ESBD_516495_1778860443691_2026-09 - Solicitation Issued.pdf

REQUEST FOR QUOTE

RFQ No. 2026-09

Kitchen Exhaust Hood Cleaning Services

Objective:

ChildCareGroup (CCG) is seeking proposals from qualified companies to provide kitchen exhaust hood cleaning services at its Child Care facilities that provide food service.

Overview:

The kitchen exhaust cleaning services will include the interior and exterior of all hood canopies, hood plenums and duct collars. All accessible areas of the duct runs leading to and including all components of the exhaust fans located on the roof will also be cleaned.

Deadline for questions:

Questions regarding this solicitation will be received until 5:00pm (central time) on May 28, 2026. All questions shall be forwarded to the attention of the Procurement Department, at procurement@ccgroup.org. Questions received after the deadline will not be answered.

Due Date and Time:

Responses to this solicitation are due on June 5, 2026, at 5:00pm (central time). Responses will be received in electronic form only and shall be sent to the Procurement Department, at procurement@ccgroup.org. Late responses will not be accepted.

Scope of Work:

Kitchen Exhaust System Cleaning Services The Contractor shall furnish all labor, supervision, materials, tools, equipment, and transportation necessary to perform comprehensive kitchen exhaust system cleaning services at various ChildCareGroup facilities.

Description of Services The Contractor shall manually scrape, degrease, and pressure wash all accessible components of each kitchen exhaust system, including but not limited to:

• Exhaust hoods

• Filters

• Ductwork (horizontal and vertical)

• Exhaust fans and associated components

All work shall ensure the complete removal of grease, contaminants, and residues, without shortcuts or partial cleaning.

Procedures The Contractor shall perform services in accordance with the following procedures:

• Utilize hot water pressure washing equipment operating between 1,500 and 3,000 PSI, along with chemical degreasers and stainless-steel cleaners manufactured by industry-approved suppliers.

• All chemicals and cleaning agents shall meet or exceed the most stringent standards within the kitchen exhaust cleaning industry. Material Safety Data Sheets (MSDS/SDS) shall be made available upon request.

• Protect surrounding areas by properly draping plastic sheeting over surfaces, equipment, and areas not intended to be cleaned to prevent overspray or damage.

• Exercise special care to ensure all kitchen and adjacent work areas are left in a condition equal to or cleaner than prior to service. This includes cleaning floors and any affected surfaces upon completion.

• Clean each access door thoroughly when removed and ensure proper reinstallation.

mailto:procurement@ccgroup.org mailto:procurement@ccgroup.org

Documentation and Reporting

• A service report shall be completed for each system cleaned.

• A service sticker/tag shall be affixed to each exhaust hood and access door, indicating:

o Date of service o Name of Service Provider o Next scheduled cleaning date

• Any deficiencies, inaccessible areas, or code compliance issues identified during cleaning shall be documented and reported.

Standards and Compliance All services shall be performed in strict accordance with:

• National Fire Protection Association (NFPA) 96 (2017 Edition)

• International Kitchen Exhaust Cleaning Association (IKECA) standards and best practices

• All systems shall be cleaned to meet or exceed NFPA 96 cleanliness requirements.

Certification Requirements

• The Contractor must be a certified kitchen exhaust cleaning specialist through IKECA.

• All personnel performing work must hold current and valid IKECA certifications appropriate to their role and compliant with NFPA 96 standards.

Responsibilities The Contractor shall:

• Provide all supervision, trained personnel, safety equipment, tools, supplies, and transportation required for safe and complete performance of the work

• Perform semi-annual cleaning services, with additional on-call services available as needed for special circumstances or emergencies

• Ensure all work is completed safely, efficiently, and in compliance with all applicable regulations

Contractor’s Employees

• The successful Contractor will provide an updated list of employees that will work under this Contract upon Contract signature. This list must always be current, and the Contractor is responsible for updating the Facilities Director of any additions/deletions to this list.

• All Contractor employees must wear a clearly identifiable company uniform (company shirt or smock always displaying the company name) while on CCG premises.

• All Contractor employees must display a valid company-issued photo identification badge while on-site.

• Contractor employees shall sign in and out at each CCG location in accordance with site procedures and may be required to be escorted while on-site, as determined by CCG.

• Contractor employees shall comply with all applicable CCG policies, including but not limited to child safety, confidentiality, and facility access protocols.

• The Contractor shall ensure that its employees have the appropriate qualifications, training, and supervision necessary to safely and effectively perform the required services.

Child Safety and Background Checks

• The Contractor shall ensure that all employees have successfully completed background checks in accordance with applicable federal, state, and local requirements, including those applicable to Head Start, Early Head Start, and Texas Workforce Commission Child Care Services programs.

• Background checks shall include, at a minimum, criminal history screening and any other checks required for individuals working in or around childcare environments.

• The Contractor shall maintain documentation of all completed background checks and shall provide verification to CCG upon request prior to allowing any employee to perform work on-site.

• Any employee who does not meet the required background check standards, or who is deemed unsuitable by CCG, shall not be permitted to work at any CCG location.

Service Locations Services shall be provided at the following ChildCareGroup facilities:

• Anderson: 625 E. Avenue B, Garland, TX 75040

• MLK: 2922 MLK Blvd., Bldg. D, Dallas, TX 75215

• West Dallas: 2827 Lapsley St., Dallas, TX 75212

• Esperanza: 14040 Rolling Hills Ln., Dallas, TX 75240 (Opening August 2026)

ChildCareGroup reserves the right to add, remove, or modify service locations, including newly opened facilities, upon written notice to the Contractor.

Pre-Service Walkthrough A mandatory facility walkthrough will be conducted as follows:

Date: Thursday, May 28, 2026

• Time: 9:00 AM

• Sequence: Beginning at the West Dallas location, Esperanza, Anderson, and ending at MLK Duration: Approximately 5 hours or less.

Submittals:

Interested vendors must submit the following:

1. Company Information o Legal name, address, contact person, phone, and email o Years in business o Overview of services offered

2. Itemized Pricing o Complete Pricing Sheet marked as Attachment A

3. Proposed Approach o Contractor’s Experience/Capacity to perform Scope of Work o Child/Safety practices

4. References o Minimum of two (2) references from recent clients

5. Insurance Certificates o General Liability Insurance o Vehicle Insurance o Workers’ Compensation

Evaluation Criteria:

Responses will be evaluated based on the following:

• Company Overview: Submittal 1 (25 points)

• Quality of Proposal: Submittal 3 (35 points)

• Credentials: Submittal 4/5 (10 points)

• Price: Submittal 2 (30 points)

Contract Term: This agreement shall be for a period of one (1) year with four (4) one-year options for renewal.

ATTACHMENT A

PRICING SHEET

Please complete the information below and submit by the deadline for response. Include all services to be covered under the contract for services. If certain services are an extra cost, please indicate the cost for the service.

LOCATION MONTHLY COST

Esperanza – 14040 Rolling Hills Ln., Dallas, TX 75240 $

Anderson – 625 E. Avenue B, Garland, TX 75040 $

MLK – 2922 MLK Blvd., Bldg. D, Dallas, TX 75215 $

West Dallas – 2827 Lapsley St., Dallas, TX 75212 $

Services included in monthly price:

COST FOR ADDITIONAL SERVICES (IF APPLICABLE)

General Terms and Conditions:

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the CCG, unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the contract as well as any subsequent purchase order(s) issued for goods or services and shall be included as part of the specifications issued herewith.

2. ADDENDA: Any revisions to the information contained herein will be issued in the form of addenda. The sole issuing authority shall be vested in the CCG Procurement Division. If addenda contain material changes to the specifications or pricing form, the Proposer shall acknowledge receipt of addenda in the designated section on the Proposal Certification Form. It is the responsibility of the Proposer to obtain and acknowledge any and all addenda. Failure to acknowledge receipt of addenda may be cause to deem such submission non-responsive.

3. MINOR DEFECT: CCG reserves the right to waive any minor defect, irregularity, or informality in any proposal. Minor defects, irregularities or informalities will not affect the end product/performance intended by the specifications. CCG also reserves the right to reject any or all proposals with or without cause prior to award.

4. TAXES: CCG is exempt from paying federal excise and transportation taxes and Texas State or local sales and use taxes. Tax shall not be included in the prices offered. A Tax-Exempt Form will be provided by CCG upon request.

5. CHANGE ORDER: CCG reserves the right to modify or change plans and specifications as deemed necessary after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the CEO and/or CFO, the CCG Board of Trustees, and as appropriate under state law. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract will be documented in written form by CCG and acknowledged by the contracted proposer. All change orders and modifications to the contract shall be processed through the Procurement Department only.

6. INVOICES: Invoices shall be submitted by email to ap@ccgroup.org, attention Accounts Payable. The

Proposer will submit invoices on a monthly basis, including all supporting documentation (if applicable) to CCG, detailing services rendered, the number of hours worked, hourly rate, and total costs incurred.

7. PAYMENT TERMS: Payment terms are Net 30 days, unless otherwise specified by CCG.

8. PRICE ESCALATION: Unless otherwise stated in the Special Provisions or specifications herein, prices must remain firm for the initial term of the contract. The proposer may request an adjustment at the time of contract renewal by submitting a request in written form to the Director of Procurement. CCG reserves the right to approve or reject any and all requests for price escalations.

9. PRICE REDUCTION: If during the life of the contract, the proposer’s net prices to other customers for the same goods or services are lower than CCG’s contracted prices, an equitable adjustment shall be made in the contract price in favor of CCG.

10. INDEMNITY: The proposer agrees to release, defend, indemnify and hold harmless CCG, its officers, agents and employees from and against any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including attorneys’ fees and costs of suit, of any character, name and description, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct whether intentional or unintentional or any negligent act, omission, or fault of the proposer, or of any agent, employee, authorized mailto:ap@ccgroup.org representative, subcontractor, or supplier in the execution of, or performance under this contract or any contract.

11. TERMINATION FOR DEFAULT: CCG reserves the right to terminate the contract immediately in the event the proposer fails to meet delivery schedules or otherwise performs in accordance with the specifications contained herein or in the contract documents. Breach of contract or default authorizes CCG to award the contract to another proposer, or purchase from an alternate source.

12. TERMINATION FOR CCG CONVENIENCE: Whenever CCG, in its discretion, deems it to be in CCG’s best interests, it may terminate this contract for CCG’s convenience. Such termination shall be effective thirty

(30) days after CCG delivers written notice of such termination for convenience to the proposer. Upon receipt of such notice from CCG, proposer shall not thereafter incur, and CCG shall have no liability for any costs under this contract that are not necessary for actual performance of the contract between the date of the notice of termination for convenience and the effective date of that termination for convenience.

In the event of a termination for convenience hereunder, CCG shall have no liability to proposer for lost or anticipated profit resulting.