Free AI-generated kitchen cleaning proposal — hood cleaning, grease trap, floor degreasing, and compliance notes. Customize in 2 min, send as PDF or link.
Proposal from
Irongate Kitchen Services
Prepared for
Marco Vitelli, General Manager
Commercial Kitchen Deep Clean and Ongoing Hood & Grease Trap Program
One-time deep clean and ongoing service program for the commercial kitchen at Copper Mill Grill, 318 Westfield Avenue. One-time deep clean (scheduled for 04/07 starting at 10pm after close): — Hood and exhaust system cleaning: 2 Type I hoods above main cooking line (1 hood over 8-burner range and charbroiler, 1 hood over fryer bank), 1 Type I hood above prep line. All hoods, plenums, baffles, and grease cups cleaned to bare metal. Duct cleaned from plenum to fan housing. Rooftop exhaust fans cleaned including fan blades, housing, and hinged curb. — Grease trap service: pump and clean 500-gallon below-floor interceptor. Measure and record gallons removed. State-required waste manifest completed and left with client. — Cooking line and equipment exterior: degreasing and cleaning of range tops, charbroiler grates and drip trays, fryer exteriors and baskets, flat top griddle exterior, and steam table housing. (Not included: interior cooking surfaces used in food prep — those are kitchen staff responsibility.) — Floor degreasing: full kitchen floor, walk-in cooler threshold, and grease trap access area. Degrease, dwell, agitate, hot water rinse, squeegee to drain. — Floor drain cleaning: remove and clean all floor drain screens and trap inserts. Flush drain lines with hot water. Ongoing program (beginning May 2025): — Hood cleaning: quarterly per NFPA 96 standard for moderate-volume cooking. Scheduling: first Monday of each quarter, 10pm–2am. — Grease trap pumping: every 6 weeks, Monday mornings before open (6am–8am). — Filter exchange: baffle filters exchanged and cleaned at each hood service visit.
All services performed by Irongate Kitchen Services are documented to meet health department and fire code requirements. Hood cleaning (NFPA 96 compliance): At completion of each hood cleaning service, client receives: — NFPA 96 inspection certificate (signed, includes date of service, next service due date, technician name and certification number) — Inspection sticker affixed inside each hood access panel per NFPA 96 Section 11.6.2 — Before and after photos of each hood interior, plenum, duct, and exhaust fan — Written service report noting condition of hood system, any grease accumulation beyond normal, any damaged components observed (broken baffles, missing grease cups, exhaust fan bearing issues), and any fire hazard conditions — Copy retained by Irongate for 3 years per NFPA 96 record requirements Grease trap service: — State-required waste manifest completed at each service — Manifest copies: one left with client, one retained by Irongate, one filed with licensed disposal facility — Gallons removed recorded on manifest and on Irongate's service record — Disposal at state-licensed grease waste facility only (facility name and license number on manifest) Irongate technician certification: All hood cleaning technicians are IKECA (International Kitchen Exhaust Cleaning Association) certified. Certification documentation available on request.
One-time deep clean (04/07): Hood and exhaust cleaning: Hood #1 (range/charbroiler, 12-foot section): $380 Hood #2 (fryer bank, 8-foot section): $320 Hood #3 (prep line, 6-foot section): $240 Duct cleaning (3 duct runs, plenum to fan): $180 Rooftop fan cleaning (3 fans): $210 Hood cleaning subtotal: $1,330 Grease trap: Pump and clean 500-gallon interceptor (estimated 350 gallons): $245 Manifest and disposal fee (350 gallons at $0.28/gal): $98 Grease trap subtotal: $343 Cooking equipment exterior: Range, charbroiler, fryers, griddle, steam table: $280 Floor degreasing and drain cleaning: Full kitchen floor (approx. 680 sq ft): $340 Floor drain cleaning (6 drains): $120 Floor subtotal: $460 First-time service surcharge (deferred service, last documented cleaning >18 months ago): $390 One-time deep clean total: $2,803 Ongoing program (beginning May 2025): Hood cleaning (quarterly, 3 hoods): $820/visit Grease trap pumping (every 6 weeks, billed per gallon at $0.70/gal + $65 service call): $65 + gallons Baffle filter exchange (included with quarterly hood visit): no additional charge Estimated annual program cost: Hood cleaning (4 visits): $3,280 Grease trap (8–9 visits, avg. 320 gallons/pump): $2,120 estimated Annual program estimate: $5,400 Payment terms: one-time clean due net-15 after service. Ongoing program invoiced within 2 business days of each service, net-15.
One-time deep clean — 04/07, 10pm start: Access: kitchen manager to leave building with crew in place, return by 2:30am for walkthrough before close-up. Irongate will need roof access for exhaust fan service — confirm roof hatch key or code before date. Process sequence: 1. Pre-service photo documentation of all hoods, equipment, and floor (sent to client same night) 2. Cooking equipment exterior cleaning (before floor work) 3. Hood baffles removed, cleaned in degreasing solution on-site, reinstalled 4. Hood interior, plenum, and duct cleaning — wet paper/plastic sheeting placed over all equipment before hood work begins 5. Rooftop exhaust fans 6. Grease trap pumping and manifesting 7. Floor degreasing — full application, 15-minute dwell, agitate, hot rinse, squeegee 8. Floor drain cleaning 9. Post-service photo documentation 10. Walkthrough with manager before departure Ongoing hood visits follow the same sequence (steps 1–5, 9–10) in approximately 2 hours for 3 hoods. Grease trap visits are independent, 45–60 minutes, no kitchen shutdown required. Chemicals used: Enviro-Pro 1500 alkaline degreaser (food-safe, NSF A1 rated), Zyme-Away enzyme treatment at floor drains. Safety data sheets available on request. All chemicals rinsed fully before kitchen reopens.
The following were observed during our pre-service site visit on 03/29 and are noted here for your records. None of these prevent the scheduled cleaning, but all should be addressed. Hood #1 — charbroiler section: Three baffle filters are bent and not seating correctly in the filter track. Bent filters reduce grease capture efficiency and are a code concern. Replacement baffles (Captrate 16x25 aluminum, set of 3): $87 — can be supplied and installed at the 04/07 service if approved. Exhaust fan #2 (over fryer hood): Fan housing shows visible grease overflow onto roof deck. Indicates the grease cup on this fan has been overflowing, likely due to missed service intervals. Irongate will clean the roof deck area during the 04/07 service. The fan curb drain is functional — no structural concern, but confirms the service frequency should stay quarterly or move to monthly. Grease trap access cover: The concrete access cover over the below-floor interceptor is cracked along one edge. Not failing yet, but a full break would require kitchen closure for repair. Recommend flagging for your building maintenance contractor. Not Irongate's scope. Floor drain, northwest corner: The trap insert in the northwest drain is missing. This allows sewer gas to enter the kitchen when the drain is dry. A replacement insert (correct size: Josam 30100-A) costs approximately $18 at a plumbing supply house. Irongate can supply and install at the 04/07 service — let us know.
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Create Your Free AccountHood cleaning frequency is set by NFPA 96 — not by what the restaurant wants to hear. High-volume cooking (woks, charbroilers, solid fuel) requires monthly cleaning. Standard cooking (grills, fryers, ranges) requires quarterly. Low-volume (pizza ovens, steam tables only) can go semi-annually. When you quote, pull the hood and look at the grease accumulation before you agree to any schedule. A restaurant that tells you 'we only need it twice a year' with a quarter-inch of grease on the plenum at month three is going to be your problem. Quote the NFPA 96 frequency, put the code reference in the proposal, and let the health department enforce it. Clients who fight the schedule aren't clients you want.
Grease trap service is priced by the gallon, not the visit — and the manifest is the product, not the pumping. A 1,000-gallon interceptor running a busy lunch service fills up in 4–6 weeks. A 500-gallon trap under a light-use kitchen might go 8–10 weeks. Price by measured gallons pumped, not a flat rate, or you'll lose money every time a kitchen runs heavy for a month. The part most contractors bury: the state-required waste manifest is what the health department inspects, not whether the trap looks clean. Give every client a copy of the manifest at service, and keep a copy yourself. If they ever get cited for undocumented disposal, you want proof you handled it correctly.
Floor degreasing requires dwell time — that's the step skipped by every crew that's also trying to get out by 6am. Commercial kitchen degreasers (sodium hydroxide or enzyme-based) need 10–20 minutes on a saturated floor to break down polymerized grease. Pressure washing before dwell time just moves the grease around. Put the process in your proposal: degrease applied, dwell 15 minutes, agitate with stiff brush, hot water rinse, squeegee to floor drain. Then note that anti-slip coating or slip-resistance testing is available as an add-on — kitchens with worn quarry tile or smooth sealed concrete after degreasing can actually become more slippery clean than dirty. Health departments cite this. Restaurants don't know it's an issue until someone falls.
Compliance documentation is what you're actually selling, even if the client thinks they're buying a clean hood. NFPA 96 requires that hood cleaning contractors leave an inspection sticker inside the hood access panel showing the date of service and the next due date. They also have to leave a service report noting what was cleaned, what was found, and any fire hazard conditions observed. If you skip the sticker or skip the written report, the health department or fire marshal will cite the restaurant — and the restaurant will call you angry. Put your reporting format in the proposal. 'At completion of each service, client receives: signed service certificate, NFPA 96 inspection sticker affixed inside each hood, before/after photos, and written note of any deficiencies found.' Clients who see this in writing before they sign trust you more. They're also calling you, not shopping for a cheaper contractor next time.
One-time cleanings are almost always pre-inspection panics — price accordingly and set expectations. A restaurant that hasn't had a hood cleaned in two years calling you three days before a health department visit is not a routine job. It's emergency labor at emergency hours with uncertain access to deep grease buildup that normal dwell times won't fully clear. Charge a first-time or long-deferred surcharge: 25–50% above your standard rate is defensible. Put it in the proposal as 'deferred service surcharge — applies when time since last documented cleaning exceeds 12 months.' Then explain that ongoing quarterly service costs $X per visit — and do the math for them. If quarterly service runs $480/visit, that's $1,920/year. One emergency pre-inspection clean at $900 plus the surcharge is already $1,100 for one visit. The math sells recurring contracts without you having to push.
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