnis, 2011 Hamlin Road, Durham, NC 27704.

   d.    The Durham Public Schools Board of Education reserves the right to reject any carrier of
         insurance shown in the certificate of insurance by the Contractor on the grounds of poor claim
         service or financial responsibility.

SAFETY. Contractor shall be familiar and in complete compliance with OSHA requirements and

AFFIRMATIVE ACTION. The Contractor shall take affirmative action in complying with all Federal
and State requirements concerning fair employment of the handicapped, and concerning the treatment of
all employees, without regard or discrimination by reason of race, color, religion, sex, national origin or
physical handicap.

ADVERTISING. In submitting his proposal, bidder agrees not to use the results there from as a part of
any commercial advertising without prior approval of the Durham Public Schools Board of Education.

INDEMNIFICATION. To the fullest extent permitted by law, the Contractor shall indemnify and hold
harmless the Owner and the agents, consultants and employees of the Owner, from and against all claims,
damages, losses and expenses including, but not limited to, attorneys' fees, arising out of or resulting from
the performance or failure of performance of the Contractor, provided that any such claim, damage, loss
or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of
tangible property including the loss of use resulting there from, and (2) is caused in whole or in part by

any negligent act or omission of the Contractor, the Contractor's sub-contractor, or the agents of either the
Contractor or the Contractor's sub-contractor. Such obligation shall not be construed to negate, abridge,
or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any
party or person described in this Item.

Additional Information

   Durham Public Schools reserves the right to change schedule dates or contract terms depending upon
    the availability of funding.

   Failure to provide complete information with this proposal will deem the proposal to be considered
    non-responsive, and may disqualify the proposal.

Contractor Availability. Within 24 hours notification, the Contractor shall correct any problems within the
scope of this agreement. The Contractor shall maintain Nextel Direct Connect communications on the
jobsite during normal business hours so that the Director can contact them at anytime while they are on the

Responsibility For Damage Claims. The Contractor shall indemnify and save harmless the DPS and
its officers, agents, and employees from all suits, actions or claims of any character brought for any injury or
damages received or sustained by any person, persons, or property by reason of any act of the Contractor,
its agents or employees, in the performance of the contract.

Evaluation Criteria

       DPS, at its sole discretion, will select the proposal which best fulfils our requirements and
    provides the best value to DPS. Proposals received from offering firms by the closing deadline will
    be evaluated by the DPS Maintenance Services.
       The proposal will be evaluated on completeness of response, experience/qualifications, quality
    of products proposed, cost, and safety/liability. It is the intent of DPS to award the contract to the firm
    deemed to be the most responsive and responsible in meeting our criteria.
       DPS may request additional information from suppliers to clarify elements of their proposals.
   DPS reserves the right to make independent investigations as to the qualifications of the bidder. Such
    investigation may include contacting existing customers.
   DPS Maintenance Services will notify companies after all proposals are received on whether a
    presentation is required.

BID No.___________     BIDDER: __________________________________





The following information is required for your bid package to be considered complete.

Attachment (A) Facilities Name and Address Report

Attachment (B) Listing of Schools with Summer Programs

Attachment (C) Listing of Cafeteria Hood Housing Fire Suppression Systems

Attachment (D) Hood System Information Inventory


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