25260061Q-VG_-_Exhaust_Hood_Cleaning_-_Solicitation_Document.pdf

Rev. 11-3-2020

REQUEST FOR QUOTATIONS & PROPOSER’S ACKNOWLEDGEMENT

POSTING DATE: PURCHASING CONTACT & TELEPHONE:

November 4, 2025 Victoria Gonzalez, Procurement Agent III, Ph: 407-320-0262, Email: gonzalvm@scps.k12.fl.us

QUOTE TITLE & NUMBER:

25260061Q-VG

Exhaust Hood Cleaning Services

QUOTE DUE DATE & TIME:

November 19, 2025 @ 3:00 P.M.

NOTE: QUOTES RECEIVED AFTER THE QUOTE DUE DATE AND TIME WILL NOT BE ACCEPTED.

The School Board of Seminole County, Florida, solicits your company to submit a quote on the above referenced goods or services.

All quotes must have an authorized signature in the space provided below. All Quotes must be received by the “Quotes Due Date & Time” referenced above. Quotes must be sent via e-mail. Quotes may not be withdrawn for a period of ninety (90) days after the quotes due date unless otherwise specified.

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR QUOTE. QUOTES WILL NOT

BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE PROPOSER.

LEGAL NAME OF COMPANY (AS REGISTERED IN WWW.SUNBIZ.ORG OR AS REGISTERED IN YOUR STATE):

MAILING ADDRESS: _______________________________________________________________________________________________________

CITY, STATE, ZIP: _________________________________________________________________________________________________________

FEDERAL EMPLOYER S IDENTIFICATION NUMBER (FEIN): ______________________________________________________________________

TELEPHONE NUMBER:________________________________ WEB ADDRESS: _____________________________________________________

EMAIL:

I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER PROPOSER SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE TO ALL CONDITIONS OF THIS BID AND CERTIFY THAT I AM

AUTHORIZED TO SIGN THIS BID FOR THE PROPOSER.

TYPED OR

AUTHORIZED SIGNATURE: _____________________________ PRINTED NAME: __________________________________________

TITLE: _______________________________________________ DATE: ____________________________________________________

THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA

PURCHASING AND DISTRIBUTION SERVICES DEPARTMENT

400 E. Lake Mary Boulevard Sanford, FL 32773-7127 http://www.sunbiz.org/

I. INTRODUCTION.

1. The School Board of Seminole County, Florida is seeking quotes for exhaust hood cleaning services.

2. Since this is a quote, and not a bid, we will accept electronic submissions via e-mail only.

3. This quote shall be valid for 90 days. Services are estimated to start on January 1, 2026.

4. Pricing provided by the vendor shall be valid for the entire term of this contract, January 1, 2026, through December 31, 2026.

5. Prices shall be inclusive of all costs associated with exhaust hood cleaning.

6. FLORIDA DEPARTMENT OF STATE, DIVISION OF CORPORATIONS REGISTRATION

REQUIREMENTS.

A. Respondents who are required to be registered with the Florida Department of State, Division of Corporations or who are incorporated within the State of Florida must furnish their Florida document number, and a screen shot of their “active” status. All registered respondents must have an active status in order to be eligible to do business with the School Board. Respondents doing business under a fictitious name, on page 1, must submit their offer using the company’s complete registered legal name; example: ABC, Inc.

d/b/a XYZ Company. To register with the State of Florida, visit: www.Sunbiz.org.

B. If the firm is not located in Florida, the firm must provide their state’s document number and a screen shot of their current, date-identified “active” status with their submittal.

7. The School Board’s “Purchase Order Terms and Conditions – General”, shall apply to all quotes and purchase orders as outlined after the Price Schedule. See Section IV.

8. If this quote includes services and is $10,000 or greater, the respondent will be required to sign the attached draft agreement. See Section V attached. Exceptions to the Terms and Conditions within the Agreement may result in the vendor to be deemed non-responsive.

9. The Buyer shall indicate if the additional Federal terms & conditions are applicable that are listed in “Purchase Order Terms and Conditions – Federal” by checking below:

Federal Funds are being utilized for this purchase. The School Board’s “Purchase Order Terms and Conditions – Federal”, as posted on the website below shall apply to this purchase: https://www.scps.k12.fl.us/district/departments/purchasing/ https://www.scps.k12.fl.us/district/departments/purchasing/

II. SPECIFICATIONS/SCOPE OF WORK and PRICE SCHEDULE

SPECIFICATIONS/SCOPE OF WORK:

The School Board of Seminole County, FL, is seeking quotes from licensed exhaust hood cleaning contractors, with a minimum of five (5) years’ experience, for all-inclusive exhaust hood cleaning services District wide.

QUOTE FOR ONE YEAR WITH TWO, ONE (1) YEAR OPTIONAL RENEWAL.

1. KITCHEN CLEANING SCOPE

1.1. Hoods, grease removal devices, fans, filters, ducts, plenums, stacks, fan motor cover (bonnet) and other appurtenances shall be cleaned to remove all grease and dirt. The awarded vendor shall see that all elements removed for cleaning are returned and properly secured. Degreasing of the kitchen hood systems is to conform to the applicable sections of N.F.P.A. 96, FDA and State Requirements for Educational Facilities. Each of these units are systems serving low-volume cooking operations Per NFPA 96 Table 11.4.

1.2. During the life of this agreement, the actual number of filters, hoods, fans, and ducts to be cleaned and degreased may be impacted by Facilities renovations, remodeling, new construction or other activities. Increases or decreases shall be made, as deemed necessary upon agreement of the District and the awarded vendor, based on the degreasing costs awarded.

1.3. All scheduled work shall be performed during the designated student non-attendance days as defined in Attachment B – SCPS Student-Attendance-Calendar.

1.4. Scheduling will be communicated with the Red Apple Dining office (407-320-0226) a minimum of two weeks prior to the start of the break. Keys and a security access code will be supplied prior to service dates with the keys being returned promptly on the next district business day following the cleaning.

1.5. The awarded vendor shall use only non-flammable USDA approved cleaning/degreasing agents (non-acid) and abide by approved cleaning techniques. All MSDS pertaining to the agents used for cleaning/degreasing shall be submitted with Quote for approval before award. Flammable solvents or other flammable cleaning aids SHALL NOT BE USED.

1.5.1. All cooking equipment and surrounding apparatus shall be covered prior to commencing with the degreasing process. Restaurant equipment shall not be used as a support structure to access cleaning areas under the hood. Surrounding areas, including floors, mop sinks and can wash area shall be clean upon completion.

1.5.2. At the start of the degreasing process, electrical switches that may be accidentally activated shall be locked out. Care shall be taken not to apply cleaning chemicals on fusible links or other detection devices of the automatic extinguishing system.

1.5.3. The temperature of hot water used for degreasing shall not exceed 212 degrees so as not to damage adjoining laminates, fusible links in the fire suppression system or any components of the hood(s), duct(s) or fan(s).

1.5.4. The awarded vendor(s) shall provide all necessary labor, supervision, equipment, tools, chemicals and other supplies to complete the work as specified.

1.5.5. All filters shall be removed and cleaned, removing all built-up grease and dirt. All filters shall be properly dried and replaced into the hood systems at the end of the cleaning cycle.

1.5.6. The awarded vendor(s) shall be responsible for removal of all debris from the site and the cleaning of work areas. The premises shall be free of debris and unusable materials resulting from their work and as work progresses; or upon request by an authorized District representative, shall remove such debris and materials from property. At completion of work, the awarded vendor will remove all work materials, tools, construction equipment and machinery from the work site and will leave the school in ready to use conditions.

1.5.7. The awarded vendor is responsible for securing the premise upon exit, including turning off lights, hood system and arming the security system.

1.5.8. The awarded vendor shall possess the proper licensing required for the cleaning and inspection of kitchen hood systems.

1.6 In case of accidental discharge of the kitchen hood fire suppression system the awarded vendor shall call the District’s emergency maintenance number 407-463-3003. If the discharge is caused by the awarded vendor, the awarded vendor shall be responsible for repairs, recharges and clean up at no cost to the District.

1.6.1 The awarded vendor shall be responsible for any damage to District property, personnel property or visitor property due to negligence on the part of the awarded vendor, their employees or other agents. The awarded vendor(s) agrees to repair, at own expense, any damage that was caused to District property by awarded vendor, their employees or their agents.

1.7 Upon completion of the cleaning/degreasing process the awarded vendor shall inspect the system, noting any details of discrepancies found that would affect normal operation of the exhaust system. The Contractor shall also notate the general condition of the hood system after cleaning, including the potential lifespan of and hood and recommendations for repair or replacement. Such discrepancies shall be reported in writing to the District’s authorized representative at RADHelp@scps.us. Written certification of the exhaust hood cleaning shall be left on-site along with a sticker indicating the appropriate date of service.

1.8 Quote will be assessed on total cost of the annual cleaning of all locations listed on Attachment A – Price Schedule and Campus Restaurants Exhaust Hoods. The total cost is a sum of lines 1 through 59 and equal to the predetermined need. Lines 60, 61, and 62 on Attachment A are to reflect what the fee would be if an additional hood needed to be cleaned for a culinary class, and supplemental services to pressure wash the kitchen floor or back dock.

1.9 The District reserves the right to inspect all work prior to payment. The awarded vendor shall promptly correct all work rejected by an authorized District representative as defective. The awarded vendor will bear all costs of correcting such rejected work.

1.10 It shall be the sole responsibility of the awarded vendor performing services for this contract to safeguard their own materials, tools, and equipment. The District shall not assume any responsibility for vandalism and/or theft of materials, tools and/or equipment.

1.11 The awarded vendor shall be responsible for any damage to District property, personnel property or visitor property due to negligence on the part of the awarded vendor, their employees or other agents. The awarded vendor(s) agrees to repair, at own expense, any damage that was caused to District property by awarded vendor, their employees or their agents.

1.12 An individual invoice shall be submitted for each hood system inspected and cleaned.

Attachments:

Section V – Draft Service Agreement

Attachment A – Price Schedule and Campus Restaurants Exhaust Hoods.

Attachment B – SCPS Student-Attendance-Calendar.

TYPED OR

AUTHORIZED SIGNATURE: _____________________________ PRINTED NAME: ___________________________________________

TITLE: _______________________________________________ DATE: ____________________________________________________

COMPANY NAME:

III. PRICE SCHEDULE

1. COMPLETE ATTACHMENT A - PRICE SCHEDULE ATTACHED IN EXCEL FORMAT

IV. THE SCHOOL BOARD OF SEMINOLE COUNTY FLORIDA ‐ PURCHASE ORDER TERMS & CONDITIONS

The School Board (Buyer) OBJECTS in advance to the inclusion of any additional terms proposed by Seller in its acceptance or acknowledgement of this order. The inclusion of such terms by the Seller will be of no significance, such terms will not be additional terms to this order, and Buyer’s acceptance of Seller's goods or services shall not be deemed as acceptance of such terms. The terms or conditions from an underlying invitation to bid, proposal, or quote are incorporated herein by this reference.

Unless otherwise stated on the face of this order, the following terms and conditions shall apply:

1. TERMS OF PAYMENT: The normal terms of payment will be "Net 30 Days" from receipt and acceptance of goods or services and Supplier's invoice. Alternative terms offering discounts for early payment shall be made at the discretion of the Buyer.

2. INVOICING: Itemized invoices, each bearing the Purchase Order Number must be mailed on the day of shipment.

3. PACKING: All shipments will include an itemized list of each package's content, and reference the Buyer's Purchase Order Number. No charges will be allowed for cartage or packing unless agreed upon in writing by the Buyer prior to shipment.

4. TRANSPORTATION AND TITLE: (a) Title to the goods will pass to the Buyer upon receipt and acceptance at the destination or as indicated herein. Until acceptance, the

Seller retains the sole insurable interest in the goods. (b) The shipper will prepay all transportation charges. The Buyer will not accept collect freight charges. (c) No premium carriers will be used for the Buyer’s account without prior written consent of the Director of Purchasing & Distribution Services.

5. RISK OF LOSS: The Seller assumes the following risks: (a) all risks of loss or damage to all goods, work in process, materials and equipment until the delivery thereof as herein provided; (b) all risks of loss or damage to third persons and their property until delivery of all goods as herein provided; (c) all risks of loss or damage to any property received by the Seller or held by the Seller or its suppliers for the account of the Buyer, until such property has been delivered to the Buyer; (d) all risks of loss or damage to any of the goods or part thereof rejected by the Buyer, from the time of shipment thereof to Seller until redelivery thereof to the Buyer.

6. INSURANCE AND INDEMNIFICATION: The Seller agrees to indemnify and save harmless the Buyer, its officers, agents and employees from and against any and all claims and liabilities (including expenses) for injury or death of persons or damage to any property which may result, in whole or in part, from any act or omission on the part of the Seller, its agents, employees, or representatives, or are arising from any Seller furnished goods or services, except to the extent that such damage is due solely and directly to the negligence of the Buyer. The Seller will carry comprehensive general liability insurance, including contractual and product liability coverage, with minimum limits acceptable to the Buyer. The Seller will, at the request of the Buyer, supply certificates evidencing such coverage.

7. INSPECTIONS AND TESTING: The Buyer will have the right to expedite, inspect and test any of the goods or work covered by this Purchase Order prior to shipment. All goods or services are subject to the Buyer's inspection and approval upon arrival or completion. If rejected, they will be held for disposal at the Seller's risk. Such inspection, or the waiver thereof, however, will not relieve the Seller from full responsibility for furnishing goods or work conforming to the requirements of this Order and will not prejudice any claim, right or privilege the Buyer may have because of the use of defective or unsatisfactory goods or work.

8. LAWS AND REGULATIONS: This Purchase Order and all extensions and modifications thereto, and all questions relating to its validity, interpretation, performance or enforcement shall be governed and construed in conformance to the laws of the State of Florida. The venue for all proceedings will be the circuit courts of Seminole County

Florida.

9. PUBLIC ENTITY CRIMES: In compliance to Section 287.133 Florida Statutes, a business, person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, for CATEGORY

TWO for a period of 36 months from the date of being placed on the convicted vendor list.

10. PATENTS / COPYRIGHTS: Seller agrees to indemnify and save harmless the Buyer, its officers, employees, agents, or representatives using the goods specified herein from any loss, damage or injury arising out of a claim or suit at law or equity for actual or alleged infringement of letters of patent and/or copyright by reason of the buying, selling or using the goods supplied under this Order, and will assume the defense of any and all suits and will pay all costs and expenses thereto.

11. CONFLICT OF INTEREST: The award hereunder is subject to the provisions of Chapter 112 Florida Statutes. All Suppliers must disclose the name of any company owner, officer, director or agent who is an employee of the Buyer.

12. STOP WORK ORDER: The Buyer may at any time by written notice to the Seller to stop all or any part of the work for this order. Upon receiving such notice, the Seller will take all reasonable steps to minimize additional costs during the period of work stoppage. The Buyer may subsequently either cancel the stop work order resulting in an equitable adjustment in the delivery schedule and/or the price, or terminate the work in accordance with the provisions of the Purchase Order terms and conditions.

13. TERMINATION: DEFAULT: The Buyer may terminate all or any part of this purchase order by giving notice of default to Seller, if Seller: (a) refuses or fails to deliver the goods or services within the time specified; (b) fails to comply with any of the provisions of this Order or so fails to make progress as to endanger performances, hereunder, or; (c) becomes insolvent or subject to proceedings under any law relating to bankruptcy, insolvency, or relief of debtors. In the event of termination for default, the Buyer’s liability will be limited to the payment for goods and services delivered and accepted as of the date of termination. CONVENIENCE: The Buyer may terminate for its convenience at any time, in whole or in part any Purchase Order. In the event of termination for convenience, the Buyer’s sole obligations will be to reimburse Seller for (a) those goods or services actually shipped/performed and accepted up to the date of termination, and (b) costs incurred by seller for unfinished goods, which are specifically manufactured for the Buyer and which are not standard products of the Seller, as of the date of termination, and a reasonable profit thereon. In no event is the Buyer responsible for neither loss of anticipated profit nor will reimbursement exceed the order value.

14. WARRANTY: All goods and services furnished by the Seller, relating to and pursuant to this Order will be warranted to meet or exceed the Specifications contained herein.

In the event of breach, the Seller will take all necessary action, at Seller’s expense to correct such breach in the most expeditious manner possible.

15. BACKGROUND CHECK: All persons who are permitted access on school grounds when students are present or who have direct contact with students shall comply with the requirements set forth in Section 1012.32, 1012.465, & 1012.467 Florida Statutes. Where applicable, access to the Board’s property may be granted to Seller’s employees only after being appropriately cleared by the School Board. All persons with access to or control of school funds shall comply with the requirements of Section 1012.465

Florida Statutes. All costs associated for clearance of Seller’s personnel shall be included in the pricing of this Purchase Order.

16. CONFIDENTIAL STUDENT INFORMATION: Seller and its officers, employees, agents, representatives, contractors, and sub-contractors shall fully comply with the requirements of Section 1002.22 and Section 1002.221, Florida Statutes, 20 U.S.C. § 1232g and 34 CFR Part 99 (The Family Educational Rights and Privacy Act

FERPA) and any other law or regulation, either federal or State of Florida, regarding confidentiality of student information and records. This provision shall survive the termination of or completion of all performance or obligations under this sale and shall be fully binding upon Seller until such time as any proceeding brought on account of this covenant is barred by any applicable statute of limitations. If Buyer and Seller have entered into a separate written Data Privacy Agreement (DPA), then the terms of the DPA shall control.

17. CLICK-THROUGH DISCLAIMER: All Seller or software terms contained in click-through agreements in connection with sellers software or services are disclaimed by

Buyer to the extent the terms are in addition to, conflict or are inconsistent with the terms of this Purchase Order Agreement.

18. INDEMNITY AGREEMENT DISCLAIMER: Notwithstanding anything to the contrary contained in any writing relating to this sale, Buyer disclaims any express agreement to defend or indemnify Seller and nothing herein should be construed as a waiver of any sovereign immunity protections to which Buyer may be entitled.

19. FEDERAL GRANTS TERMS AND CONDITIONS: The terms and conditions found on the Purchasing and Distribution’s website:

https://www.scps.k12.fl.us/district/departments/purchasing/ shall apply for this order if federal funds are utilized and the contractor accepts and acknowledges that it is and will continue to be in compliance with said terms and conditions for the term of the purchase. By fulfilling this order, Contractor agrees with these requirements.

(Rev. 10/1/2024)

SCPS 1565 12-18 SB