1-26-014V Kitchen Equip Repair Srv RFP.pdf

REQUEST FOR PROPOSAL

FOR

Kitchen Equipment Repair & Services Solicitation # 26-014V

Issued By:

Schertz-Cibolo-Universal City Independent School District

Closing Date:

2:00 PM

April 2, 2026

SCUCISD is accepting proposals to provide kitchen equipment parts, repair, grease trap pumping, vent hood inspections and vent hood cleaning services in accordance with the instructions, specifications, terms, and conditions, contained in this Solicitation. Proposers are not required to bid on all categories listed. Awards will be made individually for each type of service as listed within this solicitation.

ADDENDA TO RFP. SCUCISD reserves the right to revise and amend the specifications prior to the date set for the receipt of proposals. Respondents are requested to clarify any ambiguity, conflict, discrepancy, omission, or other error(s) in the RFP in writing. Revisions or amendments, if any, will be made by issuing an addendum. Every effort will be made to send addenda issued to the parties known to have been furnished a complete copy of the RFP. It is the responsibility of each Contractor, prior to submitting the Proposal, to contact the Purchasing Department to determine if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal. Register online at https://scucisd.bonfirehub.com/ to receive any addenda and submit questions or comments concerning this solicitation.

For Further Information Contact:

SCUCISD Purchasing & Supply Department Attn: Terri Canal, CPPB, CTSBO

1056 Elbel Road, Schertz, TX 78154

PH: 210-945-6223

Email: tcanal@scucisd.org

Schertz-Cibolo-Universal City ISD Solicitation No. 26-014V, Kitchen Equipment Repair & Services Page 2 of 21

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS

SECTION 2 – SPECIFICATIONS

SECTION 3 – EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

SECTION 4 – GENERAL TERMS AND CONDITIONS

Call to Action

Through high quality and student-centered learning experiences, students will leave SCUC confident, empowered, and prepared with the skills to pursue their individual passions.

Values

Leadership, Character, Commitment, Service, Learning

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SECTION 1 - INSTRUCTIONS

1. PROPOSAL SUBMISSION: To be considered, the proposal must be prepared in the manner and detail specified in this proposal.

a. Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. Extensive binding, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance and clarity of content.

b. PRE-PROPOSAL MEETING / PROPOSAL GUARANTEE: Not Applicable

c. SUBMITTAL DEADLINE: Bids/Proposals will be received electronically via our Euna Bonfire bidding platform at https://scucisd.bonfirehub.com/ until April 2, 2026, 2:00 PM, local time.

d. Submissions that are sent via facsimile or e-mail will not be considered.

e. Proposal submissions received late, unsigned, or in locations other than as stated in this solicitation will be returned without consideration.

f. The Schertz-Cibolo-Universal City Independent School District will not be bound to accept the lowest or any Proposal and reserves the right to accept or reject in whole or in part, any and all Proposals, to negotiate portions thereof, and to waive any minor informality.

g. All costs incurred in the preparation and submission of the RFP response shall be borne solely by the Vendor. Where Vendors may be required to perform a presentation, give demonstrations, provide samples and/or technical literature, or participate in any interview process as related to this solicitation, all costs shall be borne by the Vendor.

h. Any Proposals submitted in response to this Request for Proposal will become irrevocable upon the closing time and remain open for acceptance for ninety (90) days from the closing date whether or not another RFP has been accepted.

i. SCUCISD is part of a multi-member purchasing alliance. Please see General Terms and Conditions – Central Texas Purchasing Alliance (CTPA) Adoption Clause for additional information.

j. SUBMISSION OF A PROPOSAL shall be construed to mean that the Vendor agrees to carry out all the conditions set forth in this document. Any proposed variation from the specifications, terms and conditions shall be clearly identified. Please provide details of any non-compliance with stated conditions on the deviation summary section provided on the Exceptions form Attachment D. If no changes are indicated, the District shall expect to receive the service(s) exactly as specified.

k. FORM OF CONTRACT: A Vendor's signature on the response to this RFP and the district's acceptance of that Proposal should constitute an adequate set of terms and conditions for the performance of the required services. However, if a vendor expects the District to sign a separate service agreement, a copy of that document must be provided along with RFP response for evaluation.

l. The Solicitation Forms provided must be used. Failure to follow these instructions may cause a Proposal to be determined as non-responsive and the Proposal rejected. The above information must be clear and concise.

m. The District reserves the right to select any offer it deems the best value, regardless of price.

2. RFP CLARIFICATION: Questions regarding this RFP should be submitted via https://scucisd.bonfirehub.com/. Answers citing the question will be distributed simultaneously to all known prospective offerors through Euna Bonfire. Oral answers provided by SCUCISD, or its agents shall not be binding. No modification or amendment to this Request for Proposal shall be valid unless it is set forth in writing -- via a signed addendum or amendment from the District Purchasing Office.

DEADLINE FOR QUESTIONS: Questions regarding this RFP must be submitted in writing via Euna Bonfire

Solicitation No. 26-014V, Kitchen Equipment Repair & Services Page 4 of 21 at https://scucisd.bonfirehub.com/ on or before March 19, 2026, 5:00 pm.

3. PROPOSER RESPONSIBILITY: We expect you to be thoroughly familiar with all specifications and requirements of this RFP. Your failure or omission to examine any relevant form, article, site, or document will not relieve you, as a contractor, from any obligation regarding this RFP. By submitting a Response, you are presumed to concur with all terms, conditions, and specifications of this RFP. Any exception must be clearly defined and referenced in the proper paragraph in this Solicitation. Objections we consider excessive or affecting vital terms may reduce or eliminate your prospects for the award.

4. COMPLETENESS: The proposal shall be completed in all respects as indicated. A Proposal may be rejected if it is conditional or incomplete, or if it contains irregularities of any kind.

5. FALSE/MISLEADING STATEMENTS: A proposal that contains false or misleading statements, or which provides references that do not support an attribute or capability of the proposed system or service may be rejected. If, in the opinion of the District, such information was intended to mislead the District in its evaluation of the Proposal and the attribute, condition, or capability as a requirement of the RFP, the Proposal shall be rejected.

6. PROPOSAL SIGNATURE: The Proposal must be signed by an individual who is authorized to bind the responding firm contractually. The signature should indicate the title or position that the individual holds in the firm. Firms who sign their contracts with the name of the firm must provide the name of the corporate officer for signature validation by the District. An unsigned Proposal shall be rejected.

7. AWARD: SCUCISD will award to the contractor(s) who presents the greatest value, in our view, to SCUCISD from the standpoint of suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deemed by the District to be in the best interest of SCUCISD. Thus, the result will not be determined by price alone but by the applicable criteria as listed under EVALUATION CRITERIA.

8. PRECEDENCE: In the event of contradictions or conflicts between the provisions of the documents comprising the Contract, they will be resolved by giving precedence in the following order:

1) the provisions of the Contract (as it may be amended);

2) the provisions of the RFP (as it may be supplemented).

3) the provisions of the Contractors Response (as it may be clarified);

9. CONTRACT PERIOD: The District’s intention is to award to multiple vendors. Awarded contract(s) shall have an initial period of 1-year with up to three (3), 1-year renewal option. Such extension(s) will be at the discretion of the District, subject to the same terms, conditions, favorable prices, and mutual agreement between the Contractor and the District with no minimum guaranteed amount. Contract will not exceed a total of four (4) years.

10. SCHEDULE OF EVENTS

Following is a list of projected dates/times with respect to this RFP.

RFP Release Date March 2, 2026

Final Questions Accepted March 19, 2026, 5:00 pm

Proposals Due April 2, 2026, 2:00 pm

Tentative Board Approval April16, 2026

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SECTION 2 - SPECIFICATIONS AND SCOPE OF SERVICES

Overview Schertz-Cibolo-Universal City ISD (SCUCISD) is accepting Proposals for multiple award contracts to provide commercial kitchen equipment repairs, replacement parts and additional services on an “as needed” basis. Services shall include, but not limited to annual vent hood cleaning, semi-annual vent hood fire system inspections and grease trap pumping.

The District’s intention is to award to multiple contractors within each listed category for use on an “as needed” basis. Vendors are encouraged to submit a proposal based upon one or multiple categories offered under this solicitation.

Any authorized services or purchases related to part replacements shall be provided through the issuance of a District generated Purchase Order. There is no guarantee for work or purchases under this contract. Contract is intended for small repairs, parts and/or service-related purchases. Any individual requests with an estimated total value of over $40,000 may be purchased outside of this contract.

Pricing: Repair parts shall be a percentage discount from Manufacturer’s published parts price list and shall remain fixed until the manufacturer provides an updated list or notification of item price increase(s). Services shall be based upon firm fixed rates. The purpose of this Proposal is to provide a list of vendors for our Child Nutrition and CTE Culinary Arts Department staff, with pre-established terms and conditions, including discount off catalog price; and shipping and handling charges/fees, if any.

A. GENERAL INFORMATION:

1. SCUCISD serves the cities of Schertz, Cibolo, Universal City and rural areas of northeast Bexar County as well as southwest Guadalupe County with its boundaries extending over a 73 square mile area.

2. SCUCISD provides instruction to approximately 15,000 students in a predominately rooftop community with currently 17 campuses, to include three (3) high schools, one (1) alternative education center, two (2) junior high schools, three (3) intermediate schools, and eight (8) elementary school campuses. Kitchen cafeterias are available at 15 of the campus locations. Bryon P. Steele II High School and Samuel Clemens High School also include CTE Culinary Arts Classrooms. Addresses for each campus are located below:

Cibolo Valley Elementary School, Campus Kitchen, 4093 Green Valley Rd, Cibolo, TX 78108

Green Valley Elementary School, Campus Kitchen, 1694 Green Valley Rd, Schertz, TX 78154

Norma J. Paschal Elementary School, Campus Kitchen, 590 Savannah Dr., Schertz, TX s 78154

Rose Garden Elementary School, Campus Kitchen, 10414 E. FM 1518, Schertz, TX 78154

Schertz Elementary School, Campus Kitchen, 701 Curtiss Ave, Schertz, TX 78154

John A. Sippel Elementary School, Campus Kitchen, 420 Fairlawn Ave., Schertz, TX 78154

Maxine & Lutrell Watts Elementary School, Campus Kitchen, 100 Deer Meadow, Cibolo, TX 78108

O.G. Wiederstein Elementary School, Campus Kitchen, 171 Borgfeld Rd., Cibolo, TX 78108

Barbara C. Jordan Intermediate School, Campus Kitchen, 515 Thistle Creek Drive, Cibolo, TX 78108

Elaine S. Schlather Intermediate School, Campus Kitchen, 230 Elaine Schlather Pkwy, Cibolo, TX 78108

Laura Ingalls Wilder Intermediate School, Campus Kitchen, 806 Savannah Dr., Schertz, TX 78154

Ray D. Corbett Jr. High School, Campus Kitchen, 12000 Ray Corbett Drive, Schertz, TX 78154

J. Frank Dobie Jr. High School, Campus Kitchen, 395 W. Borgfeld Rd., Cibolo, TX 78108

Bryon P. Steele II High School, Campus Kitchen, 1300 FM 1103, Cibolo, TX 78108

Samuel Clemens High School, Campus Kitchen, 1001 Elbel Rd., Schertz, TX 78154

Bryon P. Steele II High School, CTE Culinary Arts Classroom, 1300 FM 1103, Cibolo, Texas 78108

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Samuel Clemens High School, CTE Culinary Arts Classroom, 1001 Elbel Rd., Schertz, Texas 78154

Also included under the parts and repair services sections of this solicitation is the walk-in cooler and freezer within the Child Nutrition Department Warehouse, 1060 Elbel Rd, Schertz, Texas 78154.

3. Equipment: Equipment, gas and electric, included under this contract award may include but is not limited to the following:

Beverage Cooler Braising Pan, 40 Gallon Broiler Chest Freezer Clothes Dryer Cold Display Combi-Oven Convection Oven Conveyors Deep Cold Serving Line Dish Table Food Holding/Warmer Freezer Garbage Disposal Grease Filtrator Griddle Grill Heat Booster

Heat Cabinet Heat Lamp Table Hot Holding Display Hot Plate Ice Cream Freezer / Box Ice Bin Ice Machine Meat Slicer Microwave Oven Milk Box Pass Thru Heat Cabinet Pass Thru Cooler Pot/Pan Dish Machine Power Soak Dishwasher Prep Table Proofing Cabinet Range Range Hood

Reach In Cooler Reach In Warmer Refrigerator Serving Line Skillet Slicer Small Appliance Snack Bar Cooler Snack Bar Warmer Steamer Steam Equipment Stove, 2-Burner Vending Machine Ventilator Hood Walk In Cooler Walk In Freezer Washing Machine

4. Equipment Brand Names: Equipment Manufacturer Names shall include but are not limited to the following:

Accu-Temp Alto Shaam Amana American Panel Anvil Atlas Bally Beverage Aire Blodgett Carrier Chefmate Cleveland Continental Countercraft Convotherm Crescor

Duke Frigidaire Garland Globe Groen Haier Hatco Hobart Hoshizaki Hussmann In-Sinkerator Lakeside Manitowoc Miraclean Market Forge Metro

Mod-U-Serve Necta / VE South Salvajor Scotsman Sharp Southbend Thermo Kool Thermalrite Traulsen True Turbo Air Victory Vulcan Whirlpool Wisco Wolf

SPECIFICATIONS / SCOPE OF WORK

1. Commercial Kitchen Equipment Repair Services and Replacement Parts

a. An authorized District representative shall contact one or possibly multiple awarded contractors to provide a diagnostic inspection and written repair estimate for District staff review and approval consideration.

Note: Preference will be made to an awarded contractor that does not charge a service / trip fee.

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b. Contractor’s Quote Estimate shall include a “not to exceed” estimate as well as a cost breakdown to include number of proposed hours by specified job classification(s) hourly rate(s), parts and materials that will be required.

c. Contractor shall not begin work without written authorization in the form of a District issued purchase order. The District shall not be responsible for payment of any unauthorized repairs.

d. Installation: The Contractor shall install replacement parts in accordance with the manufacturer’s installation guidelines.

e. Parts Delivery: If parts are to be shipped directly to the District, all should be delivered F.O.B.

Destination, freight prepaid, to SCUCISD Central Receiving facility located at 1056 Elbel Road, Schertz, TX 78154; unless otherwise specified. Shipping label should reference Purchase Order Number.

f. Contractor shall provide Original Equipment Manufacturer (OEM) replacement parts. Unless written authorization has been provided by the designated District representative, equipment and materials must be new, unused, and free from defects or damage. Rebuilt parts are not acceptable.

g. Defective Goods: Contractor shall replace, and if required, pay for return shipment on any goods that arrive in a defective or inoperable condition. Contractor must arrange for the return shipment of damaged goods.

2. Vent Hood Cleaning Services

a. Awarded Contractor under the Vent Hood Cleaning Services category shall be responsible for the annual cleaning of approximately 48 vent hoods located within all fifteen (15) campus kitchens and two (2) CTE Culinary Arts Classrooms as indicated in the table below.

Campus Location

Est. Number of Vent Hoods per Campus Location

Cibolo Valley Elementary School, Campus Kitchen 4093 Green Valley Rd, Cibolo, Texas 78108 3

Green Valley Elementary School, Campus Kitchen 1694 Green Valley Rd, Schertz, Texas 78154 2

Norma J. Paschal Elementary School, Campus Kitchen 590 Savannah Dr., Schertz, Texas 78154 3

Rose Garden Elementary School, Campus Kitchen 10414 E. FM 1518, Schertz, Texas 78154 1

Schertz Elementary School, Campus Kitchen 701 Curtiss Ave, Schertz, Texas 78154 2

John A. Sippel Elementary School, Campus Kitchen 420 Fairlawn Ave., Schertz, Texas 78154 2

Maxine & Lutrell Watts Elementary School, Campus Kitchen 100 Deer Meadow, Cibolo, Texas 78108 2

O.G. Wiederstein Elementary School, Campus Kitchen 171 Borgfeld Rd., Cibolo, Texas 78108 2

Barbara C. Jordan Intermediate School, Campus Kitchen 515 Thistle Creek Drive, Cibolo, Texas 78108 2

Elaine S. Schlather Intermediate School, Campus Kitchen 230 Elaine Schlather Pkwy, Cibolo, Texas 78108 3

Schertz-Cibolo-Universal City ISD Page 8 of 21

Number of Vent Hoods per Campus Location

Laura Ingalls Wilder Intermediate School, Campus Kitchen 806 Savannah Dr., Schertz, Texas 78154 2

Ray D. Corbett Jr. High School, Campus Kitchen 12000 Ray Corbett Drive, Schertz, Texas 78154 2

J. Frank Dobie Jr. High School, Campus Kitchen 395 W. Borgfeld Rd., Cibolo, Texas 78108 1

Samuel Clemens High School, Campus Kitchen 1001 Elbel Rd., Schertz, Texas 78154 4

Bryon P. Steele II High School, Campus Kitchen 1300 FM 1103, Cibolo, Texas 78108 4

Bryon P. Steele II High School, CTE Culinary Arts Classroom 1300 FM 1103, Cibolo, Texas 78108 2

Samuel Clemens High School, CTE Culinary Arts Classroom 1001 Elbel Rd., Schertz, Texas 78154 11

b. At a minimum, Contractor shall clean the turbines on the roof, ducts, vent hoods, baffle filters, grease trays plus polish all the stainless-steel hoods.

1) Hood: Clean the entire hood accessible areas of the duct work, plenum, wipeout, scrape if necessary, and polish.

2) Duct Work: Clean from the fans down and up through ALL ACCESSIBLE ductwork from the hood. Some areas may require the installation of UL listed access doors.

3) Roof: Clean fans outside and then flip, if possible, to clean under side of fan and down the ductwork.

4) Baffle Filter: All Baffle Filters are to be cleaned along with the hoods.

c. Cleaning shall be performed by a certified company making every attempt to comply with OSHA

Standards and using trained technicians to provide positive cleaning to achieve the removal of deposited cooking by-product from the interior of the exhaust system.

d. Exhaust system cleaning shall include interior of all accessible exhaust system ductwork and interior of exhaust removal blowers as accessible.

e. Issues of exhaust system access must be brought to the attention of the District’s facility manager or designated District representative.

f. Positive cleaning methods shall include but not be limited to the following processes or a combination thereof:

1) Manual removal of solidified, semi-solidified or liquid cooking by-product.

2) Low pressure application of USDA or facility approved detergents.

3) Wash/rinse processes utilizing high pressure hot water cleaning.

4) Wash/rinse processes utilizing saturated steam cleaning.

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g. At the close of cleaning operations:

1) Exhaust blowers shall be restarted,

2) All access doors utilized during cleaning shall be replaced and fastened,

3) Dampers positioned for proper exhaust airflow, and

4) Electrical switches and system components returned to operable state.

h. Resultant mess generated during the cleaning process shall be properly cleaned up, job generated debris shall be placed into the appropriate job site refuse container, and the kitchen facilities left ready for use by the Child Nutrition Kitchen staff as well as Culinary Arts classroom staff and students.

i. Certificates indicating the date of cleaning, the name of the Contractor providing service and areas not cleaned shall be provided for each cleaning of the kitchen exhaust system.

j. Contractor is required to provide the District representative with both before and after pictures of each district vent hood.

3. Vent Hood Fire Inspection Services

a. Awarded Contractor shall provide vent hood fire inspection services twice a year for approximately 31 systems located within all fifteen (15) campus kitchens and two (2) CTE Culinary Arts classrooms as indicated in the table below.

Est. Number of Systems

Est. Number of Links

Cibolo Valley Elementary School, Campus Kitchen 4093 Green Valley Rd, Cibolo, Texas 78108 2 5

Green Valley Elementary School, Campus Kitchen 1694 Green Valley Rd, Schertz, Texas 78154 2 5

Norma J. Paschal Elementary School, Campus Kitchen 590 Savannah Dr., Schertz, Texas 78154 2 4

Rose Garden Elementary School, Campus Kitchen 10414 E. FM 1518, Schertz, Texas 78154 2 4

Schertz Elementary School, Campus Kitchen 701 Curtiss Ave, Schertz, Texas 78154 1 3

John A. Sippel Elementary School, Campus Kitchen 420 Fairlawn Ave., Schertz, Texas 78154 1 6

Maxine & Lutrell Watts Elementary School, Campus Kitchen 100 Deer Meadow, Cibolo, Texas 78108 1 4

O.G. Wiederstein Elementary School, Campus Kitchen 171 Borgfeld Rd., Cibolo, Texas 78108 1 4

Barbara C. Jordan Intermediate School, Campus Kitchen 515 Thistle Creek Drive, Cibolo, Texas 78108 1 4

Elaine S. Schlather Intermediate School, Campus Kitchen 230 Elaine Schlather Pkwy, Cibolo, Texas 78108 2 5

Laura Ingalls Wilder Intermediate School, Campus Kitchen 806 Savannah Dr., Schertz, Texas 78154 1 3

Schertz-Cibolo-Universal City ISD Page 10 of 21

Est. Number of Systems

Est. Number of Links

Ray D. Corbett Jr. High School, Campus Kitchen 12000 Ray Corbett Drive, Schertz, Texas 78154 2 3

J. Frank Dobie Jr. High School, Campus Kitchen 395 W. Borgfeld Rd., Cibolo, Texas 78108 1 4

Samuel Clemens High School, Campus Kitchen 1001 Elbel Rd., Schertz, Texas 78154 1 5

Bryon P. Steele II High School, Campus Kitchen 1300 FM 1103, Cibolo, Texas 78108 3 9

Samuel Clemens High School, CTE Culinary Arts Classroom 1001 Elbel Rd., Schertz, Texas 78154 7 7

Bryon P. Steele II High School, CTE Culinary Arts Classroom 1300 FM 1103, Cibolo, Texas 78108 2 2

4. Grease Trap Pumping Service

a. Awarded Contractor shall provide grease trap pumping services on an annual basis for approximately fifteen (15) campus kitchens. Estimated total volumes by campus is listed in the table below.

Est. Total Volume per Service

Cibolo Valley Elementary School, Campus Kitchen 4093 Green Valley Rd, Cibolo, Texas 78108 1,500

Green Valley Elementary School, Campus Kitchen 1694 Green Valley Rd, Schertz, Texas 78154 1,700

Norma J. Paschal Elementary School, Campus Kitchen 590 Savannah Dr., Schertz, Texas 78154 1,700

Rose Garden Elementary School, Campus Kitchen 10414 E. FM 1518, Schertz, Texas 78154 1,500

Schertz Elementary School, Campus Kitchen 701 Curtiss Ave, Schertz, Texas 78154 1,750

John A. Sippel Elementary School, Campus Kitchen 420 Fairlawn Ave., Schertz, Texas 78154 1,750

Maxine & Lutrell Watts Elementary School, Campus Kitchen 100 Deer Meadow, Cibolo, Texas 78108 1,700

O.G. Wiederstein Elementary School, Campus Kitchen 171 Borgfeld Rd., Cibolo, Texas 78108 1,750

Barbara C. Jordan Intermediate School, Campus Kitchen 515 Thistle Creek Drive, Cibolo, Texas 78108 1,500

Elaine S. Schlather Intermediate School, Campus Kitchen 230 Elaine Schlather Pkwy, Cibolo, Texas 78108 5,000

Laura Ingalls Wilder Intermediate School, Campus Kitchen 806 Savannah Dr., Schertz, Texas 78154 1,200

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Est. Total Volume per Service

Ray D. Corbett Jr. High School, Campus Kitchen 12000 Ray Corbett Drive, Schertz, Texas 78154 1,500

J. Frank Dobie Jr. High School, Campus Kitchen 395 W. Borgfeld Rd., Cibolo, Texas 78108 1,200

Samuel Clemens High School, Campus Kitchen 1001 Elbel Rd., Schertz, Texas 78154 1,500

Bryon P. Steele II High School, Campus Kitchen 1300 FM 1103, Cibolo, Texas 78108 4,000

b. Contractor is required to provide the District representative with both before and after pictures of each district grease trap.

5. General Service Requirements

a. All awarded Contractors shall perform services shall be performed in accordance with the specifications, commercial standards, plus local, state, and federal requirements, as applicable for each specific job assignment.

b. Contractor(s) shall furnish all necessary labor, supervision, travel, equipment, materials, and supplies as required to complete the project as specified herein.

c. Contractor(s) shall be entirely responsible for any loss or damage to its own materials, supplies and equipment, and to the personal property of its employees while they are maintained on the work sites.

d. Scheduling: Scheduling of services shall be coordinated through the Child Nutrition Department authorized representative. The District shall not be responsible for payment of unauthorized overtime.

e. Business Hours: Most services shall be performed during Normal Business hours, Monday – Friday between 8:00 am through 4:30 pm. However, depending on the urgency and/or type of services required, the designated District Representative may schedule for an earlier or later timeframe.

f. Contractor’s Personnel: Contractor(s) shall not enter District sites without prior approval of the

District.

1) Contractor(s) shall provide proper identification to all employees while performing any work on SCUCISD property and must check in and out at the main office of each campus.

2) The District requires all contractors wear an ID, before performing any work on any SCUCISD

Property or Campus. Contractor personnel shall have appropriate identification and be always easily identifiable.

3) Contractor(s) and his personnel shall confine their activities to the work site and area(s) designated for their use.

4) The use of tobacco, drugs, or alcohol is strictly prohibited on District property to include, but not limited within buildings, vehicles, and on the grounds.

5) Contractor(s) shall insure that no one in their employment shall be in the possession of explosives or firearms while on District Property.

6) All contract workers must be properly dressed while on District property. Clothing with inappropriate words or pictures are strictly prohibited.

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g. Work Area: Contractor(s) shall be responsible for providing barriers within each designated work area, as necessary. Work area shall be free of debris, dispose of such items and return the site to the original state of cleanliness. The Contractor shall not use District’s facilities for the disposal of non-working parts, packing materials nor scrap materials.

h. Final Inspection: Final inspection shall be made when the Contractor and District representative have verified that assigned services have been completed.

i. Contractor's Warranty: Contractor warrants all work performed for a minimum period of a one (1) year.

j. Price Adjustments: No price increase will be considered on the awarded fixed rates within the first

12 months of the contract. If during the term of the contract, the Contractor’s costs are increased, the Contractor may submit a written request to the Director of Purchasing for price adjustment consideration prior to contract expiration/renewal date. Any such request shall be made ninety (90) days in advance of implementing said increase. Adjustments, if any, shall be tied to the Consumer Price Index-Urban Areas (CPI-U) or if applicable, the most current published list of Prevailing Wage Rates for Guadalupe County, Texas as approved by the SCUCISD Board of Trustees for the current fiscal year. No increases shall exceed five percent (5%). Only one price adjustment per year will be considered.

k. Workers’ Compensation

The District and Contractor agree that the Contractor’s employees are not covered under any District insurance policy, including but not limited to the District’s liability, property and casualty, or workers’ compensation insurance policies as this is the responsibility of the Contractor. A current copy of the certificate of insurance will be required before any work can take place.

l. Insurance

Certificate of Liability Insurance. Contractor shall maintain at least the insurance coverages specified below and shall provide to Owner, an insurance certificate listing the coverages before starting any work on District property. The coverages shall not be construed as establishing or limiting Contractor's liability under the indemnity provision.

(A) Workers' Compensation

Coverage A - statutory Coverage B - $100,000 employer's liability

(B) General Liability Bodily Injury $1,000,000 per occurrence Property Damage $2,000,000 per occurrence

(C) Automobile Liability (Including owned or leased vehicles and heavy equipment)

Bodily Injury $100,000 per occurrence Property Damage $100,000 per occurrence

The required limits may be satisfied by a combination of primary, excess, or umbrella liability insurance, provided the primary policy complies with above requirements and the excess umbrella is following form.

The Contractor may maintain reasonable and customary deductibles, subject to approval by the SCUCISD.

• The Schertz-Cibolo-Universal City Independent School District (SCUCISD) shall be named as an additional insured with respect to general liability.

• A waiver of subrogation in favor of the SCUCISD shall be contained in the Workers’

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Compensation, and General Liability coverage.

• All insurance policies shall be endorsed to require the insurer to immediately notify the SCUISD of any material change in the insurance coverage.

• All insurance policies shall be endorsed to the effect that the SCUCISD will receive at least thirty (30) days’ notice prior to cancellation, non-renewal, or termination of the insurance.

• All copies of Certificate of Insurance shall reference the Solicitation Project/Contract #:

26-014V.

Contractor(s) shall, without limiting its obligations or liabilities and at its own expense, provide and maintain and continuously carry insurances with insurers licensed in the State of Texas and in forms and amounts acceptable to the Schertz-Cibolo-Universal City Independent School District:

1) No work will be commenced until all requirements of this section have been approved by the

District in writing. The District will be furnished an acceptable certificate of insurance, prior to the commencement of any work

2) Insurance shall be underwritten by a company rated not less than A- in the Best's latest published guide.

3) Automobile Liability Insurance coverage is for all owned, non-owned and hired vehicles.

4) No deletions/exclusions from standard coverage form allowed without written consent of the

SCUC Independent School District.

SCUCISD is listed as an additional insured on all but the Workers’ Compensation Policy.

Additional insured coverage is provided for both premises operations and products completed operation.

The Contractor shall provide to the District, a Certificate of Insurance evidencing the required insurances are in force and effect and that all coverages shall provide for 30 days prior written notice to be given to the District in the event of cancellation or material changes. With the prior consent of the District, should any portion of the Services performed be sub-contracted, the Contractor will ensure that each sub-Contractor also maintains while this Agreement insurance coverages which are in like form and with limits as those to be carried by the Contractor.

The Contractor shall agree to waive all rights of subrogation against the District, its officials, employees, and volunteers for losses arising from work performed by Contractor for the District.

END OF SECTION

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SECTION 3 - EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

1. EVALUATION: The following will be considered in making the selection:

The Proposals will be evaluated at the sole and absolute discretion of the District and its designees. The

District shall consider and score the following criteria.

Proposed Pricing – 40%

Experience and Qualifications – 35%

Proposed Plan – 20%

References – 5%

Note: Each category listed in this solicitation shall be evaluated separately using the criteria and weights listed above.

a. Each proposal submitted in response to this RFP shall focus on the above criteria. The Evaluation shall also consider those factors listed in TEC 44.031 (b) listed elsewhere in this solicitation. Proposals will be evaluated equally and fairly; no preference will be given to any Proposer based solely on previous experience with the District or to an incumbent thereof. The District reserves the right to make additional inquiries and may request the submission of additional information.

2. GENERAL SUBMITTAL REQUIREMENTS:

a. PROPOSAL FORMAT: Each proposal should be prepared simply and economically. Responses shall be in the same order as the requirements listed below and in the following section.

b. PROPOSAL CONTENT: The Proposer must include the following items, or the proposal may be deemed non-responsive and rejected without any further evaluation (unless otherwise indicated herein):

1) All forms contained or listed in this RFP, fully completed:

2) A complete response to each of the items in the next section, which are specific to the evaluation criteria. (See next section for more detail.)

3. SUBMITTAL REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: Submit a complete response to each of the following items. List them in the order below, following your submission to the above:

a. Vendor Questionnaire

b. Vendor Response

c. Proposed Pricing

d. Attachment A – Proposal Form

e. Attachment B - Exceptions to this Solicitation

f. Attachment C – Felony Conviction Notice

g. Attachment D – Conflict of Interest Form CIQ

h. Attachment E – TDA & EDGAR Certifications

i. Vendor W-9

4. EXCEPTIONS: The proposer shall clearly identify any proposed deviations from the language contained herein. Each exception must be clearly defined and referenced in the proper paragraph in this Solicitation.

The exception shall include, at a minimum, the Proposer's proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. If no exceptions are noted in the Proposer's proposal, the District will assume complete conformance with this specification and the successful Proposer will be required to perform accordingly. Proposals not meeting all requirements may be rejected. Proposals taking exception to any language in the General Terms and Conditions may be rejected as nonresponsive.

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5. SHORTLISTING: The District may shortlist the Proposers based on responses to the above items. If necessary, the District will conduct interviews/demonstrations. The District will notify each Proposer on the shortlist if such a presentation is required. These presentations will provide an opportunity for the Proposers to respond to questions posed by the evaluators and to clarify their proposals through exhibition and discussion. The District will not reimburse any costs associated with the oral presentation to the Proposer.

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SECTION 4 - GENERAL TERMS AND CONDITIONS

1. BILLING AND PAYMENT: District standard terms will be Net 30 days; however, Proposers may offer a prompt payment discount in their original Proposal response such as 2% / 10 days - Net 30. Payment will be made, in arrears, in accordance with Texas Prompt Payment Act, Texas Gov’t Code 2251.

2. EVALUATION OF PROPOSALS: Proposal evaluation will be done based on the information provided by the

Offeror. It is very important that the Offeror provide all required information as part of their Proposal. Failure to provide necessary information and documentation could result in the Proposal being rejected.

3. EVALUATION CRITERIA: The following represents examples of evaluation criteria that may, at the sole discretion of SCUC ISD and its designees, be considered when evaluating responses to a solicitation. These criteria are provided to inform prospective vendors of the types of factors that could be reviewed when determining the best overall value for the District. However, it is important to note that the specific evaluation criteria and their respective weights for each solicitation will be explicitly outlined within the individual solicitation document.

(1) the purchase price;

(2) the reputation of the vendor and of the vendor's goods or services;

(3) the quality of the vendor's goods or services;

(4) the extent to which the goods or services meet the District's needs;

(5) the total long-term cost to the District to acquire the vendor's goods or services; [and]

(6) for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

(a) has its principal place of business in this state; or

(b) employs at least 500 persons in this state; and

(7) any other relevant factor specifically listed in the request for bids or proposals.

4. APPLICABILITY: These conditions are applicable and form a part of the contract documents in each supply and/or service contract and are a part of the terms of each purchase order for items of equipment and/or service included in the specifications and solicitation forms issued herewith. Any resulting contract shall include this solicitation, and Proposal received.

5. PROPOSAL RESPONSE: Unless otherwise specified, Offerors are required to submit an executed original of the Proposal. The proposal response must contain:

a. Signed; Proposal Form

b. Vendor Questionnaire

c. References

d. Vendor Response

e. Proposed Pricing

f. Exceptions to Solicitation

g. Felony Conviction Notice Form

h. Conflict of Interest Form. Local Government Code Chapter 176 imposes disclosure/reporting obligations on vendors. Please complete and return Conflict of Interest Questionnaire Form CIQ.

i. TDA & EDGAR Certification Requirements

j. Current, Signed W-9

k. Any additional documents required by the Solicitation.

6. THOSE WHO DO NOT PROPOSE are requested to notify the SCUCISD Purchasing Department in writing if they wish to receive future Proposals. Failure to do so may result in their being deleted from our prospective Bidders list.

7. DISCLOSURES: By signing this Proposal, a Vendor affirms that he/she has not given, offered to give, nor

Schertz-Cibolo-Universal City ISD Page 17 of 21 intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the Proposal submitted.

8. INTERLOCAL AGREEMENTS: Interlocal Agreements with other School Districts through the Central Texas

Purchasing Alliance.

a. Membership. SCUCISD is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 100 school districts in Texas representing over 1.5 million students, sharing information, services, and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

b. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by SCUCISD may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.031(a)(4), and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district.

c. Adopted Contract Management. The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement.

9. FUNDING OUT CLAUSE. MULTI-YEAR ACQUISITION: Any contract for the acquisition, including lease, of real or personal property is a commitment of the District’s current revenue only:

a. The District retains the continuing right to terminate the contract at the expiration of each budget period during the term of the contract.

b. It is the Districts intent to execute a contract for the longest period providing the lowest total cost to the district. Any resultant contract is conditioned on a best efforts attempt by the District to obtain any appropriate funds for payment of the contract.

10. CONTRACTS FOR PURCHASE will be put into effect by means of a purchase order(s) executed by the

Director of Purchasing or designee after the contract award.

a. Any additional agreements/contracts to be signed by SCUCISD shall be included with the Proposal.

b. Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame.

11. ASSIGNMENTS AND SUBCONTRACTING: No part of this agreement may be assigned or subcontracted without the prior written consent of the Schertz-Cibolo-Universal City Independent School District’s Purchasing Director. Payment can only be made to the Contractor named in this agreement.

12. PUBLIC RECORD: All Proposals become the property of the District. As a governmental entity the Public

Information Act, formerly known as the Open Records Act, applies to this solicitation. Accepted Proposals and any subsequent award become public records. Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal will not be considered proprietary information.

13. CHANGES: This Contract shall not be modified, altered, or changed except by mutual consent confirmed in writing by an authorized representative of each party to this Contract. The Director of Purchasing or designee shall administer this contract on behalf of the District. The Vendor agrees to waive all claims for adjustment regarding any services performed without prior receipt of an appropriate written Change Order. The SCUCISD Purchasing department shall review, approve, and process all changes.

14. INDEMNITY: Vendor shall indemnify and hold harmless the SCUCISD and its Board of Trustees, officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of any character, type, or description, including but not limited to, all expenses of litigation, court cost, penalties, and attorney's fees the

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SCUCISD incur defending any action, suit, or claim form any source whatsoever and any of any kind or nature arising directly or indirectly on the part of the vendor, its agents, servants, employees, contractors, and supplies, out of the operation under this agreement.

15. INDEPENDENT CONTRACTOR: The parties intend that the Contractor, in performing the specified services, will act as an independent contractor and must have control of the work and the manner in which it is performed. The Contractor will be free to contract for similar services to be performed for other employers while Contractor is under contract with District. The Contractor is not to be considered an agent or employee of the District and is not entitled to participate in any pension plans, bonus, stock, or similar benefits that District provides for its employees. The District and Contractor agree that the Contractor is not covered under any District insurance policy, including but not limited to the District’s liability, property and casualty, or workers’ compensation insurance policies. The District shall not deduct Federal Income Taxes, FICA (Social Security) or any other taxes required to be deducted by an employer, as this is the responsibility of the Contractor.

16. TERMINATION: Any resulting contract may be terminated by the District at any time with or without cause and without penalty to the District. In the event of termination by the District prior to completion of the contract, compensation shall be prorated on the services performed, and the Contractor shall only be entitled to receive compensation for satisfactory work completed up to the date of termination.

17. CANCELLATION: Buyer shall have the right to cancel for default all or any part of the undelivered portion of this order if Seller breaches any of the terms hereof including warranties of Seller or if the Seller becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies which Buyer may have in law or equity.

18. NON-PERFORMANCE: Whenever, in the opinion of the District, the work is neglected by the Contractor, the

District may request to have the Contractor bring additional labor, materials, and supplies into the work. If the Contractor fails to correct the unsatisfactory condition(s) within five (5) working days, the Contractor shall be advised of so in writing. The District shall have no obligation to give the Contractor more than two (2) notices of unsatisfactory performance during the contract period; and should the Contractor again fail to perform the services pursuant to the contract, the District may declare the contract in default, terminate the contract, and contract with another.

a. In the event of default by the Contractor, the District shall be liable only for payment of those services performed and accepted prior to the date of termination.

19. CHANGES TO PROPOSAL: The District retains the right to negotiate changes in a Proposal by any offeror, and to reject any or all Proposals if none of the submissions are responsive to its needs.

20. CHANGES IN REQUIREMENTS: Should the District, at any time during the progress of said work, request any alterations, deviations, additions, or omissions from the said agreement, specifications, or plans, it shall be at liberty to do so. And the same shall in no way affect or make void the agreement but will be added to or deducted from the amount of said agreement price, by a fair and reasonable valuation subject to the mutual agreement of both parties.

21. UNRESTRICTED QUANTITIES: The District is not limited to purchasing all or any of its requirements from any contract resulting from this solicitation/award.

22. DELIVERIES required in this solicitation shall be freight prepaid F.O.B. DESTINATION and prices shall include all freight, and delivery charges for a total cost delivered.

23. DISMISSAL OF UNSATISFACTORY EMPLOYEES: If any person employed by the Contractor or any subcontractor fails or refuses to carry out the directions of the District representative, or is, in the opinion of the District representative, incompetent, unfaithful, intemperate, or disorderly; or uses threatening or abusive language to any person at the facility; or if otherwise unsatisfactory, he/she shall be removed from the work immediately, and shall not again be employed on the work except upon consent of the District representative.

24. VENUE: This Agreement shall be governed by the law of the State of Texas without regard to the choice-of-law rules of any jurisdiction. The venue shall be in Guadalupe County, Texas. No provision of this Agreement shall

Schertz-Cibolo-Universal City ISD Page 19 of 21 waive any immunity or defense. No provision of this Agreement is a consent to suit.

25. NOTICE: Any notice required by or permitted under this Agreement must be made in writing. Any notice required by this Agreement will be deemed to be delivered (whether received or not) when deposited with the United States Postal Service, postage prepaid, certified mail, return receipt requested, and addressed to the intended recipient at the address shown in this Agreement. Notice may also be given by regular mail, personal delivery, courier delivery, facsimile transmission, or other commercially reasonable means and will be effective when received. Any address for notice may be changed by written notice delivered as provided herein.

26. CRIMINAL BACKGROUND CHECK: All Contractors, who have a contract for services, have continuing duties related to the contract, and have direct contact with students must certify to the district that it has received all criminal history information on covered employees pursuant to Texas Education Code Chapter 22, Subchapter C prior to performing the services for the District. This is an all-or-nothing test. If all three criteria are met, then the criminal history review is mandatory. The cost of the review shall be paid by the Contractor. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. The Contractor selected may also be required to provide a list of personnel who will be assigned to do the work.