RFP 2024-18 Kitchen Exhaust Cleaning

1 Jackson Public School District 662 South President Street Jackson, MS 39201 Contact Information: Project Administrator: Alfred Young Telephone: 601-9873516 E-mail: alyoung@jackson.k12.ms.us RFP 2024 - 18 Title: Kitchen Exhaust Cleaning Issue Date: Thursday, April 11, 2024 Submission Deadline: Tuesday, April 30, 2024 Time: 10:00 a.m. (Central Standard Time) PLEASE SUBMIT ONE (1) ORIGINAL RFP DOCUMENTS AND (6) COPIES IN THE FORMAT/DESIGN ISSUED ALONG WITH ANY OTHER DOCUMENTATION ATTACHED TO THE BACK OF PROPOSAL. If you would like the tabulation for this RFP after Board Approval, please go j. Double click on Departments and select Business Office. Open the Purchasing page. Select Purchasing Approved Bids/RFPs. These documents will give you the tab sheet approved by the Jackson Public School District Board of Trustees. If the RFP in question is not listed, contact the Purchasing Office at 601-960-8799 for assistance. Jackson

Public School District 2 PROPOSAL FORM Board of Trustees Jackson Public School District Jackson, Mississippi Ladies and Gentlemen: I/We, propose to furnish and deliver all items and/or to perform all services according to all sections of this rfp document (Proposal Form, Instructions and Conditions, detailed written Specifications, and Addendum if applicable) and in the quantities at the indicated prices, as called for in the document(s). All quantities indicated have been checked very closely, and both unit price and total price (where requested) have been submitted with the understanding that we shall be responsible for making complete and satisfactory delivery accordingly, within the time frame agenda (if applicable). All items contained in this RFP shall be as specified or JPSD approved equal. For any item(s) proposed which is other than as specified, a complete and detailed cut and description for each item(s) must accompany the rfp, if the item(s) is to be considered. Please carefully read each section of this RFP. Acceptance of Proposals: The Jackson Public School District reserves the right to: • Have sole discretion to waive minor irregularities in proposals. A minor irregularity is a variation from the proposal that does not affect the proposal or gives one offeror an advantage or benefit not enjoyed by other offerors, or adversely impacts the interests of the school district. • Accept the "lowest and best" RFP which in their judgment assures JPSD the product(s) or service(s) having the best performance and the highest level of function, quality, and value. • Not accept the lowest priced proposal. Proposals that do not comply with the requirements stated within this RFP subject to disqualification. Proposals that do not meet the deadline date/time will be returned to the vendor unopened. • Request additional information or conduct discussions with one or more respondents after the RFP deadline, to secure a final selection to award RFP should such action be in the best interest of JPSD. • See Pages eleven (11) and twelve (12) for further instructions. I/WE UNDERSTAND AND AGREE THAT NEITHER THE AWARD OF THIS RFP TO ME/US BY THE DISTRICT'S BOARD OF TRUSTEES NOR RECEIPT BY ME/US OF A NOTICE OF ACCEPTANCE OF THIS RFP SHALL CONSTITUTE THE MAKING OF A CONTRACT BETWEEN JPSD AND ME/US, WHICH SHALL BE CONDITIONED UPON THE EXECUTION BY BOTH JPSD AND ME/US OF A FORMAL, WRITTEN AGREEMENT. RESPECTFULLY SUBMITTED, COMPANY __________________________________________________________________________________ ADDRESS __________________________________________________________________________________ __________________________________________________________________________________ PHONE ______________________________________ FAX _______________________________________ E-MAIL ADDRESS __________________________________________________________________________________ PRINTED SIGNATURE __ _______________________________________________________________________________ WRITTEN SIGNATURE __________________________________________________________________________________ TITLE __________________________________________________________________________________ DATE __________________________________________________________________________________ CIRCLE THE OPERATING STATUS OF YOUR BUSINESS AS INDICATED: WOMAN OWNED NON-MINORITY MINORITY 3 REQUEST TO ADD VENDOR Post Office Box 2338 - Jackson, Mississippi 39225-2338 Email: mmays@jackson.k12.ms.us todom@jackson.k12.ms.us School/Department Requesting Vendor Addition______________________________________ To be completed by Vendor: Please complete all sections and emailed or fax back to (601-960-8967. Will your company accept purchase orders? _____Yes _____No Note: An original JPS purchase order is required for all material purchases. Do not accept any order without a purchase order. Are you an employee of the Jackson Public School District? ___Yes ___No Product Line ___________________________________________________________ PARENT COMPANY NAME: ______________________________________________ Doing Business As (dba) NAME: ___________________________________________ Order Address: _________________________________________________________ City: __________________________ State: ____________ Zip: _______________ Physical Address: ________________________________________________________ City: __________________________ State: ____________ Zip: _______________ REMITTANCE ADDRESS: Vendor Name: __________________________________________________________ Address: _______________________________________________________________ City: ___________________________ State: ______________ Zip: _________ Contact Person: _________________________________________________________ Phone: (_____) _____________________ Fax (_____) __________________ Email Address: __________________________________________________________ Parent Company Tax ID#___________________________________________________ D/B/A Federal Tax ID/Social Security #: _______________________________________ Select One This information will be used to track purchases from minority vendors. Minority Code: _____Woman & Minority _____Minority _____Non-Minority _____Woman Select One Type of Entity _____Individual/Sole Proprietor _____Corporation _____Partnership _____Other ___________ ****JPS accepts no responsibility for orders filled without a valid purchase order. Submitted By: Signature __________________________________Date______________________ FOR INTERNAL USE ONLY Vendor Number: _____________________ 1099: _____Yes _____No Completed By: _______________________ Date: __________________ Company’s W-9 must accompany this form for IRS purposes and Certificate of Insurance for not less than $1,000,000 as stated in Mississippi Code Section 31-7-139v) mailto:mmays@jackson.k12.ms.us file://///jpsd-files/504_Purchasing/2023-2024/Bids%20Complete/todom@jackson.k12.ms.us 4 The Board of Trustees of the Jackson Public School District (hereafter referred to as "JPSD") is soliciting sealed, written formal Requests for Proposals (RFP) from qualified vendors (hereafter referred to as "Vendor") for the purchase of furniture, equipment, supplies, materials, labor or services as outlined in the following specifications. Sealed RFP shall be received by JPSD, in the Business Office of the Jackson Public Schools, 662 South President Street, Jackson, Mississippi, until the time specified on the RFP Opening Schedule (front page of the formal RFP document), at which time all RFP shall be publicly opened and read aloud. Neither dating of the RFP form nor placing the RFP in the mail by this date shall meet legal requirements; the formal RFP document must be received in the Business Office of the Jackson Public School District on or before the date and time stated. JPSD reserves the right to reject any and all RFPs received and to waive any and all informalities. Vendors are encouraged to very carefully read all sections of this RFP document prior to submitting an RFP proposal. Any agreement generated due to an award, may be terminated by the District without cause upon one week’s prior notice to vendor. Vendor must provide a current copy of their company’s Certificate of Insurance with Workers Compensation included in the coverage for not less $1,000,000.00 dollars. JPSD must be listed as an insurer under the coverage provided. It is imperative that this insurance is maintained throughout the duration of the contact. This coverage must be submitted and kept on file with JPSD. It is the basic philosophy of JPSD to extend to all responsible Vendors equal consideration and the assurance of unbiased judgment in determining whether their product or service meets specifications and the educational needs of the school district. JPSD shall fairly evaluate all formal RFP proposals submitted and base all decisions on the "lowest and best" RFP concept, purchasing only those products and/or services which meet the specifications as written. All decisions rendered shall strive to achieve the greatest value from every tax dollar expended. JPSD shall make no discrimination based on race, color, creed, religion, or national origin, in either the product evaluation process or in transacting business with Vendors or Vendor representatives. The advertising and publishing of this RFP has met all legal requirements (Mississippi Code of 1972, Annotated, §31-7-13), hence the requirement to offer public notice of the intent of JPSD to solicit RFPs via this RFP document has been satisfied. This document is to serve as an invitation to all qualified vendors to extend to JPSD, an offer, for the sale of all products and/or services specified herein. It is the purpose of this RFP document to clearly define "open" and "competitive" product or service rfp specifications. All items on this RFP are to be as specified or JPSD approved equal. Addendum: Vendor shall acknowledge the receipt of all addendums which were issued during the course of this RFP. If specified in the text of the addendum, in addition to acknowledging receipt of the addenda below, the addenda may require additional information required for the RFP (e.g., pricing), in which case the Add RFP Addendum shall not only be acknowledged below but shall be completed and attached to the RFP at the time the RFP proposal is submitted. Receipt of the following Addendum issued during the course of this formal RFP is hereby acknowledged: It is acknowledged that this rfp proposal consists of the following sections: PROPOSAL FORM, INSTRUCTIONS AND CONDITIONS, SPECIFICATIONS and any ADDENDUM (if applicable). Addendum Number Date Addendum Number Date Addendum Number Date Addendum Number Date 5 Net Prices In all cases, prices quoted are to be net including all applicable discounts. A separate price shall be offered for each item and not in combination with other items (unless the grouping of items is otherwise allowed as defined in the specifications). Unit price shall prevail in case of a conflict between unit and total price (extension); written price shall prevail in case of a conflict between written and enumerated pricing. Vendors are instructed to round off all unit pricing and extensions to the nearest whole cent; i.e., round the pricing to two places to the right of the decimal point only. JPSD will only accept pricing which is stated in this manner. All items for which pricing is submitted which is other than two places to the right of the decimal shall be accepted; however, all digits beyond a whole cent (more than two places to the right of the decimal) shall be ignored in the RFP analysis process and the unit price indicated on the purchase order shall be to the nearest whole cent for each item involved. Payment and Invoicing Unless otherwise indicated in the detailed specifications of this RFP document; JPSD shall make remittance in a single lump sum payment following satisfactory delivery of all items listed on the purchase order or following satisfactory performance (final inspection) of all services as specified in the contract. JPSD remits by "completed purchase order" only; remittance shall not be made upon receipt of partial shipments or performance, or the receipt of invoicing for same, but only after all items included on the purchase order or contained in the contract are delivered and/or satisfied. It is mutually understood that invoices submitted against Multi-Year or Open Purchase Orders, remittances are processed based on the contracted scheduled agreement prior to the purchase order being generated. Only Multi-Year and Open Purchase Orders have multiple invoices received for remittance for payment. Professional Services, materials and other such services; invoices are submitted for payment in intervals following satisfactory delivery of ALL services and /or performance of ALL services indicated in the contracted agreement between said vendor and JPSD for that time period, following inspection if applicable. Any freight/shipping cost that may be incurred for tangible items, such as books, pamphlets, handouts, materials need for presentations, etc. must be included in the total price proposal price submitted if and applicable. Performance Penalty The Vendor is subject to a 10% penalty on this agreement for the 2024-2025 school year if the academic objectives of this agreement are not satisfied. The District will withhold 10% of the total contract for final payment to be made after the academic objectives are satisfied. Default and Delays Upon failure of the Vendor to deliver all of the items ordered or to render service, within the time set or allowed, the successful Vendor shall be considered in default, in which case JPSD reserves the right to terminate the purchase order or contract and to purchase similar supplies, services, or furniture and equipment, on the open market or secure the manufacture, delivery, and installation thereof by contract or otherwise. The Vendor shall be charged with any cost occasioned by JPSD whether the said cost is the same as originally accepted or any excess cost. Damage to School Property Any damage or loss to JPSD property as a result of any action by the Vendor in the delivery, execution or performance of any item or service stated in these specifications shall be repaired or replaced to the satisfaction of designated JPSD personnel, at the Vendor's cost, within a reasonable time. Guarantee Each Vendor, by presenting an RFP under these specifications, binds himself to make positive that all goods are fully up to the standards set by the specifications. Should it be discovered within a reasonable period of time from the date of purchase order or contract that such goods or services are not up to standard, JPSD shall have the right to have such goods or services replaced by others conforming to the standard requirements and the entire expense be borne by the Vendor. The Vendor shall agree to guarantee and warrant all equipment provided as a result of this RFP for a period equal to the stated guaranty/warranty in the specifications. All such warranties shall provide coverage as indicated in the specifications. Acceptance and Award of RFP Proposals The Vendor's RFP proposal, once submitted and accepted as a valid RFP by JPSD, shall be deemed by both parties to constitute a legal and binding offer on the part of the Vendor to sell to JPSD as per the terms of the 6 RFP specifications, all products and/or services contained therein. RFP proposals are subject to acceptance by JPSD at any time within forty-five (45) calendar days following the RFP opening date. Consequently, all price quotations shall be effective for a minimum of forty-five (45) calendar days and a maximum period as indicated in the specifications. All RFPs must be valid for the effective dates stated in the specification, if applicable. Award of contract shall be made to the responsible Vendor whose RFP, conforming to the specifications, is deemed to be the most advantageous to JPSD, price and all other factors considered. The Vendor acknowledges the right of JPSD to reject the RFP, in part or in total, if the Vendor fails to submit the data required in the specifications, or if the RFP is in any way incomplete or irregular. Under no circumstances may a Vendor deliver, install, or perform any service as specified in these specifications without written authorization from JPSD (i.e., a duly issued purchase order or signed contract). All RFPs shall be approved by the Board of Trustees prior to the final award. The Vendor shall be issued a purchase order document, which shall be deemed acceptance of the RFP proposal offer made by the Vendor, for all items and/or services approved by the Board of Trustees and awarded as a result of this RFP. However, if in the opinion of JPSD, a contract document is required to authorize the award of the RFP, Vendor agrees to sign and execute all such contract documents as required in the written specifications. NOTE: If Vendor policy requires that JPSD sign Vendor contract documents, a sample of all such documents shall be included with the RFP proposal and shall become a part of the Vendor's RFP proposal. All awards are based on the availability of funding. In the event of a reduction of funds, this award can be rescinded at any time. 7 Proposal Cover Page VENDOR INFORMATION Name and Title _______________________________________________________________________ Company Name________________________________________________Date___________________ SUBMISSION COVER SHEET AND CONFIGURATION SUMMARY By my signature below, I hereby represent that I am authorized to and do bind the offeror to the provisions of the attached proposal. The undersigned offers and agrees to perform the specified personal and professional services in accordance with provisions set forth in the Request for Proposals. Furthermore, the undersigned fully understands and assures compliance with the Conditions of Solicitation and Standard Terms and Conditions contained in the RFP. The undersigned is fully aware of the evaluation criteria to be utilized in vendor selection for approval. I further certify that ___________________________ is an authorized dealer in good standing of the products/services included in the proposal submitted in response to the RFP. ______________________________ ______________________ Authorized Signature Date ______________________________ Printed Signature ----------------------------------------------------------------------------------------------------------------------------- ------------- ----------- CONFIGURATION SUMMARY Vendor must provide a summary of the main component of services offered in this proposal using 100 words or less. 8 ASSURANCES AND SIGNATURE FORM In submitting this application, I certify that: 1. The organization will comply with applicable federal, state, and local policies and procedures. 2. Services will be provided under the supervision of highly qualified teachers and/or administrators. 3. The organization will maintain professionalism and confidentiality. 4. The organization is fiscally sound and will be able to complete services to the local educational agency. 5. The organization will ensure that the services provided are aligned the Mississippi Curriculum Frameworks and scientifically research-based practices. 6. The organization will comply with applicable federal, state, and local health, safety, and civil rights laws. 7. Provisions that subject all individuals employed by or otherwise associated with the approved provider, including volunteers, support staff, etc., who have direct contact with students, to the fingerprint and criminal history record check contained in law, including, Education Laws 305(30), 1125(3), 1604(39), 1604(40), 1709(39), 1709(40), 1804(9), 1804(10), 1950(4)(11), 1950(4)(mm), 2503 (18), 2503(19), 2554(25), 2554(26, 2590-h (20), 2854(3)(a-2), 2854(3)(a-3), and 3035. 8. All services will be secular, neutral, and non-ideological. 9. The organization will provide the local educational agency with information regarding implementation of proposal initiatives in increasing achievement, in a format, and to the extent practicable, a language or other mode of communication such that district personnel, parents / legal guardians, and community members can understand. The undersigned hereby certifies that I am an individual authorized to act on behalf of the organization in submitting this application and assurances. I certify that all of the information provided herein is true and accurate, to the best of my knowledge. I understand that the discovery of deliberately misrepresented information contained herein may constitute grounds for denying the applicant’s request for approval. Name of Organization Printed Name of Authorized Representative Signature of Authorized Representative Date Signed *For Educational/Instructional proposals 9 INDEPENDENT CONTRACTOR DEBARMENT VERIFICATION FORM (Please print clearly or type) **Appropriate signatures shall certify statements below. FEDERAL DEBARMENT CERTIFICATION: CONTRACTOR hereby certifies that at the execution of a contract with the Jackson Public School District (JPS) that the CONTRACTOR is not on the list for federal debarment on www.sam.gov – System for Award Management. STATE OF MISSISSIPPI REGISTRATION: CONTRACTOR hereby certifies that at the execution of a contract with the Jackson Public School District (JPS) that the CONTRACTOR is not on the list for debarment on www.sos.ms.gov for doing business with the State of Mississippi or with any Mississippi State Agency. PARTNERSHIP DEBARMENT CERTIFICATION: CONTRACTOR hereby certify that all entities who are in partnership through this contract or grant with the Jackson Public School District (JPS) (subcontractors, subrecipients, et al.) are not on the federal debarment list on www.sam.gov – System for Award Management or the State of Mississippi debarment list. Proof of documentation of partnership verification with SAM shall be kept on file and the debarment status shall be checked prior to submission of every contract/subgrant and modification to JPS. ______________________________________________ ________________________ Original Signature of Contractor or Authorized Official Date Subgrantee’s/Contractor’s Name Authorized Official’s Name Complete Address Contact Number Are you currently registered to do business in the State of Mississippi? (Yes or No) If yes, attach supporting documentation of registration status. If, no please register and provide documentation of registration status. (State/Other fund requirement) http://www.sam.gov/ http://www.sos.ms.gov/ 10 INDEPENDENT CONTRACTOR DEBARMENT VERIFICATION FORM* (Please print clearly or type) **Appropriate signatures shall certify statements below. FEDERAL DEBARMENT CERTIFICATION: CONTRACTOR hereby certifies that at the execution of a contract with the Jackson Public School District (JPS), that the CONTRACTOR is not on the list for federal debarment on www.sam.gov – System for Award Management. STATE OF MISSISSIPPI REGISTRATION: CONTRACTOR hereby certifies that at the execution of a contract with the Jackson Public School District (JPS),that the CONTRACTOR is not on the list for debarment on www.sos.ms.gov for doing business with the State of Mississippi or with any Mississippi State Agency. PARTNERSHIP DEBARMENT CERTIFICATION: CONTRACTOR hereby certifies that all entities who are in partnership through this contract or grant with the Jackson Public School District (JPS) (subcontractors, subrecipients, et al.) are not on the federal debarment list on www.sam.gov – System for Award Management or the State of Mississippi debarment list. Proof of documentation of partnership verification with SAM shall be kept on file and the debarment status shall be checked prior to submission of every contract/subgrant and modification to JPS. ______________________________________________ ________________________ Original Signature of Contractor or Authorized Official Date *Project is being supported with federal funds Subgrantee’s/Contractor’s Name Authorized Official’s Name Complete Address Contact Number Are you currently registered with www.sam.gov (Yes or No) If yes, attach supporting documentation and DUNS number must be Active with open access. (Federal fund requirement) Are you currently registered to do business in the State of Mississippi? (Yes or No) If yes, attach supporting documentation of registration status. If not, please register and provide documentation of registration status. (Federal and State/Other fund requirement) http://www.sam.gov/ http://www.sos.ms.gov/ http://www.sam.gov/ 11 Submission of RFP Proposals Instructions if not emailed to the email address listed: • Responses, once completed, should be placed in an opaque, sealed envelope • On the outside of the envelope, list the Company’s name/address, RFP number, title, opening date and addressee information as they appear in the RFP proposal that the response may be accurately delivered and registered upon receipt. A designated official who is a legal representative of the Company must list required signatures where noted prior to submitting sealed proposal. • Failure to comply with the above submittal instructions will cause proposals not to be registered or cataloged to the appropriate file or received timely. The original documents must be displayed in front of all copies submitted by interested parties. • Please submit Original RFP Documents in the Format Outlined along with Six (6) Copies and any Documentation submitted with the Proposal when Mailed or Hand Delivered to: • Any proposal not received by the stated deadline/time will not be considered and/or opened. The proposal will be returned to the Vendor at the Vendor’s expense. • The District accepts no liability for late submissions due to the actions of the United States Postal Service, Federal Express, United Parcel Service or any other delivery methods. Page (24): Cover page is to be placed on the very front of the vendors submitted proposal. In the event this page is not displayed when the opening of proposal occurs; it will not be acknowledged or allowed to be presented or evaluated. Place this page on the very front of the submitted documents. This is required on all submitted proposals weather mailed, hand delivery or electronically Uploaded. Submitted proposal must be signed by an authorized official to bind the offeror to the proposed provisions. Proposals received after the due date and time will NOT be considered. Incomplete proposals will not be accepted in the evaluation process and will not be returned for revisions. No faxed or emailed copies will be accepted. The Proposal Cover Page is located on page (24) of this document. Please submit the proposal when mailed or hand delivered to the below address: Jackson Public School District Business Office Attn: Michele Mays 662 S. President Street Jackson, MS 39201 Or Mailed or hand-delivered proposal must include the Original and six (6) copies. Proposals may be uploaded to www.centralbidding.com before the designated date and time. No copies are warranted if uploaded electronically. Please follow the proposal submittal instructions. http://www.centralbidding.com/ 12 INSERT PAGE NUMBERS WHEN SUBMITTING ELECTRONIC PROPOSALS. PLEASE SUBMIT RFP DOCUMENTS IN THE ORIGINAL FORMAT ALONG WITH OTHER SUPPORTING DOCUMENTS ATTACHED TO PROPOSAL AND UPLOADED TO www.centralbidding.com. For any questions concerning the process, or how to register, please contact Central Bidding at 225-810-4814. In order for this proposal to be accepted for evaluation, all information must be completed and all instructions must be followed. Until further notice, all hand delivery proposals delivered between 9:00 a.m. until 9:59 a.m. (local prevailing time) the date the bid is scheduled to open, must be delivered to JPSD Board Room, 621 South State Street, Jackson, MS 39201. RFPs openings will be video recorded for the public to view on the above date and time at Jackson Public School District, Central Office 621 S. South State Street, Jackson, Mississippi 39201. http://www.centralbidding.com/ 13 Clean and Degrease Kitchen Exhaust Hood Effective Dates: July 1, 2024 thru June 30, 2027 With the Option to Extend: July 1, 2027 – June 30, 2029 Introduction: The Board of Trustees of the Jackson Public School District (hereinafter referred to as "JPSD") is soliciting formal bid proposals from qualified vendors (hereinafter referred to as "Vendor") for the cleaning of kitchen exhaust hoods on a contractual "as needed" basis. Effective Dates of Bid: The original initial contract period is for three fiscal years. The effective date shall begin (July 1, 2024 - June 30, 2027) with the option to extend for two additional years (July 1, 2027 – June 30, 2029). Prices should be firm for this period. Termination: This Agreement may be terminated by the District, without cause, upon 30 working days’ prior written notice. This Agreement may be terminated by the District immediately for cause. For purposes of this Agreement, “cause” shall be defined as: (1) In the sole and absolute discretion of the District, the failure by Vendor to consistently and/or satisfactorily perform the scope of work required by this Agreement; (2) The breach by Vendor of any material term of this Agreement. Upon termination of this Agreement, whether for cause or without cause, the District shall compensate Vendor for all services satisfactorily performed up until the date of termination. Scope of the Work to Be Done: Vendor shall furnish all equipment, materials, labor and all other resources required to perform the service as defined herein. All work shall be in accordance with all Mississippi Health Department requirements as well as all other codes, regulations, etc., of EPA, Jackson, Hinds County, and the State of Mississippi. 1. All work is to be performed per the NFP A #96 Fire Code. Per NFPA Code, 11.4, - 11.6.2 states that the awarded company or person shall be certified, properly trained, and qualified to perform the cleaning. 2. Degrease and clean all areas of the kitchen range exhaust hoods, fans, filters, and other associated ductwork by utilizing “HOT” high pressure washing and/or steam cleaning and scraping without leaving a film residue 14 3. All chemicals must be USDA approved 4. All areas must be draped with no less than 2 ml plastic sheeting. Electrical outlets are taped to prevent water intrusion, lockout/tag out must be in place for the electrical supply source to the vent-a-hood fan at the breaker box and the fan shut off the supply source during the cleaning process. 5. The affected work area shall be mopped and cleaned after cleaning the hood system is complete. All other areas must be left in a workman-like manner and all cleaning supplies must be removed from the premises. 6. Horizontal ductwork may be scraped and degreased by hand or mechanical means due to possible leakage. 7. After cleaning is complete, the vent cleaning contractor shall place or display with the kitchen hood area a label indicating the date cleaned and the name of the servicing company and areas cleaned. 8. The successful bidder will perform service to 35 school sites. The list of schools are on pages 14- 15. 9. The bidder must provide a quote with the breakdown of the services. The JPSD Director of Child Nutrition and the Director of Plants shall approve all work. JPSD shall coordinate with the contracted Vendor concerning access to all facilities. JPSD will send a designated representative (custodian) to accompany the Vendor while the work is being performed. The Child Nutrition Employee/custodian will sign the invoice; thus verifying the work was completed. The size and number of the exhaust hoods is different at the various locations. It shall be the responsibility of the Vendor to visit each site and determine the number and size of each hood to be cleaned. Vendors shall sign-in at the Principal's Office prior to inspecting the hoods. Vendor shall be capable of beginning work to clean any number of exhaust hoods on an "as needed" basis within 48 hours following notification by JPSD 15 and shall then proceed with deliberate speed until all hoods which are requested to be cleaned are completed. Pricing: This bid shall be awarded in its entirety to a single Vendor. Pricing quoted for each location shall be firm for the effective dates of the contract. Pricing shall be for a single cleaning at each location. Method of Payment: Vendor shall sign a contract (sample attached) for services to be provided. JPSD shall issue written notification to the contracted Vendor for work to be done on an "as needed" basis during each month of the contract period. Vendor shall perform the cleaning and disposal as specified herein. Vendor shall submit an invoice, in duplicate, to the Office of the Director of Plants for all work performed during the month. The Vendor shall be paid for satisfactory performance rendered under the contract monthly in arrears. Contract: A sample contract document is attached to these specifications. Vendor should review the contract carefully and shall agree to execute the contract if awarded the contract for the services specified herein. Should the Vendor take exception to any part(s) of the contract such exceptions should be noted and attached to the bid proposal at the time of submittal. All such exceptions shall become a part of the Vendor's bid proposal. Vendor Qualifications: Vendor shall provide all of the detailed information requested in this Vendor Qualification section; failure to do so may result in rejection of the bid; all information must be provided on attached sheets; this information must be submitted in the format specified with the bid proposal and shall become a part of the Vendor's proposal. Vendor shall provide the response to each section of information on a separate sheet of 8 1/2" X 11" paper, preferably typewritten, and attach to the bid proposal at the time it is submitted. All such information provided shall become part of the bid proposal. (1) Legal Status - verify the following which are required to legally perform as per the scope of the work defined in these specifications; indicate that your company has presently all such licensing, certification and adequate insurance coverage for the scope of the work to be performed under the contract. Federal, State and Local Permits and Licenses Employee Bonds Insurance (Workman's Comp, Vehicle, Etc.) 16 (2) Resume of Permanent Staff - include the following information for each employee which will be directly and indirectly involved in the JPSD project. Names Work Experience (3) Other Resources - indicate the below requested information. Vehicles to be used - number, size and model year of vehicles; indicate the capacity of mobile grease storage tank for each vehicle. Indicate where grease is to be disposed. (4) Financial Status - Vendor shall include a current letter of credit from the Vendor's predominant financial institution(s) stating the financial status of the company. (5) History and Organizational Structure of Firm - offer the following concerning your firm. A Brief History of the Company Predominant products and/or services of the firm Number of years your company has been engaged in cleaning grease traps Organizational makeup and officers of the firm Minority ownership and/or participation in the operation of the company and to what extent (6) Present Clients - Indicate the following information concerning clients with which your company has contracted business of similar nature to the project as defined in these specifications. Client company names Addresses Telephone Numbers Contact Persons Size of the Contract 17 (7) Indicate if your company is an Equal Opportunity Employer; indicate confirmation of this requirement as regards your company. This Agreement may be terminated by the District, without cause, upon thirty (30) calendar days of prior written notice. This Agreement may be terminated by the District immediately for cause. For purposes of this Agreement, “cause” shall be defined as: (1) In the sole and absolute discretion of the District, the failure by Vendor to consistently and/or satisfactorily perform the scope of work required by this Agreement; (2) The breach by Vendor of any material term of this Agreement. Upon termination of this Agreement, whether for cause or without cause, the District shall compensate Vendor for all services satisfactorily performed up until the date of termination. NOTE: The schedule for cleaning at each location is as follows: PROPOSAL FORM Pricing on this form shall depict the price for a cleaning of the location specified. Location Address July 1, 2024 – June 30, 2027 July 1, 2027 – June 30, 2029 Bailey 1900 N. State Street Bates/Cardo za 3180 McDowell Rd. Ext. Blackburn Middle 1311 West Pearl Street Boyd Elem. 4531 Broadmeadow Street Callaway High 601 Beasley Road Casey Elem 2101 Lake Circle Clausell Elem 3330 Harley Street Forest Hill High 2607 Raymond Road Galloway Elem 186 Idlewild Street 18 Location Address July 1, 2024 – June 30, 2027 July 1, 2027 – June 30, 2029 Green Elem 610 Forest Avenue Hill High 2185 Fortune Street Isable Elem 1716 Isable Street Johnson Elem 1339 Oakpark Drive John Hopkins Elem 170 John Hopkins Ave Kirksey 651 James M Davis Dr. Lanier High 833 West Maple Street Shirley Elem 330 Judy Street McLeod Elem 1616 Sandalwood Place McWillie Elem 4851 McWillie Cir. Murrah High 1400 Murrah Drive North Jxn Elem 650 Lake Drive Northwest Jxn Middle 7020 Highway 49 North Oak Forest Elem 1631 Smallwood Street Obama 750 N. Congress St. Pecan Park Elem 415 Claiborne Avenue Peeples Middle 290 Treehaven Drive Powell Middle 3655 Livingston Road Provine High 2400 Robinson Street Spann Elem 1615 Brecon Drive Timberlawn Elem 1980 Siwell Road 19 Location Address July 1, 2024 – June 30, 2027 July 1, 2027 – June 30, 2029 Walton Elem 3200 Bailey Avenue Ext. Van Winkle Elem 1655 Whiting Road Whitten Middle 210 Daniel Lake Blvd. Wilkins Elem 1970 Castle Hill Drive Wingfield High 1985 Scanlon Drive Grand Total for Each Period $ $ 20 SAMPLE Contract Document attached; read carefully but do not complete at this time. JACKSON PUBLIC SCHOOL DISTRICT Post Office Box 2338 Jackson, Mississippi 39225-2338 CLEAN AND DEGREASE KITCHEN EXHAUST HOOD THIS AGREEMENT made the __ day of ___, 20__, between the Board of Trustees of the Jackson Public School District (hereinafter referred to as "JPSD") and _____, located in _____, Mississippi (hereinafter referred to as "Vendor"). WHEREAS, Vendor has submitted to JPSD a Formal Bid Proposal #__, titled "Clean and Degrease Kitchen Exhaust Hood", (___, 20__), a copy of which is on file in the JPSD Business Office (hereinafter referred to as Exhibit "A"); JPSD desires to accept the bid document (Exhibit "A") and it is therefore understood by all parties that the terms and conditions outlined in each section of Exhibit "A" pertaining to the Vendor providing a complete service to clean exhaust hoods at sites to be designated by JPSD. NOW, THEREFORE, the parties agree as follows: Scope of Agreement: Vendor agrees to perform as per the conditions and instructions of this contract as outlined in all sections of Exhibit "A" concerning the (a) cleaning of all kitchen exhaust hoods at sites to be designated by JPSD on an "as needed" basis during the effective dates of the contract (b) legally disposing of all materials at the specified sites and as per the specifications and pricing structure contained in Exhibit "A". An exact list of site locations which shall be included in this contract are included in Exhibit "A" and are therefore made a part of this contact. Terms of Agreement: The Vendor shall agree to enter into a contract with JPSD to begin cleaning of kitchen exhaust hoods effective upon approval by JPSD, and to provide such service on an "as needed" basis during the effective dates of the contract, as directed by JPSD, with all deliberate speed for one calendar year from the date of contract execution. The cost of the service performed by the Vendor shall be as per the "Amount" indicated in Exhibit "A" per each site (i.e., _____ which shall represent the unit cost to be charged by the Vendor for a single cleaning of all sites located next to the listed location. 21 Payment Terms: JPSD shall pay Vendor on a basis as specified in Exhibit "A", i.e., monthly in arrears for all services performed during each month. Payment shall be made by JPSD no later than fifteen (15) calendar days past the last day of the month in arrears following receipt in the Office of the Director of Plants of a correct, itemized invoice, in duplicate. Insurance Coverage: Vendor shall have in force liability insurance and workmen's compensation insurance in accordance with the scope of work to be performed as specified in Exhibit "A". Relationship of Parties: This agreement does not create a partnership or joint venture between JPSD and the Vendor, nor does it create a business relationship between the parties other than that specifically provided for by the terms of this agreement. Indemnification: Vendor shall, and hereby does, indemnify and hold harmless JPSD from any and all claims, suits, actions, judgements, settlements, damages, awards, costs and expenses of any kind or nature whatsoever arising from or out of any assertion of complaint by a third party of parties of any injury or damage resulting from the performance of this agreement by Vendor. Assignment: Neither party shall assign this agreement without the prior written consent of the other party. Termination: This Agreement may be terminated by the District, without cause, upon thirty (30) calendar days of prior written notice. This Agreement may be terminated by the District immediately for cause. For purposes of this Agreement, “cause” shall be defined as: (1) In the sole and absolute discretion of the District, the failure by Vendor to consistently and/or satisfactorily perform the scope of work required by this Agreement; (2) The breach by Vendor of any material term of this Agreement. Upon termination of this Agreement, whether for cause or without cause, the District shall compensate Vendor for all services satisfactorily performed up until the date of termination. JPSD Responsibilities/Vendor Access: JPSD agrees to provide the Vendor reasonable access to all buildings contained in the contract as required to perform under the contract as outlined in Exhibit "A". 22 Waiver: The express or implied waiver by JPSD of any right or remedy it may have under this agreement for any breach of any term of condition by Vendor of the same or any different term or provision of this agreement. Governing Law: This agreement shall be governed by the laws of the State of Mississippi regardless of the place of the physical execution of this agreement by the parties hereto. Modifications of the Contract: It shall be mutually agreed that there shall be no modifications to the contract once executed unless in writing and with the full agreement of both parties involved. Vendor agrees to execute any such written modifications which in the opinion of JPSD legal counsel such modification is necessary to ensure the compliance of the contract with Mississippi law or other governing laws or requirements. Integration Of Previous Negotiations: It is mutually agreed that this Contract; and Exhibit "A" - Formal Bid Number __ "Clean and Degrease Kitchen Exhaust Hood", which contains a listing of exact site locations at which the Vendor is to provide the service as defined in Exhibit "A", shall constitute the sole and complete agreement between the parties hereto. IN WITNESS HEREOF, the parties hereto have caused this instrument to be executed by their duly authorized officers or agents on the date herein. Jackson Public School District ________________________________________ By: Mr. Earl Burke Title: Chief Financial Officer Date: ________________________________________ Vendor: ________________________________________ 23 Address: ________________________________________ By: ________________________________________ Title: ________________________________________ Date: ________________________________________ 24 Jackson Public School District 662 South President Street Jackson, MS 39201 RFP Proposal #_________ RFP Title ________________________________________________________________ ________________________________________________________________________ Submission Deadline Date and Time: __________________________________________ Participating Vendor Name__________________________________________________ Address_________________________________________________________________ Handwritten Signature_____________________________________________________ Addendums Acknowledge Yes_________ or No _________ Combined Proposal Total Cost _______________________ This cover page is to be placed on the very front of the vendors submitted proposal. In the event that this page is not displayed when the deadline opening date occurs; it will not be acknowledged or allowed to be presented. Place this page on the very front of the submitted documents. This applies to all submitted proposals weather mailed, hand delivery or electronically emailed. Jackson Public School District Proposal Submission Cover Page