DYS - CJCF Septic Services - FY26 SRC0000031274.pdf

Ohio Department of Youth Services

Request for Quote (RFQ)

DYS - CJCF Septic Services - FY26 SRC0000031274

Purpose: This solicitation is intended to award a contract to provide Septic Routine

Maintenance and repair by a certified/licensed technician as necessary to the septic system at

The Ohio Department of Youth Services (DYS) Circleville Juvenile Correctional Facility (CJCF).

The awarded contract will cover services from 7/1/2025 through 6/30/2026 with the option as determined by the agency to extend through 6/30/2027.

RFQ Schedule:

• RFQ Issued: 5/22/2025

• Inquiry Periods Begins: 5/22/2025

• Site Visits: Not mandatory, no later than 6/4/2025

• Inquiry Period Ends: 6/5/2025 12:00PM

• Quotes Due: 6/6/2025 12:00PM

Site Location:

• Circleville Juvenile Correctional Facility (CJCF) o 640 Island Rd, Circleville, Ohio 43113

Site Visits:

Suppliers are not required to attend a site visit to be considered for contract award. If the supplier prefers to visit the site prior to submitting a quote, please submit an inquiry from the

RFQ.

General Information:

Services will be coordinated with facility’s’ Maintenance Superintendent and will take place during normal working hours Monday - Friday between 8:00 am – 4:00 pm (EST).

CJCF will provide a facility escort to accompany the supplier during each visit.

ODYS requires certified/licensed technicians to perform the following services.

Scope of Work / Services

The vendor shall provide septic tank cleaning services which will or may include pumping, jetting, Inspection and repair.

There is 1 tank on site with a 1500-gallon capacity. The vendor will need at least a 30 ft. hose to access the tank from the parking lot.

Preventative Maintenance:

• Pumping: Complete removal of sludge and effluent from the tank.

• High Pressure Jetting: Cleaning of inlet/ outlet pipes and baffles

• Inspection: Visual check for structural damage to include cracks or leaks

Other Maintenance and Repair (OMR):

Other, typically unscheduled, maintenance and repair for unexpected breakdowns and repairs not listed as Preventative Maintenance. Examples may include:

Pipe repair, baffle replacement, tank crack repair, drain field issues, pump repairs ,Lid repairs, and other components as related to septic systems.

Inquiries:

Prospective offerors may make inquiries or seek clarifications regarding this RFQ any time during the inquiry period. To make an inquiry, prospective offerors must use the Inquiry tab on the solicitation in OhioBuys to submit all inquiries or seek clarification.

Prospective offerors submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has been received. The prospective offeror who submitted the inquiry will not receive an e-mail response to the question but will need to view the response on the OhioBuys website where it will be posted for viewing by all prospective offerors.

Attachments to an inquiry are not visible to ODYS, so please include all questions in the inquiry description field.

ODYS will try to respond to all properly posed inquiries within 48 hours, excluding weekends and state holidays. Prospective offerors who attempt to seek information or clarifications verbally will be directed to submit an inquiry from the RFQ in Ohio Buys.

Cost Proposal:

Suppliers must complete the item grid in OhioBuys and provide a response to each item

Rates will be based off of the costs for annual services and hourly repair work rate.

• Annual Pumping

• Annual Jetting

• Annual Inspection

• Hourly Rate for Repair work

• Trip Charge.

• Quotes must be valid for a minimum of sixty (60) days.

Time of Performance:

• The initial awarded contract is estimated to become effective on July1st, 2025, and remain effective through June 30, 2026, or until terminated as provided in the contract, with the option as determined by the agency to extend through 6/30/2027.

Evaluation / Award:

• Bids will be evaluated, and the contract will be awarded to the lowest responsive and responsible bidder as determined by the agency.

Other Factors:

We require vendors to provide certified/licensed technicians to perform this work.

We may ask that you provide references, past experience, and licenses before awarding a contract. There will be accompanying documentation that will need to be agreed upon before entering into a contract or establishing any service agreements.