02.PA2280 Vent Hood Scope of Work.pdf

VENT/HOOD CLEANING SERVICES SPECIFICATIONS/SCOPE OF WORK

Page 1 of 53 PA2266

TYPE I AND II VENT/HOOD SYSTEM CLEANING SERVICES

SPECIFICATIONS / SCOPE OF WORK

Table of Contents

Part 1. Scope of Work

1.1. General Scope Description

1.2. Level of Service

1.3. Contractor Qualifications

Part 2. Work Management

2.1. General Scope of Work

2.2. Contract Management

2.3. Scope Modifications

2.4. Charge Reimbursable Work

2.5. Service Priority Conflicts

Part 3. Work Management

3.1. Operational Approach

3.2. Communication

Part 4. Staffing and Supervision

4.1. Staffing Proposal

4.2. Contractor Personnel

4.3. Management Personnel

4.4. Subcontractors

4.5. Regulatory Compliance

4.6. Staffing Requirements

4.7. Work Hours

4.8. Training

Part 5. Materials and Equipment

5.1. Materials and Services Furnished by DFW Airport Board

5.2. Materials and Equipment Furnished by Contractor

5.3. Office Premises, Materials, and Equipment

5.4. Contractor Vehicles

5.5. Contractor and Subcontractor Parking

Part 6. Performance

6.1. General Performance

6.2. Coordination

6.3. Response Categories

6.4. Immediate Response

6.5. Work Order & Service Call Response

6.6. Service Call General Conditions

6.7. Scheduling and Coordination

6.1. DFW IOC Process

6.2. Deficiency List

6.3. Cleaning Services

6.4. Inspections

Page 2 of 53 PA2266

6.5. Preventing Maintenance Services

Part 7. Additional Invoice Requirements

7.1. General

7.2. Invoice Information/Submittal Requirements

Part 8. Quality Control

8.1. General Requirements

8.2. Standards

8.3. Governing Codes and Standards

Part 9. Enterprise Asset Management System (EAM)

9.1. General Requirements

Part 10. Record-Keeping and Reporting

10.1. Records

10.2. Reports

10.1. Daily Reports

10.2. Monthly & Annual Reports

10.3. Reporting Requirements

10.4. Records

Part 11. Security Provisions

11.1. Access

11.2. Identification Requirements

11.3. Security

Part 12. Safety Provisions

12.1. General Safety

Part 13. Safety Provisions

13.1. Regulatory Requirements

13.2. General Safety

13.3. Protection for the Public and Property

Part 14. Phase-In and Phase-Out

14.1. Phase-In Period

14.2. Phase-Out Period

Part 15. Definitions, Acronyms, and References

15.1. Definitions

15.2. Acronyms for Regulatory Entities

Page 3 of 53 PA2266

Part 1. Scope of Work

1.1. General Scope Description

1.1.1. This scope of work is intended to provide an opportunity for Service Providers to provide Type I and Type II Vent/Hood system inspection, cleaning, and preventive maintenance services (“Services”) at all Terminals and other locations throughout the Dallas/Fort Worth (DFW) International Airport

1.1.2. The Contract Term shall be for five years.

1.1.3. Contractor should factor into their approach that the facilities to be serviced under this Contract, if a Contract is awarded, are integral to the operation of one of the busiest Airports in the world.

1.1.4. The term DFW Airport Board ETAM Representative defines a member of the

Energy, Transportation, and Asset Management (ETAM) Department or someone designated in writing by the Vice President of ETAM.

1.1.5. Cost Containment is also an increasingly significant area of focus at DFW Airport.

Costs for services at each facility will be monitored and evaluated on an ongoing basis. DFW Airport reserves the right to negotiate lower costs or terminate some or all of this contract’s Scope if costs do not compare favorably with in-sourced and/or out-sourced provisions of like Services or if lower-cost alternatives are identified.

1.1.6. Type I and Type II Vent/Hood system cleaning services shall comply with National

Fire Protection Association 96 – Standard for Ventilation Control and Fire

Protection of Commercial Cooking Operations (NFPA 96) and current International

Kitchen Exhaust Cleaning Association (IKECA) requirements as specified in this scope of work.

1.1.7. The scope of Work shall include service cleaning of all type I and II Vent/Hood

Systems, including but not limited to exhaust fans, filter banks, canopy hoods, ventilation units, duck work, ducts from the kitchen to the fan, buffers, the bowl and the fan itself, grease ducts, grease channel, backsplash below the grease channel, and related mechanical and electrical controls at DFW International Airport. This

Work shall be completed in strict compliance with current National Fire Protection

Association (NFPA) 96 standards, International Kitchen Exhaust Cleaning

Page 4 of 53 PA2266

Association (IKECA) vent/hood cleaning standards, current International Fire Code

Requirements, and the Contract specifications and attachments.

1.1.8. The terminals have individual floor plans with all designated locations marked for use. Floor plans are to be used to locate each vent system by noting the alpha-numeric designation, column line and number, and tenant location of each vent.

1.1.9. The Contractor shall provide 24/7 on-call services for minor repairs/replacement parts.

1.1.10. The Contractor shall provide all labor, materials, equipment, transportation, and services necessary for the complete service cleaning of Type I and II Vent/Hood

Systems, as detailed under this scope of work, exhibits, and attachments.

1.1.11. The effective delivery of Type I and II Vent/hood systems cleaning and maintenance services requires a work order coordinated effort to intake, process, assign, manage, account, and report service activities. Equipment maintenance, cleaning, and repair activities shall be managed through the automated work order system (i.e., OCTAVE ATTUNE EAM ). OCTAVE ATTUNE EAM is the work order management system utilized to report all work order activities. The Contractor shall input daily all operations and maintenance work in the work order management system to ensure timeliness and accountability of work. The Contractor shall account for all hours of service worked (if required) on-site and tasks performed.

1.1.12. Work required beyond that specified herein shall be reported to the DFW Airport

Board ETAM Representative in advance. At no time shall work beyond the scope be performed without prior written authorization from the DFW Airport Board ETAM

Representative.

1.2. Level of Service

1.2.1. The standard level of service that shall apply for the performance of all services covered under this Contract, if a Contract is awarded, shall be as established by the National Fire Protection Association – Code 96 certifications (NFPA) and

Certified Exhaust Cleaning Specialist (CECS) certifications issued by the

International Kitchen Exhaust Cleaning Association (IKECA) Texas Department of

Licensing and Regulation licenses. https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=96

1.2.2. The Contractor’s inspections of areas, reporting, documentation, and performance of all services shall be proactive, professional, and accurate. Communication and correspondence shall be timely and efficient. The quality level shall be maintained as specified in the Contract. DFW Airport reserves the right to perform Quality

Assurance Inspections and/or Surveys. Should these inspections and/or surveys indicate other than an acceptable quality level, the Contractor shall take immediate and appropriate corrective action to raise the quality to the service requirements.

1.2.3. Any adjustment to the service requirements requires the prior written approval of the DFW Airport Board ETAM Representative and execution of a Change Order.

https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=96 https://www.nfpa.org/codes-and-standards/all-codes-and-standards/list-of-codes-and-standards/detail?code=96

Page 5 of 53 PA2266

1.3. Contractor Qualifications

1.3.1. The DFW Airport Board may make such investigations as it deems necessary to determine the ability and responsibility of any Contractor to perform the Work.

Contractor shall furnish to the DFW Airport Board all such information and data for this purpose, as indicated below.

1.3.2. Contractor shall demonstrate that the Contractor has proven experience in providing the specified services in an airport or comparable industrial or commercial setting.

1.3.3. FOR THE CONTRACTOR

1.3.3.1. Provide a list of three (3) different and most recent references of entities for which Work has been completed. The reference list shall include entities for which the contractor has completed work of similar scope and complexity.

Include the following information:

1.3.3.1.1. Company/Entity name;

1.3.3.1.2. Address;

1.3.3.1.3. Contact names;

1.3.3.1.4. Phone number;

1.3.3.1.5. Facsimile number;

1.3.3.1.6. Email addresses (if known).

1.3.3.2. In the past two (2) years, list all clients that have terminated their contract with the Contractor prior to the contract’s original completion date and decisions by the client not to exercise the remaining contract option years.

For any contracts listed, give the reason for termination or failure to exercise an option and the names and telephone numbers of the client official responsible for administering the Contract.

1.3.4. FOR EACH SUBCONTRACTOR (if any)

1.3.4.1. Provide a list of at least three (3) different and most recent companies for which The Proposed Subcontractor has completed work. The reference list should first list public entities for which the Proposed Subcontractor has completed work of similar size and complexity. Include the following information:

1.3.4.1.1. Company/Entity name;

1.3.4.1.2. Address;

1.3.4.1.3. Contact names;

1.3.4.1.4. Phone number;

1.3.4.1.5. Facsimile number;

1.3.4.1.6. Email addresses (if known).

Page 6 of 53 PA2266

Part 2. Work Management

2.1. General Scope of Work

2.1.1. The Contractor and its Subcontractor(s) shall perform Type I and Type II

Vent/Hood system inspection, cleaning, and maintenance services at all facilities listed under Exhibit 3A, as specified under this Specifications/Scope of Work.

2.1.1.1. To meet the demands of its operations, the Airport reserves the right to add other facilities to be serviced not listed under Exhibit 3A during the term of the Contract by issuing a Change Order. The contractor shall provide all services listed under the Specifications / Scope of Work to additional facilities under the same terms and conditions of the Contract. Pricing for additional facilities shall be in accordance with Section 2 and shall not be considered a

Charge Reimbursable.

2.1.2. The contractor and its Subcontractor(s) shall furnish all labor and supplies, materials, tools, and equipment necessary for the performance of the work under this Agreement. Materials and equipment shall be of the quantity, type, and quality used in large-scale operations and meet the specified requirements.

2.1.3. All work shall be performed in a professional manner in accordance with applicable local, state, and federal codes, including but not limited to Texas Department of

Licensing and Regulation licenses, National Fire Protection Association (NFPA) certifications, and Certified Exhaust Cleaning Specialist (CECS) certifications issued by the International Kitchen Exhaust Cleaning Association (IKECA) and in compliance with specific procedures and specifications established by the DFW

Airport.

2.1.4. The Contract Base Pricing Amount shall include all services listed under the

Specifications/Scope of Work to be performed at the Airport facilities listed under

Exhibit 3A. The DFW Airport Board ETAM Representative will resolve disputes concerning demarcation lines of responsibility. The DFW Airport Board ETAM

Representative’s ruling shall be final and not subject to review.

2.1.5. The Contractor’s scope of work includes the rooftop grease containment guards, all associated vent-a-hoods, roof top fans vents, all related ductwork, and fan vents, all related ductwork, and grease containment filters from restaurants and food court tenants and all food grease vent systems.

2.1.6. Fully clean the ventilation system, including ventilation fan, vent-a-hood, curb, ductwork, access panels, fan motors, grease containment unit frame/components, the adjacent roof system pavers, flashings, roof membrane, IRMA insulation, and adjacent equipment and wall finishes within ten (10) feet of the vent fan curb and duct system.

2.1.7. The Contractor shall coordinate with and adjust all activities to the needs and requirements of the DFW Airport. Work shall be performed not to disrupt, endanger, or unreasonably interfere with or delay the operations or activities of the

Page 7 of 53 PA2266

DFW Airport and its Tenants. The Contractor shall provide DFW Airport and its

Tenants proactive support and communication.

2.1.8. Develop procedures to minimize waste and duplication to maximize productivity in service delivery. Methods and procedures shall be available to the DFW Airport

Board ETAM Representative for review and discussion.

2.1.9. The Contractor shall report all incidents of spills or accidents to the DFW Integrated

Operations Center (IOC) immediately, submit reports on both types of incidents to the DFW Airport Board ETAM Representative, and all accident reports to the DFW

Airport Risk Management Department.

2.2. Contract Management

2.2.1. The Contractor is responsible for estimating, planning, scheduling, controlling, and accumulating all costs and workforce efforts associated with the Contract Services.

2.3. Scope Modifications

2.3.1. DFW Airport Board may request a Change of Services, and/or Scope at any time during the contract term. During the Contract term, changes may be required to clarify the documents, add or reduce the Scope or Services, and/or react to service level changes. A written Change Order shall accomplish changes during the

Contract term.

2.3.2. The DFW Airport Board ETAM Representative may request a Change of Services in accordance with this Specifications/Scope of Work.

2.3.3. Modifications for which a Change Order shall include, but are not limited to:

2.3.3.1. Changes to the Contract period of operations;

2.3.3.2. Changes in shifts;

2.3.3.3. Additions of facilities to be serviced under the same Scope of Work;

2.3.3.4. Security Regulations;

2.3.3.5. Additions or reductions in the Tasks as defined in the Scope of Work.

2.3.4. DFW Airport Board may request a modification by issuing a Change Order that includes a detailed description of the requested modifications and/or supplementary or revised Contract documents. The Contractor shall complete a detailed Quotation Response and return it to the DFW Airport Board ETAM

Representative within ten (10) business days. The Contractor’s price shall be valid for a minimum of ninety (90) days from receipt of Quote.

2.3.5. The Contractor may propose a modification by submitting a Request for Change, which shall include the following documentation: a detailed written description of the change, the reason for the change, the full effect and impact of the change on the Scope of Work, and the effect and impact on the Contract Sum and/or Contract term.

2.3.6. The Contractor shall document each quotation for a modification with specific data to allow evaluation of the quotation. Supporting data shall include quantities of products, labor, equipment; insurance; overhead and profit; and credits for the contract's deletions.

Page 8 of 53 PA2266

2.3.7. The Change Order shall become part of the Contract only after the Contract

Change Order document has been executed by the DFW Airport Board’s Vice

President of Procurement and Materials Management or designee and the

Contractor.

2.3.8. SUSPENSION OF SERVICES/SPACE BY DFW AIRPORT BOARD

2.3.8.1. DFW Airport Board may, without cause, order the Contractor in writing to suspend, delay or interrupt the Work in whole or in part for a period of time as the DFW Airport Board may determine.

2.3.9. No adjustment shall be made to the extent:

2.3.9.1. An equitable adjustment is made or denied under another provision of the

Contract Specifications.

2.3.10. REDUCTION OF SERVICES/SPACE/SPACE BY DFW AIRPORT BOARD

2.3.10.1. The DFW Airport Board Representative will notify the Contractor in writing of the effective date the facility(ies) is to be unoccupied and/or return to customarily scheduled service at least three (3) full working days in advance.

2.3.11. The shut-down period shall begin on the effective date the Contractor is notified in writing by the DFW Airport Board Representative and shall continue until the effective date on which the services are resumed.

2.4. Charge Reimbursable Work

2.4.1. The term 'Charge Reimbursable Work' as used for this Contract applies to parts, supplies, and/or additional work beyond that specified under the Specifications /

Scope of Work, and/or any other Contract document that is considered part of the

Scope of Work. Examples of Charge Reimbursable work are:

2.4.1.1. Work required to repair acts of vandalism, specially requested projects, and upgrades, as requested and approved in writing by the DFW Airport Board

ETAM Representative;

2.4.2. All labor required for scheduled and specified unscheduled services and Quality

Control, regardless of cost, shall be understood to be part of the

Specifications/Scope of Work and included in the Contractor pricing as stated under the Price Schedule. The Contractor will not be reimbursed for labor under the Charge Reimbursable Work clause unless additional labor beyond the Contract

Requirements is required for the project and approved in writing by the DFW

Airport Board ETAM Representative.

2.4.3. Charge Reimbursable Work shall be subject to the following requirements:

2.4.3.1. No Charge Reimbursable Work shall be commenced without the prior written approval of the DFW Airport Board ETAM Representative.

2.4.3.1.1. In emergencies, verbal approval is allowed;

2.4.3.2. Charge Reimbursable Work shall be performed at the Straight Time Rate, as stated on the Price Schedule;

2.4.3.3. Premium Rates only apply if DFW Airport requested a specific person to perform a task, and that request would result in that person having to work beyond his or her normal schedule for the day/week;

Page 9 of 53 PA2266

2.4.3.4. Unless otherwise approved in advance by the DFW Airport Board ETAM

Representative, all Charge Reimbursable Work above $3,000 shall be competitively bid to at least three (3) qualified Service Providers, Subcontractors, or as instructed by the DFW Airport Board ETAM

Representative (the term ‘Qualified’ in this instance pertains to the qualifications of the Service Provider and/or Subcontractor to perform the

Services needed for a specific project.);

2.4.3.5. All discounts or rebates received by the Contractor or its Subcontractor in connection with the performance of Charge Reimbursable Work shall be credited against the cost charged by the Contractor to DFW Airport Board;

2.4.3.6. The Contractor shall be prepared to provide support for special projects and any additional DFW Airport Board needs, such as new tenant and/or departments’ special requirements, energy conservation initiatives, etc., as needed.

2.4.3.7. Parts and additional labor costs for approved Charge Reimbursable Work shall be reimbursed to the Contractor. Charge Reimbursable costs include:

2.4.3.7.1. Additional labor above that already provided by the Contractor, Upgrade and/or Elective Special Project Work requested by DFW Airport. Charge

Reimbursable Work shall be reimbursed after completion of approved Work;

2.4.3.8. The Contractor’s invoice shall include a percentage markup for additional labor (costs incurred beyond the contract requirements as specified for both the Contractor and Subcontractors), parts and materials (beyond the contract requirements as specified for both the Contractor and Subcontractors), profit, and any other markups for the Subcontractor cost for all Charge

Reimbursable Work. The markups for Charge Reimbursable Work are limited to 15% if the Contractor performs all of the Work. The Contractor is allowed a markup on the Subcontractor’s labor, parts, and materials not to exceed

5%. The Subcontractor is allowed a markup on its labor, parts, and materials not to exceed 10%. However, the aggregate (total) markup percentages shall not exceed 15% for the combined markup for parts, materials, and labor. If the Work is performed by both the Contractor and the Subcontractor, the markup is limited to 15%. It will be distributed equitably between the

Contractor and Subcontractor(s) based on the percentage of work performed by each. The markup percentage for supplies, parts, equipment, and materials purchased by either the Contractor or subcontractor is limited to those outlined in this paragraph.

2.4.3.9. Work performed by the Contractor shall be at the rates shown in Exhibit 3B

Charge Reimbursable Price Schedule. These rates are to be fully burdened, and therefore there shall be no further markup of these rates.

2.4.3.9.1. Unless approved/ directed in writing by the designated DFW ETAM

Representative; Charge Reimbursable work shall not be invoiced for payment prior to completion of all approved work; verification and acceptance of completed work are documented in OCTAVE ATTUNE EAM as a passed inspection.

2.4.3.9.2. The contractor shall not bill for labor in connection with Charge Reimbursable work unless additional labor exceeds the required labor to perform the work.

Page 10 of 53 PA2266

The contractor shall obtain DFW Airport Board ETAM Representative’s approval for additional labor prior to performing work. In addition, the

Contractor shall provide support documenting that additional labor was used when invoicing for this work.

2.4.3.10. The Contractor may be asked to manage (coordinate, lead, direct, and perform the given task to its competition) minor repair, alteration, and replacement projects up to $24,999 per repair. Management of projects greater than $25,000 may be the responsibility of DFW Airport designated departments, or the Contractor may be requested to manage the project.

2.4.3.11. The Contractor is not entitled to any charge, fee, or markup for managing labor costs unless the Contractor actually deploys additional management personnel in connection with the performance of the specified Work identified as Unscheduled or Upgrades. For example, the Contractor is not entitled to any charge, fee, or markup if existing management personnel is utilized on an overtime status and the project is under $24,999.

2.4.4. Charge Reimbursable Work is NOT guaranteed.

2.4.5. The Contractor shall meet the SBE participation percentage requirement for all

Charge Reimbursable Work or make a good faith effort.

2.4.6. Since Charge Reimbursable Work is not guaranteed, the Contractor shall not rely on Charge Reimbursable Work to meet its SBE participation requirement and/or its projected profit.

2.4.7. Malicious damage, and vandalism, substantiated by a Police Report and reported to the DFW Airport Board ETAM Representative, shall be considered for reimbursement under the Charge Reimbursable Work clause. Often what would appear to be abuse or damage intentionally caused by the traveling public, personnel working in and/or utilizing the facilities for normal business activities is considered fair wear and tear and would not qualify for reimbursement. Force

Majeure events as described in this specification’s General Terms and Conditions do not apply to the fair wear and tear described in this paragraph. “Third-party” damages are not considered a type of damage defined in this Specification.

2.4.8. The Contractor shall compute the labor costs using the Hourly Rate for the specified Services stated in Exhibit 3B Charge Reimbursable Price Schedule.

2.4.9. For Charge Reimbursable specified Work, the Contractor shall submit an electronic copy of the price schedule to the DFW Airport Board ETAM

Representative.

2.4.10. The Contractor shall submit the following documents and/or drawings:

2.4.10.1. Shop Drawings for all major equipment;

2.4.10.2. Shop Drawings for all new or replacement equipment or components to the

DFW Airport Board ETAM Representative ;

2.4.10.3. Updated as-built drawings and Maintenance Manuals within one (1) month of completion of Work;

Page 11 of 53 PA2266

2.4.10.3.1. Prior to submission, Shop Drawings shall be checked for space, dimensions, performance characteristics, and general conformance to these plans and

Specifications. Stamp Shop Drawings to verify Contractor review;

2.4.10.4. The Manufacturer’s name, address, and phone number shall be included in each Shop Drawing for each piece of equipment;

2.4.10.5. The number of sets of each Shop Drawing required by the Contractor plus one (1) to the DFW Airport Board ETAM Representative for review;

2.4.10.6. One (1) complete set of all Contract documents, Change Orders, and Shop

Drawings shall be maintained at the job site. The Contractor shall mark up the documents to show all modifications during Services. All modifications more significant than minor edits shall be maintained and submitted to the

DFW Airport Board ETAM Representative, both in hard copy and electronic format;

2.4.10.7. Noted locations of concealed utilities, dimensioned from prominent building lines;

2.4.10.8. Operational and Maintenance Manuals for all major equipment;

2.4.10.9. Detailed descriptions of the function, operating conditions and limitations, performance curves, Engineering data and tests, and complete nomenclature and Commercial Numbers of replacement parts;

2.4.10.10. Manufacturer’s printed Operating Procedures to include start-up, break-in, normal Operating Instructions, and procedures for Regulation, Control, Stopping Shut-down, and Emergency Operation;

2.4.10.11. Procedures for routing Preventive Maintenance, Troubleshooting, Disassembly, Repair, Reassembly, Aligning, and Adjustment Instructions.

2.4.11. The Contractor shall store and maintain a current library of Shop Drawings, Record documents, and Operations and Maintenance Manuals for Work performed under this

Contract.

2.5. Service Priority Conflicts

2.5.1. The Contractor shall explain fully in its submittal the use of contractor personnel and/or Subcontractor(s) on multiple DFW Airport property Contracts or Work for other entities.

2.5.2. The Contractor shall notify the DFW Airport Board ETAM Representative of any

Contracts established by the Contractor or its Subcontractor(s) with the DFW

Airport, any DFW Airport tenants, or other entities. Upon execution of the contract, the Contractor shall provide the DFW Airport Board ETAM Representative, and thereafter keep current during the term hereof, a written report listing other

Contracts and including the following:

2.5.2.1. Name of the DFW Airport tenant or Contracted entity;

2.5.2.2. Description of the other Work;

Page 12 of 53 PA2266

2.5.3. Explanation of the precautions taken to ensure that the other Work will not affect the Contractor’s performance under this Contract.

Part 3. Work Management

3.1. Operational Approach

3.1.1. DFW Airport Board seeks efficient and effective organization(s). It requires the

Contractor to define its approach to managing the facilities' Type I and II Vent/Hood cleaning services. It is expected that efficiencies of scale possible with such a

Scope will be reflected in the Operational Approach Statement and submissions.

The Contractor’s Operational Approach shall be constructed. The DFW Airport

Board ETAM Representative has a single point of contact at all times to initiate action or receive updates on conditions, operations, etc.

3.1.2. The Contractor shall provide a complete Corporate and Site Organizational Chart and Narrative outlining its methodology for performing the Services required. The

Contractor’s Operational Approach to satisfying the Specification requirements shall be described in detail in the Operational Approach section of its response. It is the responsibility of the Contractor to provide an organizational structure that reflects the Contractor’s proven experience and how that experience will be employed to satisfy the Specification requirements. The Operational Approach

Statement shall include, but not be limited to:

3.1.2.1. An explanation of how the proposed staffing will meet the Contract requirements includes how many teams will be used at DFW Airport and the number of employees on each team.

3.1.2.2. An introduction of the Contractor’s team;

3.1.2.3. A list of all Subcontractors and their duties;

3.1.2.4. A description of the overall work schedules of both the Contractor and its

Subcontractor’s employees;

3.1.2.5. A description of the Management Approach and the Approach to

Communications within the Contractor’s organization and with the DFW

Airport Board;

3.1.2.6. A summary of the schedule for implementation of all the aspects of this

Contract.

3.1.3. A detailed plan on how weather impacted missed cleanings will be addressed.

3.2. Communication

3.2.1. The Contractor shall maintain effective lines of communication with all elements of the DFW Airport Board to ensure flexible and effective support. The Contractor shall:

3.2.1.1. Proactively participate in identifying areas in need of repair and or maintenance, defining issues, devising solutions to problems, and developing future plans;

3.2.1.2. Support implementing a Management Information Process by providing accessible, accurate, complete, and current information involving the management of this Contract. OCTAVE ATTUNE EAM will be the

Page 13 of 53 PA2266 primary/official platform for collecting and reporting management information for the Contractor and DFW Airport Board’s use.

3.2.2. The Contractor shall provide one-call servicing and ensure that the traveling public, building tenants, visitors, and employees obtain high-quality, timely, and cost-effective Specified Services with only one (1) phone call to one (1) phone number.

3.2.3. DFW Airport Board requires that its occupants not be burdened with Building

Services issues. When service issues are needed, the Contractor is responsible for ensuring that one (1) call from the DFW Integrated Operations Center (IOC) or

DFW Airport Board ETAM Representative sets an effective response in motion.

The key to this response is to accept responsibility for staying abreast of the status of ongoing and completed Work for each customer and proactively keeping the occupant apprised of the quality of their service issue.

3.2.4. The Contractor shall have a means of communication at a minimum, for its management, supervision, and other personnel responsible for receiving its

Service Requests, complaints, instructions, and coordination directly with the DFW

Airport Board ETAM Representative. The Contractor shall maintain a Contact List of names, emergency, and cellular telephone numbers. This list shall be submitted to the DFW Airport Board ETAM Representative prior to the Contract start date and updated as necessary during the Contract term.

3.2.5. The Contractor shall notify the DFW Airport Board ETAM Representative in writing, within twenty-four (24) hours, of changes in contact telephone numbers.

3.2.6. The Contractor shall participate in meetings to include the following:

3.2.6.1. Periodic meetings to exchange and discuss pertinent contract-related information and questions with the DFW Airport Board ETAM

Representative. Minutes from each meeting shall be recorded by the

Contractor, distributed to those present, and updated at the next meeting.

3.2.7. The Contractor shall report on the activities accomplished for the prior weekly period, including:

3.2.7.1. Assignments, specified activities, and Service Requests (OCTAVE ATTUNE

EAM reports);

3.2.7.2. Staff training, badging, and employee retention;

3.2.7.3. Exception Reports for activities not accomplished.

3.2.8. The Contractor shall report on issues identified below, at a minimum, for each meeting:

3.2.8.1. Unplanned and unexpected barriers to prevent the accomplishment of activities;

3.2.8.2. Equipment malfunctions (e.g., inoperative or in need of replacement);

3.2.8.3. Operational issues with equipment;

Page 14 of 53 PA2266

3.2.9. Issues with the Contractor, Subcontractor, tenants, traveling public, and DFW

Airport personnel

Part 4. Staffing and Supervision

4.1. Staffing Proposal

4.1.1. DFW Airport does not designate a minimum staffing level. The Contractor’s responsibility is to determine required staffing levels, includes the information in the Staffing Proposal and Organizational Chart. The Staffing Proposal shall consist the number of Field Inspectors/Supervisors, Service Technicians and Operations

Manager employed at any time during the performance of the Contract. The

Staffing Proposal shall also include a team approach to cleaning and the proposed number of staff within a team to perform the facility's vent/hood systems cleaning services.

4.1.2. The Supervisor(s) and all technical and non-technical personnel identified on the

Contractor’s Staffing Proposal shall provide exclusive Service on Type I and II

Vent/Hood Cleaning Services specified for this scope of work. The Contractor shall not use the identified personnel to perform other duties or Work on other contracts or other entities during their regularly scheduled shifts without express written approval by the DFW Airport Board ETAM Representative.

4.2. Contractor Personnel

4.2.1. All employees of the Contractor and its Subcontractors shall have the ability to understand, take direction, speak, read and communicate in English. DFW Airport

Board reserves the right to spot-check employees of the Contractor to enforce this requirement at any time during the course of this Contract.

4.2.2. While work is being performed, the Contractor shall have a Lead Supervisor on

DFW Airport property that is authorized to act on behalf of the Contractor in matters of resource allocation to respond to Contract requirements. The contractor shall provide the DFW ETAM Representative the names and titles of all company personnel authorized to act on behalf of the company within thirty (30) days of receiving full Notice to Proceed. Resource allocation includes but is not limited to the commitment of the Contractor’s funds, labor, and Subcontractor utilization.

4.2.3. The Contractor shall provide and maintain technically competent Supervisory personnel as required in this Specification. The Contractor’s Supervisor(s) shall have a minimum of three (3) years of technical experience in any of the Services included in this scope of work and a minimum of one (1) years in supervision. The

DFW Airport Board ETAM Representative shall have the right to reject any proposed Supervisor, even though that proposed Supervisor meets the minimum qualifications set forth herein.

4.2.4. The Contractor’s Supervisor(s) shall have the ability to perform tasks as required to complete Work, Schedule, and Open items. The Supervisor(s) shall not be the primarily responsible individual for performing Contract tasks. Its primary role is to direct Work effort, oversee the Work functions, and audit the performance of others to determine the completeness and quality of Service.

4.2.5. The Contractor shall satisfy the DFW Airport Board ETAM Representative that the

Contractor’s Supervisors:

Page 15 of 53 PA2266

4.2.5.1. Are fully certified and trained and have had extensive on-the-job training and/or experience in supervising each discipline under its supervision; have an intimate knowledge of the various tasks, equipment, and materials in order to supervise and direct its employees in its individual tasks properly; and maintain and control an effective inspection and follow-up program. This also includes using computers, associated hardware, business equipment, and

DFW Airport Board’s OCTAVE ATTUNE EAM program. The documentation provided by the Contractor to satisfy this requirement shall be scanned and attached to the individual’s employee profile in OCTAVE ATTUNE EAM .

4.2.6. Contractors’ and Subcontractor’s employees shall not have any personal visitors during their shift, nor shall they have any friends, family members, or children accompanying them while they are working.

4.3. Management Personnel

4.3.1. For this Specification, key personnel include management and supervisory positions at DFW Airport and at the Contractor’s offices that support this Contract.

Lead Supervisors (hereafter to be referred to as the Supervisor) shall be considered Key Personnel. In the Operational Approach, the Contractor shall indicate the Contractor’s position titles equivalent to Supervisor. The Contractor shall provide either a job description or resume for all persons designated as Lead

Supervisor and Supervisors.

4.3.2. The Contractor shall designate its Supervisor. The Supervisor shall be the contact person for the Contractor to the DFW Airport Board ETAM Representative and shall be available cell phone and on-call 24/7/365 days.

4.3.3. The Supervisor shall represent the Contractor. The Supervisor shall be considered the highest-ranking contract employee on the Contract. The Supervisor must be on-site during the hours of Type I and II Vent/Hood Cleaning operations for that day and other times when services are requested. The Supervisor has direct responsibility for all personnel under this Contract, including the Contractor’s

Subcontractors and personnel.

4.3.4. The Supervisor shall possess a minimum of three-years (3) of experience with proven skills in managing the Specified Services, including significant experience in managing vent/hood cleaning services in an environment similar to DFW Airport.

The Supervisor shall be a certified exhaust cleaning specialist as certified by

IKECA, International Code Council (ICC), or Phil Ackland Company.

4.3.5. The Supervisor shall be responsible for conflict resolution between the

Contractor’s direct employees and its Subcontractors(s). Conflict resolution decisions shall be made swiftly and uphold the Contractual agreements herein.

4.3.6. The Operations Manager shall settle disputes stemming from differing interpretations of Contracts within its organization.

4.3.7. Any member of the Contractor’s team that fails to meet the requirements of this

Contract, including the Supervisor, shall be replaced at the request of the DFW

Airport Board ETAM Representative.

4.3.8. Contractors shall submit one (1) resume for all proposed Key Personnel. The resume shall be current, shall not exceed two (2) pages, shall be submitted with the Contractor’s submittal, and shall contain the following information:

Page 16 of 53 PA2266

4.3.8.1. Name;

4.3.8.2. Education/training/licenses;

4.3.8.3. Proposed assignment: Title and organizational element;

4.3.8.4. Current position and hire date;

4.3.8.5. Current significant responsibilities or projects;

4.3.8.6. Previous positions (last five (5) years);

4.3.8.7. Firm and period of employment;

4.3.8.8. A Summary of any relevant, unique experience, education, or personal characteristics may not be evident from the above information.

4.3.9. The Contractor shall provide experienced and knowledgeable supervisors capable of directing and coordinating all services, personnel, and Subcontractor(s) under this Contract. The staff shall have strong communication and customer service skills, including a clear sense of urgency for responding to Service issues and taking corrective action.

4.4. Subcontractors

4.4.1. The Contractor agrees that specific tasks shall be performed by Subcontractor(s) engaged by the Contractor rather than by the Contractor’s direct employees. The

Contractor shall use due diligence and due care and be held to the highest level of professional management standards for comparable properties, selecting

Subcontractor(s) and supervising its performance. In addition, if the Contractor at any time does not have on file a current Insurance Certificate for a Subcontractor in the form required by DFW Airport Board, the Contractor shall direct such

Subcontractor not to enter upon any portion of the DFW Airport facilities and, if the

Contractor becomes aware that such Subcontractor has entered onto the facilities, shall take appropriate action to remove such Subcontractor from the facilities and to prevent such Subcontractor from further entering upon the facilities until the required Insurance Certificate is on file.

4.4.2. DFW Airport Board shall have the right to assume (or assign to a third-party) such

Subcontract upon written notice to the Subcontractor that its Contract has been terminated; in which event the Subcontractor shall have no claim against DFW

Airport Board or such third-party for Work performed. Services rendered or materials supplied by such Subcontractor, or other matters arising hereunder, prior to the date of such notice, with DFW Airport Board or such third-party (as the case may be) being liable only for obligations to the Subcontractor arising after DFW

Airport Board or such third-party gives written notice to such Subcontractor of its assumption of such Subcontract.

4.4.3. The Contractor shall certify in writing that all Contract agreements between the

Contractor and Subcontractors are finalized prior to full Notice to Proceed.

4.4.4. All Subcontractors shall be responsible for the safety and training of their personnel as specified elsewhere in General Specifications/Scope of Work and shall provide the Contractor with affidavits and records to prove compliance.

4.4.5. The Contractor shall work closely with its Subcontractor(s) to develop training schedules and methods. The Contractor shall present the schedule to the DFW

Airport Board ETAM Representative for approval when finalized.

Page 17 of 53 PA2266

4.4.6. The Contractor shall be held responsible for its Subcontractors for work equipment requiring inspection and certification (including staging, scaffolding, slings, lifts, and ladders) and shall maintain required testing and inspection information.

4.5. Regulatory Compliance

4.5.1. The Contractor shall comply with all applicable Federal, State, and DFW Airport

Policies and Procedures, laws, ordinances, rules, and regulations pertaining to the performance of the work specified herein.

4.5.2. All personnel engaged in the vent-a-hood system cleaning activities shall possess training certificates, certification, permits, and bonding as required by Federal, State, County, DFW Airport Board, and other local authorities having jurisdiction.

They will be directly engaged in or supervised as specified for each activity.

4.5.3. Contractor(s) and Subcontractor(s) certificates of training, licenses, permits, bonds, and other such proof of qualifications shall be current and valid and available immediately upon the request of the DFW Airport Board ETAM

Representative.

4.5.4. The Contractor shall obtain and pay for all certifications, licenses, permits, and approvals required to fulfill the Specification requirements. The Contractor shall include these costs in its Pricing.

4.5.5. The Contractor shall schedule recurring certifications and inspections and pay all associated fees.

4.5.6. The Contractor shall obtain any permits required to work on DFW Airport property, including restricted areas defined by Federal and State laws and DFW Airport

Policies and Procedures.

4.6. Staffing Requirements

4.6.1. The Contractor and its Subcontractor(s) shall be responsible for maintaining satisfactory standards of employee competency, conduct, courtesy, appearance, honesty, integrity, good attitude, and behavior. The Contractor shall be responsible for taking such disciplinary action concerning any employee, as may be necessary, including removal from the site.

4.6.2. The Contractor shall monitor and manage the performance of all its employees and the employees of its Subcontractor(s). If the DFW Airport Board ETAM

Representative determines that a Contractor or Subcontractor employee is performing below the required standards, the ETAM Representative shall provide written notice of the concern to the Contractor. Upon identifying sub-standard performance, whether through its own observation or upon receiving written notification from the ETAM Representative, the Contractor shall take immediate action to address and correct the employee’s performance through established

Performance Management practices. If the employee fails to achieve the required level of performance following these measures, the Contractor shall initiate appropriate disciplinary action, up to and including termination of employment.

4.6.3. At DFW Airport Board ETAM Representative's request, the Contractor shall immediately remove from the premises or dismiss any employee or

Subcontractor(s) employee found unfit to perform duties due to one or more of the following reasons:

Page 18 of 53 PA2266

4.6.3.1. Neglect of duty;

4.6.3.2. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting;

4.6.3.3. Theft, vandalism, immoral conduct, or any other criminal action;

4.6.3.4. Selling, consuming, possessing, or being under the influence of intoxicants, alcohol, or illegal substances that produce similar effects while on duty;

4.6.3.5. In possession of any type of weapon on DFW Airport property;

4.6.3.6. Organizing or participating in any form of gambling;

4.6.3.7. Misuse of equipment, computers, or internet access;

4.6.3.8. Any unprofessional and/or non-business-like behavior.

4.6.4. All Contractor and Subcontractor employees performing Work at DFW Airport shall be badged with Blue SIDA Badges. The Contractor shall be responsible for all badging and associated fees per the then-current DFW Airport Board Schedule of

Charges.

4.6.4.1. The requirement for Blue SIDA Badges allows DFW Airport staff the ability to reallocate personnel resources, without restrictions, in the event of an emergency.

4.6.5. The Contractor and Subcontractor(s) employees shall be required to pass background checks. The Contractor shall perform all background screening prior to sending personnel to the DFW Airport Badging Office. If requested by the DFW

Airport Board ETAM Representative, the Contractor shall perform additional background checks on its employees and its Subcontractor(s) employees during the Contract term.

4.6.6. Employees who are currently badged on DFW Airport property must complete another badge application, indicating the employer the person is currently working for and the Contractor the individual will be working for under this Contract.

However, employees will only be issued a single badge regardless of the number of firms they work for on DFW Airport property.

4.6.7. A summary of the results of the pre-employment investigation shall be furnished to the DFW Airport Board’s Representative prior to employment if requested. The

Contractor and Subcontractor employees shall not be permitted to work on DFW

Airport property without the DFW Airport Board ETAM Representative’s approval and the employment investigation being completed and accepted.

4.7. Work Hours

4.7.1. Weather conditions across the country may affect Airport Operations. The Contractor must respond with adequate staffing to support Airport Operations at all times.

4.7.2. The Contractor shall be available for emergency situations, including but not limited to force majeure events. The Contractor shall provide qualified and trained individuals when conditions warrant as determined by the DFW Airport Board

ETAM Representative. Temporary employees may be used only with the written approval of the DFW Airport Board ETAM Representative after the number of staff and duration have been determined. Temporary employees, or those hired from

Page 19 of 53 PA2266 temporary employment services, shall not be used to satisfy base Contract requirements.

4.8. Training

4.8.1. The Contractor is responsible for developing and implementing a comprehensive program for training personnel in the requirements of the Services provided in the

Specifications.

4.8.2. The Contractor personnel shall complete all DFW Airport Board required training to maintain safety, access, security, environmental stewardship certification, and

DFW OCTAVE ATTUNE EAM systems proficiency. DFW Airport Board does not anticipate a single class length of more than four (4) hours per training requirement. In addition, there are approximately ten (10) online training modules that each employee is required to complete on an annual basis, depending on the service they provide. Each module may take up to one (1) hour to complete. These training hours shall be included in the pricing. The training modules may include, but are not limited to:

4.8.2.1. Storm Water Pollution Prevention;

4.8.2.2. Deicing Accreditation;

4.8.2.3. Asbestos Awareness;

4.8.2.4. Environmental Stewardship Module;

4.8.2.5. Environmental Stewardship Video;

4.8.2.6. Hazardous Materials & Special Waste Management;

4.8.2.7. Initial Storm Water Pollution Prevention Awareness;

4.8.2.8. Introduction to Ground Vehicle Driver Simulation;

4.8.2.9. AOA Gate Entry System Orientation;

4.8.2.10. AOA General Escort;

4.8.2.11. Consolidated Runway Incursion Prevention;

4.8.2.12. Ground Vehicle AOA Familiarization Manual;

4.8.2.13. Module 1 Ground Vehicle OPS: Security on the AOA;

4.8.2.14. Module 2 Ground Vehicle OPS: Non-Movement;

4.8.2.15. Module 5 Ground Vehicle OPS: Radio Communications;

4.8.2.16. Module 6 Ground Vehicle OPS: Safety Areas;

4.8.2.17. Module 7 Ground Vehicle OPS: Low Visibility;

4.8.2.18. Module 8 Ground Vehicle OPS: Runway Incursion Prevention;

4.8.2.19. Winter Weather Operations for the AOC;

4.8.2.20. Ramp Safety Awareness;

4.8.2.21. Records Management;

4.8.2.22. Records Management Training;

4.8.2.23. Risk Management.

Page 20 of 53 PA2266

Part 5. Materials and Equipment

5.1. Materials and Services Furnished by DFW Airport Board

5.1.1. DFW Airport Board will furnish the utility services at existing outlets for the

Contractor's use in those facilities provided by DFW Airport Board for the Work performed under the Contract, including electricity, sewage service, and refuge collection (from existing collection points). Utilities specified above will be furnished at no cost to the Contractor. The Contractor shall take action to ensure energy conservation is in its plan when using DFW Airport Board-owned space.

5.1.1.1. The Contractor shall not interrupt existing utilities serving facilities occupied and used by DFW Airport or others, except when approved in writing by the

DFW Airport Board ETAM Representative only after acceptable temporary utility services have been provided.

5.1.2.