Kitchen Ceiling Tile Maintenance

REQUEST FOR QUOTATION Q23-01, Kitchen Ceiling Tile Maintenance To: All Prospective Vendors Date: January 17, 2023 From: Trey Tryan Fax: 770-888-0222 Email: ttryan@forsyth.k12.ga.us Phone: 770-781-6603 Date/Time Requested: Due no later than February 8th, 2023, 3:00 PM Purpose: The Forsyth County School System is seeking quotes for annual kitchen ceiling tile services and maintenance according to the terms and conditions of this solicitation. Quote Submission: Quotes must be submitted to FCS Purchasing Department, 441 Canton Hwy Cumming, GA, 30040. For the purposes of this solicitation, quotations may be submitted via email, traditional mail, or hand delivered, but must be received in writing. Questions: Questions should be submitted in writing to Trey Tryan (ttryan@forsyth.k12.ga.us). All questions and answers will be posted on FCS Purchasing Page. GENERAL TERMS &

CONDITIONS 1.1 The FCS Purchasing Regulations are incorporated in this solicitation (and therefore, any contract awarded as the result of the solicitation) by reference. By acceptance of this solicitation a bidder, potential bidder, or contractor agrees to be the terms of the FCS Purchasing Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation. 1.2 Prices must remain firm for a period of six months after date of award. 1.3 Quotes that contain minimum order amounts will not be accepted unless called for in the Special Terms and Conditions. 1.4 Pricing must be submitted on the Quote Form as requested without conditions unless called for in Special Terms & Conditions. 1.5 FCS reserves the right to accept or reject any part of a submitted quotation, to accept the entire quote from one bidder, to accept portions of the quote from several bidders, or to reject all quotations submitted or waive any minor irregularity. FCS reserves the right to award the bid under the most beneficial economic terms for the FCS. 1.6 Purchases by FCS are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption Certificates will be furnished upon request. PURCHASING DEPARTMENT 441 Canton Hwy Cumming, GA 30040 Phone: 770-781-6603 www.forsyth.k12.ga.us FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 2 2.0 SPECIAL TERMS & CONDITIONS 2.0 Contractors – Awarded contractors shall be licensed to perform all elements of this contract in the state of Georgia, must not be suspended or debarred from any governmental contract and perform all services as detailed according to all applicable laws, ordinances, rules and regulations. 2.1 Contract Terms- All pricing, terms and conditions shall remain firm as per the contract terms herein. In the event of default to any material element of the contract, FCS reserves the right to not consider the contractor for future solicitations and awards. In addition, breaches determined unreasonable or serious by FCS, may result in vendor/manufacturer suspension or debarment from future FCS procurement functions. 2.2 Price Modification-Prices must remain firm during the contract period for a minimum of six months after award. Vendor can request a price modification after six months, but it must be accompanied by documentation supporting the increase (ie: CPI). FCS reserves the right to accept, negotiate, or deny and re-solicit any request for price escalation. FCS will not accept under any circumstances the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price. 2.3 Georgia Security/Immigration Compliance Act- Contractor must submit O.C.G.A. § 13-10- 91(b)(1) Affidavit included in this document as required by State Law. 2.4 Inspections & Corrections of Work- Contractor shall complete all scope of services as detailed to the satisfaction of FCS personnel. Any work deemed unsuitable by FCS shall be corrected in a timely matter to the satisfaction of FCS and at no cost to FCS. Any damage to FCS property that occurs during work under this contract shall be replaced at no cost to FCS by the contractor. 2.5 Uniform & Identification- All contractors shall be properly identified with uniforms while on school property to include FCS issued identification. 2.6 Insurance- Proof of insurance must be submitted with proposal response and at any point during the life of the contract. Hazards-Compliant with 12.0 of the General Terms and Conditions Workman’s Compensation- In accordance with Georgia Code Other Insurance- The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to FCSS Facilities the Owner Certificates, policies and cancellation endorsements as shown below. Contractor’s General Liability Insurance: Split Limits of Liability: Bodily Injury: Limits of $500,000 for each occurrence and $500.000 for the aggregate of operations. Property Damage: Limits of $300,000 for each occurrence and $500,000 for the aggregate of operations Or If Combined Single Limit of Liability: Bodily Injury and Property Damage Combined: $500,000 each occurrence $1,000,000 aggregate Cancellation Endorsement- These insurance coverage shall not be canceled until at lest 30-days prior to written notice has be given to the Owner Disposition- Certificate from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies) FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 3 Contractor’s Public and Automobile Insurance Split Limits of Liability: Bodily Injury: Limits of $250,000 for each person and $500.000 for each occurrence Property Damage: Limits of $1,000 for each occurrence Or If Combined Single Limit of Liability: Bodily Injury and Property Damage Combined: $500,000 each occurrence Cancellation Endorsement- These insurance coverage shall not be canceled until at lest 30-days prior to written notice has be given to the Owner Disposition- Certificate- from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies) Acceptability of Insurance Companies- Insurance only written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time of the policy issuance will be acceptable. 3.0 SPECIFICATIONS AND SCOPE OF WORK 3.1 Scope of Work- The intent of this contract is secure a contractor(s) to provide as needed Kitchen Ceiling Tile Maintenance and other related services on a as needed basis. 3.2 Schedule- FCS does not have a set schedule of services or a specific rotation of kitchens that will need serviced under this contract. It will be the intent of FCS to contact the awarded contractor(s) when a kitchen or potentially multiple kitchens may need serviced during the year. Therefore, work under this contract will be on a as needed basis. 3.3 Entirety of Work- It is the intent of this contract that the contractor(s) shall provide all labor, materials, equipment, and services necessary to complete this work as specified within this quote. The general scope of services will include but not be limited the areas listed in section 3.4 below. 3.4 General Scope of Work a. It will be the responsibility of the contractor to clean, sanitize, disinfect and restore all kitchen ceiling tiles in the designated kitchen predetermined by FCS. b. When required, all damaged ceiling tiles should be replaced. c. Wall services that require attention shall be cleaned. d. All air diffusers and returns shall be cleaned and detailed to a sparkling clean finish. e. In some instances, the contractor may be required to repaint the air diffuser and or replace the return completely. f. Polish stainless steel, vent hoods and tile. g. Furnish and use USDA approved green cleaning solution. h. Remove any debris from cleaned area and dispose offsite. 3.5 Contract Structure a. Pool of Contractors- FCS may elect to award this contract to one or more contractors in order to create of pool of available contractors to perform the services herein. b. Use of Contractors- Acceptance of award does not guarantee work during the contract term as FCS will make selections based on workload, performance and value. c. Quotes- The awarded contractor(s) will be required to visit the location(s) that FCS identifies as needing service during the contract year. Contractors shall provide FCS with an itemized quote using the components and pricing elements established from this contract. The pricing submitted in the quote from below will be used to build the quote per location. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 4 3.6 Cost / Bid Form a. Summary- Provide a detailed cost structure to FCS to include any parts, materials, billable hours of labor, equipment labor, travel/fuel etc. that will be used for the scope of work in this contract. The pricing format you submit shall be used to build future quotes when visiting a specific location that needs service under this contract. As mentioned above it would be difficult to request a cost per kitchen due to the different sizes and scope of work at each location. Cost Type Cost Structure Cost/Rate Billed Notes NOTES : ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 5 Q23-01 CONTRACT AGREEMENT We have carefully examined and fully understand the Scope of Work and Special Terms and Conditions and related documents in providing Q23-01 Kitchen Ceiling Tile Maintenance to the Forsyth County School System and do agree to all terms and conditions by signing this document. ______________________________________ ___________________________________________ Company Name Representative’s Signature (Must be signed in ink) ______________________________________ _________________________________________ Address Representative’s Name (Please type or print) ______________________________________ __________________________________________ City, State, and Zip Code E-Mail Address ______________________________________ _________________________________________ Date Telephone Number and Extension ______________________________________ __________________________________________ Terms: (If payment terms are not indicated, Fax Number it will be determined to be net 30 days). Signing the Contract Agreement affirms that the original QUOTE document has not been altered in any way. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 6 Contractor Questionnaire (Questionnaire information will be utilized in the evaluation of this Bid. Vendors must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration. Company Name:___________________________________________________________________________ Years in Kitchen Cleaning Business___________________________________________________________ # of Permanent Employees:__________________________________________________________________ # of Employees Assigned to FCSS for this Contract:______________________________________________ Can your organization meet all requirements of this solicitation, including but not limited to the specifications listed in the Special Terms and Conditions?_______________(Please Answer and Initial) How many Comparable Contracts do you currently have in Georgia?_____________________________ How many of these Contracts are: Government_________________________________ K-12 Education______________________________ Where is the location of your nearest service facility? Please provide location and # miles from Cumming Ga)? _________________________________________________________________________________________ Has your company ever failed to comply with any contract awarded? (Explain if yes)?_____________________ _________________________________________________________________________________________ Has your company ever lost a contract to any government entity based on poor performance or breach of contract (Explain if yes)_____________________________________________________________________________ Is your company currently suspended or debarred from any government entity? (Explain if yes)______________ _________________________________________________________________________________________ Are there any judgments, claims, legal proceeding or law suits pending or outstanding against your company of any of its officers (Explain if yes)_______________________________________________________________ Is your company currently in bankruptcy proceedings or has it filed for bankruptcy in the past five years? (If Yes, please explain)_______________________________________________________________________ Please provide the name, title, contact information, and qualifications of person primarily responsible for the day-to-day management of this contract (Project Manager)_______________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________________________________ ___________________________________________________________________________ Do you perform Background Checks on the Service Techs that may be assigned to this contract, if so please detail the type of check (GCIC, NCIC etc)______________________________________________________________ Do you perform drug test on the Service Techs that may be assigned to this contract?(At Hire, Random, or Both)? ___________________________________________________________________________________________ FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 7 Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (Forsyth County School System) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: _________________________________ Federal Work Authorization User Identification Number (4-6 Digits, no letters) _________________________________ Date of Authorization (of E-Verify authorization) _________________________________ Name of Contractor _________________________________ Name of Project/Contract Number/Purchase Order Number _________________________________ Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on ______, ___, 201__ in _____(city), ______(state). _________________________________ Signature of Authorized Officer or Agent _______________________________ Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ______ DAY OF ______________,201__. _________________________________ NOTARY PUBLIC My Commission Expires: FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 8 REFERENCE SHEET References will be utilized in the evaluation of this Bid. Vendor must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration. It is not the responsibility of FCSS to pursue and obtain incomplete and/or inaccurate reference information, to ensure that references respond to our reference request, or to consider references not listed on this form. 1. ______________________________________________________ School/Organization _________________________________________________ Address, City, State, Zip Code _________________________________ ______________________________ Telephone Number Fax Number Name of Contact Person E-Mail Address 2. ______________________________________________________ School/Organization _______________________________________________ Address, City, State, Zip Code _________________________________ ______________________________ Telephone Number Fax Number Name of Contact Person E-Mail Address 3. ______________________________________________________ School/Organization _________________________________________________ Address, City, State, Zip Code _________________________________ ______________________________ Telephone Number Fax Number Name of Contact Person E-Mail Address