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(contract last updated 02/09/2018)

SCOPE: Contract for the purchase of Cleaning of Food Service Exhaust Hoods, Fans, and Connecting Ductwork for UW Madison-Division of University Housing.

Purchasing Services
21 N Park St, Ste 6101
Madison, WI 53715-1218
UW-Madison users contact:
Dave Brinkmeier
(608) 262-1323 FAX (608) 262-4467
  Non-UW-Madison users contact: Vendor Representative
CONTRACT TERM: May 1, 2016, through April 30, 2019, with automatic renewal extensions to April 30, 2021 unless amended, cancelled or rebid.

Ellingson Pro-Clean Inc
1204 Culmen St
Madison WI 53713
Sales Representative: PHONE # FAX #
Paul Ellingson 608-277-0989 608-277-9189
Ordering/Expediting: 608-277-0989 608-277-9189
Invoice Information: 608-277-0989 608-277-9189
Returns: 608-277-0989 608-277-9189
Supplier Diversity Reporting: 608-277-0989 608-277-9189
Commodity Code 910-04


Terms: N/30
Invoicing: Invoices shall reflect contract pricing.
Minimum Order: None
Pricing Information: Click here for pricing.



Service Requirements.  Clean Food Service exhaust hoods, fans and duct work from kitchen to exterior of buildings as requested by University Housing.  All work to be done as per N.F.P.A. Standards #96 and based on Housing timelines developed in conjunction with the contractor. Contractor must be able to offer after hour service.

Cleaning Method.  Cleaning shall be done with an approved biodegradable degreaser.  All affected areas, various electrical devises, lighting, outlets and equipment must be properly covered and protected during the cleaning process.  This includes moving equipment and or furniture as needed.  If carpet is present, this also must be covered to prevent damage.  On hoods that have Melink Intelli-Hood controls the temperature sensors in the hood must be wiped clean and the optic sensors also must be covered to prevent damage during the cleaning process.  Contractor assumes full responsibility for damages as result of using chemicals, water and pressure washers.  If gas lines are disconnected all pilots must be relit and lines tested for gas leaks.  All equipment under hood(s) must be tested prior to leaving.

Degreaser. Shall be non-flammable, non-toxic, environmentally safe, and suitable for use in a Food Service environment. Housing’s Maintenance Supervisor will be the sole judge of suitability and must approve prior to being used. If the University requests samples of the degreaser, contractor must provide the sample within 5 working days of the University’s request during the life of the contract. The 5-day requirement may be adjusted if mutually agreeable to both parties.   Contractor shall provide Material Safety Data Sheets (MSDS) for all cleaners used as part of this contract. Contractor must notify Housing’s Maintenance Supervisor of any degreaser changes at least 2 weeks prior to using the product.

Notification. Contractor representative shall contact Housing’s Maintenance supervisor (or designee/s) prior to starting this service at each location to receive information such as special instructions, directions, and coordination with building occupants, etc. This is a requirement EACH AND EVERY TIME a hood, fan, or duct is cleaned. When service is complete for each service area contractor representative shall contact Housing’s Maintenance Supervisor (or designee/s) to confirm work is complete.

Work Hours.  Regular work hours shall be 6:00 am through 4:30 pm Monday through Friday (excluding holidays).  After Hours shall be 4:30 pm through 6:00 am, Monday through Friday, and all day Saturdays (excluding holidays).

Schedule, Locations and Frequency. The University will contact the contractor at least 4 weeks, if possible, prior to scheduling each cleaning project or shall arrive at a mutually agreeable schedule. Building locations are listed on the itemized bid list. Frequency of cleanings to be done as per N.F.P.A. Standards #96.

Cleaning Standards. All hoods, fans and connecting ductwork are to be cleaned to local fire codes and N.F.P.A. Standards #96. If cleaning chemicals and/or procedures could damage University’s property, that property must be protected. This includes but not limited to the floor, walls, and surrounding equipment. All hoods, fans, grills, blades, impellers, or residue from ducts on floor under fans and hoods must be thoroughly cleaned leaving no grease dirt or cleaning chemical residue. There shall be no standing water left inside or outside of the system. All water puddles must be wiped dry rather than air dried to prevent residue staining or rusting.  Contractor assumes full responsibility to any and all damage to Housing property.  Follow all EPA codes to prevent grease and chemicals from getting into storm drains.

Inspection. Contractor shall not leave each work site until the work has been inspected by Housing’s Maintenance Supervisor (or designee). Housing’s Maintenance Supervisor (or designee) shall be the sole judge of acceptable work. The University will not be responsible for additional charges if Contractor must return to the work site(s) to satisfactorily complete the cleaning. Payment will not be authorized until all work has been completed to the Universities satisfaction.

Performance. Contractor shall have in his or her employ, sufficient qualified and competent personnel to perform work promptly and in accordance with the work schedule as approved by the University. The University may require the Contractor to not employ and/or dismiss from the work such employee(s) as the University deems incompetent, careless, insubordinate, or otherwise objectionable. At each work site, the Contractor shall employ a supervisor or foreman who shall have full authority to act for the Contractor. It is understood that such Contractor representative shall be acceptable to the University.

Revision History

Amendment #1 (6/29/17): issued to show price changes on items 7, 16 and 33 for Ellingson Pro-Clean Inc., effective immediately.
Amendment #2 (2/9/18): is issued to show price changes on items 21-22 and add 3 new items (52-54) for Ellingson Pro-Clean Inc, effective immediately.
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