12-02. Specific Terms and Conditions GTST-2026 RFP.docx

Cherokee County School District Specific Terms and Conditions Grease Trap and Septic Tank Pumping GTST-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide grease trap and septic tank pumping at CCSD locations throughout the District. In the best interest of CCSD, this RFP may be awarded to multiple proposers.

2. All questions regarding the GTST-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Tuesday, September 30, 2025. Questions must be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through CCSD Euna Procurement (formerly Bonfire) portal. RFP proposals must be submitted in the portal on Tuesday, October 7, 2025 by 9:00 a.m. CCSD will not accept responses submitted by paper, fax, or email.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The twenty-four (24) month term for the Grease Trap and Septic Tank Pumping RFP will be December 1, 2025 through November 30, 2027. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration.

5. All pricing options and applicable charges must be listed on the proposal form to ensure comparisons are fair and equitable. All pricing submitted must be firm for the duration of the term. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the proposal form must be provided for analysis purposes.

Rates must include all wages, labor taxes, and insurance (including liability insurance, overhead, permits, licenses, profit, and all other mark-ups and incidental costs.

Proposer must provide pricing for Emergency Non-routine services and/or Unscheduled services. Unscheduled pumping of specific locations will also be included. CCSD will notify proposer at least twenty-four (24) hours in advance of necessary unscheduled pumping. The proposer will provide unscheduled pumping at the same rate as scheduled pumping with no additional charges.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc. & Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified on the Insurance Requirements for Facility Use and Maintenance Service Providers – Attachment A.

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any persons affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. Proposers are required to furnish all labor, materials, and equipment to complete each project request agreed upon. No additional charges will be accepted. All work must be performed in accordance with the CCSD specifications.

9. Proposer agrees to provide the following items for the project and to perform in accordance with the agreement conditions of the RFP:

a. Pump, remove, and lawfully dispose of sewage from up to septic tanks and grease traps of various sizes.

b. All sewage material is to be properly disposed of at an approved waste disposal facility. Be able to provide proof of lawful disposal, if required (such as delivery ticket from licensed septic waste facility).

c. Extreme care must be taken not to pollute any rivers, ground water, or lakes. Take all precautions necessary to assure that no solids are introduced into the septic drain fields, or into the ground or water.

d. During each pumping evolution keep area neat, orderly, and in a safe condition at all times. Perform final visual inspection and cleanup prior to departing each area to ensure no waste material is spilled or left behind. Thoroughly clean and disinfect all contaminated areas resulting from the pumping process.

e. Disposal of waste will be the responsibility of the proposer and must be in compliance with all applicable State and County ordinances and local regulations and requirements for the septic pumping and disposal and Industrial Safety and Health Act.

f. Maintain records of specific amount of waste material pumped from each location for billing and record keeping purposes. Documentation of service will be annotated in a standard septic system pumping form or log provided by the proposer and a copy will need to be provided to the site contact upon request.

g. Documentation for Grease, Fats, and Oil Wastewater Discharge, along with Oily Water Service, and Septic Tank pumping/collection must be sent to the appropriate jurisdiction upon completion of each service for permit compliance.

10. If proposer’s technician reaches a CCSD facility and is unable to service said facility due to traps being blocked by a vehicle, etc., the technician must check with the front office if during school hours and attempt to have the situation corrected to complete service. If the situation is unable to be resolved timely, the proposer will provide pricing for any fees associated with an attempted service and provide reasoning on the invoice.

11. Proposer must provide a company overview that includes years in business, company size, and past projects.

12. The proposer must provide information on their work process, response time, and adhere to the schedule mandated per the permit specification as referenced on the proposal form.

13. Work for each project must be completed by the dates identified on the service schedule provided on the proposal form. Any questions should be addressed with the CCSD Office of Support Services.

14. Septic tank pumping times are scheduled at the discretion of the proposer and may be scheduled without impacting normal business hours. During normal facility/school hours, the proposer’s personnel MUST SIGN IN at the facility/school main office upon arriving and obtain an appropriate visitor's badge/nametag prior to beginning any work. The badge/name tag must be worn by the proposer’s personnel (prominently displayed) at all times while on facility/school property. Prior to departing each day, the proposer’s personnel must sign out and return the badge/name tag. All after-hours facility access must be coordinated with the Office of Support Services during regular business hours and the proposer must sign in according to the policy of that facility.

It is understood that the awarded project may require some level of expected work beyond normal business hours.

15. Gate keys will be provided to the awarded proposer for specific locations. (Contractor Key Agreement – Attachment B.)

16. Proposer will protect all existing equipment, structures, trees, shrubbery, landscaping, and grass from damage.

Awarded proposer(s) will assume full responsibility and be held liable for any damage or claim done by the proposer’s personnel to any part of the school grounds, building, equipment, furniture, fixtures, landscaping, or any other items owned by the CCSD and will be repaired or replaced at no cost to the CCSD. The replacement or repair must be completed within thirty (30) days and to the satisfaction of a CCSD authorized representative.

17. All employees of the proposer are required to use professional discretion at all times while on CCSD property. Any misconduct or incidents that may arise may lead to the immediate removal of the said employee from the CCSD agreement for the safety of our students, parents, or employees.

The proposer is solely responsible for the safety of all workers, CCSD personnel, and students during the execution of the work. Extreme caution must be exercised by all workers to ensure that all possible precautions are taken to prevent injury to CCSD staff and students.

The proposer will coordinate with CCSD representatives to prevent school children from entering the work area while work is in progress. Barricades must be suitable for each area of use.

Proposer must not park vehicles or equipment in such a manner that would block school drives or bus access points, or dumpsters.

Proposer must not use tobacco products or electronic nicotine delivery systems on CCSD property at any time during the performance of the agreement.

18. Unless otherwise specified, all work must be in compliance with CCSD standards to be provided to the awarded proposer by CCSD Office of Support Services.

19. Any inspection of the work by any representative of CCSD will in no way affect these responsibilities and undertakings of the proposer. The failure of any representative of CCSD to discover or bring to the attention of the proposer the existence of any work obligation of the proposer does not relieve the proposer from fulfilling his responsibilities under the contract documents.

20. Invoices must not be sent until the job is complete unless progressive billing has been agreed upon with a CCSD representative. Invoices must be submitted to support.servicesAP@cherokeek12.net .

21. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit the payment information with the W-9. ACH/EFT requires the following information:

· Bank Name

· Account Number

· Routing Number

· Email Address to send remittance

22. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

23. The services being sought under this RFP are professional in nature. Submissions will be evaluated on a combination of factors. They include, but are not limited to the following award criteria: