RFP # 26012F

TACOMA SCHOOL DISTRICT #10

Purchasing Department

3321 S. Union Ave Tacoma, WA 98409

253-571-3380

Purchasing Department RFP Document

RFP #: 26012F Release Date: June 24, 2026

Title: Annual Kitchen Hood Inspections, Cleaning & On-Call Service Contract

Classification/Commodity Code: 165-07 and/or 909-63 and/or 910-42 and/or 961-45

Purpose: The Tacoma School District #10 is soliciting competitive proposals from qualified vendors to procure Services for Annual Kitchen Hood Inspections, Cleaning and On-Call Service for 50 (+/-) locations. Quantities and Locations are subject to change as new schools are added or re-built.

The purpose of this Bid is to award a contract to the vendor whom best meets the needs of Tacoma School District with providing/offering of Inspections, Cleaning and On-Call Repairs to the Districts Kitchen Hood. The services to be performed by the contractor under this specification shall consist of performing all operations in connection with the inspections as required, all Federal, State and Local Agency mandated tests, and reports as with the requirements outlined herein. It is to be understood that the intent of this contract is to provide reliable, safe operation and maximum performance of District Kitchen Hoods. During inspections if repairs are required, the process requires notification to Tacoma School District of repair and cost with prevailing wage, so an approved purchase order can be issued.

To be considered responsive, Vendor must meet the following mandatory requirements:

• Experience in Educational Campus environment or equivalent

• A satisfactory record of performance, integrity, judgment, and skills

• Immediate response time, as specified.

• Expert Knowledge and experience on (NFPA) National Fire Protection Assoc. and

(UFC) Uniform Fire Code

• Maintain State and Local Licenses as required per the AHJ.

• Maintain Insurance and provide criminal background checks on employees.

• Qualified and eligible to receive an award under applicable laws and regulations.

For Registration and Proposal Submittal Instructions go to Bonfire web site at:

https://tacoma.bonfirehub.com/portal/?tab=openOpportunities

Proposal Due Date/Time: 2:00 PM, Thursday, July 23, 2026

Questions: May be submitted by using tab on the Bonfire bid page. Last day for questions is Thursday, July 9, 2026, 2:00 PM (PST)

Submission of Proposal: Closely follow the instructions for proposal submittal and document upload into Bonfire provided in Section 2 and Section 6 of this document.

Estimated Contract Start Date: September 1, 2026

Contents of this RFP: Proposers are responsible for thoroughly reviewing the information provided in the following sections. Failure to follow instructions may disqualify a proposal.

1. Statement of Need and Background Information

2. Submittal Instructions

3. RFP Terms and Conditions

4. Evaluation Criteria and Scoring

5. District Requirements

6. Proposal Submittal Requirements https://tacoma.bonfirehub.com/portal/?tab=openOpportunities

SECTION 1

STATEMENT OF NEED AND BACKGROUND INFORMATION

1.0 OVERVIEW

The purpose of this solicitation is to award a contract to the vendor who best meets the needs of Tacoma School District with furnishing the annual inspections, cleaning and on-call repair to District Kitchen Hoods. The services to be performed by the contractor under this specification shall consist of performing all operations in connection with the inspections, cleaning, all Federal, State and Local Agency mandated tests, and reports as with the requirements outlined herein. It is to be understood that the intent of this contract is to provide reliable, safe operation and maximum performance of Districts Kitchen Hood Systems. During inspections if repairs are required, the process requires notification to Tacoma School District of repair cost with prevailing wage prior to commencement of work, so an approved purchase order can be issued.

1.1 STATEMENT OF NEED

The Tacoma School District #10 prepared this Request for Proposal (RFP) document in order to procure Annual Inspections for Kitchen Hoods, Cleaning and On-Call Repair Services for the District’s Nutrition Services Department. This RFP contains the instructions governing the proposals to be submitted by interested proposers. All proposers waive any right to claim damages of any nature, whatsoever, based upon the selection process. Proposers who submit proposals that do not follow the instructions or do not provide the information requested within this RFP may be subject to immediate rejection.

All proposals submitted shall be complete with pricing guaranteed for three (3) years from the date of the contract. This Contract may be extended for an additional two (2) year period through an addendum to this Contract.

The purpose of this solicitation is to obtain specific proposals from potential vendors to include how they feel their capabilities and services will provide best value and match the needs of Tacoma Public School #10 as specified in Scope of Work (see Section 5).

All proposals submitted shall be complete with pricing guaranteed for 3 years from the date of the contract.

1.2 DISTRICT BACKGROUND

The City of Tacoma is located on Puget Sound, the nation’s most beautiful salt water inland sea, in the heart of the Pacific Northwest’s evergreen playground. Tacoma has an area of nearly 48 square miles including 66 miles of shoreline. Tacoma School District No. 10 is the fourth largest district in Washington State, serving approximately 29,000 children in preschool through grade 12. The District consists of over 60 sites, 35 elementary schools, 9 middle schools, 7 high schools and 6 alternative learning centers and 5 administrative facilities. The District encompasses 56 square miles. The District has over 4,500 full and part time employees. Please visit the following web page for more information about the District: http://www.tacoma.k12.wa.us/information/Pages/AboutUs.aspx

1.3 KEY ACTION DATES

Event: Date:

Release of RFP Wednesday, July 24, 2026

Last Day for Vendor Questions Thursday, July 9, 2026 2:00 PM

Addendum (if needed) Tuesday, July 14, 2026

Proposals Due Thursday, July 23, 2026 2:00PM

District Evaluations Completed Thursday, July 30, 2026

Estimated Contract Award Date August 2026

Estimated Board approval Date August 27, 2026

*The above is only an estimate and may vary.

1.4 CONTACT

Tacoma School District No.10 Purchasing Department Debra Folsom 3321 South Union Avenue Tacoma, WA 98409 253-571-3392 telephone 253-571-3388 fax E-mail: dfolsom@tacoma.k12.wa.us http://www.tacoma.k12.wa.us/information/Pages/AboutUs.aspx mailto:dfolsom@tacoma.k12.wa.us

SECTION 2

SUBMITTAL INSTRUCTIONS

2.0 SUBMITTAL DETAILS

The documents required to be submitted for this RFP are exhibits that must be downloaded from the Bonfire site and completed as described below. All of the parts must be completed to be considered.

Responses should be direct, concise, complete, and unambiguous. Vendors are responsible for ensuring that all required documents and attachments are included with their submission.

Documents must be completed and uploaded with the RFP proposal by the deadline of 2:00 PM (PST), Thursday, July 16, 2026

1. Exhibit A - Proposal based on requirements and Specifications in Section 5 and 6 to complete. Exhibit A to include Company Details (1.A), Contract Performance (2.A) and Service and Staffing (3.A)

2. Exhibit B - Offer and Acceptance/Signature Form

3. Exhibit C - Customer References

4. Exhibit D - Project Information Form

5. Exhibit E - Subcontractor Information Sheet

6. Exhibit F - Debarment and Suspension Certification Form

7. Exhibit G - New Vendor Packet

8. Exhibit H - Equal Opportunity Statement

9. Exhibit I - Bidder Contractor Responsibility Form

10. Exhibit J - Inclusion Plan

11. Pricing & Cost Worksheet (BT-89XY) must be completed and uploaded by the RFP due date/time. Be sure to complete all lines, inclusive of all fees and exclusive of sales tax.

12. Exception to the District’s Standard Contract Terms (optional)

2.1 PROPOSALS

The vendor’s proposal shall be submitted as described in Section 2.0 and Section 6. Only information asked for will be considered as the proposal. Each proposer shall propose exactly as specified herein. This RFP will be managed electronically using the Bonfire on-line bid site for the District at: https://tacoma.bonfirehub.com/portal/?tab=login

All proposals that rely on AI generated content or representation that do not respond with the respondent's true capability will be considered a material misrepresentation. If it is determined that the respondent has submitted a proposal that misrepresents its ability to perform, the District may, at its discretion, pursue any and all of the following actions:

1. Reject the proposal https://tacoma.bonfirehub.com/portal/?tab=login

2. Terminate the contract for cause

3. Withhold or recover payments made under the contract

4. Report respondents to state or federal authorities for false claims or fraudulent misrepresentation

5. Disqualify the respondent from future solicitation for a period determined appropriate by the District

The respondent acknowledges that it bears full responsibility for the accuracy and authenticity of all proposed content, regardless of whether an AI tool was used in its creation

2.2. OPENING

All proposals will be opened in public at the time specified via a Zoom meeting. All proposers and other interested persons are invited to be present; however, only the names of proposers will be announced at the time of opening. All Proposal responses are to be submitted electronically by inputting information and uploading proposal documents to:

www.Bonfire.com. Submittals must be uploaded prior to the deadline of July 23, 2026, 2:00 PM (PST)

Please use the information below for the Zoom meeting:

https://us06web.zoom.us/j/85175165165?pwd=Z6lJwAgh3Vfdwk8yeUafmASEAxHwyD.1

Meeting ID: 851 7516 5165 Passcode: 8FKh4C

Any firm who would like to attend can also email the Director of Purchasing, Cheri Estrada, cestrad@tacoma.k12.wa.us to receive a direct invite via email.

2.3. WITHDRAWALS

No proposer may withdraw a proposal after the hour set for the opening thereof or before the award of the contract unless said award is delayed for a period exceeding ninety (90) days. The proposal must remain valid for at least one hundred eighty (180) days from the deadline for receipt of proposals. No alteration in any of the terms, conditions, delivery, quality, quantities or specifications of this solicitation will be considered without prior District consent.

Notes:

• Logging in and/or uploading your file(s) does not mean your response is submitted.

Proponents must successfully upload all the file(s) and MUST click the submit button before closing time.

https://tacoma.bonfirehub.com/portal/?tab=openOpportunities https://us06web.zoom.us/j/85175165165?pwd=Z6lJwAgh3Vfdwk8yeUafmASEAxHwyD.1 mailto:cestrad@tacoma.k12.wa.us

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your BID response.

• Each submitted item of Requested Information will only be visible to the District after the BID closing time.

• If the file is mandatory, you will not be able to complete your submission until the requirement is met.

• Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed.

• Please note the type and number of files allowed. The maximum upload file size of 1000mb. Please do not embed any documents within your uploaded file, as they may not be accessible or evaluated.

• Minimum systems requirements: Internet Explorer 1.1, Microsoft Edge, Google Chrome, or Mozilla Firefox, Java Script must be enabled.

Need help? Please contact Bonfire directly at support.bonfire@eunasolutions.com for technical questions or issues related to your submission.

2.4 RIGHT TO REQUEST CLARIFICATION OR MISSING INFORMATION

To assist in determining bidder/proposer responsibility and responsiveness, the District reserves the right to request clarification or the submission of missing information that was requested in this solicitation. The District may, at its sole discretion, determine whether such information is necessary to evaluate the bid/proposal and whether the omission constitutes a material deviation that renders the bid/proposal non-responsive.

TPS does not accept responses after the due date and time.

mailto:support.bonfire@eunasolutions.com

SECTION 3

RFP TERMS AND CONDITIONS

3.1 ADDENDA

Should the District consider it necessary to revise any part of this RFP, an addendum will be made available to all interested parties by updates to the RFP on Public Purchase web site. All official clarifications or interpretations of the proposal documents will be by written addenda and will also be posted on the District’s web site. Clarification given in any other form will be informal and unofficial.

3.2 AWARDS

The successful vendor(s) will be notified by the Purchasing Office following purchase approval by Tacoma School District No. 10. The District reserves the right to reject any and all proposals, to waive any and all informalities and the right to disregard all non-conforming, non-responsive, or conditional responses.

The District may conduct such investigations as it deems necessary to assist in the evaluation of any proposal and to establish the qualifications and financial ability of the vendor to supply materials and/or services to the District's satisfaction within the prescribed time.

The District may, with the consent of the Vendor increase or decrease quantities as well as add new items at periods during the contract which are advantageous to both parties.

The District reserves the right to reject the proposal of any vendor which does not pass any such evaluation to the District's satisfaction. If the contract is to be awarded, the District anticipates that it will give the successful vendor (the Contractor) a Notice of Award within ninety (90) days after the Proposal Due Date.

All vendor proposals that have passed the initial forms compliance review shall be evaluated in accordance with the evaluation criteria set forth in this RFP document (reference Section 4, RFP Proposals Evaluation Criteria). Any post-proposal discussions, interviews, demonstrations and contract award will be based upon the District having completed the evaluation process and scoring each proposal using only the evaluation criteria published in this RFP document (Section 4, RFP Proposals Evaluation Criteria).

3.3 CONTRACT DURATION

The subsequent contract will be for 3-year term with the anticipated contract start date of September 1, 2026, running through August 31, 2029. The cost will remain firm through the initial contract term and will include all charges that may be incurred in fulfilling the requirements of this initial contract. This Contract may be extended for an additional two

(2) year period through an addendum to this Contract.

3.4 CONTRACTUAL TERMS

If selected by the District to provide the services, equipment and features in this RFP, the District and the apparent successful proposer will enter into a contract for the services, equipment and features determined to be provided by the proposer, incorporating the services, equipment and features, the proposer’s responses to this RFP and the District standard contract terms and conditions. Proposers must review these standard terms by going to the District web site at:

https://www.tacomaschools.org/purchasing/Pages/default.aspx Link provides the standard terms and conditions, which are included with the District’s contract template on this page. Proposers who object to any of these standard terms and conditions must upload a document titled “Proposer Objection to District Standard Terms and Conditions” with their submittal in Bonfire that clearly specifies the objectionable items.

This document must include a rationale for the objections and proposed alternative language. Any objections noted will be subject to negotiation with the apparently successful proposer and subsequent approval by the District’s General Counsel. If the District is unable to agree on contractual terms and conditions with the apparent successful proposer, the District may, at its discretion, enter into negotiations with the next top scoring proposer.

a. Annual Performance Review. The District’s Superintendent or designee shall review the Contractor’s performance during each school year annually in July of each year of the contract. Any unsatisfactory results, whether costs or service, shall be corrected by the Contractor within thirty (30) days written notice of unsatisfactory performance.

Failure by the Contractor to correct the unsatisfactory performance shall result in termination of the contract for default under the District’s standard terms and conditions, item 38, Termination for Breach or Default.

b. Contract Administration Plan. Following the award of a Contract, the selected

Contractor and the District Athletics Department will jointly develop a Contract Administration Plan. As a minimum, the Plan will require quarterly and annual performance review for the duration of the Contract. The Plan will include both Contractor and District roles and responsibilities. The Plan must be developed prior to the Contract start date and no later than September 1, 2026

3.5 FORMAT OF RFP

Due to the internal purchasing policies of Tacoma School District, this RFP is created to determine the best Kitchen Hood Inspection, Cleaning and On-Call Repair Service provider for the District. To this end, the District requires all vendors to use the forms provided within the RFP to furnish information for evaluation. This may not be the format that is usual for proposer or company; however, it is a requirement of this RFP process.

3.6 TACOMA SCHOOL DISTRICT NO. 10 NOT RESPONSIBLR FOR

PREPARATON COSTS

Costs incurred by a vendor in preparation of its proposal, including any travel and personal expenses, may not be charged as an expense of performing the contract awarded as a result https://www.tacomaschools.org/purchasing/Pages/default.aspx of the vendor’s submission of a proposal to the RFP. The District shall not pay for costs incurred for proposal or contract preparation as a result of termination of this RFP or termination of the contract resulting from this RFP.

3.7 DISCLOSURE OF PROPOSED CONTENTS

All proposals and other material submitted become the property of the District and may be returned only at the District's option. The District reserves the right to use any ideas presented in response to the RFP. The District is a public entity covered by the Washington Public Records Act, Chapter 42.17 RCW, and will release records submitted to it in compliance with this Act.

3.8 MINORITY OWNED AND WOMEN OWNED BUSINESS ENTERPRISES

The District encourages the participation of minority owned and women owned business enterprises in this proposal.

3.9 PREVAILING WAGES

This project does fall under the prevailing wage requirements.

STATE OF WASHINGTON PREVAILING WAGE

A. The work of this project is classified as “Public Works” and thereby subject to the provisions of the Washington State Prevailing Wage Act, Chapter 39.12 RCW which are incorporated by reference as if included herein, including any amendments.

B. Under the provisions of RCW 39.12, the hourly wages paid to laborers, workmen, or mechanics upon the work of this Contract, shall be not less than the prevailing rate of wage for an hour's work in the same trade or occupation in the locality within the State where such labor and work is to be performed as established by the State Department of Labor and Industries.

C. All laborers, workmen or mechanics shall be paid not less than the minimum hourly rate of wage as established by the State Department of Labor and Industries;

payment of more than the minimum hourly rate of wage is not prohibited.

D. The rates of wages listed are minimum only and do not constitute a representation the labor can be procured for the minimum listed. It will be the responsibility of the Contractor to ascertain for himself the wages that must be paid in excess of the minimum wage.

E. The Contractor on or before the date of commencement of work shall file a statement under oath with the Owner and with the Director of Labor and Industries certifying the rate of hourly wage paid and to be paid each classification of laborers, workmen, or mechanics employed upon the work by the Contractor or Subcontractor which shall be not less than the prevailing rate of wage. Such statement and any supplemental statements which may be necessary shall be filed in accordance with the practices and procedures required by the State Department of Labor and Industries.

F. Prior to commencing work, each Contractor and each and every Subcontractor shall file a sworn statement of intent with the Owner and with the State Department of Labor and Industries as to the prevailing wage rate, including fringe benefits, for each job classification to be utilized.

G. Each request for payment submitted by the Contractor shall state that prevailing wages have been paid in accordance with the pre-filed statement or statements of intent on file with the State Department of Labor and Industries as approved by the Industrial Statistician.

H. At the conclusion of the project, the Contractor and his Subcontractors shall submit affidavits of wages paid to the State Department of Labor, and Industries. The "Affidavit of Wages Paid" must be certified by the Industrial Statistician and received by the Owner before any retained funds can be released.

I. The Contractor shall pay all fees charged by the State Department of Labor and Industries for the approval, review and certification of the "Statement of the Intent to Pay Prevailing Wages" forms and the "Affidavit of Wages Paid" form.

J. Copies of the approved Intent to Pay Prevailing Wage Statements shall be posted at the job site where the workers can easily read them. The address and telephone number of the Industrial Statistician of the State Department of Labor and Industries where a complaint or inquiry concerning prevailing wages may be made shall also be posted at the job site.

NOTICE OF WAGE DETERMINATION – WAC 296-127-017

K. The State Department of Labor and Industries updates the prevailing wage rates a minimum of twice yearly.

1. The State Department of Labor and Industries posts the current Prevailing Wage Rates on their website at: https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/.

L. Contractor’s Responsibility:

1. The Contractor is responsible for paying not less than the Prevailing Wage Rates established by the Washington State Department of Labor and Industries current at the time of bid.

https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/ https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage-rates/

3.10 QUESTIONS RECEIVED PRIOR TO OPENING OF PROPOSALS

All questions must be submitted electronically through www.bonfire.com by the due date using the questions tab on the Bonfire bid page. There are generally two types of questions.

One involves directing the questioner to the specific section of the RFP where the answer may be found. The second type of question involves clarifying or interpreting parts of the RFP. Response to the second type of question will be provided to all potential vendors by written addendum posted on the Bonfire web site.

Respondents are expected to fully and carefully review the entire RFP and all corresponding documents before submitting questions. By submitting a question, the Proposer acknowledges that it has reviewed the RFP and has made reasonable efforts to locate the information prior to asking. The District reserves the right to disregard questions that are duplicate, irrelevant, or demonstrate that the respondent has not reviewed the solicitation material in full.

The District reserves the right to disregard or decline to respond to any questions that appear to be generated by artificial intelligence and that are not specifically tailored to the requirements of this solicitation. Respondents are responsible for ensuring that all submitted questions are relevant, accurate and reflective of a genuine review of the solicitation documents.

All communication regarding this solicitation must be directed exclusively to the Director of Purchasing. Contact with any other District Staff, the Superintendent, or members of the Board of Directors is strictly prohibited unless expressly authorized by the Director of Purchasing. Failure to adhere to this requirement may result in disqualification of the solicitation response.

3.11 REQUIRED REVIEW

Proposers shall carefully review this solicitation for defects and questionable or objectionable material. Comments concerning any defect and/or questionable or objectionable material must be made in writing and received by the Director of Purchasing at least ten (10) business days prior to the deadline for receipt of proposals. This will allow for issuance of any necessary amendments/addendums. It will also help prevent the opening of a defective solicitation and exposure of vendors’ proposals upon which award could not be made. Protests based upon any omission, error, or the content of the solicitation will be disallowed if not made in writing to the Director of Purchasing at least ten (10) business days prior to the deadline for receipt of proposals.

3.13 BILLING/INVOICING

Invoices shall be sent to accountspayable@tacoma.k12.wa.us. Payment terms will be Net30 unless otherwise authorized by the District or prompt payment discount has been offered. Payment will be made from vendor's original invoices. Purchase order number(s) must appear on the invoice(s) along with the employee’s name. Itemization must show quantity, unit, name of article or description, price and total. Payment period does not commence until receipt and approval of services by the ordering department.

3.14 APPEALS

http://www.bonfire.com/ mailto:accountspayable@tacoma.k12.wa.us

Firms who wish to appeal a disqualification of proposal or the award of contract may submit the appeal in writing to the District Office within seven (7) calendar days of the postmark on the Notice of Award or disqualification.

Appeals should be sent to the following address:

Cheri Estrada, Director of Purchasing RFP 26012F Appeal Tacoma Public Schools 3321 South Union Ave.

Tacoma, WA 98409

The appeal must describe the RFP and specific citation of law, rule or regulation upon which the protest is based. Include any and all supporting documentation. Neither the judgment used in the scoring by individual evaluators nor disagreement with the procurement process shall constitute grounds for appeal. The District will not consider any protest based on items that could have been or should have been raised prior to the deadline for submitting questions or requesting addenda. The filing of a protest shall not prevent the District from executing a contract with any other firm.

3.15 PROTESTS

Proposers who want to protest an award decision will have five (5) business days following the announcement of the apparently successful proposer in which to file a protest (based on postmark date).

Protests should be sent to the following address:

Cheri Estrada, Director of Purchasing RFP 26012F Protest Tacoma Public Schools 3321 South Union Ave.

Tacoma, WA 98409

Requirements. The written protest must include a detailed statement of legal and factual grounds for the protest, including a description of the resulting prejudice to the protestor.

The subjective evaluation decisions of the District Evaluation Team are not subject to protest. The protest must be timely, and the protestor must be an interested party. Failure to comply with these requirements may be grounds for dismissal of the protest.

The Director of Purchasing will respond in writing to any protests within five (5) business days after receipt.

3.16 DOCUMENTATION

A. If documentation is required by Section 2.1 to 2.3 (Exhibit A), Proposal, in order to support answers to the written submittal, it must accompany the response. All documentation supporting answers to response elements must be cross-referenced to a particular element within the Proposal. Do not reference pre-printed, glossy, sales brochures or pre-printed documents as the source of reference for the documentation.

B. The District reserves the right to check vendor references with additional customers not listed as a reference by the Proposer in Exhibit C, Customer References, and use these additional references in the evaluation process.

3.17 NON-COLLUSION

The vendor, by affixing its signature to this solicitation, certifies that this RFP response is made without prior understanding, agreement or connection with any corporation, firm or person submitting an RFP response for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. The vendor understands that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.

3.18 RESPONSIBLE VENDOR

A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the items listed herein.

3.19 RESPONSIVE SUBMITTALS

Submissions shall be deemed responsive if they comply with all material and administrative aspects of this solicitation.

3.20 DISQUALIFICATION

A vendor may be disqualified before or after the responses are unsealed, upon evidence of collusion with the intent to defraud, or evidence of intent to perform other illegal activities for the purpose of obtaining an unfair competitive advantage.

3.21 RIGHTS RESERVED BY TPS AND RESTRICTIONS ON RFP PROCESS

A. TPS reserves the right to cancel this solicitation in whole or in part by issuance of a revised or amended Request for Proposal.

B. TPS reserves the right to award one or more contracts, in part or in whole, to a single or to multiple prospective vendors. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with TPS. The District may make multiple awards, and this fact should be taken into consideration by each vendor.

C. TPS assumes no financial responsibility for any costs incurred by prospective vendors in developing and submitting a response or any amendments or addenda, participating in bid conferences, participating in any negotiation sessions or discussions, or any other costs incurred by vendors prior to award of a contract pursuant to this RFP.

D. TPS reserves the right to reject any and/or all responses, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interests of the School District. TPS further reserves the right to accept, reject, or negotiate modifications in any terms of a proposed vendor’s response or any parts thereof. TPS further reserves the right to waive any formalities or technicalities if deemed in the best interest of the School District. TPS also reserves the right as sole judge of quality and equality.

SECTION 4

EVALUATION CRITERIA AND SCORING

4.1 SCORING CRITERIA

An award, if any, will be made to the most responsive and responsible proposer whose proposal is judged by the District to best fulfill the District’s requirements, as described in this RFP document. The District will consider and rate the experience in providing successful projects of similar scope and nature in a regional setting and with K-12 educational institutions similar to Tacoma School District. All valid vendor proposals will be evaluated according to the following weighted methodology:

Proposals will be evaluated using the following point scoring:

1. Company Detail 10 points

2. Contract Performance 25 points

3. Company References 10 points

4. Past Company Projects 10 points

5. Service and Staffing 10 points

6. Cost (BT-89XY) 35 points

Grand Total possible points) 100

Evaluation factors align with TPS requirements, including and but not limited to:

1. Purchase price.

2. The reputation of the vendor and vendor’s goods and services.

3. The quality of the vendor’s goods and services.

4. The extent to which the goods and services meet the District’s needs.

5. The vendor’s past relationship with the District.

6. The total long-term cost to the District to acquire the goods or services.

7. Any other relevant factor specifically listed in the request for bids or proposals.

The District may consider operational impact, service continuity, administrative burden, and staffing reliability in determining best value. TPS reserves the right to waive any or all bidding irregularities, formalities, or other technicalities, to be the sole and independent judge of quality and suitability of any products or services offered and may accept or reject any bid in its entirety and may award the products and/or services on this bid as may appear advantageous to the District.

4.2 PRICING

Vendors must submit pricing using the District-provided Bonfire Pricing Sheet (BT- 89XY). Pricing must clearly disclose any supervision rates, minimum hour requirements, travel or mileage charges, administrative fees, etc.

All pricing must be fully disclosed. Undisclosed fees or charges will not be permitted without prior written approval from the District.

Price Adjustment Pricing submitted in response to this RFP shall remain firm for the initial contract term unless otherwise approved by the District.

Requests for price adjustments may be submitted by the vendor no more than once per contract year and must be supported by documentation demonstrating an increase in the vendor’s actual cost of services.

Any proposed price increase must be submitted to the District in writing at least sixty

(60) days prior to the requested effective date and must include supporting documentation.

Approval of any price increase shall be at the sole discretion of the District. The District reserves the right to approve, deny, or negotiate any requested adjustment.

If the District determines that a proposed price increase is not justified or is inconsistent with market pricing, the District reserves the right to:

• Reject the requested adjustment

• Require the vendor to continue providing the product or service at the existing contract price

• Obtain the service from an alternate source

4.3 COMPETITIVE RANGE

The District may establish a competitive range and conduct discussions or request clarifications with vendors within that range.

4.4 AWARD

Award will be made to one vendor. The District reserves the right to award to multiple vendors if that best fits the needs of the district, or not award at all.

4.5 NON-EXCLUSIVE CONTRACT

Contracts awarded under this solicitation shall be non-exclusive. The District reserves the right to procure similar services through other legally permissible methods if determined to be in the best interest of the District.

4.6 FORMATION OF CONTRACT

A proposal submitted in response to this Solicitation constitutes an offer. Award, if any, shall be made by the District in accordance with this Solicitation, the District’s General Terms for Purchasing Solicitations and Contracts, and applicable District policy. If Board approval is required, no award shall be effective until such approval is obtained. If a separate agreement is required by the District, no services shall commence until that agreement has been properly executed by individuals with authority to bind the parties. The District shall not be liable for any costs incurred or work performed prior to issuance of a valid purchase order, contract agreement, or other written authorization acceptable to the District.

SECTION 5

SCOPE OF WORK/TECHNICAL SPECIFICATIONS

5.0 SCOPE OF WORK

The purpose of this Agreement is to state and define the terms and conditions under which the Contractor(s) shall provide Annual inspections and cleaning for District Kitchen Hoods and on-call repairs as identified and approved under which the District shall compensate the Contractor for such services rendered.

The Contractor shall provide inspections, cleanings, certifications, and minor repairs to Tacoma Public Schools (District) Kitchen Hood Systems. All work shall in accordance with NFPA 96, and shall include, but not limited to the following: inspection, cleaning, NFPA certification, maintenance, and minor repair of the Kitchen Hood Systems.

It is the intent of this Contract to ensure that all requirements, procedures, tests, inspections, service practices, component repairs, system adjustments, filing procedures and recording documentation as referenced, mandated or otherwise implied herein are all inclusive, and to guarantee the District that the absence of a particular item of work, service or procedure shall not alleviate the Contractor of the sole responsibility to provide such labor, expertise, materials, equipment, services or other procedures applicable to the Agreement and practical requirements unless same is specifically excluded, prorated or deleted herein.

It is understood this contract is for inspections, cleanings and any repairs will require notification to Tacoma School District, along with a proposal to complete repair. This work will be issued and billed on its own PO, which is for the On-Call Service Contract portion; separate from the annual inspection service PO.

PART 1 - GENERAL CONDITIONS

5.1 All work shall be in accordance with applicable local, state and federal regulations, including but not limited to: Local Fire Code, Fire Department Administration Rules, National Fire Protection Association NFPA, the uniform fire code (UFC) and/or standard acceptable to the Tacoma School District. Date and times of inspections will be coordinated with Tacoma School District Nutrition Services Department, designee. All work performed at the various locations must be completed before the expiration of previous years inspections and each subsequent year for the duration of the contract unless there is a prior agreement in writing. Upon completion of each inspection, a signed copy of the inspection report listing actual items tested and results will be left at the school and another forwarded to Tacoma School Districts, Nutrition Services Department within 48 hours. The report will also include an inspection correction report and quote to cover any deficiencies completed in the field by the successful vendor. The original report will be uploaded to the Brycer Compliance Engine. Reports need to be delivered to these locations no later than one week following inspection for each year of the contract. Both Electronic and Hard Copy of Report Submittals to Tacoma School District are required. Awarded Contractor will provide a quarterly updated asset spreadsheet including deficiencies, corrective recommendations, costs, and priority of repairs.

5.2. HOURS OF WORK

a. All work shall be performed during Regular Working Hours of the Regular Working Days, 7:00 a.m. to 4:00 p.m., Monday through Friday, unless otherwise specified in this Agreement.

b. Repairs and/or other major adjustment procedures for an extended period of time (greater than 4 hours) must be scheduled a minimum of three (3) business days in advance with the Owner.

c. The Owner retains the right to have such work completed during overtime hours with the understanding that the Contractor shall pay for the regular labor portion and the Owner’s extraordinary obligation is premium labor costs only.

d. Emergency callback services shall be provided twenty-four (24) hours per day, seven (7) days per week including weekends and holidays as further specified herein and respond within one (1) hour and no later than two (2) hours on-site.

e. If overtime services are requested the Owner shall pay for the bonus (overtime) portion of such hours only.

5.3. GENERAL REQUIREMENTS

a. All workmanship shall be executed carefully and in a professional manner.

b. Contractor shall inspect, maintain, clean and repair all Kitchen Hood systems and their associated equipment/controls in accordance with NFPA 96 and all applicable City Ordinances, Federal, State, and Local laws, rules, and regulations.

c. Contractor shall assign a primary and secondary single point of contact

(Contractor’s Representative) who shall be responsible for the management of the work performed herein. The Contractor shall provide the Contractor’s Representative’s contact information (i.e. name, title, phone number, and email address) within fifteen (15) business days of contract commencement.

d. Contractor Representative shall provide the District a list of names of designated personnel that will be assigned to perform services within fifteen (15) business days of contract commencement. Additional personnel may be added with the District’s approval.

e. District shall provide water and electricity required for the services performed herein.

f. Contractor shall utilize and conduct services in accordance with energy conservation practices, such as, but not limited to:

Lights shall be used only in areas when and where work is being performed.

If lights are not functioning, the contractor shall report this to the District Representative.

Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be wasted.

Water faucets or valves shall be turned off immediately after use.

g. Contractor shall confirm and notify the District Representative forty-eight (48) hours prior to performance of scheduled maintenance. The District Representative will meet the Contractor at the site for check-in and check-out.

h. Contractor personnel shall present a neat, clean appearance, and be easily recognized by wearing distinctive clothing bearing the name of the company.

Contractor personnel should also wear visible and identifiable badges, which contain the company name, employee name, and photographs.

i. Contractor shall be responsible for cleaning up the work area after completion of the work.

j. All unused, damaged, or replaced materials will be removed from the site, and the work area left in a clean and neat condition.

k. Upon completion of the work, the Contractor shall notify the District

Representative to begin checkout procedures. Checkout shall include a brief description of the work performed and whether there are any outstanding issues.

l. At Checkout, all facilities, equipment, and materials shall be secured.

5.4 SPECIFIC REQUIRMENTS

a. Inspections, Certifications, and Maintenance Contractor shall adhere to the

Authority Having Jurisdiction (AHJ) report/submittal guidelines.

b. Contractor shall notify the District Representative within 10 working days prior to performance of scheduled inspections.

c. After each inspection, the Contractor must provide a report of the inspection to the

Nutrition Services Department within 7 business days and submit the inspection report to the Brycer Compliance Engine in the format that they require, within 14 business days of the inspection.

d. As a part of every inspection, the Contractor shall survey the building Kitchen Hood systems and related equipment for any outstanding manufacturers’ recalls or recommended repairs, upgrades, or modifications. All findings shall be included as a separate part of the inspection report. The Contractor shall also write up findings needing repairs that do not affect certification of the system separately from the inspection report.

e. The Contractor shall submit a separate proposal to the District Representative of any repairs needed for the system to be certified.

f. Maintenance and repairs should begin and continue uninterrupted until the equipment is operational whenever possible.

5.5. ANNUAL VENT HOOD (ANSUL) – FIRE SUPRESSION SYSTEM INSPECTIONS

a. Verify the following:

Manual actuators are unobstructed Tamper indicator and seals are attached Maintenance Tag in place No obvious physical damage is present Gauge readings are within proper limits Hoods, ducts, filter are in place No grease build up greater than .078 inch in hood, ducts Protected cooking appliances have not been replaced, modified, or relocated Agent containers secure and safe.

Auxiliary pressure containers and hose assemblies (acceptable hydrostatic test dates) Cartridge weights within limits Distribution piping unobstructed and contiguous Nozzles are correct, clean, capped, and properly aimed

b. Test the following:

Automatic detection /manual actuation.

Fuel shut-off operation.

Regulator Manual reset relay (if applicable)

c. Maintenance Items Replace fusible link. (annually) Fixed temp fusible metal alloy type detectors replaced (annually) Perform air blowdown test (annually) Auxiliary equipment functions correctly.

d. Specific Tasks may included but not limited to:

Cleaning of all accessible surfaces of the kitchen hood system to ensure proper airflow and reduce fire hazards.

Removing filters for cleaning or replacement.

Inspecting of the entire system for any signs of damage or wear.

Ensuring compliance with all safety regulations during the cleaning process.

Ensuring all work meets local fire codes and health regulations.

Providing documentation of services performed.

Removing dirt and greases from hoods using appropriate techniques as brushes, pressure washers, and/or cleaning chemicals.

e. Cleaning the entire system, including all parts, hoods, ducts, troughs, drip pans, screens, roof fan units, any drainpipes leading from hood or drip pans.

f. Any internal maintenance required by the manufacturer

5.6. AS-NEEDED REPAIRS

a. To be performed during normal work hours Monday – Friday 7 am – 4 pm.

b. Contractor shall inform District designee of any identified repairs needed during inspections, cleanings and/or maintenance of Kitchen Hood Systems.

c. Contractor will provide the District designee an itemized proposal identifying parts, materials, and/or components needed for repair with a proposed cost for each within one (5) business day of request from the District designee. All replacement parts, materials, and/or components must be new and carry a part number.

d. Contractor shall not proceed with any repair services without written approval.

e. Contractor shall ensure all work is conducted in accordance with federal, state, and local regulations.

f. Contractor shall be reimbursed for the replacement of parts, materials, and/or special equipment at cost.

g. Contractor shall clean and remove all debris from the worksite.

h. Contractor shall properly dispose of debris in accordance with any federal, state, and local regulations

5.7. SAFETY REQUIREMENTS

The Contractor shall conform to the safety requirements for all activities related to the accomplishment of the work by complying with all OSHA, Federal, State, Local, and directives from the District, relating to environmental/bio-environmental and safety.

a. Contractor will take any additional precautions as reasonably required by the District

Representative for safety and mishap prevention purposes. Safety incidents or accidents may include, but not limited to:

Spills Substance release into the environment Chemical waste Container disposal

b. Contractor shall promptly record and report any safety incidents or accidents to the District Representative and provide all available facts relating to each instance of damage to District equipment and any injury to personnel.

c. If a safety incident occurs, the Contractor shall immediately work with District personnel to secure the accident scene and assist in conducting any investigation(s) if needed. The Contractor shall remain on-site until released by the District Representative.

d. Contractor shall provide a detailed written report of any environmental incident within three (3) calendar days of its occurrence to the District Representative in electronic format. Incident Report must identify what happened, when, how the incident occurred, to whom it was initially reported, and what action was taken to correct it. Incident Report shall include the Contractor’s point of contact who can answer questions in regard to the environmental incident

5.8. DELIVERABLES

a. Contractor shall perform Kitchen Hood System inspections, certification, and maintenance throughout the year to keep the District systems compliant with NFPA 96.

5.9. IINVOICING REQUIREMENTS

a. Contractor shall provide an invoice to the District within seven (7) business days of completion of each repair/inspection/maintenance work order. Invoices should be submitted to: accountspayable@tacoma.k12.wa.us and nutritionservices@tacoma.k12.wa.us

b. Contractor shall provide supporting documentation (i.e. receipts) with the invoice(s) for the reimbursement of replacement parts, material, and/or special equipment, if applicable. The invoice shall include, at a minimum, the following:

Reference Contract and Purchase Order Number Description of services provided and type of services (i.e. maintenance, inspection, emergency visit, etc.)

Date of services Time of arrival and departure Time being billed Hourly rate being billed Extended price Detailed description of the malfunction List and price of parts, materials, and/or components replaced, if applicable Copy of written approval of repairs from District designee, if applicable.

Inspection Report

5.10. EMERGENCY SERVICE

a. The successful Contractor must respond to emergency call-outs within four (4) hours of the service request

b. A response time exceeding four (4) hours is unacceptable.

c. This emergency service shall include work outside of normal business hours of 7:00

A.M. – 4:00 P.M., Monday through Friday.

d. Failure to respond to and provide emergency service within four (4) hours of the request for emergency service may be cause for contract termination.

e. When entering a school site after regular school hours, the contractor is required to notify School Patrol prior to entry.