Hood Cleaning Services Contract

Child Nutrition Services
810 Gillespie Street
Fayetteville, North Carolina 28306
Tel: (910) 678-2502
Fax: (910) 678-2542
REQUEST FOR PROPOSALS
FOR
HOOD CLEANING SERVICES CONTRACT
(TO CLEAN CAFETERIA HOODS,
FILTERS AND EXHAUST FANS)
For Cumberland County Schools
Non-Profit Child Nutrition Program
Issued on: April 2, 2026
Due Date: April 23, 2026, 2:30 p.m.
Administered by: Shayla Bannister, Director of Operations
This institution is an equal opportunity provider.
CCS Child Nutrition Services Request for Proposals
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REQUEST FOR PROPOSALS
Proposals will be received by the Cumberland County Schools' Child Nutrition Services, hereby
referred to as the SFA, until April 23, 2026, 2:30 p.m. at the Child Nutrition Services Office for the
following:
HOOD CLEANING SERVICES CONTRACT
TO CLEAN CAFETERIA HOODS,
FILTERS AND EXHAUST FANS
For Cumberland County Schools
Non-Profit Child Nutrition Program
The SFA plans to contract services for the cleaning of hood systems, filters, and exhaust fans in
cafeteria kitchens throughout Cumberland County Schools. All proposals submitted must meet or
exceed the specifications as outlined in the REQUEST FOR PROPOSAL.
Proposals shall be mailed or delivered to the following no later than the date and time noted
above:
Shayla Bannister, Director of Operations
Child Nutrition Services
CCS Operations Center
810 Gillespie Street
Fayetteville, NC 28306
Phone: (910) 678-2502
All proposals are confidential and will not become public knowledge until opened. Child Nutrition
Services reserves the right to award and/or reject any and/or all proposals and waive any
technicalities or irregularities. This contract will not be awarded solely on the basis of cost.
Rather the contract for this service will be awarded to a responsible vendor who best meets the
needs of the SFA based on services, abilities, reputation, performance, and cost. The SFA reserves
the right to determine the successful contractor on the basis of an individual item, group of items,
or any way determined to be in the best interest of the SFA.
With this solicitation, the SFA intends to award one contract and does not anticipate multiple
awards. Regardless, the SFA reserves the right to make multiple or partial awards.
The contract will be between the offeror and the SFA. The offeror shall provide assurances that all
operations addressed in the RFP will be conducted in a manner that is consistent with the goals of
the SFA's Child Nutrition Program. All proposals received in response to this RFP which are
submitted in accordance with the instructions and restrictions contained in this General Terms
and Conditions will initially be considered for award; however, initial consideration of any
proposal will not constitute an assessment of its meeting the necessary qualifications, and any
proposal may be disqualified at any time during the process of evaluating proposals for failure to
meet any other terms or conditions contained anywhere else in the proposal request.
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The SFA reserves the right to waive any or all proposal irregularities, formalities, or other
technicalities, to be the sole and independent judge of quality and suitability of any products
offered, and may accept or reject any proposals in its entirety, or may reject any part of any
proposal without affecting the remainder of that proposal, and may award the individual items on
this proposal in any combination or any way to best serve the interests of its members as it
perceives those interests to be in its sole discretion.
It is not the policy of the SFA to purchase on the basis of low proposal price alone. All proposal
items are subject to evaluation and approval by the SFA. In evaluating the proposals received and
determining the best value for the SFA, the SFA may consider any combination of the following
criteria: (1) fee for service; (2) the reputation of the vendor and of the vendor's goods and/or
services; (3) the extent to which the goods and/or services meet the needs of the SFA; (4) the
vendor's location, service, etc.; (5) the vendor's past performance with the SFA; (6) the probability
of continuous availability of the services offered; (7) the impact on the ability of the SFA to comply
with any applicable laws or rules; (8) the total long-term cost to the SFA to acquire the vendor's
goods and/or services; (9) any other relevant factor that a public or private entity could consider in
selecting a vendor.
It is understood that understood that the SFA may use all means at their collective disposal to
evaluate the proposals received on these criteria, and the final decision as to the best overall offer,
both as to price and to suitability of the products and/or services offered to fit the needs of the
SFA, will be made by the Child Nutrition Director, the SFA Purchasing Officer, the SFA Finance
Officer and/or SFA designee.
Unless otherwise indicated in this RFP, "all or nothing" proposals are not acceptable and will be
rejected. The offeror must be willing to accept a partial award for any combination of the items
and/or services proposed and must be willing to share the business with any other successful
offerors.
The successful offeror(s) will be notified by "Notice(s) of Award" issued by the SFA.
The SFA reserves the right to require a performance bond as it is deemed necessary.
Award of a contract to one agency does not mean that the other proposals lacked merit, but that,
all factors considered, the selected proposal was deemed to provide the best value to Cumberland
County Schools Child Nutrition Services. CCS reserves the right not to award the Contract to the
Proposer with the lowest Quote/Cost.
CCS Child Nutrition Services Request for Proposals
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REQUEST FOR PROPOSALS
HOOD CLEANING SERVICES CONTRACT
TO CLEAN CAFETERIA HOODS, FILTERS AND EXHAUST FANS
FOR CUMBERLAND COUNTY SCHOOLS
NON-PROFIT CHILD NUTRITION PROGRAM
GENERAL INFORMATION
Intent
This Request for Proposal (RFP) is for the purpose of obtaining proposals and ultimately entering
into a contract for the cleaning of the kitchen hood systems which includes the hood system over
cooking equipment, the hood over dish machines, kitchen exhaust fans, and equipment on the roof
that is part of the kitchen hood system for 80 schools in Cumberland County's non-profit Child
Nutrition Program, hereinafter referred to as the School Food Authority (SFA). This contract will
also include servicing approximately 8 schools that have a hood system within their culinary
classroom. The SFA reserves the right to add additional schools as needed with notice. All school
sites within the Cumberland County Schools are listed in Appendix A.
Specifications
Service on hood cleaning should include: Total ventilation exhaust system degreased from exhaust
fan to hood, including exhaust fan, shaft, filters, inside and outside of vent hood and replacement
of light bulbs (of same wattage/brightness) when necessary. All cleaning is to be to bare metal in
accordance with NFPA standards and practices for grease removal of exhaust systems per Code
96. Stainless steel polish is applied to each hood by hand.
Service on exhaust fans should include: Removal of safety screens, protect motors from water
damage, and clean dust build up from fan.
Fans and Hoods shall be fully operational upon work completion. There should be a complete
cleanup of all debris, trash, and material after completion of work. Hood systems, fans, and filters
are to be cleaned once annually. Any additional cleanings will be on an as-needed basis at the
authorization of the SFA.
Upon completion of the services provided, a seal displaying the company name and date of service
shall be affixed to each hood. A copy of the hood inspection report must be emailed to the SFA.
Additionally, a digital copy of the report must be uploaded to LivSafe, Compliance Engine or any
other software platform required by the local inspecting authority (including Fayetteville, Hope
Mills, Spring Lake, Stedman, Cumberland County).
Inspection and Testing
All services are subject to inspection and testing after completion. In the event a service is or does
not otherwise conform to specification requirements, it will be rejected and the contractor must
redo at the contractor's expense.
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Service
Service must be completed between the hours of 7:30 A.M. to 3:30 P.M. Monday thru Thursday.
Contractor must complete this work no later than July 2, 2026 for a total of three Year Round
Schools and no later than August 10, 2026 for the remaining Traditional Schools. Please note:
School buildings are closed on Fridays during the summer months (mid-June through mid-August.)
Pre-Bid Conference
A pre-bid conference has been scheduled for Wednesday, April 15, 2026 at 2:30p.m. in the
cafeteria at Douglas Byrd High School, 1624 Ireland Drive, Fayetteville, NC 28304. There will be
an opportunity for prospective bidders to ask questions and examine samples of the equipment to
be serviced in the contract.
Requests for Clarification
The SFA will not be bound by or be responsible for any interpretations or conclusions drawn from
this RFP. All questions or requests for clarification or additional information must be submitted
in writing by Thursday, April 16th, 2:30p.m. These written questions or requests must be
submitted to Shayla Bannister, Director of Operations (shaylabannister@ccs.k12.nc.us) or fax
(910)678-2542. Signed faxed messages will be treated as written questions. Any questions the
SFA feels are pertinent to all interested vendors will be posted on the CCS website,
www.cn.ccs.k12.nc.us, as addenda to the RFP. Any information given verbally by and CCS
employee shall not be considered binding. In no event may a contractor rely on any oral statement
or communication by the CCS or its' agents, advisors or consultants.
Procurement Method
A competitive proposals process will be used to procure services from the offeror. All
procurement transactions shall be conducted in a manner that provides maximum free and open
competition consistent with Federal regulations as defined in 7 CFR 3016.
Conflict of Interest
All offeror must disclose in writing with their proposal the name of any employee of CCS who
owns, directly or indirectly, an interest of five percent (5%) or more in the offeror's firm or any of
its branches or subsidiaries. By submitting a PROPOSAL, the offeror certifies that there is no
relationship between the offeror and any person or entity which is or gives the appearance of a
conflict of interest related to this RFP or project.
Proposal Submission
All submissions of written proposal must include:
* Pricing: Billing rates and all other billable charges that may apply.
* References: Names, addresses, and telephone numbers of a minimum of five (5) clients for
whom the offeror has provided similar services during 2025-2026. The SFA may check
references listed by the offeror.
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* Location: Identify the location from which the offeror anticipates servicing this contract.
and CNS required forms fully executed:
* Proposal Certification Form
* Certification Regarding Debarment, Suspension, and Other Responsibility Matters
* Certification Regarding Lobbying
* HUB Statement
* Deviation/Compliance Form
* Provide verification of minimal insurance coverage
Proposals will be received until the deadline indicated. Proposals may be submitted by U.S. Mail,
common carrier, or other courier or delivery service, via email, or by hand delivery. The SFA will
not be responsible for proposals or related correspondence that are not delivered by the deadline,
delivered to the wrong address or misplaced. The date/time record of the SFA will indicate the
official time of receipt.
Proposals received after the deadline will not be accepted for consideration.
A representative of the offeror who is authorized to enter into contracts on behalf of the offering
entity must sign the proposal. The person signing the proposal must indicate his/her title along
with signature. Proposals received without proper signature will not be considered.
Offerors must return all properly signed original documents in the required format as described
in the proposal response. Offerors should retain photocopies for their files. Any change made to
any written response on any of the proposal documents must be made by marking through the
original entry and entering the new information alongside the change. Changes should not be
made with correction fluid. All changes must be "initialed" by the person making the change, and
the name of the person who initialed the change must be noted in a footnote on the same page
containing the correction. Failure to return any document or information requested as part of
the proposal response will result in rejection of the entire proposal.
Offerors or their authorized representatives are expected to fully inform themselves as to the
terms, conditions, requirements and specifications of this RFP before submitting proposals.
Failure to do so will be at the offeror's own risk. The law makes no allowance for errors or
omission or commission on the part of the offeror; furthermore, the offeror cannot secure relief
on the plea of error or ignorance concerning any requirement included in the RFP.
Failure to do so will be at the offeror's own risk. The law makes no allowance for errors or
omission or commission on the part of the offeror; furthermore, the offeror cannot secure relief
on the plea of error or ignorance concerning any requirement included in the RFP.
Offerors are welcome to attend the proposal opening at the date and time indicated in the
Proposal Certification, but offeror presence is not required, and no weight or other consideration
toward any award decision will be given to any offeror's attendance or absence at the proposal
opening. A summary report of the proposals received will be available to any interested party
after the Contract is awarded upon WRITTEN request. The form and content of the proposal
summary will be at the sole discretion of the SFA.
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Pricing
Vendor shall provide pricing offer on the attached form including any and all billing charges.
Prices shall be per unit of delivered service to each end-user location (school) and shall include any
other charges incurred. Billing rate(s) should remain fixed through the duration of the contract.
Prices shall not include state sales tax or Federal Excise tax.
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REQUEST FOR PROPOSALS
FOR THE CUMBERLAND COUNTY BOARD OF EDUCATION
NONPROFIT CHILD NUTRITION PROGRAM
STANDARD TERMS AND CONDITIONS
A. Scope and Purpose
It is the intent of the SFA to contract with an interested party or parties to provide all labor,
materials, and equipment necessary to clean hood systems, filters, and exhaust fans in cafeteria
kitchens throughout Cumberland County Schools.
The section titles contained in this Standard Terms and Conditions document are for convenience
and reference only, and in no way define, describe, extend, or limit the scope or intent of the
provisions of any section of this document.
Unless otherwise stated, any listing of factors or criteria in this document does not constitute an
order of preference or importance.
The term "Contract," as used in this document, means the comprehensive collection of:
a) this Standard Terms and Conditions document, including any attachments and or
amendments thereto,
b) the Item Specifications included in the RFB and any subsequent addenda thereto,
c) the contractor's signed Proposal Certification, which must be completed, signed by an
authorized representative of the offering entity, and returned with the contractor's
response, along with this ENTIRE Terms and Conditions document and all other forms and
information collection pages included with this RFB,
d) the contractor's response to the RFB,
e) the contractor's Notice of Award document, and
f) any additional terms, conditions, or instructions issued by the SFA.
Collectively, these documents represent the entire agreement between the parties.
B. Contract Time Period
The time period for services covered by a Contract resulting from an award under this RFB is
stated in the Proposal Certification. The SFA reserves the right to award the Contract to a vendor
for a longer initial term period than the time period stated in the Proposal Certification if it is
determined to be in the best interest of the SFA. Unless otherwise indicated in these Standard
Terms and Conditions, all pricing will be firm throughout the entire contract period.
Upon mutual written agreement of both parties, this Contract may be extended beyond the
expiration of the contract time period in accordance with the Standard Terms and Conditions
document entitled "Extension Clause."
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The transfer, assignment, or subcontracting of contracts is prohibited, and the contractor agrees
not to sell, assign, transfer, convey, or subcontract any portion of this contract resulting from this
RFB without the prior written consent of the SFA.
C. Addenda
In the event that any changes to this RFB occur subsequent to the mailing or other delivery of the
original RFB, the changes or corrections to this Proposal request will be made by addendum, and
any updated information contained in any addendum will prevail over the information contained
in the original RFB or any previous addendum. Each addendum will be distributed to all entities
that are known to have received a copy of this RFB. The SFA is the sole authority for the issuance
of any addendum related to this RFB. Any communications from any person or entity other than
the SFA regarding any matters related to this proposal are invalid and will have no influence on
this RFB.
Each addendum must be acknowledged on the acknowledgement form provided with the
addendum. Any required acknowledgement form must be submitted along with the submission of
any proposal response.
D. Product Specifications
Catalog numbers, brand names, or manufacturer's product or reference numbers used in the item
specifications are intended to be descriptive, not restrictive. These references, as well as
"approved brands" listed, are intended to identify and indicate the type of product being sought,
and establish the level of quality desired. If any conflict exists in the item specifications between
the product descriptions and any brand names or model or reference numbers used, the product
descriptions will override the brand names or model number references.
In most cases, proposals on brands of equivalent nature and quality will be considered, provided
they are regularly produced products from a reputable manufacturer. However, in some cases, the
SFA may find it advantageous to standardize equipment and/or supplies by manufacturer in order
to achieve efficiencies in procurement, repair, and operation, to match existing stock, or to satisfy
other requirements. In these cases, preferences will be given to the specific products identified as
"approved brands" especially if all other evaluation factors are deemed to be equal. For this
reason, where specific brands or models are identified, it is preferable for the contractor to
propose the exact item specified, in addition to an alternate brand or model where desired.
*If you discover or suspect error in the item specifications in this RFB, please note it as part of your
proposal response.
.
E. Pricing
All "Line Item" bids must be for a specific price for the unit of measure specified for that item.
The offeror is responsible for clearly noting any differences in proposed packaging and/or
units of measure in the bid response, and the offeror shall understand that if the item in
question is awarded to the offeror, the quantity specified for that item will be adjusted to
achieve an approximately equivalent amount of the product.
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In cases where another price is requested for comparison purposes (e.g., "portion price" or
"price per ounce"), such price is for comparison purposes only. Purchases will be made in the
increments of the unit of measure specified. In the case of any discrepancy or error in
comparison price calculations, the price for the unit of measure specified will prevail. Excessive
errors in comparison price calculations will be sufficient grounds for rejection of the entire bid.
"Discount from Catalog" RFBs requires a single discount percentage to be applied to all items
in the offeror's published catalog, which must be supplied with the bid response.
"Cost Plus" bids will not be accepted unless otherwise requested in this RFB.
Proposed prices must be firm for acceptance for at least 90 days from the bid opening date,
unless otherwise specified in this RFB or in the offeror's response.
If during the term of the Contract, a successful offeror's net prices to any or all of its other
customers in similar market circumstances for any of the same items awarded under this RFB
are reduced below the contracted price, it is understood and agreed that the benefits of such
price reduction shall be extended to the SFA
F. Delivery and Transportation
Unless otherwise noted in the Request for Bids/Proposals or the Purchase Order, or unless
prior approval has been obtained from the SFA, all services shall be performed between the
hours of 7:30 A.M. and 2 P.M. Monday through Thursday, except holidays.
Repeated failure to comply with the service schedule will constitute a breach of Contract by
the vendor, and may result in the initiation of actions covered in this Standard Terms and
Conditions document entitled "Remedies for Non-Performance of Contract", and "Contract
Termination" and the associated financial impacts attached thereto, as well as jeopardize any
future business from the SFA.
G. Warranties
By submission of a proposal, the contractor warrants that he/she authorizes that all services
proposed conform to the specifications for which they are being offered, and that all services
supplied under any contract related to this RFB will be free from all defects in material,
workmanship, and title.
A minimum of 90-days product guarantee or the manufacturer's standard commercial
warranty, whichever is greater, shall apply to all products purchased under this RFB. This
warranty shall provide for replacement of defective merchandise from the SFA location and
delivery of the replacement(s) to the same location. The warranty shall be effective from the
date of acceptance of the merchandise.
H. Insurance Requirements
Providing and maintaining adequate insurance coverage is a material obligation of the
Contractor and is of the essence of this contract. All such insurance shall meet all laws of the
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