SpecificationsGeneralRequirements26JG012.docx

SPECIFICATIONS & GENERAL REQUIREMENTS

The following shall be considered minimum requirements for work contracted under this bid:

1. MUST provide before and after pictures of hood system(s) from roof to floor to demonstrate services were performed to specifications. All scheduling shall be arranged through the Food & Nutrition Department and the Maintenance Department Project Coordinators.

2. Provide all labor and materials to clean from roof to floor on all exhaust hoods and make-up air systems, which shall include checking the belts on the blower and grease bearings yearly. All other service and parts required need to be noted on the service report, and an estimate for repair submitted for approval by the Food & Nutrition Department and the Maintenance Department Project Coordinator for exhaust hoods systems, ducts, blowers, fresh air make-up units, ware washer hoods, and duct units.

3. Services and replacement parts for exhaust hood system units will be quoted for approval by the Food & Nutrition Department and the Maintenance Department Project Coordinator.

4. At a minimum, cleaning and servicing of exhaust hood systems shall consist of the operations bulleted below without rendering components of the fire suppression system inoperable during the cleaning process. Flammable and/or toxic solvents shall not be used. NOTE: Facilities with deep fat fryers under hoods that are being used shall be cleaned two (2) times per year. All other facilities shall be cleaned only once per year. Cleaning crew personnel must be trained in inspection of fire suppression systems. All work shall be performed in accordance with NFPA 96 (National Fire Protection Agency) and section 96, which is the Standard for Ventilation Control and Fire Protection of Commercial Cooking Operation Code, paragraph 11.6.1: Exhaust system to be cleaned by a properly trained, qualified, and certified company or person(s) acceptable to the authority having jurisdiction (PCS Fire Marshal). Under no circumstances should the contractor use any towels, rags, chemicals, etc., owned by the school board for the purpose of cleaning the hoods or ducts. Bidders shall provide documentation of qualifications as part of their bid submittal. At a minimum, the cleaning and inspection process shall consist of the following steps:

a. Cover and protect all equipment prior to cleaning. Standing on equipment is prohibited for any reason. If equipment is damaged by the awarded bidder’s technician, the invoice may be voided, and the awarded bidder will be responsible for repair or replacement if damage is proven through photographic evidence.

b. Extinguish pilot lights as needed.

c. Clean all hoods from the roof down including fans, fan housing, ductwork, filters, and the hood itself.

d. Remove, soak, pressure clean and re-install filters.

e. Pressure clean and polish inside and outside of hood.

f. Clean all fire suppression system components inside the hood of any grease buildup that may impede system operation.

g. Clean drip pans.

h. Disassemble fan housing and rings on the roof to facilitate cleaning, inspect blower belts, and grease bearings. Worn or cracked belts must be noted on the service report. If these tasks cannot be performed this condition must be noted in the service report with a detailed explanation.

i. Scrape, decrease and pressure clean accessible ductwork down to bare metal.

j. When cleaning procedures are completed, return all electrical switches and system components to an operable state. Position dampers and diffusers to proper airflow. Relight all pilot lights.

k. Clean and remove all debris generated by the cleaning operation from floors, countertops, equipment, roofs, parking lots, etc. There will be a 20% charge if PCSB employees must clean up any mess left by the technician after work is completed. PCSB will request a new invoice with the 20% deducted from the invoice and will have photos attached. Pictures will be taken and sent to the awarded bidder as proof of the mess with a 20% charge (debris from cleaning on floor or equipment, liquid dripping from cleaning solution, kitchen sinks if used, etc.). When staff arrive and find mess they must clean up before starting their prep work and cannot wait for awarded bidder’s technician to return to clean up area. Staff will be required to take pictures before cleaning and send them to either the Food & Nutrition Department or the Maintenance Department Project Coordinator overseeing the contract.

l. Notify the Project Coordinator of either the Food & Nutrition Department or the Maintenance Department of any access doors needed or other potential problems.

m. Remove old service tag & install updated tag on all hood systems after the service is performed with the following information:

· DATE SERVICES PERFORMED:__________________________________

· DATE OF NEXT SERVICE:_______________________________________

· WORK PERFORMED:___________________________________________

· COMPANY NAME ______________________________________________

· TECHNICIAN:__________________________________________________

5. Inspection and service of fresh air make-up units shall consist of the following operations:

a. Provide inspections of all fresh air make-up units, including checking the belts on the blower and grease bearings annually.

b. Remove all debris and dirt from rooftop unit and clean ductwork. If ductwork is not accessible for cleaning, this condition must be noted on the service report with a detailed explanation. If replacement parts and materials are required (e.g. filters, excess panels, or duct repairs), this condition must be noted in the service report with a detailed explanation.

c. Bidders shall have and will provide documentation verifying the following qualifications:

i. Possession of a valid occupational license specific to the work described in this bid.

ii. Possession of an industry recognized exhaust hood cleaning certification.

d. A minimum of five (5) years of hood cleaning experience.

Note: Documented proof of experience level provided by the bidder will be considered, reviewed, and verified by the Food & Nutrition Department and the Maintenance Department Project Coordinators. The Food & Nutrition Department and the Maintenance Department both reserve the authority to reject the bidder’s qualifications if questionable. A Customer Reference Form has been provided in the Bid Proposal section of this bid.

6. The vendor awarded this contract will:

· Clean exhaust hood/air units.

· Perform inspections on exhaust hood/air units and ware washer hood and exhaust systems.

· Service exhaust hood/air units and ware washer hood and exhaust systems.

· Repair exhaust hood/air units and ware washer hood and exhaust systems.

· Verify the proper operation of all equipment covered by this contract.

7. All work, equipment, parts, and materials furnished in the performance of this contract shall be subject to inspection by the Project Coordinator, or designee. Any deviations from, or failures to comply with the terms and conditions of this contract shall be rectified within twenty-four hours of notification.

8. The contractor shall be required to respond to emergency service calls within twenty-four hours of notification from the Project Coordinator. If the contractor fails to respond within this time, the district will undertake the necessary repairs or service, and costs will be assessed to the contractor.

9. The contractor shall conduct site work not to interfere with the operation of the school, students or facility staff, to the greatest extent possible. The contractor shall take all necessary measures to protect contractor-owned materials as well as district-owned materials.

10. Employee Conduct

· The contractor and all employees are required to sign in and out at the school main office or other place designated by the Project Coordinator or representative upon arrival and when leaving the job site.

· Contractor personnel should wear company uniforms, which prominently display the company name or logo. If the contractor does not use company uniforms, personnel shall be required to wear an identifiable name badge.

· The contractor is ultimately responsible and will be held accountable for the actions of all their employees and subcontractors’ employees.

· The successful bidder shall provide a list of all subcontractors that will be providing services for this project with their bid proposal. All subcontractors shall have the required licensing within their respective trade and be pre-approved by PCSB as well as meeting all background screening requirements. Please refer to the Proposed Subcontractor Form provided in the Bid Proposal section of this bid.

· Workers using foul or abusive language or presenting an offensive appearance, in the opinion of the School Principal or Project Coordinator, shall be asked to leave the facility.

· Radios or other audio devices are not to be used on district property.

· Smoking on district property is prohibited.

11. The contractor’s cleaning crew shall be composed of at least two (2) trained individuals on site at all times. Failure to have two crew members on duty at any time at any site will be a violation of this mandatory requirement and could constitute a breach of contract resulting in a possible contract termination. It shall be the responsibility of the contractor to provide a proposed schedule for annual & semi-annual cleanings for each facility listed in this bid, in advance of all cleanings. The proposed schedule must be submitted to the Project Coordinator of the Food & Nutrition Department and the Maintenance Department after contract award. The Project Coordinator will be able to assist the contractor with this process. The schedule will be provided to the HPOs. Any changes in the proposed schedule will require prior approval by the HPO and the Project Coordinator. The contractor will contact the HPO at least 24 hours prior to schedules date/time of service.

12. Exhaust Hood Duct Classification and Terminology

a. Definition of a single exhaust hood stack

For the purpose of this bid, an exhaust hood system is identified as a single exhaust hood if there is only one (1) duct for which grease and heat vapors may escape to the outer atmosphere of the building through a single vent stack. Configurations where two exhaust hoods are connected to each other, and each exhaust hood is individually vented from each exhaust hood unit and then connected in a (Y) configuration to a single stack, with penetration through the roof to the outer atmosphere of the building, are still considered to be a single exhaust hood.

b. Definition of a double exhaust hood stack

For the purpose of this bid, an exhaust system is identified as a double exhaust hood if the exhaust hood is connected to another exhaust hood yet; each hood is vented individually with two (2) individual vent stacks that vent independently of each other with independent penetration through the roof to the outer atmosphere of the building as two (2) stacks.

13. Warewashing Hood Duct Classification and Terminology

a. Definition of a pant leg

The end venting of ware washer consists of two (2) narrow welded stainless-steel ductwork one on each end of ware washer going up to single vent exhausting moisture and steam to the exterior of the building by roof top mounted or wall mounted fan.

b. Definition of a direct vent

Single duct work going from exhaust of warewasher to exterior of building by roof top mounted or wall mounted fan.

14. Annual and Semi-Annual Cleanings

The estimated cleanings per year per site is represented on the bid proposal forms. The Food & Nutrition Department and the Maintenance Department reserve the right to increase or decrease the number of cleanings per site as warranted. The Food & Nutrition Department and the Maintenance Department will notify the contractor of any changes in the number of exhaust hood cleanings, of and for a particular cafeteria or culinary site.

Exhaust hoods over fryers to be cleaned semi-annually, and all other exhaust hoods to be cleaned annually.

15. Subcontracted work by others

The awarded contractor will not subcontract any portion of the work without prior approval from the Food & Nutrition Department and the Maintenance Department Project Coordinator. All requests for subcontract assistance should be submitted to the Project Coordinator by email in advance of any service being performed. Such requests must include the subcontractor’s company name, company contact details, a business resume reflecting subcontractor’s experience level and a copy of the subcontractor’s Insurance Certificate. Subcontractors shall be under the ultimate supervision of the awarded contractor of this bid and shall follow all rules as stated within this bid while on school board property. Any contractor who once held a contract with PCSB but has since had that contract terminated for cause may not perform services either as a prime or subcontractor. Utilize the form entitled: Proposed Subcontractor Form in the Bid Proposal section of this bid.