4-IFB ML26033026 HOOD CLEANING .docx

DAVIS TECH IFB ML26033026

Section 1.0 Purpose The purpose of this IFB is to find a qualified contractor capable of providing commercial kitchen exhaust system cleaning, and compliance reporting services for Davis Technical College. Services will support the Culinary Department located within the College’s Main Building.

THE COLLEGE DOES NOT GUARANTEE TO SPEND ANY AMOUNT UNDER THE CONTRACT THAT MAY BE AWARDED BY THIS IFB. After reviewing submitted bids, the College reserves the right to determine whether it is in the best interest of the College to proceed with the procurement.

2.0 General Requirements

Failure to meet any of the requirements in this section may be grounds for disqualification.

Mandatory Pre-Bid Walkthrough April 9, 2026 @ 3:00 PM MST Davis Technical College 550 E 300 S Kaysville, UT 84037 Main Building Café

2.01 Contractor must be able to fulfill all services as outlined in Attachment B – Scope of Work, and agrees to all Terms and Conditions found in: Attachment A – State of Utah Standard Terms and Conditions and Attachment C – Davis Tech Payment Terms and Conditions

2.02 Contractor must be capable of providing all services required under this Agreement as the Prime Contractor.

2.03 Contractor must have at least three (3) years of experience providing commercial kitchen exhaust system cleaning services similar in size and scope to those described in Attachment B. Contractor shall provide examples demonstrating relevant experience and quality of work.

2.04 Contractor must provide at least three (3) references, including organization name, contact person, and telephone number, for clients for whom similar services have been performed within the last five (5) years.

2.05 Contractor staff performing services must hold all required certifications, training, and qualifications necessary to perform commercial kitchen exhaust cleaning in accordance with applicable industry standards and regulatory requirements, including NFPA 96 where applicable. Documentation of technician qualifications, certifications, or relevant training may be requested as part of the bid evaluation process.

Section 3.0 Evaluation and Award

3.01 Evaluation Process Overview All bids submitted in response to this IFB will be evaluated in a manner consistent with the Utah Procurement Code and all applicable rules, policies, and procedures governing procurement activities at Davis Technical College.

The evaluation process will consist of the following steps:

A. Responsive determination – See Section 3.02 B. Responsible determination – See Section 3.03 C. Technical evaluation – See Section 3.04 D. Cost evaluation – See Section 3.06

3.02 Responsive Determination

Bids will be reviewed to confirm that they conform to the requirements outlined in this IFB. Non-responsive bids, defined as bids that do not materially conform to IFB requirements, may be rejected and eliminated from further consideration. A bid may also be rejected if it is determined to be conditional, incomplete, or otherwise non-compliant with the requirements of this solicitation.

3.03 Responsible Determination

In determining whether a bidder is responsible, the College may evaluate factors including, (but not limited to) financial resources; relevant experience; organizational capacity; technical qualifications; available personnel and equipment resources; record of past performance; integrity and business practices; quality of references provided; ability to perform successfully under the terms and conditions of the contract The College may also consider whether any adversarial relationship exists between the bidder and the College that is so serious and compelling that it may negatively impact the performance of work under this IFB, or any other condition determined to affect the bidder’s responsibility.

3.04 Technical Evaluation

Bids that meet the requirements for responsiveness and responsibility will proceed to technical evaluation.

Technical evaluation will assess the bidder’s demonstrated ability to meet the requirements outlined in Attachment B – Scope of Work, including qualifications, relevant experience, staffing, and demonstrated understanding of commercial kitchen exhaust system cleaning services.

Davis Technical College reserves the right to request additional information or clarification from bidders to confirm their ability to meet the requirements outlined in this IFB.

3.05 Technical Bid Evaluation Criteria

Technical bids will be evaluated in accordance with the following criteria:

The Contractor’s ability to demonstrate capability to meet the requirements of the Scope of Work.

Contractor shall provide qualifications and years of experience for management staff, technicians, and support personnel responsible for performing services under this contract. Contractors should include any certifications, training, or industry credentials demonstrating technician competency and compliance with applicable safety and industry standards.

3.06 Cost Evaluation

Bid pricing will be evaluated for all bids that successfully pass the technical evaluation.

Bids will be ranked based on the total five (5) year cost of services, calculated using the pricing submitted in the contractor’s fee schedule for the required hood cleaning services described in Attachment B – Scope of Work.

3.07 Award of Contract

Upon completion of the evaluation process, the College may award a contract to the bidder whose bid is determined to represent the lowest cost responsive and responsible bid meeting the specifications and evaluation criteria outlined in this IFB.

The College reserves the right to reject any or all bids, waive minor informalities or technicalities, or cancel this IFB if such action is determined to be in the best interest of the College.

The College may choose to award contracts to multiple bidders if doing so is determined to be in the best interest of the College.

Purchasing Services is the only department authorized to award a procurement contract on behalf of the College.

Any contract resulting from this IFB will include, but not be limited to:

· State of Utah Standard Terms and Conditions

· The College’s Purchase Order Contract Terms and Conditions

· Attachment B – Scope of Work

· The applicable conditions and requirements outlined in this IFB All pertinent College policies and State of Utah laws and regulations shall apply.

ATTACHMENT B

SCOPE OF WORK

The responsibilities of Contractor include, but shall not be limited to the following:

Contractor shall provide commercial kitchen exhaust system cleaning services for Davis Technical College. The College recently completed a major renovation of its Culinary Department and requires routine cleaning, inspection, and maintenance of five (5) commercial kitchen exhaust hoods, identified as the West Hood, Center Hood, East Hood, Dishwasher Hood, and Bakery Hood.

Services shall include cleaning of the identified exhaust hoods, associated grease filters, horizontal and vertical exhaust ductwork, and rooftop upblast exhaust fans associated with each hood system.

Hood Systems and Service Frequency

The Contractor shall provide services for the following commercial kitchen exhaust hood systems located in the Culinary Department of the College’s Main Building:

· West Hood – Biannual cleaning

· Center Hood – Biannual cleaning

· East Hood – Biannual cleaning

· Dishwasher Hood – Annual cleaning

· Bakery Hood – Annual cleaning Each service shall include cleaning of the exhaust hood, associated grease filters, horizontal and vertical exhaust ductwork, and the rooftop upblast exhaust fan connected to the respective hood system. Service frequency may be adjusted based on usage, inspection findings, or applicable code requirements.

Scope of Cleaning Services

Each service visit shall include, at a minimum:

· Cleaning of the interior surfaces of commercial kitchen exhaust hoods

· Removal, cleaning, and reinstallation of associated grease filters

· Cleaning of all accessible horizontal and vertical exhaust ductwork connected to each hood system

· Cleaning of rooftop upblast exhaust fans associated with each hood system, including fan blades, housings, hinges, and grease containment systems Services shall be performed in accordance with NFPA 96 and applicable industry standards.

Preparation, Protection, and Containment

Prior to commencing any cleaning activities, the Contractor shall adequately prepare the work area to prevent contamination or damage to College facilities.

The Contractor shall protect all adjacent and nearby surfaces, including but not limited to:

· Cooking equipment

· Food preparation surfaces

· Counters, tables, and shelving

· Floors, walls, and surrounding areas Protective measures shall include the use of plastic sheeting, tarps, or other appropriate containment methods to prevent grease, debris, cleaning agents, or wastewater from contacting or contaminating any equipment, food-contact surfaces, or kitchen areas.

Upon completion of services, the Contractor shall ensure that no residue, debris, grease, or cleaning byproducts remain on any equipment, surfaces, floors, or work areas. All serviced areas shall be left in a clean and sanitary condition.

Access, Equipment, and Staffing

The Contractor shall provide all labor, tools, materials, and equipment necessary to perform the services under this Contract, including equipment required to safely access rooftop exhaust fans.

The College may provide access credentials, including RFID cards, as required for authorized entry. The Contractor remains fully responsible for safe access to all work areas and for the use of appropriate access equipment. The College will not provide ladders or specialized access equipment.

The Contractor shall ensure that all personnel performing work on College property are properly trained, qualified, and supervised.

Scheduling and Work Hours

Services shall be scheduled a minimum of 7(seven) days in advance and coordinated with the Contract Administrator and no services shall be performed without prior approval from the College.

All work shall be performed during the approved service window of 3:00 PM to 7:00 AM Mountain Standard Time (MST). All services must be fully completed, and the Contractor must vacate College premises no later than 7:00 AM MST.

The Contractor shall ensure that all work is completed in a manner that results in no visible evidence that services were performed, including the removal of all materials, debris, and equipment prior to departure.

Safety and OSHA Compliance

The Contractor shall be solely responsible for the safety of its employees, agents, and subcontractors and for all work procedures, materials, equipment, transportation, signage, and safety measures used in the performance of services under this Contract. Contractor shall take all reasonable precautions to protect persons and property from injury, damage, or loss arising out of or related to the performance of the work.

Contractor shall comply with all applicable federal, state, and local safety laws and regulations, including all Occupational Safety and Health Administration (OSHA) standards, and shall ensure that all equipment and safety practices used in the performance of services meet applicable safety requirements.

The requirements set forth in this Scope of Work describe minimum expectations for performance. The absence of a specific requirement shall not be interpreted to limit the Contractor’s responsibility to identify, address, and mitigate hazards or to perform services in a safe, professional, and code-compliant manner consistent with industry standards and applicable laws.

Waste Handling, Disposal, and Environmental Compliance

All grease, wastewater, debris, and cleaning byproducts generated as a result of the Contractor’s performance of services shall be the sole responsibility of the Contractor and shall be properly disposed of in accordance with all applicable federal, state, and local environmental laws and regulations.

Inspection, Certification, and Documentation

The Contractor shall be fully responsible for inspection, certification, documentation, and reporting required to maintain compliance on behalf of Davis Technical College, including:

· Inspection of each exhaust hood system, including the hood interior, associated grease filters, accessible exhaust ductwork, and the corresponding rooftop exhaust fan, for cleanliness and compliance with NFPA 96

· Application of one NFPA 96-compliant service tag per hood system, affixed at a visible location on or immediately adjacent to the serviced hood or other NFPA-approved location associated with the system

· Preparation and submission of written service reports detailing work performed for each hood system serviced

· Provision of before-and-after photographic documentation for each hood system, taken at representative locations, which shall include at a minimum:

· The interior of the exhaust hood

· A representative section of exhaust ductwork (via access panel or approved opening)

· The rooftop exhaust fan assembly

· Submission of all required reports and documentation to the applicable state or regulatory authority, including the State Fire Marshal’s Office, as required

· Written notification to the College of any deficiencies, code concerns, or conditions requiring corrective action All required reports, certifications, proof of filing with the applicable state agency, deficiencies, code concerns, and photographic documentation shall be submitted to the College within seventy-two (72) hours of service completion.

Failure to provide required documentation within the specified timeframe may result in a delay of payment and may be considered non-performance under the Contract.

Insurance Requirements

The Contractor shall provide DAVISTECH with a certificate of general liability insurance for no less $1,000,000 per occurrence $3,000,000 aggregate listing DAVISTECH as an additional insured. This insurance must be maintained for the life of this contract. Contractor must notify the DAVISTECH immediately if coverage is lost or changed.

Worker's Compensation

Contractor will provide DAVISTECH with proof of worker's compensation insurance coverage. Workers’ Compensation Insurance as required by applicable law Prior to execution of this Agreement, Contractor shall provide certificates of insurance evidencing the required coverage. Contractor shall notify the College of any cancellation, non-renewal, or material change in coverage during the term of this Agreement.

General Pricing and Costs

Prices stated in the Contractor’s bid shall include all costs associated with the performance of the services specified in this Agreement, including but not limited to labor, supervision, equipment, tools, materials, cleaning agents, containment materials, disposal of grease and waste, insurance, transportation, fuel, and all other incidental or related costs. No additional charges shall be allowed unless expressly approved in writing by the College.

All prices and fees shall be stated in U.S. dollars.

Davis Technical College is exempt from sales, use, and federal excise taxes. Exemption certificates shall be furnished upon request.

This Agreement shall be for a period of five (5) years from the effective date.

Price Guarantee.

Prices stated are firm for the initial three (3) year term of this agreement. After the initial three-year term, price adjustments may be made; however, any request for a price adjustment must be made in writing no more than 120 days and no less than 60 days from the anniversary date of the original contract execution date to be considered. If a written request is made outside the approved submission window it will not be considered. After the completion of the initial three (3) years, any increase shall not exceed five percent (5%).

No Guarantee of Service Quantity.

No guarantee of the actual quantity or frequency of services is expressed or implied by this Agreement. Service requirements shall be based on actual needs as determined by the College.

INVOICING AND PAYMENT

The College shall issue a purchase order prior to the performance of any services under this Agreement. Services performed without a valid, College-issued purchase order may not be authorized for payment.

Contractor shall submit invoices referencing the applicable College purchase order number.

Invoices shall be submitted in PDF form to:

ap@davistech.edu

Condition Precedent to Payment.

Payment shall not be issued until the Contractor has submitted all required documentation, including:

Electronic service reports Before-and-after photographs Proof of NFPA 96 certification and tagging Proof of filing required reports with the applicable state authority, including the State Fire Marshal’s Office Failure to submit required documentation within 72 (seventy-two) hours of service completion may result in delayed payment.

The College shall remit payment within net 30 days following receipt of a complete and compliant invoice and required documentation.