Project Information

Bid Title

RFP FOR GREASE TRAP PUMPING SERVICE

Issuing Agency

Jackson County School System

Location

Georgia

Published Date

Nov 3, 2025

Closing Date

Dec 1, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFP FOR GREASE TRAP PUMPING SERVICE

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REQUEST FOR PROPOSAL

Grease Trap Pumping Service

RFP-2026-GTPS

The Jackson County School System (JCSS) Board of Education is soliciting competitive sealed

proposals from qualified service providers for Grease Trap Pumping Services.

All proposals must be delivered:

Mail or Overnight or Hand Delivered to:

Sheila Briggs

Executive Assistant for Operations

Jackson County School System

1660 Winder Highway

Jefferson GA 30549

Proposal submissions will be received until 10:00AM EST on December 1, 2025. Jackson County

School System is not responsible for delays in the delivery of the mail by the U.S. Postal Service,

private couriers, or the inter-office mail system. It is the sole responsibility of the proposer to

ensure that its proposal reaches the Executive Assistant for Operations by the designated date

and time. Faxed or E-mail submittals are not accepted for this RFP.

A list of firms submitting proposals will be available the following business day on our website at

www.jacksonschoolsga.org and on the Georgia Procurement Registry.

A pre-proposal video conference is scheduled for 11:00AM EST on Friday, November 7, 2025.

We encourage all proposers to join. The meeting link will be issued within 48 hours of meeting via

Public Notice. Questions regarding this RFP package should be directed to Sheila Briggs, at

sbriggs@jcss.us or by calling 706-367-5151 x17602, no later than 10:00AM EST, Friday, November

14, 2025.

Proposals are legal and binding upon the bidder when submitted.

Selection criteria are outlined in the Request for Proposal documents. JCSS reserves the right to

accept or reject any or all proposal and to waive any formalities and to make an award deemed in

their best interest. Award notification will be posted after award at www.jacksonschoolsga.com.

All successful vendors will be required to provide the requested information to prove participation

in the Federal E-Verify Program as referenced in Section 1D of the attached Instructions and

Conditions.

We look forward to your proposal and appreciate your interest in working with Jackson County

School System.

Sincerely,

Taylor Blake MS, RDN, LD

School Nutrition Director

Jackson County School System

PURPOSE

Jackson County School Nutrition Program (JCSNP) invites you to submit a proposal on a contract for Grease Trap

Pumping Services on an Annual Contact with four (4) renewal options.

The purpose and intent of this request for proposal is to provide JCSNP with a means to select one (1) service

provider to pump kitchen-based grease traps to remain in compliance with clean water standards. Service

providers must commit to implementing and maintaining a partnership with JCSNP while providing the highest

level of service for the entire contract term. The estimated value for this contract is approximately $130,000

annually.

GENERAL REQUIREMENTS

• COMMUNICATION - JCSNP’S SCHOOL NUTRITION PERSONNEL

Individuals, firms, and businesses seeking an award of a Jackson County School Nutrition Program

contract may not initiate or continue any verbal or written communications regarding a solicitation. All

communications concerning the RFP-2026-GTPS must be submitted in writing to the Jackson County

School System’s Operations Department. An email to Sheila Briggs at sbriggs@jcss.us is the preferred

method of communication. Only written questions submitted via email will be accepted. No response

other than written communication by the Operations Department, will be binding upon Jackson County

School Nutrition Program. Violations will be reviewed by the Chief Financial Officer, or their designee. If

determined that such communication has compromised the competitive process, the offer submitted by

the individual, firm or business may be disqualified from consideration for award. The Chief Financial

Officer, on its discretion, may call upon user departments for clarification in their area of expertise. All

questions or commentary must be received no later than 10:00AM, November 14, 2025, to allow for

appropriate and timely responses.

• All pricing options and applicable charges must be listed on the proposal form to ensure comparisons are

fair and equitable.

• All pricing submitted must be firm for the duration of the term. It is the proposer’s responsibility to

provide all available pricing options and list all applicable charges. All information requested in the

proposal form must be provided for analysis purposes.

o Rates must include all wages, labor taxes, and insurance (including liability insurance, overhead,

permits, licenses, profit, and all other mark-ups and incidental costs.

o Proposer must provide pricing for Emergency Non-Routine services and/or Unscheduled Services.

Unscheduled pumping of specific locations will also be included. JCSNP will notify proposer at

least twenty-four (24) hours in advance of necessary unscheduled pumping. Proposer will

provide unscheduled pumping at the same rate as scheduled pumping with no additional

charges.

• A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do

not meet JCSS required amounts. The awarded proposer is required to maintain insurance requirements

as specified on the Insurance Requirements for Facility Use and Maintenance Service Providers –

Attachment

o If awarded, all insurance required limits must be met within five (5) business days. Failure to

meet required insurance limits within five (5) business days of award will result in removal from

the RFP award. The awarded proposer must maintain insurance coverage for the duration of the

contract with JCSS, including all renewals.

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• All proposers are required to furnish all labor, materials, and equipment to complete each project request

agreed upon. No additional charges will be accepted. All work must be performed in accordance with JCSS

specifications.

• Proposer must provide a company overview that includes years in business, company size, and past

projects.

• Proposer must provide information on their work process, response time, and adhere to the schedule

mandated per the permit specification as referenced on the proposal form.

SCOPE OF WORK

• Proposer agrees to provide the following items for the project and to perform in accordance with the

agreement conditions of the RFP:

o Pump, remove, and lawfully dispose of waste from grease traps of various sizes.

o All waste material is to be properly disposed of at an approved waste disposal facility. Proof of

lawful disposal shall be provided upon request in the form of delivery tickets or other official

documentation from a licensed waste facility.

o Extreme care must be taken not to pollute any rivers, ground water, or lakes. Take all

precautions necessary to ensure no solids are introduced into the septic drain fields or into the

ground or water.

o During each pumping area must be kept neat, orderly, and in a safe condition at all times.

Perform final visual inspection and cleanup prior to departing each area to ensure no waste

material is spilled or left behind. Thoroughly clean and disinfect all contaminated areas

resulting from the pumping process.

o Disposal of waste will be the sole responsibility of the proposer and must be in compliance

with all County and State ordinances, local regulations and requirements for pumping and

disposal, and the Industrial Safety and Health Act.

o Maintenance of records of specific amounts of waste material pumped from each location for

billing and record keeping purposes. Provide copies of these records to JCSNP at the

completion of each service.

o Documentation for Grease and Fat waste-water, pumping/collection must be sent to the

appropriate jurisdiction upon completion of each service for permit compliance.

• All employees of the proposer are required to use professional discretion at all times while on JCSS

property. Any misconduct or incidents that may arise may lead to the immediate removal of the said

employee from the JCSNP agreement for the safety of our students, parents, or employees.

• If proposer’s technician reaches a JCSNP facility and is unable to service said facility due to traps being

blocked by a vehicle, etc., the technician must check with the front office if during school hours and

attempt to have the situation corrected to complete the service. The proposer should also immediately

contact the School Nutrition Maintenance Supervisor and advise them of the situation.

o If the situation is unable to be resolved in a timely manner, the proposer will provide pricing for

any fees associated with the attempted service and provide reasoning on the invoice.

• Work for each project must be completed by the dates identified on the service schedule provided on

the proposal form. Any questions should be addressed with the JCSNP Maintenance Supervisor.

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• Grease trap pumping times are scheduled at the discretion of the proposer. During normal

facility/school hours, the proposer’s personnel MUST SIGN IN at the facility/school main office upon

arriving and obtain an appropriate visitor's badge/nametag prior to beginning any work. The

badge/name tag must be worn by the proposer’s personnel (prominently displayed) at all times while

on facility/school property. Prior to departing each day, the proposer’s personnel must sign out and

return the badge/name tag.

• Proposer will protect all existing equipment, structures, trees, shrubbery, landscaping, and grass from

damage.

o Awarded proposer(s) will assume full responsibility and be held liable for any damage or claim

done by the proposer’s personnel to any part of the school grounds, building, equipment,

furniture, fixtures, landscaping, or any other items owned by the JCSS and will be repaired or

replaced at no cost to JCSS. The replacement or repair must be completed within thirty (30)

days and to the satisfaction of a JCSS-authorized representative.

• The proposer is solely responsible for the safety of all workers, JCSS personnel, and students during the

execution of the work. Extreme caution must be exercised by all workers to ensure that all possible

precautions are taken to prevent injury to JCSS staff and students.

• The proposer will coordinate with JCSS representatives to prevent school children from entering the

work area while work is in progress. Barricades must be suitable for each area of use.

• Proposer must not park vehicles or equipment in such a manner that would block school drives, bus

access points, or dumpsters. In the event that these areas must be blocked to perform the contracted

services, prior coordination with the JCSNP Maintenance Supervisor will be required.

• Unless otherwise specified, all work must be in compliance with JCSS standards to be provided to the

awarded proposer by JCSNP.

o Any inspection of the work by any representative of JCSNP will in no way affect these

responsibilities and undertakings of the proposer. The failure of any representative of JCSNP to

discover or bring to the attention of the proposer the existence of any work obligation of the

proposer does not relieve the proposer from fulfilling his responsibilities under the contract

documents.

• Invoices must not be sent until the job is complete unless progressive billing has been agreed upon with

a JCSNP representative. Invoices must be submitted to the SNP Bookkeeper, Emily Miller-Duncan,

emiller-duncan@jcss.us within two (2) business days of service.

• Any deviations to the above specific terms must be stated with written documentation clarifying any

such nonconformity and must be submitted with proposal response.

CONTRACT DURATION

• This contract is effective for services January 1, 2026, through December 31, 2027. JCSNP reserves the

right to extend this proposal for one or more years (not to exceed four years) with the approval of the

Jackson County Board of Education. Proposal extensions will be approved in one-year increments.

• JCSNP will only consider service price changes as part of the extension contract. Communication

regarding any price changes shall be provided no later than 90 days prior to the date of

implementation.

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CONTRACT COMPLIANCE

• To ensure compliance with local ordinances, the awarded Proposer agrees to promptly commence the

work with adequate personnel and service dates.

• Documentation for Grease, Fats, and Oil Wastewater Discharge, along with Oily Water Service,

pumping/collection must be sent to the appropriate jurisdiction upon completion of each service for

permit compliance. Documentation shall be submitted along with invoices for record-keeping purposes.

SPECIFICATIONS OF WORK NEEDED

• JCSS has 13 schools.

o See Proposal Form, Attachment A, for specifics for each school’s service needs.

PAYMENT

• JCSNP must receive a copy of all invoices within two business days after services have been rendered.

• Approved invoice payments will be made weekly. The process of approval of invoices begins when all

documentation necessary to complete the transaction has been received by Accounts Payable.

• All invoices must be fully itemized, showing unit and extended cost as well as any discount associated

with the item. Invoices must have an invoice number and date. Invoice numbers must not be duplicated

during the same school year.

• The font on the invoice must be no smaller than 10 points for the invoice number, item name and total.

Bolded print would be preferred for these items.

• Payments will be made by Jackson County School System.

• ACH/EFT payments are highly recommended.

o If awarded, the proposer(s) may submit payment information with the W-9. ACH/EFT requires

the following information:

 Bank Name

Account Number

Routing Number

Email Address to send remittance

• The invoice must have an acceptable degree of legibility to enable scanning for electronic document filing.

• All outstanding invoices for the current fiscal year must be submitted to Jackson County School System for

payment by June 30, 2026. Payment will not be made on any invoice received after June 30, 2026.

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Commodity Codes

• NAICS 562991Septic Tank and Related Services
• NAICS 562998All Other Miscellaneous Waste Management Services

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