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20 February 2024 Kitchen Hood and Duct Cleaning ASU Facilities Development and Management is accepting proposals for cleaning of commercial kitchen hoods and ducts on ASU campuses. 20 February 2024 Open 2/20/2024 12:00 PM MST Type Request for Proposal Close 4/5/2024 12:00 PM MST Number RFP 442403 Currency US Dollar Sealed Until 4/5/2024 12:00 PM MST Payment Terms Net 30 20 February 2024 Contacts Kelly Kassa kassa@asu.edu 20 February 2024 Commodity Codes Commodity Code Description 73-02 Industrial Cleaning Services 72-02 Building and facility maintenance and repair services 20 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 2024 mailto:kassa@asu.edu Facilities Development and Management Department (FDM) at Arizona State University is accepting proposals for the provision of monthly, bi-monthly,

quarterly, and semi-annual cleaning of commercial kitchen hoods and ducts located on ASU campuses and locations. Other Important Information: For the purposes of the RFP, the buyer is Kelly Kassa, email: Kelly.Kassa@asu.edu Bid Open Date: 2/20/2024 12:00PM AZ Time, Deadline for Inquiries: 3/21/2024 12:00PM, AZ Time Bid Close Date: 4/5/2024 12:00PM, AZ Time The Bid Opening Information Meeting will be available via Zoom: 4/5/2024 12:00PM AZ Time * Meeting URL: https://asu.zoom.us/j/4754442923?omn=88105603035&from=addon *Attendance in this meeting is not mandatory. Site Walk-Thru Information (more details in the Prerequisites section) Site Walk Thru events as scheduled below is intended to disseminate the same information to all attendees in accordance with the principle of open and fair competition. As it pertains to this RFP process, any attempt made by the Proposer to either solicit additional or exclusive information is strictly prohibited. Soliciting such information from individuals other than the Buyer listed, and/or disrupting business operations at any given time shall be subject to disqualification of Proposer at the discretion of the University. Monday, March 4, 2024 Tempe: ● Memorial Union: 7:00AM AZ Time ● Mountain America Stadium: 9:00AM AZ Time ● Desert Financial Arena: 10:00AM AZ Time ● Tooker House Dining Hall: 11:00AM AZ Time ● Manzanita Hall: 12:00PM AZ Time ● Hassayampa Academic Village: 1:00PM AZ Time ● Barrett Honors College: 2:00PM AZ Time Tuesday, March 5, 2024 West: ● Verde Dining Pavilion: 7:00AM AZ Time ● University Center Building: 7:30AM AZ Time Downtown: ● Gordon Commons: 9:30AM AZ Time Poly Tech: ● Student Union: 1:30PM AZ Time Description ● Citrus Dining Pavilion: 2:00PM AZ Time Required to View Event Prerequisites Required to Enter Bid 20 February 2024 1. Review the Intent, Background and Term of the RFP 2. Review the Instructions to Proposers 3. Review the Site Walk-Thru information 4. Review the Evaluation Criteria instructions 5. Review the Small Business & Small Disadvantaged Business Information 6. Review the Cooperative Agreements Information 7. Review Sustainability Requirements 8. Complete the attached Mandatory Certifications and upload in this section 9. Review the Proprietary/Confidential Statement instructions. 20 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 2024 Buyer Attachments There are no Buyer Attachments added to this event. 20 February 202420 February 202420 February 202420 February 202420 February 202420 February 2024 Questions Required Questions Group 1.1: General Requirements Instructions: 1.1.1 ASU assumes the role of the custodian for the maintenance and upkeep of kitchen hoods situated on ASU premises. ASU oversees the scheduling and disbursement of payments for all services executed in connection with the maintenance of these kitchen hoods. 1.1.2 Contractor’s personnel shall be attired with company logo uniform and visibly display Contractor picture ID at all times while on ASU property. 1.1.3 If no, describe how you may be able to meet this requirement. 1.1.4 ASU requires that Contractor and their staff shall adhere to the EHS 706: Minors on Campus policy as attached. 1.1.5 The Contractor shall take all appropriate steps to ensure their staff abide by all University rules and regulations, as well as laws governing the campus. 1.1.6 Prior to ASU granting access to keys and residential areas of the buildings, the Contractor shall provide a list of the service technicians and a copy of their Arizona Fingerprint Clearance Cards obtained from the Arizona Department of Public Safety Services to the ASU FDM Manager. 1.1.7 Keys and access cards will be furnished through a Key Box System checked out/in daily after filling out required forms. The Contractor shall be held accountable for the proper use and liable for the cost of any replacement keys and security access cards, including the cost of replacing locks for any such building as deemed necessary by the University. Replacement costs will be at the prevailing market rate for labor and materials. 1.1.8 The Contractor shall also obtain an official ASU ID card for access to key watcher boxes and dining halls and roofs. https://cfo.asu.edu/cardservices 1.1.9 The Contractor shall promptly report to the ASU FDM Manager any keys and ISAAC cards that do not provide the necessary access to buildings or rooms that require cleaning. 1.1.10 No unauthorized personnel will be allowed in the facilities by the Contractor. 1.1.11 It is the Contractor’s responsibility to secure all windows and doors when leaving all areas within the facility (except areas designated to remain open). 1.1.12 If no, describe how you may be able to meet this requirement. 1.1.13 The Contractor shall furnish all labor, materials, supplies, tools, equipment, supervision, transportation, and any other services or items necessary to accomplish the work as planned to the required specifications. 1.1.14 If no, describe how you may able to meet this requirement. 1.1.15 The Contractor shall perform all services during hours permitted by ASU at the various work locations (non-business hours inclusive of evenings and weekends) and shall not interfere with usual hours of operation. 1.1.16 If no, describe how you may be able to meet this requirement. 1.1.17 A pre-planned list of work activities shall be provided to ASU and approved, at a minimum of 5 business days in advance of the scheduled date for each location. 1.1.18 If no, describe how you may be able to meet this requirement. 1.1.19 All scheduled hood cleaning frequency rotations must be met within a five-day window (before or after) the previous cleaning date. Non adherence to this five-day rotation window requires the applicable service charges to be reduced by 10% upon completion of work performed. 1.1.20 If no, describe how you may be able to meet this requirement. 1.1.21 Once a cleaning appointment has been scheduled, the vendor is required to give a 24-hour notice if there is a need to reschedule the service. Failure to provide such notice or being a no-show for the scheduled service will result in ASU applying a 10% reduction in the service cost upon completion. 1.1.22 If no, describe how you may be able to meet this requirement. 20 February 202420 February 202420 February 202420 February 202420 February 2024 1.1.23 The FDM Manager, or their representative, will conduct inspections following each service to ensure contractor compliance before accepting the rendered services. In the event that deficiencies are identified, the FDM Manager or their representative will notify the Contractor of the specific issues that need to be addressed and resolved by the next working day or within an agreed upon timeframe. If the deficiencies are not rectified within the agreed-upon timeframe, payment may be withheld for the services. Alternatively, a fair dollar amount, determined by FDM Management and directly proportional to the remaining work hours, may be deducted from the service invoice once the work is completed and issues resolved. Failure to satisfactorily complete each service, persistent noncompliance, or failure to address identified deficiencies may result in the termination of the contract. 1.1.24 If no, describe how you may be able to meet this requirement. 1.1.25 Upon completion of cleaning process; the kitchen hood system is expected to be operational after use for 99.9% of the time. However, if the vendor turns off other disconnects on the rooftop, and leaves service access panels open; the vendor will incur a service charge to cover the cost of a technician who will be required to make the necessary repairs. 1.1.26 If no, describe how you may be able to meet this requirement. 1.1.27 Contractor is to provide paper or electronic copy of all applicable Safety Data Sheets (SDS) for any product or material used to complete work associated with this RFP. 1.1.28 If no, describe how you may be able to meet this requirement. Group 1.2: Cleaning Specifications Instructions: 1.2.1 All work shall be done in strict accordance with the following (hyperlinks included on the attached): Commercial Kitchen Hoods (Type I) shall be serviced and inspected in accordance with: 1) International Fire Code 2018 Edition to include but not limited to Chapter 6 Building Services and Systems, Section 607 Commercial Kitchen Hoods. UL 710 UL 710B. https://codes.iccsafe.org/content/IFC2018/chapter-6-building-services-and-systems 2) NFPA 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations 2017 Edition. International Mechanical Code 2018 Edition https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-st andards/detail?code=96 3) ANSI/IKECA C10: Standard for Cleaning of Commercial Kitchen Exhaust Systems https://www.ikeca.org/page/ANSIIKECAStandards 1.2.2 If no, describe how you may be able to meet this requirement. 1.2.3 Hoods, grease-removal devices, fans, ducts, and other appurtenances shall be inspected by awarded supplier at intervals specified in Table 607.3.3.1 (at https://codes.iccsafe.org/content/IFC2018P6/chapter-6-building-services-and-systems# IFC2018P6_Ch06_Sec607.3.3.1) attached here for convenience; or as approved by the fire code official. Inspections shall be completed by qualified individuals. 1.2.4 If no, describe how you may be able to meet this requirement. 1.2.5 ASU retains the right to modify cleaning frequencies based on hood usage. The selected vendor is expected to uphold the quoted price for both scheduled and on-demand cleaning services. 1.2.6 If no, describe how you may be able to meet this requirement. 1.2.7 Flammable solvents or cleaning aids shall not be used. Cleaning chemicals shall not be applied on fusible links, other detection devices, or the automatic extinguishing system. 1.2.8 Whenever possible, replacement products of equal performance that are environmentally safe or sustainably conscious are highly encouraged. 1.2.9 If no, describe how you may be able to meet this requirement. 1.2.10 At the start of the cleaning process, electrical switches that could be activated accidently shall be locked out in accordance with ASU Policy EHS: 117 Lockout/Tagout; https://public.powerdms.com/ASU/documents/1549571. See EHS manual attached. 1.2.11 If no, describe how you may be able to meet this requirement. 1.2.12 Contractor will check motor for worn bearings and worn insulation on conduit. Contractor will report findings of worn condition of bearings and insulation for FDM to make further determinations. 20 February 202420 February 202420 February 202420 February 202420 February 2024 1.2.13 If no, describe how you may be able to meet this requirement. 1.2.14 Units with removable access panels will be removed to facilitate cleaning. Access panels shall be reinstalled and properly sealed upon completion. 1.2.15 If no, describe how you may be able to meet this requirement. 1.2.16 Components of the fire suppression system shall be readily available and operable during the cleaning process. The fire suppression system shall not be deactivated or obstructed in any manner. This includes putting covers over the heat detectors and smoke detectors or blocking any portable fire extinguisher or access to the Ansel system emergency pull station or building fire alarm pull stations. 1.2.17 If no, describe how you may be able to meet this requirement. 1.2.18 All grease and debris will be removed from interior of hood, drip pan, hood rims, fire extinguisher plumbing heads and thermocouples under hood, lower drip pan or fan, interior and exterior of blower fans, drip spouts on fan blower, fan blades, motor housing (with non-conductive electrical cleaner if direct drive), fans, fan housings, scrolls and squirrel cages. 1.2.19 If no, describe how you may be able to meet this requirement. 1.2.20 Hoods will be cleaned from behind filters and up into exhaust duct to remove dirt and grease. Interior/exterior of hood will be wiped down. Exhaust hoods interior/exterior shall be hand washed/wiped and polished with products intended for stainless steel. 1.2.21 If no, describe how you may be able to meet this requirement. 1.2.22 Hood grease filter frames shall be cleaned by wire brushing and washed using a solution non-caustic to the finished surface. Where minor damage is discovered, the frames shall be repaired by straightening. Any major damage will be reported to ASU for corrective action. 1.2.23 If no, describe how you may be able to meet this requirement. 1.2.24 Hoods, grease removal devices, fans, ducts and other appurtenances shall be cleaned to bare metal prior to surfaces becoming heavily contaminated with grease and oily sludge. 1.2.25 If no, describe how you may be able to meet this requirement. 1.2.26 Contractor will remove, clean, or replace each units hood filters. Contractor will remove and clean filter racks. 1.2.27 If no, describe how you may be able to meet this requirement. 1.2.28 After the exhaust system is cleaned to bare metal, it shall not be coated with powder or other substances. 1.2.29 All exhaust ducts and turning vanes will be hand scraped and brushed to remove all dirt, grease and debris. Cleaning will be accomplished through available access (i.e. Contractor shall not cut new access holes into the stainless steel ductwork). 1.2.30 If no, describe how you may be able to meet this requirement. 1.2.31 All exhaust stacks will be hand scraped to remove all dirt and grease build-up. Hand wash/wipe clean interior surfaces of exhaust shafts and stacks. Cleaning will be accomplished through available access (i.e. Contractor shall not cut new access holes into the stainless steel ductwork). 1.2.32 If no, describe how you may be able to meet this requirement. 1.2.33 Hand wash/wipe clean all interior surfaces of horizontal and linear grease exhaust ductwork and turning vanes as well as all dampers and diffusers (while they remain in position for proper airflow), and pressure wash and hand wipe exhaust fans. 1.2.34 If no, describe how you may be able to meet this requirement. 1.2.35 Automatic and manual dampers shall be inspected and tested to ensure freedom of action. Dampers shall be in proper working condition including opening and closing automatically. Any mechanical defects will be reported to the ASU FDM Manager and University Fire Marshal for correction. All manual dampers shall be marked and reset in the exact position as found at the commencement of the project. 1.2.36 If no, describe how you may be able to meet this requirement. 1.2.37 Upon completion of project, any and all access panels and doors removed for cleaning process shall be replaced to their original location; and all electrical switches and system components shall be returned to operable state. 1.2.38 If no, describe how you may be able to meet this requirement. 1.2.39 The Contractor shall keep the job site clean of all surplus materials and debris. The Contractor shall dispose of all debris and leave area broom clean at the end of each work shift. 20 February 202420 February 202420 February 202420 February 202420 February 2024 1.2.40 If no, describe how you may be able to meet this requirement. 1.2.41 All areas will be covered to protect from spillage. Any spillage will be removed and properly disposed from covered surfaces and floors. 1.2.42 If no, describe how you may be able to meet this requirement. 1.2.43 Upon cleaning completion, a form will be provided to display in kitchen area indicating the schedule of cleanings for the year to date, with labels indicating date cleaned, areas cleaned and areas not cleaned shall be displayed. 1.2.44 If no, describe how you may be able to meet this requirement. 1.2.45 A project report shall be prepared to include before and after cleaning photos. This report shall be presented to ASU at the conclusion of each cleaning along with notification to the University Fire Marshal’s Office via email at asufire@asu.edu (include all completed documentation with email). Subsequent requirements for fire inspection, may be determined by the Fire Marshal and ASU FDM. 1.2.46 If no, describe how you may be able to meet this requirement. 1.2.47 All wastewater shall be properly disposed of into the floor drains leading to the grease interceptors. It is important to note that all campuses are equipped with grease traps specifically for the kitchens. 1.2.48 If no, describe how you may be able to meet this requirement. Group 1.3: Technical Certifications/Requirements Instructions: 1.3.1 Minimum required certification for technicians performing work at ASU is CECT (Certified Exhaust Cleaning Technician). 1.3.2 If no, describe how you may be able to meet this requirement. 1.3.3 Additional Preferred Certifications: Certified Exhaust Cleaning Specialist (CECS) and/or Certified Exhaust System Inspector (CESI). 1.3.4 If no, describe how you may be able to meet this requirement. 1.3.5 All work shall be performed by experienced and qualified personnel while supervised by a foreman having thorough knowledge and experience in the cleaning of grease exhaust systems. 1.3.6 If no, describe how you may be able to meet this requirement. Group 2.1: Proposer Qualifications Instructions: 2.1.1 Company Overview and Experience: Please provide a brief description of the firm’s business or corporate profile including the company or business name, its registered address, the number of years in business, the type of operation, strengths in the industry and business philosophy. 2.1.2 Organization Structure: Your proposal shall include the organizational structure of the firm including the organizational structure for the management and operation of the services requested in this RFP. 2.1.3 Key Personnel: Please provide resumes of support staff including Project Manager(s) and key personnel. 2.1.4 Please provide a statement documenting all open or pending litigation initiated by Proposer or where Proposer is a defendant or party in any litigation that may have a material impact on the Proposer’s ability to deliver the contracted services. 2.1.5 Describe your firm’s employee hiring and training practices, including process for background checks and fingerprint policy. 2.1.6 Provide evidence and details on methods employed to maintain compliance at all times with the rules and regulations of any and all regulatory bodies (such as NFPA 96, and ANSI/IKECA C10, OSHA, EPA, etc.) as well as meeting all industry standards. 2.1.7 Provide your firm’s Hazardous Materials Management procedures, including those pertaining to the use and storage of cleaning and maintenance materials. 2.1.8 Briefly describe your quality control procedures and/or checklist including illustrations of reporting mechanisms that are real-time and transparent to budgetary dashboards and controls, incident tracking, and performance to specifications. 2.1.9 Please briefly describe your firm's process for removing, cleaning, replacing hood filters including filter exchange procedures if applicable. 2.1.10 One additional service that the University might look at is a preventive maintenance service of the kitchen hood exhaust fans that includes replacing exhaust fan drive belts annually. Please provide a brief description of the annual preventative maintenance services your firm would be able to offer ASU. 20 February 202420 February 202420 February 202420 February 202420 February 2024 2.1.11 What are your firm’s service level response times as it relates to emergencies and ad hoc work requests? 2.1.12 Please define your communication process in managing non-urgent, urgent, and emergency situations including approvals and process flows. 2.1.13 Proposer must provide a list of subcontractors that may be utilized for this RFP if the use of subcontractors is part of the proposal. 2.1.14 Provide examples of reports that will be provided to the University in support of your key performance indicators. 2.1.15 Provide a description of your firm’s best practices to achieve zero solid waste, including annual reporting mechanisms to support ASU in this initiative. 2.1.16 Briefly describe your communication escalation process for employees and/or subcontractors, to initiate ideas and implement actions in consultation with ASU FDM, to support Zero Waste Management initiatives. Group 2.2: Financial Statements Instructions: 2.2.1 Option A. Proposers who have audited financial statements are to provide the following: Audited financial statements for the two (2) most recent available years. Option B. Proposers who might not have audited financial statements are to provide the following: It is preferred that audited financial statements for the two (2) most recent available years be submitted. However, if not available, provide a copy of firm’s two (2) most recent tax returns or compiled financial statements by an independent CPA. If the financial statements are intended to be confidential, please follow the Proprietary/Confidential Statement Instructions available in the Prerequisites. Group 3.1: Financial Proposal Instructions: 3.1.1 Proposer shall complete the attached cost proposal. NOTE: All costs must be identified in your response as the University will not pay for any hidden costs. (See Attached Pricing Schedule). Group 4.1: Sustainability Questionnaire Acknowledgement Instructions: 4.1.1 Arizona State University integrates sustainability into procurement practices to advance our commitment to sustainability. Please review the attached practices and acknowledge you have reviewed the options. Group 4.2: Supplier Sustainability Questions Instructions: 4.2.1 Sustainability is embedded in our organization's overall purpose, vision, mission and strategic goals. 4.2.2 Our organization uses annual metrics to determine sustainability goals and projects. 4.2.3 Annually measures: Water Usage 4.2.4 Annually measures: Energy 4.2.5 Annually measures: Greenhouse gas emissions (GHG) 4.2.6 Annually measures: Waste 4.2.7 Annually measures: Sustainable Purchasing 4.2.8 Based on metrics, we have a staged plan to expand upon sustainability programs within our operations. 4.2.9 We can show how we have publicly advocated for sustainability as a market force for progress in our industry, in the past year. 4.2.10 Provide a summary on programs related to diversity, inclusion or social equity? 4.2.11 Please provide a summary of any value added sustainability programs, including but not limited to: (A) Support of ASU’s Sustainability Goals (https://cfo.asu.edu/sustainability-goals-and-vision); (B) Sustainability focused position(s); (C) Sustainability product and service reporting capabilities Group 4.3: Sourcing Sustainability Instructions: Current sustainability scope for products and services: We actively address these product and service sustainability issues in the sourcing and supplying of our services/products. (Check all that apply.) 4.3.1 Environmental impact issues 4.3.2 Employee impact issues 4.3.3 Community/ethical issues 20 February 202420 February 202420 February 202420 February 202420 February 2024 Group 4.4: Leadership in Sustainability Instructions: 4.4.1 An executive is responsible for sponsoring and overseeing the integration of sustainability into all organization processes. 4.4.2 Sustainability goals are championed by roles dedicated to sustainability. 4.4.3 Sustainability goals are championed and supported by staff through sustainability engagement teams, training, courses, and organization events. 4.4.4 We share our best practices, guidance, tools, etc. with others in the sustainability focused community. Group 5.1: ASU's Terms and Conditions Instructions: 5.1.1 I have read and agree to ASU's Terms and Conditions located at https://www.asu.edu/purchasing/pdf/Stand_TsCs_Provisions.pdf. If "NO", you will be required to submit exceptions with justification and alternate language. Proposals that are contingent upon any changes to these mandatory terms and conditions may be deemed non-responsive and may be rejected. 5.1.2 All exceptions must be submitted with justification and alternate language, and MUST be submitted with the submittal. In no event is a proposer to submit its own standard contract terms and conditions as a response to this Request for Proposal. 5.1.3 I have read the attached ASU Insurance Requirements and all requirements will be met 5.1.4 All exceptions to insurance requirements must be submitted with justification and alternate language, and MUST be submitted with the proposal. Group 6.1: Proprietary/Confidential Statement Instructions: 6.1.1 Per pre-requisite instructions, If you are submitting any information you consider to be proprietary or confidential, you must create a password protected zip file and upload the document along with a justification in the appropriate area within this RFP. In an email outside of the RFP, send the password directly to the Buyer referencing the RFP number (**Kelly.Kassa@ASU.EDU**). If the Executive Director of Procurement concurs, this information will not be considered public information. The Executive Director of Procurement is the final authority as to the extent of material, which is considered proprietary or confidential. Pricing information cannot be considered proprietary or confidential. Proprietary or confidential information must be submitted as stated in the Prerequisites section. Any watermarks, footnotes, copyright or reference to proprietary or confidential throughout the submitted proposal will be disregarded as boilerplate markings. I have read and understand. 6.1.2 If you have proprietary or confidential information, upload the password protected zip file here and email the Buyer with the password. For each individual document you've included in your zip file, with the exception of Financial Statements properly submitted via the instructions provided (if applicable), you MUST provide a justification explaining for why this is considered proprietary and confidential to your business. Please provide this information via the file attached. If no justification supporting your submitted Proprietary and Confidential information is enclosed, the request will be disregarded. 20 February 202420 February 202420 February 202420 February 202420 February 2024 Product Line Items Product Line Items There are no Items added to this event. 20 February 202420 February 202420 February 202420 February 2024 Service Line Items Service Line Items There are no Items added to this event. 20 February 202420 February 202420 February 2024