Hoods and Ducts SOW - FY09

Performance Work Statement for Hoods, Ducts & Exhausts Cleaning Services

1.0. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. Description Of Services. The contractor shall furnish all labor, parts, tools, materials, equipment, transportation, personnel, management, and supervision necessary to clean all cooking, paint booth, and dryer exhausts and ducts listed in appendix 2 of this Performance Work Statement (PWS), at Davis-Monthan AFB (DMAFB), AZ.

1.1.1. Schedule of Services. The contractor shall contact Government Quality Assurance Personnel (QAP) within one week after notification of contract award to schedule services as necessary, nights and weekends included. In the event that a schedule, satisfactory to QAP and the contractor, cannot be developed, QAP shall immediately notify the Contracting Officer (CO).

1.1.2. Dryer and Cooking Exhausts, Ducts, and Fire Protection Systems. The contractor shall remove all grease, lint, or any other foreign material from dryer and cooking exhausts, ducts, fire protection systems, and from behind and under fan motors. All debris shall be removed from the job and placed in Government designated disposal containers at each building. After cleaning is complete, metal surfaces shall be completely free of the above-mentioned foreign material.

1.1.2.1. Work includes steam cleaning and treating the entire inside surface of the duct, the underside of the range and hoods, all exposed surface of fans, motor housing, metal penthouses, louvers, and other appurtenances located inside the duct or penthouse, and louvers, at discharge of exhaust to atmosphere. The contractor shall also clean and polish the underside of hood and wall surface area.

1.1.2.2. Clean-out plates (openings) and matching ductwork, necessary for the physical entry into aforementioned exhaust systems, shall be removed/replaced and sealed by the contractor, in accordance with the National Fire Codes/Standards. All interior surfaces shall be manually cleaned and treated. Louvers shall be removed and replaced, where necessary, to gain access to ducts or fans.

1.1.2.3. All duct, hood, fan, filters, or electrical deficiencies discovered by the contractor shall be immediately reported to the QAP.

1.1.2.4. When cleaning procedures are completed, the contractor shall return all units to an operating state (i.e. all electrical switches, detection devices, system supply cylinders, etc.). Cover plates shall be replaced, and dampers and diffusers shall be positioned for proper airflow. The contractor shall ensure all systems and units are restored to an operating condition.

1.1.2.5, 15 minutes before completion of work, the contractor shall call the Fire Prevention Office/Fire Inspector, to inspect hoods, ducts, and paint booths. The inspector will check the compliance of the IAW NFPA applicable standards. A Fire Inspector can be reached at 520-228-6027/4333/4757.

1.1.2.6. Immediately following completion of work, the contractor shall clean entire work areas, including the roof, to allow normal operations at each facility. The contractor shall also clean any run-off or spillage on sidewalks and parking areas.

1.1.2.7. The contractor shall service fire suppression systems, in the event of accidental discharge due to work being performed by the contractor. Restoration of fire suppression systems shall only be performed by a qualified contractor, within 12 hours of the accidental discharge. The contractor shall immediately notify QAP in the event of accidental discharge of fire suppression systems.

1.1.2.8. Upon completion of work on each hood in each building, the contractor shall notify QAP that work is ready for inspection. QAP may inspect each hood in each building after the contractor has completed services.

1.1.3. Paint Booths. The contractor shall use a dry cleaning method to remove all grease, solvents, paint, or any other foreign material from paint booth exhausts and ducts. The contractor shall remove all debris from the job site and place it in Government designated containers at each building for proper disposal, in accordance with current environmental directives. After cleaning is complete, the surfaces shall be completely free of the above-mentioned foreign material.

1.1.3.1. Work includes cleaning the entire inside surface of the duct from the filter up (to include the frame, but not the filter), all exposed surfaces of fans, motors, housings, metal penthouses, louvers, other appurtenances located inside the duct or penthouse, and louvers, at discharge of exhaust to atmosphere. Work shall also include cleaning exterior walls and/or road surfaces where paint, grease, or any other foreign material has collected at exhaust discharge, to the atmosphere.

1.1.3.2. Clean-out (openings) and matching ductwork necessary for the physical entry into the aforementioned exhaust system, shall be removed/replaced and sealed. All interior surfaces shall be manually cleaned. Louvers shall be removed and replaced, where necessary, to gain access to ducts or fans.

1.1.3.3. All duct, fan, filter, or electrical deficiencies discovered by the contractor shall be immediately reported to the QAP.

1.1.3.4. The contractor shall clean the entire work area immediately after completion of work to allow for normal operation of the facility.

1.1.3.5. When cleaning procedures are completed, the contractor shall return all units to an operating state (i.e. all-electrical switches; detection devices, system supply cylinders, etc.). Cover plates shall be replaced, and dampers and diffusers shall be positioned for proper airflow.

1.1.3.6. Upon completion of work on each exhaust system in each building, the contractor shall notify the QAP that work is ready for inspection. The QAP may inspect each exhaust system in each building after the contractor has completed services.

1.1.4. Hazardous Materials (HAZMAT). Paint dust particles and waste products resulting from the cleaning of paint booth exhausts and ducts are considered hazmat. The contractor shall ensure all contractor employees are trained and qualified to handle HAZMAT. The contractor shall provide proof of contractor employee training and qualifications upon request by the Contracting Officer or QAP. Procedures for the handling, disturbance, removal, disposal of HAZMAT shall be in accordance with the appropriate abatement, hazardous material handling, environmental and safety laws, rules, regulations, codes, procedures, and instructions. This includes, but is not limited to, the use of proper personal protective equipment and clothing, along with the proper handling, removal, and disposal practices and procedures shall be used at all times when ever performing this work. The contractor is responsible for ensuring all contractor employees review the Material Safety and Data Sheets (MSDS) for paint used in each paint booth, to ensure the proper handling and disposal of HAZMAT. The Government will provide MSDS’s for paint used in each paint booth to the contractor upon request.

1.1.4.1. Disposal of Hazardous Materials. The contractor shall dispose of hazardous materials resulting from the cleaning of paint booth exhausts and ducts, in Government-provided recovery material drums. The contractor shall coordinate with QAP prior to the cleaning of paint booth exhausts and ducts to ensure recovery material drums are available and delivered to the paint booths on the days hazardous materials will be disposed of.

1.2. General Information

1.2.1. Delays. There may be occasions when a facility may not be immediately available for cleaning. The QAP will attempt to notify the contractor when delays can be anticipated, however, the contractor should anticipate up to a one-hour delay to begin cleaning when delays cannot be anticipated.

1.2.2. Contract Manager. The contractor shall designate a primary contract manager (CM), and at least one alternate CM, who will be responsible for performance of services. The contractor shall submit the name of the primary CM and alternate(s) CM, who shall act for the primary CM if absent, in writing to the CO. The CM or alternate(s) shall have full authority to act for the contractor on all matters relating to daily operation of this contract. The CM or alternate(s) CM shall be available within 60 minutes, either in person or by telephone, during normal duty hours to discuss performance with Government personnel. The CM and alternate(s) CM must be able to read, write, speak, and understand English fluently. The CM and alternate(s) CM shall have a minimum of three years experience in work related to that being performed.

1.2.3. Contractor Employee Restrictions. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the Contracting Officer as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

1.2.3.1. Conflict of Interest. The contractor shall not employ any individual who is an employee of the United States Government if the employment of that individual would create a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval of the employment in accordance with DODD 5500-7, Standards of Conduct. In addition, the contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106, Air Force Industrial Labor Relations Activities.

1.2.3.2. Military Personnel. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform. Their absence at anytime shall not constitute an excuse for non-performance under this contract.

1.2.3.3. Illegal Aliens. In accordance with Air Combat Command (ACC) supplement to AFI 31-101, The Air Force Installation Security Program (FOUO), illegal aliens are unauthorized on all ACC military installations, including Davis-Monthan AFB. The contractor shall not hire illegal aliens to perform contract services on Davis-Monthan AFB, nor attempt to bring illegal aliens on the installation. Contractors that hire foreign nationals are responsible for ensuring each foreign national has the appropriate documentation (i.e. valid work permit, resident alien card, etc.) that authorizes them to work in the United States. Illegal aliens found on Davis-Monthan AFB shall be immediately detained by base security forces and barred from the installation. Corrective/punitive action will be taken against the contractor and the illegal alien if the contractor hires illegal aliens to perform contract services on Davis-Monthan AFB.

1.2.4. Hours Of Operation. The official hours of operation at Davis-Monthan AFB are 7:30 a.m. – 4:30 p.m., Monday through Friday, excluding holidays. Normal duty hours for sponsoring unit, 355th Civil Engineer Squadron, are 7:00 a.m. – 3:30 p.m.

1.2.4.1. Contractor Performance Hours. The contractor is not restricted to perform services within the above hours of operation; however, the contractor is advised that performance outside those hours will require advance coordination with QAP and affected installation agencies. The contractor shall provide QAP two days advance notice of their intent to perform services outside of the hours of operation above. The contractor is further advised that the 309 Aerospace Maintenance and Regeneration Group (309 AMARG) is closed weekends and federal holidays.

1.2.4.2. Recognized Federal Holidays. The following federal holidays are observed at Davis-Monthan AFB.

1.2.5. Cooperation with Other Contractors or Government Personnel. There may be occasions when work performed by the Government or other contractors could interrupt with the contractor’s performance. The contractor shall fully cooperate with other contractors or Government personnel. The Contracting Officer or QAP will coordinate with the contractor, in advance when possible, any situation that could cause an interruption of the contractor’s work.

1.2.6. Continuation of Essential DoD Contractor Services During Crisis. This requirement has been determined not to be essential and does not require continued support during a crisis as defined in DoDI 3020.37, E2.1.1. and E2.1.3.

1.2.7. Fire Prevention and Safety. This is a fire reducing function. The contractor’s performance shall be in accordance with OSHA Public Law 91-596, AFOSH 91-56, and National Fire Protection Association Standards/Codes. Contractor employees shall comply with DMAFB Fire Protection Program, Air Force Occupational Safety, and the Fire Prevention and Health Program. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities.

1.2.7.1. Flammable Solvents/Cleaning Aids. Flammable solvents or other flammable cleaning aids shall not be used. During cleaning, proper ventilation shall be provided and safety precautions taken when cleaning is done inside duct or fan housing. Care shall be taken prior to cleaning to lock, pin, or cover all electrical switches, detection devices, and system supply cylinders to prevent accidental starting of fans or actuation of the fire extinguishing system. The Contractor shall ensure that no cleaning chemicals are applied to fusible links or other detection devices of the automatic extinguishing system.

1.2.7.2. Safety Equipment. The contractor is responsible for providing all safety equipment for contractor employees. Contractor employees shall use proper safety equipment at all times during the performance of this contract, and shall perform all tasks in a safe manner. The Government has the right to terminate cleanings if the contractor is practicing unsafe work practices or lacks proper safety equipment, at no cost to the government. The Government may also terminate cleanings if unsafe weather conditions exist during the cleanings.

1.2.8. Cleaning Products. Cleaning products, as used in this PWS, means any preparation designed or used for removing water deposits, stains, grease, oil, paint, varnish, wax, or other dirt, or for cleaning skin, windows, walls, floors, bathroom fixtures, furnishings, sinks, kitchen utensils, and fixtures, tools, machinery, equipment, or vehicles.

1.2.8.1. Material Safety and Data Sheets. Upon contract award, and prior to bringing cleaning products on base, the contractor shall provide QAP with current Material Safety Data Sheets on all cleaning products that will be used by the contractor on DMAFB.

1.2.9. Environmental Protection Compliance. The contractor shall comply with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations/requirements change during the term of the contract, the contractor shall comply with such law/regulation as changed. The contractor is responsible for any penalties, fines, etc. resulting from violations. The contractor shall immediately notify the CO and QAP when violations occur, and cooperate fully with fire department personnel and Government investigators.

1.2.10. Work Area. The contractor shall, at all times, keep work areas free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition. The contractor is responsible for removal and proper disposal of all job related waste material at a permitted site.

1.2.11. Inspection of Services. The contractor’s work shall be subject to inspection at any time. The presence or absence of the inspector shall not relieve the contractor from strict compliance with the requirements of the PWS, nor shall the presence of an inspector relieve the contractor from any deficiency that may be noted during the final inspection. Upon completion of work in each building, the contractor shall notify the QAP and a joint inspection shall be made with the contractor.

1.2.12. Continuation of Essential DoD Contractor Services During Crisis. This requirement has been determined not to be essential and does not require continued support during a crisis as defined in DoDI 3020.37, E2.1.1. and E2.1.3.

1.2.13. Smoking in Air Force Facilities. Contractors are advised that the Air Force has placed restrictions on the smoking of tobacco products in Air Force facilities. AFI 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

1.2.14. Illegal Substances. Illegal substance possession and/or use will not be tolerated on any military installation. The contractor shall ensure that contractor employees who have base access do not possess and/or use illegal substances. All contractors and subcontractors are required to adhere to all local, state and federal laws concerning possession and/or use of illegal substances. Contractors found to be in possession of illegal substances will be barred from the installation, and subject to prosecution by local authorities.

1.2.15. Security Requirements

1.2.15.1. Listing of Employees. The contractor shall maintain a current listing of employees performing services on Davis- Monthan AFB. The list shall include employee's name, social security number and type of investigation, if contract work involves unescorted entry to Air Force restricted areas or other sensitive areas designated by the installation commander. The contractor shall submit the list of employees to QAP and the 355th Civil Engineer Squadron Security Manager, upon contract award. The contractor shall submit an updated listing to QAP when an employee's status or information changes.

1.2.15.2. Access to the 309 Aerospace Maintenance and Regeneration Group (309 AMARG) Area. This project includes work located in the 309 AMARG controlled area. Strict security and personnel access control is maintained. Contractor personnel must be listed on an entry authorization list (EAL), have proper identification and obtain passes at the 309 AMARG gate to obtain entry to the work site. These procedures shall be re-validated every 90 days during the performance period. Those employees not working on the job site daily will be required to stop at the 309 AMARG gate daily to obtain visitor passes, so long as their name is on the EAL or a company escort is available at the gate to vouch their entry to the work site. Seven days prior to initial commencement of work, the contractor must submit to the CO a list of the names, social security numbers and driver’s license numbers or other means of positive identification for all employees. Contract manager, foremen, and superintendents shall be identified on the contractor’s list. A list of all vehicles to be used within the 309 AMARG area, including make and license plate or vehicle registration number, must also be furnished to the CO. New EALs will be submitted every 90 days after submission of the initial list and all changes during each 90 day period must be submitted to the CO 48 hours in advance of the required access to the site. The name of any employee that is terminated during the period of the contract must be reported to the CO within one workday.

1.2.15.3. Traffic Laws. Contractor employees shall comply with all DMAFB traffic regulations. Contractor employees are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges and debarment from the base. The use of cell phones is prohibited while driving on DMAFB, unless the phone is hands free phone. Seat belt use is mandatory for all vehicle occupants.

1.2.15.4. Random Personnel and Vehicle Searches. Contractor personnel are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges and debarment from the base.

1.2.15.5. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on Davis-Monthan AFB.

1.2.15.6. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

1.2.15.7. Reporting Requirements. Contractor personnel shall immediately report to an appropriate Government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

1.2.15.8. Physical Security. The contractor shall safeguard all Government property, including controlled forms provided for contractor use. At the close of each work period, Government equipment, facilities, and other valuable materials shall be secured.

1.2.15.9. Controlled/Restricted Areas. If the contractor is required to enter controlled/restricted areas, the contractor shall implement local DMAFB procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the 355th Civil Engineer Squadron Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a completed National Agency Check (NAC), investigation before receiving a Restricted Area Badge. Interim access can be granted in accordance with AFI 31-501, Personnel Security Program Management.

1.2.15.10. Key Control. If the contractor is issued any Government keys, the contractor shall establish and implement methods of making sure all keys and cipher lock combinations issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the Government.

a. The contractor shall immediately report any occurrences of lost or duplicated keys to Quality Assurance Personnel.

b. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, the Government shall replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor.

c. The contractor shall prohibit the use of keys and/or cipher lock combinations, issued by the Government, by any persons other than the contractor’s employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

2.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES

2.1. Utilities. The Government will provide water for hood cleaning. Electricity will be provided inside of facilities; however, the contractor is responsible for outside and roof lighting of the facilities.

2.2. Equipment. The Government will provide designated disposal containers at each building for the deposit of debris. The Government will also provide recovery material drums for disposal of hazardous materials resulting from the cleaning of paint booth exhausts and ducts.

2.3. Emergency Services. The Government will provide security forces services (call 228-4444 for emergencies only), and fire protection services (call 22 8-3333). There are no emergency medical services available on DMAFB, therefore the contractor must dial 911 for emergency medical services.

3.0. APPENDICES

3.1. Appendix 1 - Definitions

3.1.1. Cooking Exhausts and Ducts. The air duct, vertical and horizontal, conveying grease, or smoke laden air, and extending from the throat of the canopy or range hood through the roof or exterior wall to the outside atmosphere, and ventilation fans located in kitchens and dining areas.

3.1.2 Dryer Vents. The air duct, vertical and horizontal, conveying clothing lint, and extending from the backside of the appliance through the roof or exterior wall to the outside atmosphere, and vent covers .

3.1.3. Systems. Any of the cooking, dryer exhausts, and ducts defined in paragraph 1.1.2.

3.1.4. Paint Booth Exhaust System. The air duct, vertical and horizontal, conveying paint-laden air and fumes extending from the filter through the roof or exterior wall to the outside atmosphere.

3.2. Appendix 2 - Schedule/Frequency of Services

3.2.1. The quantities expressed in the following tables are estimates only.

3.2.2. Cooking Exhaust Hoods

Line Number

Facility Estimated No. of Annual Cleanings

Unit

0001AV

0001AW

Bldg 2527 Anthony’s Pizza Bldg 6006 School Age Program Facility

EA

EA

3.2.3. Paint booths

Estimated No. of Annual Cleanings

Unit

3.2.4. Clothes Dryers

Facility Estimated No. of Cleanings

Unit

Estimated No. of Cleanings

Unit