24_003 School Nutrition HourlyWage Bid (2).pdf

RFQ # 24-003

RFQ TITLE: Hourly Wage Bid

RFQ Schedule - Action Date & Time RFQ Issued 8/28/2023

Pre Bid Meeting 09/13/23 @ 11:00 AM, EST ON TEAMS Deadline for Questions 09/20/23@ 8:00 AM, EST RFQ Due Date and Time 09/29/2023 @ 11:00 AM, EST

Proposals must be received by the due date and time. No late proposals will be accepted.

Evaluation of Proposals TBD Contract Approval TBD

Procurement Contact Information Name Elaine M Wilson-Beverly

Phone Number (478) 779-3526 E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFQ document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFQ Submittal Location All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOppor tunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFQ Term

Bibb County Public Schools reserves the right to enter into a four (4) year contract with the awarded Offeror(s). One year with three-year renewals if deemed necessary.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

SCHEDULE OF EVENTS

BID SUBMISSION FORM

This form must be completed in its entirety and signed by the authorized representative or official submitting the bid. This form must be returned with each bid. Failure to do so will render a bid non-responsive.

Company Name:

Mailing Address:

(Street, City, State, Zip Code)

Email Address:

Phone Number:

Fax Number:

Social Security or Tax ID#:

Name of Authorized Representative:(printed or typed only)

Title of Authorized Representative:

Signature of Authorized Representative:

Date of Signature:

TABLE OF CONTENTS

DESCRIPTION BEGINNING PAGE

Information and Instructions to Bidders 4 Submission of Bids 7 Introduction 10

Background 10 Intent to Award 10 Term of Agreement 11

Scope of Services and Specifications 11 Minimum Qualifications 11 Additional Requirements 12 Requirements Contract Clause 15 Fixed Price Provision 15 Escalation/De-Escalation Clause 15 Contract Work Hours/Safety Standard Act 15 Code of Conduct 16 Require Form Submittals 16 Appendices

A. Code of Ethics 17

B. General Terms and Conditions 18

C. General School and Holiday Schedule 32

D. Required Forms 34

Attachments A. Scope of Services and Specifications 40

B. Bid Cost Form 42

C. BIBB COUNTY SCHOOL DISTRICT Standard Agreement 43

Exhibit

1. Bibb County School Locations

RFQ 24-003

BID FOR HOURLY WAGE CONTRACTOR

A. INFORMATION AND INSTRUCTIONS TO BIDDERS

1. Bibb County School System (hereinafter, “Bibb County Public Schools” or “BCSD”), The BCSD “Bibb County School District” is requesting vendors (Contractors) to submit a bid for evaluation, monitoring and repair services for kitchen equipment.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the Bibb County Purchasing Policies and Procedures. By submitting a bid in reference to this solicitation, a Bidder acknowledges that it is familiar with Bibb County School District Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures, and laws are incorporated into this RFQ by reference.

2.1 In using this method for solicitation, BCSD is seeking the lowest priced responsive and responsible bidder meeting specifications and requirements.

The bidder who submits the lowest price, whose bid meets the specifications, terms, and conditions set forth in the IFB, and who is clearly capable of delivering the products or services specified. Periodically, the lowest responsible bidder will not always be the bidder who has submitted the lowest monetary bid. To be eligible for consideration, sealed bid response shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Bidder to meet all specifications and guidelines set forth herein. Award of bids will be made in the best interest of BCSD. No damages shall be recoverable by any challenger as a result of these determinations or decisions by BCSD.

3. Criminal Background Check: By submitting a bid in reference to this solicitation, Bidder acknowledges that a satisfactory criminal background check and history may be required for anyone coming into direct or indirect contact with students at no cost to Bibb County School District.

4. Certificate of Authority to Transact Business in Georgia: Each Bidder must submit with its bid documentation that demonstrates it is duly authorized to conduct business in the State of Georgia. This requirement also applies to Joint Venture (JV) Team Members, Sub-Contractors, and Sub-contractors.

5. Business License: Bidder is requested to submit a copy of its current, valid business license with its Bid. If the Bidder is a Georgia corporation, Bidder is requested to submit a valid Bibb County School District or city business license. If Bidder is a joint venture, Bidder is requested to submit valid business licenses for each member of the joint venture. If the Bidder is not a Georgia corporation, Bidder is requested to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

6. Professional License: Bidder must attach a copy of any professional license required by this RFQ with its response. All required licenses must be maintained for the duration of any contract award period.

7. Tax Exemption Status: Bibb County School District is exempt from Federal Excise

Tax and Georgia Sales Tax with regard to goods and services purchased directly by Bibb County School District. Exemption certificates are available upon request.

8. Codes, Permits, Fees, Licenses, and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful bidder. All services, labor, materials, and construction must comply with all applicable rules and regulations of local, state, and/or national codes, laws, and ordinances of all authorities having jurisdiction over the project, which shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

9. No Offer by Bibb County School District and Firm Offer by Bidder: This solicitation does not constitute an offer by Bibb County School District to enter into an agreement and cannot be accepted by any Bidder to form an Agreement. This solicitation is only an invitation for offers from interested Bidders and no offer shall bind Bibb County School District. A Bidder’s offer is a firm offer and may not be withdrawn except as provided in this RFQ, Bibb County School District Purchasing Policies and Procedures, and other applicable laws.

10. Negotiations; Best and Final Offers: Bibb County School District reserves the right to negotiate specifications, terms, and conditions, which may be necessary or appropriate for the accomplishment of the intent of this RFQ. Bibb County School District may require the submission of Best and Final Offers. Bibb County School District may require that this RFQ and Bidder’s response be incorporated in full or in part as Contract Documents. The RFQ and all responses, supplemental information, and other submissions provided by Bidder during discussions or negotiations may be held by the Bibb County School District as contractually binding upon Bidder. Bibb County School District may seek clarification from a Bidder at any time during the procurement process, and failure of a Bidder to timely respond may be cause for rejection of Bidder’s bid.

11. Purchase Order: A properly signed and executed Purchase Order provided to the successful bidder by Bibb County School District results in a binding contract without further action by either party. The contract documents shall consist of this Invitation for Bids and any addenda thereto, the offeror’s bid (as amended by any negotiations and best and final offers accepted by Bibb County School District, Notice of Award and Notice to Proceed letters, and establishing Purchase Order. The contract shall be interpreted, construed, and given effect in all respects according to the laws of the State of Georgia.

12. Multiple Awards: Bibb County School District reserves, in its sole discretion, the right to make one (1) award, no award, or award to multiple Bidders.

13. Georgia Open Records Act: Information provided to Bibb County School District is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70

et. seq. Pursuant to O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wish to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

14. Illegal Immigration Reform and Enforcement Act: This RFQ is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the Bidder must provide with its Bid proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms must be submitted with the Bid at the time of submission. Under State Law, the Bibb County School District cannot consider any Bid which does not include the completed forms. Where the business structure of a Bidder is such that Bidder is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Bidder must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the Bidder itself. Where the business structure of a Bidder does not require it to obtain an EIN, each entity comprising Bidder must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Bidders intending to do business with Bibb County School District are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on Bibb County School District solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll.

15. Sub-Contractors and Sub-Consultants: Bidder shall ensure the responsibility standards for each of its Sub-Contractors and Sub-Contractors as listed below and in each and every part of this RFQ. Verification must include documentation that each Sub-Contractor or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFQ, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Bidder shall not furnish any statement, representation, or certification in connection with Sub- Contractors or Sub-Contractors that is materially false, deceptive, incorrect, or incomplete. Failure of the Bidder to provide information concerning the responsibility of any Sub-Contractor or Sub-Contractor may result in a finding that the Bidder is not responsible. All proposed Sub-Contractors and Sub-Contractors shall be listed in the Bidder’s response. Bidder shall ensure that all proposed Sub-Contractors have adequate personnel, past experience, adequate facilities, finances, and business systems to perform the scope of services. Bibb County School District reserves the right to approve all Sub-Contractors and Sub-Contractors.

16. Responsiveness: The determination of the Bidder’s responsiveness will be made by the Bibb County School District based on a consideration of whether the Bidder has submitted complete bid documents meeting bid requirements without irregularities, exclusions, special conditions, or alternative bids for any item unless specifically requested in the solicitation.

17. Sub-contractors and Manufacturers: Bidders are required to submit, in writing, the addresses of any proposed Sub-contractor or equipment manufacturers listed in the Bid and may be required to submit other material information relative to the proposed Sub-contractor. Bibb County School District reserves the right to disapprove any proposed Sub-contractor whose technical or financial ability, resources, or experience are deemed inadequate.

18. Minority, Female Business and Local Enterprises: It is the intent of Bibb County School District that Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and Local and Small Business Enterprises (L/SBE) have an equal opportunity to participate in Bibb County School District procurement opportunities. Bidders are encouraged to use said vendors whenever possible in the execution of any contract.

19. Conflict of Interest: Bidders are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFQ contained in Appendix B, General Terms and Conditions, and Required Form Submittals.

19.1 Bibb County School District reserves the right to issue solicitations for specific projects that are independent of this RFQ. Except as stated in this RFQ, successful Bidders under this RFQ are not precluded from responding to such solicitations.

19.2 All interests of Bibb County School District employees, officers or elected officials in Bidder’s firm should be listed and disclosed with Bidder’s response to this RFQ.

A. SUBMISSION OF BIDS

1. Ownership of Bids: Each Bid submitted to Bibb County School District shall become the property of the Bibb County School District, without compensation to a Bidder, for use by the Bibb County School District, in its discretion. Bibb County School District shall not be liable for any bid preparation costs incurred by Bidders, or for any subsequent work on the Bid or additional documentation required by Bibb County School District.

2. Bid Duration: Bids submitted in response to this RFQ must be valid for a period of One Hundred and Twenty (120) calendar days from the Bid Submission Deadline and must be marked as such.

3. Bid Submission Deadline: Responses to this RFQ will be received by Bibb County Schools e-Procurement Portal, at on BONFIRE https://bcsdk12.bonfirehub.com/projects.

Please note you must register VIA Bonfire to Review the BIDS. The registration is FREE.

https://bcsdk12.bonfirehub.com/projects

3.1 Bidders must register in Bonfire as a vendor at:

https://Bibbk12ga.bonfirehub.com/portal/?tab=login to submit a bid prior to the submission deadline.

3.2 Bidders and all required forms must be fully completed, signed in ink and uploaded in Bonfire at https://Bibbk12ga.bonfirehub.com/portal/?tab under the correct solicitation.

3.3 Bibb County School District will only accept online submissions for this RFQ. Oral, telephonic, facsimile, emailed and mailed bids will not be considered.

4. Late Bids. Late Bids received will not be considered. Time will be determined in Bonfire (as determined by the time stamp clock when submitted online). Bids delivered to other locations within Bibb County School District will not be considered.

Bibb County School District is not responsible for misdirected mail or items delivered late by carriers.

5. Non-Mandatory Pre-Bid Conference: A Non-Mandatory Pre-Bid Conference Call is scheduled for September 13th, 2023 @ 11:00 am, via teams. the Pre-Bid Conference Call is voluntary for Bidders responding to this RFQ; however, Bidders are encouraged to attend. During the Pre-Bid Conference, the general requirements of the project will be discussed. Any questions raised by potential Bidders will be discussed. Verbal answers to questions during the Pre-Bid Conference will not be authoritative. Each Bidder must be fully informed regarding all existing and expected conditions and matters which might affect the cost or performance of the required services. It should be emphasized, however, that nothing stated or discussed during this conference shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

6. Solicitation Questions: Any questions regarding this RFQ should be submitted on or before September 20th, 2023 at 8:00 A.M., EST. All questions must be submitted to Elaine Wilson-Beverly, Director, Bibb County School District, Procurement Services Department, by email with the RFQ name and number in the subject line to Elaine.Wilson@bcsdk12.net. Questions received after the designated period may not be considered. Verbal responses are not authoritative. It is the responsibility of each Bidder to obtain a copy of any Addendum issued for this solicitation.

7. Prohibited Contacts: All Bidders and representatives of Bidders are strictly prohibited from contacting Bibb County School District employees, Bibb County School District Officials, Elected Officials, or any third-party representatives of Bibb County School District on any matter having to do with this RFQ. All communications by any Bidder concerning this RFQ must be made in writing to the Bibb County School District Purchasing Department.

8. Examination of Bid Documents:

8.1 Each Bidder is responsible for examining with appropriate care the complete RFQ and all Addenda and for informing itself with respect to all conditions which mailto:Elaine.Wilson@bcsdk12.net might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Bidder, who is deemed to have included all costs for performance of the Services in its Bid.

8.2 Each Bidder shall promptly notify Bibb County School District in writing should the Bidder find discrepancies, errors, ambiguities, or omissions in the Bid Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFQ. Replies to such notices may be made in the form of an addendum to the RFQ, which will be posted to the Bibb County School District website.

8.3 Bibb County School District may in accordance with applicable law, by Addendum, modify any provision or part of the RFQ at any time prior to the Bid due date and time.

8.4 Each Bidder must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

8.5 Bibb County School District may waive any technicalities and formalities. Bibb County School District reserves the right to cancel the RFQ in its entirety.

9. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Agreement that may be awarded pursuant to this RFQ are set forth in Appendix B, General Terms and Conditions. Bidder must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Bidder, if any. For purposes of this section, “Bidder” shall mean an individual, corporation, or other corporate entity submitting a bid in connection with this solicitation, including each Joint Venture partner if Bidder is a Joint Venture.

10. Protests: Protests dealing with specifications, or the solicitation shall be filed not later than three (3) working days prior to the bid due date. Other protests shall be filed not later than three (3) working days after the bid due date, or if the protest is based on subsequent actions of Bibb County School District, not later than three (3) working days after the aggrieved person knows or should have the knowledge, of the facts given rise to the protest. All Protests should specify exactly what is being protested. Protests are considered filed when received by the Director of Purchasing. Protests which are not filed in a timely manner, as set forth above, will not be considered. Bidder agrees to pay for Bibb County School District reasonable attorney’s fees and expenses of litigation for any protest arising out of this solicitation in which Bibb County School District is a prevailing party. Only those who participated in the solicitation are eligible to protest.

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RFQ 24-003

Hourly Wage – Contractor for Equipment Repair

Bibb County Schools is soliciting Bids from qualified Bidders to provide repairs to equipment on an as needed basis for School Nutrition for Bibb County Schools. A detailed Scope of Services is set forth in this RFQ.

1. INTRODUCTION

1.1 BACKGROUND

Bibb County School District is committed to excellence and student achievement. Bibb County School District is fully accredited through Advance ED-Southern Association of Colleges and Schools Council on Accreditation and School Improvement. Bibb County School District is a diverse K-12 system located Macon, Georgia, with 26 elementary schools, 6 middle schools, and 6 comprehensive high schools, along with 1 alternative school. Student enrollment is approximately 20,000.

1.2 INTENT TO AWARD

Bibb County School District intends to make one (1) award to the lowest responsible, and responsive bidder; however, Bibb County School District reserves the right to make multiple awards or no award for RFQ No: 24- 003 Hourly Wage RFQ, Equipment Services and to result in a firm fixed-price contract.

1.2.1 Responsibility. The determination of the Bidder’s

responsibility will be made by Bibb County School District based on whether the Bidder meets the following minimum standard requirements:

1.2.1.1 Has the appropriate and adequate experience

required to provide Equipment Repair, Contract Services for School Nutrition;

1.2.1.2 Has adequate personnel to fulfill the order;

1.2.1.3 Ability to comply with the required or

proposed schedule.

1.2.1.4 Has a satisfactory record of performance;

1.2.1.5 Bidder must have the ability to provide future services;

1.2.1.6 Has adequate financial means to meet

obligations incidental to the work; and

1.2.1.7 Such other factors as the Bibb County

School District determines to be pertinent to either the bid or the contract.

1.2.2 Responsiveness. The determination of the Bidder’s

responsiveness will be made by Bibb County Schools based on a consideration of whether the Bidder has submitted complete bid documents meeting bid requirements without irregularities, exclusions, special conditions, or alternative bids for any item unless specifically requested in the solicitation.

1.3 TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of the award letter.

The initial term of the Agreement and any renewal terms are collectively referred to as the “Term”. The initial term of this Agreement shall be for one (1) year and may not be automatically renewed for two (2) successive one (1) year terms upon the same terms and conditions. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of Bibb County School District on June 30th of the year in which it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2- 506(b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement. If needed, the annual contract will be extended 90 days or for such period beyond the contract expiration date as it may be necessary to afford Bibb County School District a continuous supply of the items(s).

This contract shall not be deemed to create a debt of Bibb County School District for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

1.4 DISCOUNTS

Awards will be made based on the net price of all items net price. When submitting bids or quotations, all discounts (any discounts, quantity discounts, combination of item discounts, all item discounts or any other form or combination of item discounts), must be calculated by the Bidder and reduced to a net unit price or, when requested, to an item net price. Discounts offered in any other form or time limit will not be considered in making the award.

2. SCOPE OF SERVICES AND SPECIFICATIONS

All services provided must comply with all federal, State of Georgia and local regulations and laws applicable. Bidder must provide Equipment Repair, Contract Services for School Nutrition as specified in this RFQ and in accordance with Attachment A, Scope of Services and Specifications, attached hereto and incorporated herein by reference.

BCSD currently owns the following types of commercial kitchen equipment: Cold food table Hot food table Coolers (walk-in & reach-in) Freezers (walk-in & reach-in) Mixers (various sizes) Ranges Combi Ovens Convection Ovens Steamers

Tilt skillets Steam Kettles Proof boxes Hot & Cold pass-thru Pot washers’ Conveyor style dishwashers Food choppers Food processors Ice maker Milk boxes V.C.M Slicers Display cases Blenders Vent hoods Sinks (various compartments) Air fryers Microwaves Coffee makers

Commercial kitchen equipment owned by BCSD includes the following brands:

Accu-Temp Beverage-Air Blodgett Champion Cleveland Color Point Cres Cor Delfield Alto- Shaam Garland Groen Hatco Hobart Marco Norlake Randall Scotsman South Bend Traulsen Victory Vulcan Lang True Kolpak Imperial Market Forge Robot Coupe Berkel Winston Holt Wyatt Atlas Metals Hoshizaki Rational Manitowoc Thermo-Kool Bunn Grindmaster Bakers Pride Eloma Meiko Q-N-

2.1. Service requests may include, but not be limited to the following:

a. Provide routine and preventive maintenance service repairs for equipment listed in section 3.2.

b. Provide 24 hours emergency call services, after hours calls, and calls on weekend/holidays for walk-in freezers, walk-in coolers and equipment utilizing gas connections.

2.2. A list of BCSD schools is included in Exhibit C.

2.3. Service Level Agreement

2.3.1. The Contractor agrees to complete assigned work orders in a timely fashion per the following:

a. Routine repairs (service request less than $2000 in value) shall be completed within two (2) calendar days of issue.

b. Routine repairs (in excess of $2000 in value), shall be completed within two (2) calendar days of issue, unless there’s a lead time greater than one (1) day on material & parts delivery. This may be extended pending the unique situation and availability of and fabrication.

Requests to extend the two (2) day requirement must be submitted and approved in writing (via email).

c. The majority of work will be completed during standard business hours, however, there is an occasional need for weekend work.

Should this need arise, the Contractor will coordinate such work with the BCSD representative.

2.3.2. Contractors are expected AT ALL TIMES to maintain a sufficient inventory on their service vehicles to allow them to perform preventative maintenance as well as routing repairs. Contractors will not be paid for time spent waiting for part delivery or for time spent away from the work site obtaining parts.

If the Contractor must order parts to complete a job, they must notify the BCSD representative.

2.3.3. All work orders issued under this contract shall be assigned a priority designation by the BCSD representative. The Contractor is responsible for the acknowledging the priority designation, and for ensuring that all work orders are completed based on the following order: Emergency, Priority 1 and Priority 2 as described below:

a. Emergency (anything that is deemed to be a life safety issue, or anything that may cause immediate damage to BCSD property or potentially cause harm to faculty, students or other staff. This includes walk-in coolers/freezers, gas leaks, high voltage equipment combustion, etc).

b. Priority class 2 (anything that hinders food production or service).

c. Priority class 3 (the remaining requests shall be performed in the order that they are received).

2.4. Quality Assurance

2.4.1. Applicable Industry Standards: All repairs and installations shall be completed in accordance with state and local mechanical, gas and plumbing codes.

2.4.2. Warranties-The Contractor shall warrant all materials and workmanship for one (1) year the date of acceptance by the BCSD. If any of the work is determined by BCSD staff to be defective (an imperfection that causes inadequacy or failure of kitchen equipment to work properly,) or not in accordance with applicable codes and standards, the Contractor shall correct work promptly, at no addition cost and to the full satisfaction of

BCSD.

2.4.3. The Contractor is expected to perform all service repairs and preventative maintenance in accordance with the manufacturer’s recommended procedures. While BCSD will provide repair and preventative maintenance guidelines for equipment found at our locations, it is still the Contractor’s responsibility to ensure all work is done in accordance with the manufacture’s recommendations.

2.4.4. The Contractor shall provide the manufacturer’s warranties for any new equipment and parts upon request.

2.5. Compensation

2.5.1. When services are requested, compensation to the Contractor for service call response will be based on the hourly service call rate provided in the quote, and the actual cost of parts.

2.5.2. Hours shall be calculated daily from the time the Contractor’s personnel arrives at a service location until the personnel leaves the site. Travel time to and from the location will not be compensated and any time spent away from the service location will not be compensated, unless approved by the BCSD representative in writing.

2.5.3. All work orders for a single site will be performed during one (1) visit under one (1) service charge, unless approved by the BCSD representative in writing prior to the commencement of additional visits.

2.5.4. The Contractor shall provide documentation of costs for parts and materials upon request of the BCSD.

2.6. Contract Award

2.6.1. It is the intent of BCSD to award this contract to a single Contractor to the lowest, most responsive, responsible bidder as the PRIMARY Contractor for these services. The second lowest responsive, responsible bidder will be awarded a contract as the SECONARY Contractor.

2.6.2. BCSD will contact the Primary Contractor for all services work orders and preventative maintenance requests. Should the Primary Contractor be unable to perform services upon request, BCSD will then contact the Secondary Contractor for service.

2.6.3. Neither the Primary nor the Secondary Contractor are guaranteed any work under this contract.

2.7. Procedures for Repairs and Equipment under Two Thousand Dollars ($2,000):

2.7.1. If the Contractor expects a repair to be under $2,000, they may proceed with the repair without providing the BCSD representative with a quote.

2.8. Procedures for Repairs and Equipment in Excess of Two Thousand Dollars ($2,000):

2.8.1. If the Contractor expects a repair to exceed $2,000, the Contractor’s service manager or designee shall contact the BCSD representative prior to initiating the repair and shall provide a written estimate of the repair costs.

2.8.2. The estimate shall include a detailed listing of expected labor costs by personnel classification, rate and hours, an itemized description of required parts and their costs, and a schedule for when the work can be performed.

2.8.3. The estimate shall be viewed as a not-to-exceed amount.

2.8.4. The estimate must be approved in writing by an BCSD’s representative and must be retained and submitted by the Contractor to the BCSD with the final Contractor service report and invoice.

2.8.5. Invoices submitted for projects must reflect actual labor/man hours used to complete the work, and material costs.

2.8.6. If the Contractor’s repair estimate exceeds 85% of the replacement cost of a major equipment element or a complete unit of the kitchen equipment, the Contractor shall notify the BCSD representative of the situation prior to any repair activities. All major equipment replacements require written submittals for review and approval.

2.8.7. Replacement or repair decisions will be at the sole discretion of the BCSD representative.

2.8.8. BCSD, at its sole discretion, may choose to purchase replacement parts/units directly, or may request the Contract to provide them.

2.9. Reports and Invoicing

2.9.1. Each completed service request shall be documented by a Contractor service report. The Contractor Service Report should include the following information:

a. Purchase order number.

b. Service order tracking number.

c. Location of services-facility name/address.

d. Date(s) of service.

e. Description of work performed.

f. Personnel- (indicate the individuals assigned, rates and hours worked for each day).

g. Parts and materials- description, quantity, and cost.

h. Specific equipment.

i. Total Cost.

2.9.2. The awarded Contractor will provide the following services per Nutrition

Department request:

a. The ability to provide all the necessary labor, parts, materials, supplies, and supervision, to perform regular scheduled preventative maintenance task on all kitchen equipment including walk-ins and vent hoods.

b. Customized preventative maintenance plan based on the recommendations of the manufacturer with the goal of reducing repair costs and extending the life of the equipment.

c. Experienced service technicians that are familiar with the manufacturer recommendations and can perform all services required.

d. Complete inspection reports detailing all equipment and areas inspected, general condition, and recommended work to be performed based on the observation, analysis and recommendation of the manufacturer.

e. For the purpose of this contract, the cost of any preventative maintenance repair over $600.00 must be submitted and approved by the Nutrition Department representative prior to repairs being performed by the Contractor.

When the Contractor is contacted to repair a piece of equipment that is not operating properly, it is considered a repair. Repairs are items outside preventative maintenance task recommended by the manufacture.

2.10. Uniforms

2.10.1. All personnel shall be dressed in a uniform that identifies the worker as an employee of the Contractor’s workforce at all times while on BCSD property unless approved by the BCSD representative in writing.

2.10.2. The uniform should identify the company’s name. Company name and BCSD badges must be visible at all times.

2.10.3. BCSD reserves the right, in its sole discretion, to determine of a uniform does not meet our standards. If an BCSD representative deems a uniform to be inappropriate, the Contractor shall replace them immediately upon written notice from BCSD.

2.11. Contractor Conduct

2.11.1. The Contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an BCSD representative will be grounds for removal from BCSD property.

2.11.2. Contractor employees are to be respectful to faculty, students and visitors; these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses and other such inquiries will be cause for the employee to be removed from the premises.

2.11.3. Also, radios or audible music are not allowed at worksites. Contractor shall assign the required staff to each location to be serviced.

2.12. Lost/Damaged BCSD property

2.12.1. The Contractor shall be responsible for repairing or replacing, to the satisfaction of

BCSD, any damage caused by any willful or negligent act of its employees. The Contractor is also liable for any theft proven to be either committed by its employees or made possible by willful or negligent action of its employees.

2.12.2. If BCSD incurs any costs due to illegal or inappropriate conduct by the Contractor’s employees, the vendor will reimburse BCSD for such costs such costs shall include, but are not limited to the following:

a. Re-keying or restoring of locks; Service charges levied by security alarm

Contractor, law enforcement agencies, or security companies in response to false alarms;

b. Payments to law enforcement agencies or security companies for investigations of conduct that prove an employee’s inappropriate or illegal conduct;

c. Replacement costs of items missing or damaged, due to employee’s conduct.

2.12.3. BCSD reserves the right (in its sole discretion) to remove Contractor from site based on the severity of the acts committed by the Contractor’s staff.

2.13. Additional BCSD Requirements for working on BCSD sites

2.13.1. Typically business hours are 7:00 a.m. EST to 4:00 p.m. EST unless otherwise indicated by an authorized representative from BCSD.

2.13.2. Contractor shall maintain a single point of contact on a 24-hour basis. An alternate may be assigned with the knowledge and permission of the BCSD Representative.

2.13.3. No work shall be performed in an area where children are present or maybe later in the day unless approved by the BCSD Representative.

2.13.4. All areas of work shall be left in a clean condition and all debris shall be removed daily and upon completion of service.

2.13.5. Contractor vehicles shall be clearly marked with Contractor name and phone number.

2.13.6. BCSD is a tobacco free environment, tobacco use is prohibited on all BCSD properties.

3. MINIMUM QUALIFICATIONS

3.1 Bidder must have three (3) years of experience providing Contracting Services for Equipment Repair to the School Nutrition for a school district, or any other governmental organization similar in size to Bibb County School District.

3.2 Bidder must provide the Equipment Repair, Contract Services to School Nutrition for students attending school virtually if requested by the School Nutrition Program.

4. ADDITIONAL REQUIREMENTS

4.1 BUY AMERICAN REQUIREMENTS

4.1.1 School Nutrition programs are required to "Buy American" (7 CFR

210.21), when purchasing domestic commodity or product with Federal funds to the maximum extent practicable.

4.1.2 Domestic commodity or product” is as follows:

4.1.2.1 An agricultural commodity that is produced in the U.S., and

4.1.2.2 A food product that is processed in the U.S. substantially using agricultural commodities that are produced in the U.S.

4.1.2.3 "Substantially” is defined as: over 51 percent of the final processed product consists of agricultural commodities grown domestically.

4.2 FOOD PRODUCTS PRODUCED IN THE US ARE DEFINED AS:

4.2.1 An unmanufactured (raw) food product produced in the U.S., or

4.2.2 A food product that is manufactured in the U.S.

4.2.3 In case if unavailability of domestic product due to seasonably available quality or quantity or costs significantly higher, non-domestic product can be purchased on product-by-product basis.

4.2.4 If domestic product becomes unavailable, the distributor will provide thirty (30) day notification. Included in the notification will be current market price of original product and market price of substituted product. Market price will come from a "third party market report".

4.2.5 Before substitutions are shipped, approval must be obtained from the

Executive Director of School Nutrition or designee.

4.3 CLEAN AIR/CLEAN WATER STATEMENT

The Bidder must comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)) Clean Air and Water Certification. Vendor certifies that none of the facilities it uses to produce goods provided under the Contract are on the Environmental Protection Authority (EPA) List of Violating Facilities. Vendor will immediately notify the School Food Authority of the receipt of any communication indicating that any of Vendor’s facilities are under consideration to be listed on the EPA List of Violating Facilities. Clean Air Act (42 U.S.C. 7401-7671q.) and the

Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended - Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387).

Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

4.4 ENERGY POLICY AND CONSERVATION ACT

The Bidder shall comply with all mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163, 89 Stat.871).

4.5 PROCUREMENT OF RECOVERED MATERIALS (2 CFR 200.323) (if

applicable)

Bidders must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

4.6 CIVIL RIGHTS STATEMENT AND ASSURANCE

4.6.1 Bibb County School District hereby agrees that it will comply with:

I. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.);

II. Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.);

III. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);

IV. Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.);

V. Title II and Title III of the Americans with Disabilities Act (ADA) of 1990 as amended by the AD Amendment Act of 2008 (42 U.S.C. 12131- 12189);

VI. Executive Order 13166, "Improving Access to Services for Persons with

Limited English Proficiency." (August 11, 2000);

VII. All provisions required by the implementing regulations of the Department of Agriculture (USDA) (7 CFR Part 15 et seq.);

VIII. Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42 and 50.3);

IX. Food and Nutrition Service (FNS) directives and guidelines to the effect that, no person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any program or activity for which the Program applicant receives Federal financial assistance from USDA; and hereby give assurance that it will immediately take measures necessary to effectuate this Agreement; and

X. The USDA non-discrimination statement that in accordance with

Federal civil rights law and U.S Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs).

4.7 EQUAL EMPLOYMENT OPPORTUNITY

The Bidder shall comply with Executive Order 11246 entitled “Equal Employment Opportunity” as amended by Executive Order 11375, and as supplemented in the Department of Labor regulations (41 CFR Chapter).

4.8 HAZARD ANALYSIS AND CRITICAL CONTROL POINT (HACCP)

The Bidder shall submit with their bid, documentation certifying that the company is operating under a third party audited Hazard Analysis and Critical Control Point (HACCP) program or documentation certifying bidder shall use Good Manufacturing Practices.

4.9 DOCUMENT REVIEW

The Bidder shall allow access by the Federal grantor agency, the comptroller General of the United States, or any of their duly authorized representatives of the School Nutrition Program to any books, documents, papers, and records of the contractor which are directly pertinent to that specific contract for the purpose of making audit, examination, excerpts, and transcriptions.

5. REQUIREMENTS CONTRACT CLAUSE

The quantities specified in the Bid Cost Form are estimates only. There are no guarantees as to the quantities Bibb County School District will require over the time period stated, therefore, no liability for non-purchase of any goods and/or services. More or less of the estimated quantity may be purchased.

6. FIXED PRICE PROVISION

The successful Bidder must warrant that the bid price(s), terms, and conditions stated in the bid shall be firm through the bid process and until the time the award is made at which time prices shall remain firm and fixed for the entire contract period.

7. ESCLATION/DE-ESCALATION CLAUSE

Prices shall remain firm for the term of the contract, unless economic adjustments are agreed upon by both parties and based on the most recent published Consumer Price Index at the time of the request. For the purposes of this section, the Consumer Price Index Changes in Fuel Price Indexes as published by the United States Energy Information Administration [https://www.eia.gov/petroleum/gasdiesel/] will be the benchmark. Bibb County School District will use the most recent year-over-year data available at the time of request. Bibb County School District reserves the right to accept or reject the request for a price increase and if appropriate, to utilize other resources in evaluating escalation requests, including requesting confirmation from the manufacturer. This clause also enables Bibb County School District to seek de-escalation on the basis of the same cited index, terms, and other resources. Request can only be submitted in December and May during the contract period(s).

7. CONTRACT WORK HOURS/SAFETY STANDARDS ACT (40 U.S.C. 3701-3708)

All contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each vendor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.

These requirements do not apply to the purchases of supplies or materials or articles.

8. CODE OF CONDUCT

The following conduct will be expected from all vendors who are engaged in the procurement process that uses School Nutrition Program funds including award, administration of contracts, and receipt of products. No employee, officer, or agent of the Bibb County School District shall participate in selection or in award or administration of a contract supported by the School Nutrition Program funds if there is a conflict of interest, real or apparent, would be involved. Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:

1. The employee, office, or agent;

2. Any member of his/her immediate family;

3. His or her partner; and

4. An organization which employs or is about to employ one of the above.

Further, the employees, officers, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from vendors or parties to sub- agreements; and the purchase of any food or service from a vendor for individual use is prohibited; and the removal of any food, supplies, equipment, or school property, such as records, recipe books, supplies and the like is prohibited; and outside sale of such items as used oil, empty cans, and the like will be sold by contract between the Bibb County School District and an outside agency. Individual sales by any school personnel to an outside agency or any other person is prohibited. If any employee, officer, or agent fail to abide by the above stated code could result in a fine, suspension, or both, and dismissal. The code of conduct will be provided to anyone upon request by the School Nutrition Department. Bibb County School District/SFA will not be responsible for any other explanation or interpretation which anyone presumes to make on behalf of the district.

http://www.eia.gov/petroleum/gasdiesel/ http://www.eia.gov/petroleum/gasdiesel/

9. REQUIRED FORM SUBMITTALS

The forms and documents contained in Appendix D, Required Forms, are mandatory forms required to be submitted with each bid. Failure to provide the information or documentation required may cause a bid to be declared non-responsive and rejected.

Failure to an have authorized representative sign all documents at the signature line, or failure to have all documents properly notarized as requested, may cause a bid to be declared non- responsive and rejected.

APPENDIX A

PURCHASING DEPARTMENT

CODE OF ETHICS

I. Give first consideration to the mission and policies of Bibb County Schools.

II…