Cafeteria Hood Cleaning and Safety Inspections

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	561720 - Janitorial Services 561790 - Other Services to Buildings and Dwellings
Posted Date:	Jan 16, 2026
Due Date:	Feb 16, 2026
Solicitation No:	169-2026-02-SNP
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Solicitation Number:	169-2026-02-SNP
Project Title:	Cafeteria Hood Cleaning and Safety Inspections
Description:	Cafeteria Hood Cleaning and Safety Inspections for Cleveland County Schools School Nutrition Program
Opening Date:	2/16/2026 9:00 AM
Posted Date:	1/17/2026
Status:	Open
Department:	CLEVELAND COUNTY BOARD OF EDUCATION


Solicitation Number * 169-2026-02-SNP	Department CLEVELAND COUNTY BOARD OF EDUCATION	Status Reason Open
Opening Date 2026-02-16T09:00:00.0000000	Posted Date * 2026-01-16T21:47:33.0000000Z	Commodity Code Cleaning and janitorial services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Rob McDaniel
Description Cafeteria Hood Cleaning and Safety Inspections for Cleveland County Schools School Nutrition Program

Attachments Hood Cleaning and Inspections Informal bid 26-27.pdf (291.59 KB)

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Request for Proposal

2026-2027

GENERAL INFORMATION

A. Intent

This Request for Proposal (RFP) is for the purpose of obtaining quotes and ultimately entering into a contract to provide

School Cafeteria Hood System Cleaning and Bi Annual Safety Inspections for the Cleveland County Schools nonprofit

Child Nutrition Program, referred to as the School Food Authority (SFA).

The contract will be between the offeror (vendor) 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 and the SFA’s Child

Nutrition.

B. Procurement Method

A competitive bidding process will be used to procure products and services from this 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.

D. Bid Submission

1. Bids will be received until the deadline indicated in the Bid Certification.

Bids may be submitted by U.S. Mail, common carrier, or other courier or delivery service, hand

delivery, fax or email.

Bids should be addressed and delivered to:

Cleveland County Schools

Child Nutrition Programs

400 West Marion Street

Shelby, North Carolina 28150

Attention: Jamie Currier, Director

BID DUE DATE AND TIME: Feb. 16, 2026 at 9:00am

Late bids will not be accepted.

Low Bid will be awarded to the most responsive and responsible vendor. Historical data will

be used to determine the most responsive and responsible bidder.

Bids received after the deadline will not be accepted for consideration, and will be

returned to the offeror unopened

Offerors or their authorized representatives are expected to fully inform themselves as to the

terms, conditions, requirements and specifications of this RFP before submitting bids. 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 bid opening at the date and time indicated in the Bid

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 bid opening. A

summary report of the bids received will be available to any interested party after the Contract is

awarded upon WRITTEN request. The form and content of the bid summary will be at the sole

discretion of the SFA.

The SFA reserves the right to reject any and/or all bids if deemed to be in the best interest of the

SFA. The SFA reserves the right to reissue the RFP.

3. The award shall be made to the qualified and responsible offeror whose

bid is most responsive to this solicitation. A responsible offeror is a provider whose financial,

technical, operational and other resources indicate an ability to provide the products as requested

on this RFP and who is able to perform the services required by this solicitation and whose

responses best meet the criteria contained throughout the RFP.

If clarification is needed, address a written request to:

Jamie Currier

Child Nutrition Director

Cleveland County Schools

400 West Marion Street

Shelby, North Carolina 28150

E. Late Bid

Any bid received after the exact time specified for receipt will not be accepted or considered.

F. Pre-Award Clarification

The SFA reserves the right to conduct final discussions and negotiations with the offeror recommended

by the Evaluation Committee prior to awarding the Contract. The purpose of these discussions shall be

to clarify and assure full understanding of any issue contained in the bid. In conducting these

discussions, there shall be no disclosure of any information derived from bids by competing offerors.

G. Withdrawal or Modification of Bid

Subject to the restrictions discussed below, the SFA will consider a WRITTEN request from any offeror

that the bid be allowed to be withdrawn, but ONLY IN ITS ENTIRETY, and ONLY UNTIL THE DUE DATE

AND TIME FOR BID SUBMISSION as stated in the Bid Certification included with this RFP. A

representative of the offering entity who is authorized to enter into contracts on behalf of the offering

entity must manually sign any request for the withdrawal of any bid in ink, and the person signing the

request must indicate his/her title along with his/her signature. No bid may be withdrawn after the date

and time that bids are due as specified in the Bid Certification. Only bids that have been submitted

consistent with the instructions relating to packaging and labeling of the bid will be considered for

withdrawal.

If there is any question in the mind of the SFA regarding the identity of the bid or the identity of the offer

relation to any request for the withdrawal of any bid, the SFA will refuse to allow the withdrawal of the bid.

Withdrawal of any bid allowed by the SFA will require the completion and signature of a written receipt by

the offeror’s representative satisfactory to the SFA before the bid will be released. The decision of the

SFA in relation to any matters concerning bid withdrawal will be final.

If an offeror requests to withdraw a bid and the SFA allows the withdrawal of the bid, the offeror may

resubmit the bid, or submit a new bid, up until the due date and time for bid submission as stated in the

Bid Certification included with this IFB, provided any new submission meets all the qualifications of bid

submission included in these General Terms and Conditions.

If an offeror resubmits a bid that was withdrawn and makes changes to any document in the bid package,

an authorized agent of the offering entity must initial all alterations made to any bid document.

All bids in possession of the SFA at the time bids are due shall be deemed final, conclusive, and

irrevocable, and no bid shall be subject to withdrawal, amendment, or correction after the due date and

time for bid submission as stated in the Bid Certification included with this RFP.

H. Statement of Inclusion/Applicability

The general Terms and Conditions are applicable to all RFPs issued by this SFA and by this inclusion,

they become part of the any Contract which is awarded, or purchase order which is issued in association

with the RFP.

I. Conflict of Interest

The SFA’s officers, employees or agents shall neither solicit nor accept gratuities, favors, nor anything of

monetary value from contractors or potential contractors. To the extent permissible under Federal and

State laws, rules or regulations, such standards shall provide for appropriate penalties, sanctions or other

disciplinary actions to be applied for violations of such standards.

J. Final Contract

The submitted RFP, including all attachments and all documents submitted by the offeror, will

become the official Contract when approved, awarded and signed.

STANDARD TERMS AND CONDITIONS

A. Scope and Purpose

It is the intent of the SFA to contract with an interested party or parties for the

purchase of Annua Hood System Cleanings and Bi Annual Safety Inspections at 29 school cafeterias that fall within Federal

regulations and State statutes that will be provided at an economical price for the SFA.

The section titles contained in this General 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:

(1)

this General Terms and Conditions document, including any attachments

and or amendments thereto,

(2)

the Item Specifications included in the RFP and any subsequent

addenda thereto, the offeror’s signed Bid Certification, which must

be completed, signed by an authorized representative of the offering

entity, and returned with the offeror’s response, along with this ENTIRE

Terms and Conditions document and all other forms and information

collection pages included with this RFP,

(3)

the offeror’s response to the RFP,

(4)

the offeror’s Notice of Award document, and

(5)

any additional terms, conditions, or instructions issued by the SFA.

Collectively, these documents represent the entire agreement between the parties.

B. Contract Time Period

Contract period: The contract is intended to begin on or about July 1, 2026 and continue until June 30, 2027. At the option of

Cleveland County Schools, this contract may be extended for four (4) additional one year periods. All changes MUST be agreed to

in writing by both parties.

The time period for purchases covered by a Contract resulting from an award under this RFP is stated in the Bid 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 Bid

Certification if it is determined to be in the best interest of the SFA. Unless otherwise indicated in these General 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 General terms and Conditions document entitled “Extension Clause.”

The transfer, assignment, or subcontracting of contracts is prohibited, and the offeror agrees not to sell, assign, transfer, convey, or

subcontract any portion of this contract resulting from this IFB without the prior written consent of the SFA.

C. Addendum

In the event any changes to this RFP occur subsequent to the mailing or other delivery of the original RFP, the changes or

corrections to this Bid request will be made by addendum, and any updated information contained in any addendum will prevail over

the information contained in the original RFP or any previous addendum. Each addendum will be mailed to all entities that are

known to have received a copy of this RFP. The SFA is the sole authority for the issuance of any addendum related to this RFP.

Any communications from any person or entity other than the SFA regarding any matters related to this bid are invalid and will have

no influence on this RFP.

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 bid response.

D. 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

product number references.

In most cases, bids 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 products are identified, it is preferable for

the offeror to propose the exact item specified, in addition to an alternate brand or model where desired.

All bids must identify the manufacturer, brand, portion size, etc. of the product being offered. “Pre-Approved Equal” Brands may be

allowed where indicated. To offer “Pre-Approved Equal” items rather than any “approved brand” specified, the offeror must supply a

complete description and sufficient data for the SFA to properly analyze the product being compared. Samples may be requested

for items other than “approved brands”. These “Pre-Approved Equal” brands must be approved by the SFA before the bid opening.

The SFA reserves the right to reject any brand submitted if the SFA does not have sufficient information or time to conduct taste-

testing in order to deem the product as a “Pre-approved Equal”.

If the offeror fails to identify the manufacturer, brand, portion size, etc. for any item included in the bid, the SFA will assume the

offeror is proposing the exact brand/product and portion size identified in the specification, and if awarded, the offeror will be

required to furnish the exact brand names, portion sizes, etc. as specified. Substitutions will not be allowed.

The apparent silence of the specifications as to any detail or the apparent omission from any specification of a detailed description

concerning any point shall be regarded as meaning that only the best communication practices shall prevail. All interpretations of the

specifications shall be made on the basis of this statement.

*If you discover or suspect error in the item specifications in this IFB, please note it as part of your bid response.

General Specification Provisions:

1. Quantities

Quantities reflected in this RFP are estimates based on the combined projected needs for the SFA during the contract period.

Quantities are the best estimate of anticipated needs available at the time of publication of this RFP, but the accuracy of this

estimate of these quantities may be affected by numerous factors including but not limited to, budgetary adjustments,

availability of Federal funds or other subsidies, changing market forces, or unintentional errors or omissions. Actual needs may

be greater or less than the estimated quantities provided.

2. Pricing

A FIRM bid for the entire year is required with no escalator clause. The total price per unit shall include transportation and

delivery charges as fully prepaid by the supplier. This contract at the end of each year will be reviewed and if agreeable with

the Child Nutrition Director and Purveyor, the contract may be extended for up to four years.

Allowable costs will be paid from the nonprofit school food service account to the offerer/contractor net of all discounts, rebates

and other applicable credits accruing to or received by the contractor or any assignee under the contract, to the extent those

credits are allocable to the allowable portion of the costs billed to the SFA. The offeror/contractor agrees to fully disclose all

discounts, rebates, allowances, and incentives received by the Company from its suppliers. If the offeror/contractor receives a

discount, rebate, allowance, or incentive from any supplier, the offeror/contractor must disclose and return to Cleveland County

Schools the full amount of the discount, rebate, or applicable credit that is received based on the purchases made on behalf of

Cleveland County Schools. All discounts, rebates, allowances, and incentives must be returned to Cleveland County Schools

Allowable costs will be paid from the nonprofit school food service account to the offerer/contractor net of all discounts, rebates

and other applicable credits accruing to or received by the contractor or any assignee under the contract, to the extent those

credits are allocable to the allowable portion of the costs billed to the SFA. The offeror/contractor agrees to fully disclose all

discounts, rebates, allowances, and incentives received by the Company from its suppliers. If the offeror/contractor receives a

discount, rebate, allowance, or incentive from any supplier, the offeror/contractor must disclose and return to Cleveland County

Schools.

District the full amount of the discount, rebate, or applicable credit that is received based on the purchases made on behalf of

the School District. All discounts, rebates, allowances, and incentives must be returned to the School District during a mutually

agreed upon timeframe that is beneficial to the School District.

during a mutually agreed upon timeframe that is beneficial to the School District.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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