Attachment_1_PWS_Amendment_One_0001.pdf

Commercial Cafeteria and Executive Kitchen Equipment Maintenance Services

Performance Work Statement (PWS)

Stewart Lee Udall Building | Department of the Interior Headquarters

1849 C Street NW, Washington, DC 20240

August 6, 2026

1. Purpose / Intent The intent of this requirement is to procure recurring preventive maintenance, equipment-related cleaning, inspection, sanitation, reporting, baseline condition documentation, limited repair-proposal support, emergency stabilization support, and executive/special-event readiness support for designated cafeteria and executive kitchen equipment at the Stewart Lee Udall Building.

The work includes, but is not limited to, scheduled maintenance of covered equipment; grease trap cleanout;

commercial kitchen exhaust hood cleaning and inspection; ice machine cleaning, sanitization, and filter management;

dishwasher deliming/descaling; inspection of seals, gaskets, latches, hinges, safety interlocks, and related components; post-service operational verification; deficiency reporting; repair proposal support; shutdown/startup support; special-event equipment readiness checks; and emergency response or stabilization when equipment failures affect safety, sanitation, food-service operations, Government property, executive support requirements, planned national/holiday events, or mission requirements.

This PWS does not transfer routine food-service operator responsibilities, general custodial cleaning, general kitchen deep cleaning, fire-suppression certification, HVAC air balancing, or building-system correction to the Contractor unless those services are separately authorized by the Contracting Officer.

2. Background The Stewart Lee Udall Building serves as the Department of the Interior Headquarters. The building was originally constructed in 1936 and concluded a multi-year, multi-phased modernization project in 2017. The building contains two food preparation/service areas covered by this PWS: the Bison Bistro/main cafeteria located in the basement and the 5100 executive kitchen located on the 5th floor.

The requirement supports safe, sanitary, code-conscious, and operationally reliable food-service equipment as building population, tenant expectations, executive support functions, and food-service operations continue to increase. The executive kitchen and/or cafeteria equipment may support high-level, VIP, Cabinet-level, short-notice, holiday, national celebration, emergency, or mission-support functions; therefore, equipment readiness, response time, and clear documentation are mission-support considerations.

3. Acquisition Objective The Government requires a contractor capable of providing planned recurring maintenance, specialty cleaning, equipment sanitation, documented inspection, limited calibration/verification support, and emergency response/stabilization services in a federal headquarters facility with minimal disruption to operations.

The objective is to maintain covered equipment in a safe, sanitary, reliable, manufacturer-consistent, and inspection-ready condition; reduce preventable equipment failure; establish a documented equipment baseline; support regulatory and inspection readiness; support executive, holiday, national celebration, and special-event readiness when needed; and provide written documentation sufficient for COR surveillance, invoice validation, repair planning, emergency decision-making, performance evaluation, and future acquisition planning.

4. Definitions

Term Definition Covered Equipment Equipment listed in Attachment A or later added to the contract by written authorization. Covered equipment includes listed small appliances only when specifically identified in Attachment A or added by modification.

Preventive Maintenance (PM) Planned inspection, adjustment, cleaning, descaling, deliming, lubrication, testing, documentation, and minor service tasks intended to reduce equipment failure and maintain safe operation in accordance with the PWS, manufacturer instructions, and applicable standards.

Equipment-Related Cleaning Cleaning directly associated with maintaining, inspecting, servicing, or restoring covered equipment. It includes removal of grease, scale, debris, residue, or buildup from covered equipment and immediate work areas affected by the Contractor performance.

Sanitation Use of food-contact-safe methods, chemicals, tools, and procedures to reduce microbial and contamination risk on applicable equipment surfaces in accordance with manufacturer instructions and applicable District of Columbia Department of Health food-service requirements.

Deep Cleaning Broad kitchen or area cleaning not directly tied to covered equipment maintenance, such as routine dining area cleaning, floor care, wall cleaning, counter cleaning, operator daily cleaning, or general custodial work. Deep cleaning is excluded unless separately authorized.

Operational Verification A functional check performed after PM, cleaning, sanitization, repair, or stabilization to confirm affected equipment is safe to return to service or to document limitations, abnormal conditions, or shutdown recommendations.

Stabilization Immediate action authorized by the Government to make a condition safe, reduce damage, prevent further leakage or food-loss risk, isolate affected equipment where authorized, and identify follow-on repair or Government action requirements.

Authority Having Jurisdiction

(AHJ)

The federal, District of Columbia, GSA, building, fire, safety, health, or other official authority with jurisdiction over the applicable requirement.

Restricted Common Area The 5100 executive kitchen/kitchenette and any associated approach, transit route, or immediate work boundary designated by facility Security. Access, escort, recording, movement, and conduct controls in Section 12.2 apply within this area.

5. Period of Performance The final period of performance shall be established by the Contracting Officer. The anticipated structure is one base period with up to four option periods.

Period Notes 12-month Base Period To be established by Contracting Officer.

12-month Option Period 1 Exercisable at Government discretion.

12-month Option Period 2 Exercisable at Government discretion.

12-month Option Period 3 Exercisable at Government discretion.

12-month Option Period 4 Exercisable at Government discretion.

6. Place of Performance and Facility Constraints Work shall be performed onsite at the Stewart Lee Udall Building, 1849 C Street NW, Washington, DC 20240. The terms "Udall Building" and "Building" refer to this facility.

6.1 Work Hours and Operational Coordination

• Unless otherwise approved in writing by the COR, planned work shall not take place during normal business hours for the Bison Bistro, defined as Monday through Friday from 6:00 AM through 2:00 PM, excluding federal holidays and building closures.

• The Contractor shall submit planned outages, utility impacts, equipment shutdowns, access needs, escort needs, hot work needs, lockout/tagout needs, or operational impacts to the COR at least 10 business days in advance.

Work affecting building operations shall not proceed until approved in writing by the COR or Contracting Officer, as applicable.

• Emergency response may occur outside planned work hours when required to protect safety, sanitation, Government property, food-service operations, executive support, or mission requirements, subject to Government access and approval procedures.

• Ramp D loading dock access is limited to loading and unloading only and must be coordinated with the COR.

The loading dock is restricted to a maximum vehicle length of 24 feet and maximum vehicle height of 13 feet.

Loading dock operating hours are 7:30 AM to 4:30 PM, Monday through Friday, excluding federal holidays and building closures.

• Parking is not provided. The Contractor is responsible for parking, staging, transportation, tools, supplies, equipment, and all logistical costs necessary to perform the work.

• The Contractor shall coordinate work that may affect tenants, food-service operations, security, loading dock access, elevators, corridors, utilities, fire/life safety systems, or building systems through the COR before performance.

7. Scope of Work The Contractor shall furnish all management, supervision, labor, materials, tools, equipment, transportation, safety equipment, cleaning supplies, consumables, replacement filters when included, reports, checklists, authorized photographs or required written substitute documentation, and deficiency documentation necessary to perform the services described in this PWS. Work shall maintain food-service equipment sanitation, protect Government property, minimize operational disruption, and comply with applicable requirements.

7.1 Covered Service Areas and Area-Specific Structure

This PWS covers two separate food-service equipment areas inside one contract requirement: (1) the Bison Bistro/main cafeteria located in the basement and (2) the 5100 executive kitchen located on the 5th floor. The two areas shall be treated as separate service areas for baseline inventory, PM planning, reporting, deficiency tracking, readiness assessment, and invoice-support documentation. Unless a requirement is specifically limited to one space, all requirements in this PWS apply to both areas.

The Government intent is to maintain one coordinated PWS while avoiding confusion between the high-volume cafeteria operation and the lower-volume, higher-visibility executive kitchen. The Contractor may coordinate service visits for both areas when practical, but documentation shall clearly distinguish which work, deficiency, authorized photograph or required written substitute, part, filter, response action, and recommendation applies to each location.

7.1.1 Service Area 1 - Bison Bistro / Main Cafeteria Kitchen

The Bison Bistro/main cafeteria kitchen is the primary high-use food-service area. It includes heavier production equipment, grease-generating equipment, commercial hood/exhaust components, grease trap requirements, dishwashing and warewashing equipment, steamers, fryers, ovens, warmers, disposals, ice machine equipment, and listed small appliances. The Contractor shall treat this area as the primary daily-operation risk area for sanitation, grease accumulation, equipment uptime, food-service continuity, waste handling, and routine PM performance.

• Baseline inventory, PM checklist, recurring service reports, photos, deficiencies, parts recommendations, and repair proposals shall identify the Bison Bistro/main cafeteria as the applicable service area.

• The Contractor shall identify cafeteria equipment conditions that may affect food-service operations, grease management, dishwashing/warewashing, hood/exhaust performance, sanitation, leaks, equipment safety, or tenant-facing service continuity.

• Grease trap cleanout, high-volume dishwasher/Power Soak requirements, hood cleaning/inspection, fryer/grill/steamer/kettle/skillet PM, and cafeteria ice machine service shall be reported as Bison Bistro/main cafeteria requirements unless otherwise directed.

• Recurring or worsening deficiencies in this area shall be tracked by equipment ID and location so the Government can evaluate repeat failures, service trends, and repair priorities.

7.1.2 Service Area 2 - 5100 Executive Kitchen / 5th Floor Executive Kitchen

The 5100 executive kitchen is a separate executive support area with a different operational profile. It may have lower routine usage than the main cafeteria, but it carries higher visibility and mission-support risk when used for senior leadership, VIP, Cabinet-level, holiday, national celebration, USA 250-related, Fourth of July, Thanksgiving, Christmas, emergency, or short-notice events. The Contractor shall treat this area as a readiness-sensitive service area and shall document it separately from the Bison Bistro/main cafeteria. Access to and documentation of work in this area are subject to the restricted-common-area controls in Section 12.2, including continuous escort and the prohibition on photography and recording.

• Baseline inventory, PM checklists, recurring service reports, required written condition documentation, deficiencies, parts recommendations, and repair proposals shall identify the 5100 executive kitchen as the applicable service area and comply with Sections 10.2 and 12.2.

• The Contractor shall identify conditions that may affect executive event support, including equipment startup reliability, shutdown/idle condition, sanitation-sensitive readiness, leaks, temperature display concerns, dishwasher function, ice machine readiness, coffee equipment condition, oven/range readiness, and warming cabinet availability.

• When requested by the COR, the Contractor shall perform executive, holiday, national celebration, or special-event readiness checks for covered equipment and provide same-day written status, restrictions, and recommended next steps.

• Because some executive kitchen equipment may sit idle for extended periods, the Contractor shall include startup, shutdown, extended-idle, and return-to-service considerations in the PM Plan and applicable service reports.

7.2 Covered Equipment

Covered equipment is listed in Attachment A. The equipment inventory is provided for pricing and performance planning. The Contractor shall verify existing conditions during the required site walk-through and during the required post-award baseline inventory. The Contractor shall notify the Government of any discrepancies between the PWS inventory and actual field conditions.

7.3 Small Appliances and Report-Only Items

Small appliances, coffee equipment, toasters, warming lamps, microwaves, panini presses, and similar items are covered only when specifically listed in Attachment A or later added by written contract action. When the Contractor observes an unsafe condition, sanitation concern, abnormal operation, damaged cord, overheating, broken component, or other risk involving a non-covered item, the Contractor shall report the condition to the COR, but shall not repair, alter, or service the item unless authorized in writing.

7.4 Scope Boundary for Cleaning, Sanitation, and Deep Cleaning For purposes of this PWS, cleaning and sanitation are limited to equipment-related preventive maintenance, cleaning, sanitizing, degreasing, descaling, deliming, flushing, filter/access panel cleaning, and restoration of work areas directly affected by Contractor performance. This PWS is not intended to duplicate, replace, or assume responsibilities assigned to the Government's separate custodial, cafeteria operator, pest control, or other building service contracts.

General custodial cleaning, routine cafeteria operator cleaning, floor care, dining area cleaning, wall cleaning, counter cleaning, broad kitchen deep cleaning, pest control, and cleaning unrelated to covered equipment are excluded unless specifically authorized in writing by the Contracting Officer.

The Contractor shall leave affected work areas clean, sanitary, safe, and ready for use after performing work. This restoration requirement applies only to areas affected by the Contractor's work and does not make the Contractor responsible for the cafeteria operator's daily cleaning program, the building custodial program, or other separately contracted services.

If the Contractor identifies conditions that appear to fall under another Government contract or building service program, the Contractor shall document the condition and notify the COR. The Contractor shall not perform out-of-scope cleaning or corrective work unless authorized in writing by the Contracting Officer.

7.5 Replacement, Added, Removed, or Deactivated Equipment

The Government may add, remove, replace, deactivate, or return equipment to service during the contract period.

When equipment changes affect scope, frequency, cost, access, response risk, filter requirements, calibration requirements, or performance risk, the Government may request a written quote from the Contractor to adjust the contract. No adjustment shall be effective unless authorized in writing by the Contracting Officer.

7.6 Post-Award Equipment Inventory and Baseline Condition Assessment Within 30 calendar days after contract award, and prior to beginning recurring preventive maintenance services unless otherwise directed by the COR, the Contractor shall perform a complete onsite inventory and baseline condition assessment of all equipment covered under this PWS.

The baseline assessment shall verify, at a minimum:

• Equipment manufacturer, model number, serial number, asset tag number if present, location, equipment description, and whether the item is listed in Attachment A.

• Operational status of each item, including whether the equipment is fully operational, partially operational, inoperable, unavailable for inspection, deactivated, or not found.

• Visible condition of major components, including doors, seals, hinges, latches, controls, panels, burners, heating elements, motors, fans, drains, hoses, filters, electrical connections, temperature displays, safety interlocks where visible/testable, and other observable components applicable to the equipment type.

• Evidence of leaks, corrosion, grease accumulation, scale, unusual noise, vibration, overheating, damaged cords, missing parts, unsafe conditions, sanitation concerns, poor hood capture, odor/smoke concerns, or other deficiencies.

• Manufacturer-recommended preventive maintenance requirements, where available.

• Known or suspected repair needs, recommended priority level for corrective action, and whether an item should be shut down, monitored, repaired, or returned to service.

• Photographic documentation of each piece of covered equipment and any observed deficiency, grouped by equipment location and equipment ID, where photography is authorized. In the 5100 executive kitchen/kitchenette and any other no-photography area, the Contractor shall use the equipment ID, manufacturer/model/serial information where available, and a detailed written condition narrative in place of photographs.

The Contractor shall provide the COR with a written Baseline Equipment Inventory and Condition Assessment Report in Adobe PDF and editable Microsoft Excel format within 10 business days after completing the assessment.

The report shall identify discrepancies between the equipment listed in this PWS and the equipment found onsite.

The Contractor shall not remove, add, substitute, repair, alter, or exclude equipment from the covered inventory without written direction from the Contracting Officer or COR.

The baseline assessment shall establish the initial documented condition of covered equipment, support development of the Preventive Maintenance Plan, identify pre-existing deficiencies, establish critical parts and filter needs, and provide the Government with a starting point for evaluating future repairs, emergency response, and contractor performance. The Contractor shall not claim that a deficiency was pre-existing unless the deficiency was identified in the accepted Baseline Equipment Inventory and Condition Assessment Report or otherwise documented in writing by the Government.

7.7 Equipment Shutdown, Startup, and Return-to-Service Procedures The Contractor shall include equipment shutdown, startup, extended idle, and return-to-service procedures in the Preventive Maintenance Plan for covered equipment where applicable. The procedures shall be consistent with manufacturer instructions, facility requirements, safety controls, sanitation requirements, and Government direction.

• The Contractor shall not shut down, isolate, disconnect, energize, restart, or return equipment to service without required Government coordination and authorization.

• For planned shutdowns or startup activities, the Contractor shall notify the COR at least 10 business days in advance unless an emergency condition requires faster action.

• For extended idle periods, seasonal usage changes, or executive kitchen equipment that is not used regularly, the

Contractor shall recommend protective steps, inspection frequency, sanitation precautions, and return-to-service checks.

• Before leaving the site after shutdown, startup, PM, repair, or emergency stabilization, the Contractor shall document operational status, restrictions, and follow-on recommendations.

7.8 Area-Specific Reporting, Surveillance, and Optional Pricing Structure The Contractor shall organize baseline data, PM schedules, service reports, authorized photographs, deficiencies, repair proposals, and readiness summaries by service area. Each report shall include a separate section or table for the Bison Bistro/main cafeteria and the 5100 executive kitchen, even when work for both areas occurs during the same visit. Reports for the 5100 executive kitchen shall use detailed written equipment and condition documentation and shall not include photographs, video, or audio recordings.

The Government may structure pricing as one contract with separate Contract Line Item Numbers (CLINs), sub- CLINs, or internal price breakouts for each service area and specialty service. Final pricing structure shall be established by the Contracting Officer. Suggested breakout areas include: Bison Bistro/main cafeteria recurring PM;

5100 executive kitchen recurring PM; hood cleaning/inspection; grease trap cleanout; emergency service/stabilization; and separately authorized repairs.

Separate area tracking does not authorize duplicate billing for the same mobilization, labor, service visit, report, or task unless the contract pricing structure specifically allows it. The Contractor shall avoid charging the Government twice for coordinated work performed during the same visit.

7.9 Contract Administration Controls

The following contract-administration controls are added to strengthen pricing transparency, start-up coordination, Government direction, inspection, invoice support, and contractor accountability. These controls do not expand the Contractor authority to perform unauthorized work or change the contract without Contracting Officer action.

7.9.1 Post-Award Kickoff Meeting

Within 10 calendar days after award, the Contractor shall attend a kickoff meeting with the COR and other Government representatives as required. The meeting shall review security/access requirements, restricted-area boundaries, continuous-escort coordination, PIV-controlled mezzanine access and escort authorization, no-photography/no-recording controls, work hours, loading dock limitations, service areas, covered equipment, baseline inventory expectations, reporting and written-substitute formats, authorized-area photo naming standards, emergency contact procedures, invoice documentation, communication protocols, site-specific constraints, and Contracting Officer/COR authority limitations.

7.9.2 COR Technical Direction and Contracting Officer Authority The COR may provide technical direction related to scheduling, access, reporting, surveillance, safety coordination, work-area coordination, and Government acceptance review. The COR shall not authorize changes to contract scope, price, period of performance, labor category, frequency, terms, or conditions. Only the Contracting Officer may authorize contract modifications or binding changes to the contract.

7.9.3 No Implied Approval or Unauthorized Scope Growth

Identification of a deficiency, submission of a repair recommendation, Government receipt of a repair proposal, Government review of a report, or operational urgency does not authorize the Contractor to proceed with repair work, replacement work, construction work, fire-suppression work, HVAC/TAB work, refrigerant work, or any other work outside the awarded scope. Work outside the recurring base scope shall not begin until written authorization is provided by the Contracting Officer or another authorized Government official consistent with the contract.

7.9.4 Government Review Does Not Waive Contractor Responsibility Government review, comment, acceptance, or payment related to a report, plan, schedule, service record, invoice package, authorized photo log, required written substitute, or proposal does not relieve the Contractor of responsibility for safe, complete, code-compliant, sanitary, manufacturer-consistent, and contract-compliant performance. Government review shall not be interpreted as acceptance of unsafe work, incomplete work, defective service, or work performed outside contract authority.

7.9.5 Repeat Deficiencies and Corrective Action

If the same deficiency, missed task, incomplete report, housekeeping issue, late deliverable, recurring service-quality issue, or repeat equipment concern occurs more than once, the Contractor shall identify the apparent root cause and submit a corrective action plan when requested by the COR. The corrective action plan shall describe the issue, affected service area/equipment, cause, corrective steps, responsible party, target completion date, and method for preventing recurrence.

8. Applicable Standards and Order of Precedence The Contractor shall comply with all applicable federal, District of Columbia, building, safety, food service, environmental, fire protection, electrical, manufacturer, and facility requirements. If a conflict is identified among requirements, the Contractor shall notify the COR and Contracting Officer in writing before proceeding. The Contractor shall not use uncertainty, lack of prior notice, or incomplete site information as a basis for unsafe, unsanitary, incomplete, or non-compliant work.

• District of Columbia Department of Health food-service and food-operation requirements, including applicable provisions of Title 25-A DCMR.

• Applicable OSHA requirements, including hazard communication, PPE, electrical safety, walking/working surfaces, and control of hazardous energy when applicable.

• NFPA 96 requirements for commercial cooking operations, exhaust systems, inspection, cleaning, access panels, and documentation, as adopted or required by the applicable AHJ.

• National Electrical Code (NEC) requirements when work involves electrical connections, equipment safety, or electrical components.

• GSA PBS Core Building Standards, current applicable edition, including requirements incorporated by reference.

• Manufacturer operation, maintenance, cleaning, sanitizing, calibration, filter, parts, shutdown, startup, and return-to-service requirements for each piece of covered equipment.

• GSA Green Procurement Compilation guidance and applicable federal sustainable acquisition requirements for cleaning products, supplies, and materials, where applicable.

• All applicable local, state, and federal waste handling, transportation, and disposal requirements.

• Facility security, access, loading dock, escort, fire/life-safety, and building operations requirements communicated by the COR or authorized Government officials.

9. Required Services

9.1 Preventive Maintenance Plan

Within 30 calendar days after award, the Contractor shall submit a written Preventive Maintenance Plan to the COR for review. The plan shall use the post-award baseline inventory as a foundation and shall cover all equipment and services under this PWS, with separate subsections for the Bison Bistro/main cafeteria and the 5100 executive kitchen. The plan shall be updated whenever equipment, manufacturer recommendations, work methods, service frequencies, filter requirements, shutdown/startup procedures, calibration needs, or observed conditions change.

At a minimum, the Preventive Maintenance Plan shall include:

• Equipment-specific preventive maintenance tasks, frequency, estimated duration, applicable manufacturer reference, and responsible trade/technician type.

• Minimum PM checklists by equipment type, including required tasks in Section 9.3 and Attachment E.

• Safety interlock observation or testing methods where such checks can be performed safely and without bypassing protective devices.

• OEM-required or manufacturer-compatible descaling, deliming, lubrication, cleaning, sanitizing, flushing, filter replacement, and operational verification tasks.

• List of anticipated parts, materials, lubricants, filters, cleaning products, sanitizers, and chemicals to be used.

• Safety Data Sheets (SDS) for chemicals and products used onsite.

• Job Hazard Analysis (JHA) or Activity Hazard Analysis (AHA) addressing tools, chemicals, hot surfaces, electrical hazards, sharp edges, slip/trip hazards, limited-access areas, mezzanine access, roof/fan access, and lockout/tagout needs.

• Personnel qualifications, licenses, certifications, and role assignments for work requiring specialized knowledge.

• Process for documenting deficiencies, urgent safety concerns, sanitation concerns, recurring trends, emergency conditions, and recommended repairs.

• Proposed service calendar showing quarterly comprehensive PM, monthly targeted Bison Bistro/main cafeteria inspections, monthly grease trap service, quarterly hood cleaning, quarterly ice machine cleaning/sanitization, semiannual filter replacement, annual tasks, executive kitchen readiness checks when requested, and any longer-duration manufacturer tasks by service area.

9.2 Hybrid Preventive Maintenance Service Frequency

The Government intent is to use a hybrid service model rather than monthly comprehensive PM for every item. The Contractor shall provide quarterly comprehensive preventive maintenance for covered equipment in both service areas; monthly targeted inspection and sanitation-sensitive service for high-use or high-risk Bison Bistro/main cafeteria equipment; monthly grease trap cleanout unless otherwise directed; quarterly hood cleaning and ice machine cleaning/sanitization; executive/holiday/national celebration/special-event readiness checks when requested;

and emergency or urgent response in accordance with Section 15. The Contractor shall document work separately for each service area even when the same crew services both areas during one visit.

9.2.0 Service Frequency Matrix

The following matrix summarizes the recurring service model. Where a manufacturer, Authority Having Jurisdiction, code requirement, observed condition, or Contracting Officer direction requires a more stringent frequency, the more stringent requirement applies.

Service Area / Task Minimum Frequency Notes / Scope Control Bison Bistro / main cafeteria monthly targeted inspection

Monthly Focused on high-use/high-risk items, visible leaks, seals/gaskets, sanitation-sensitive concerns, drains/disposals, temperature display concerns, and urgent deficiency reporting.

Bison Bistro / main cafeteria comprehensive PM

Quarterly Full PM cycle for covered equipment; does not remove monthly targeted inspection requirement.

5100 executive kitchen comprehensive

PM

Quarterly Emphasizes startup, shutdown, idle-condition, sanitation-readiness, and return-to-service checks.

Grease trap cleanout Monthly unless otherwise directed

Waste removed from site during the same visit; no onsite storage.

Commercial kitchen hood cleaning At least every 90 calendar days

More frequent if required by AHJ, manufacturer, code, or observed grease accumulation.

Commercial kitchen hood inspection At least every 6 months Inspection label/report required.

Ice machine cleaning and sanitization At least every 90 calendar days Includes wetted surfaces, flushing, reassembly, and operational check.

Ice machine filter support Semiannual unless otherwise directed or manufacturer requires more frequent replacement

Track part numbers, quantities, shelf life, and lead time.

Service Area / Task Minimum Frequency Notes / Scope Control Executive / holiday / national celebration / special-event readiness check

As requested by COR;

preferably 5-10 business days before planned events when practicable

Supports events such as Fourth of July support, USA 250-related activities, Thanksgiving, Christmas, VIP/Cabinet-level functions, and short-notice mission-support events. Equipment readiness only;

food/catering/ice handling excluded unless separately authorized.

Emergency / urgent response As needed Response times in Section 15 remain unchanged regardless of PM frequency.

Repair quotes Per priority matrix Does not authorize repair work until approved in writing consistent with the contract.

9.2.1 Quarterly Comprehensive PM

Quarterly comprehensive PM shall be the full-service preventive maintenance cycle for covered equipment in both the Bison Bistro/main cafeteria and the 5100 executive kitchen. It shall include equipment-specific PM tasks, post-service operational verification, deficiency documentation, photographs where required, useful, and authorized, filter/temperature notes, and cleanup/restoration.

9.2.2 Monthly Targeted Bison Bistro / Main Cafeteria Inspection The Bison Bistro/main cafeteria shall receive a monthly targeted inspection and sanitation-sensitive service visit focused on high-use or high-risk equipment and conditions, including visible leaks, seals/gaskets/latches, grease or sanitation concerns, disposal/drainage concerns, dishwasher/Power Soak visible condition, ice machine/filter condition, obvious temperature-display concerns, unusual noise/odor/overheating, and urgent deficiency reporting.

The monthly targeted visit is not intended to replace the quarterly comprehensive PM cycle.

9.2.3 5100 Executive Kitchen Routine Frequency The 5100 executive kitchen shall receive quarterly comprehensive PM rather than monthly routine PM, unless observed conditions, manufacturer recommendations, executive/special-event needs, or Contracting Officer direction require more frequent service. Because the executive kitchen may sit idle between events, the Contractor shall emphasize startup, shutdown, idle-condition, sanitation-readiness, ice-machine readiness, warming/holding equipment readiness, and return-to-service checks.

9.2.4 Specialty Service Frequencies and Emergency Response

Specialty service frequencies shall remain controlled by the PWS, manufacturer requirements, observed conditions, and AHJ requirements. Hood cleaning shall occur at least every 90 calendar days, hood inspection at least every 6 months, ice machine cleaning/sanitization at least every 90 calendar days, and grease trap cleanout monthly unless otherwise directed. Emergency, urgent, and event-readiness response requirements remain in effect regardless of the recurring PM frequency.

• The Contractor shall notify the COR by email not less than 10 business days before each scheduled monthly targeted inspection, quarterly comprehensive PM visit, hood/grease/ice specialty service, or other planned service visit and shall include planned tasks, work areas, required access, utility support needs, shutdown/startup needs, lockout/tagout needs, and names of personnel expected onsite.

• During scheduled visits, the Contractor shall inspect the applicable covered equipment for visible damage, excessive wear, sanitation concerns, missing/damaged components, unusual noise, unsafe conditions, leaks, loose parts, excessive grease accumulation, scale buildup, filter concerns, poor temperature performance indicators, or other conditions that may affect safe or reliable operation.

• Where safe and authorized, the Contractor shall remove access panels, filters, covers, or other removable components necessary to perform PM and visual inspection, and shall reinstall them before returning equipment to service.

• The Contractor shall perform post-service operational verification after PM, cleaning, sanitation, repair, or stabilization work. The operational verification shall be documented in the service report.

• The Contractor shall perform only work authorized under the contract. Repairs beyond routine preventive maintenance shall follow Section 15 unless expressly included in the awarded scope.

• The Contractor shall restore all affected areas to a clean, safe, sanitary, and operational condition before leaving the site.

9.3 Minimum Equipment-Specific PM Requirements

The Contractor shall perform the minimum equipment-specific tasks listed below, as applicable to each covered item, unless a manufacturer requirement is more stringent. These tasks shall be incorporated into the Preventive Maintenance Plan and the applicable monthly targeted, quarterly comprehensive, or specialty service reports.

Equipment Type Minimum Required Tasks Dishwashers / power soak equipment Inspect doors, gaskets, rinse arms, spray nozzles, screens, drains, pumps, visible chemical feed components, and controls; delime/descale at a frequency recommended by the manufacturer or as needed based on water scale conditions, but not less than quarterly unless otherwise approved;

include Bison Bistro monthly targeted visual checks where applicable; run post-service test cycle;

document abnormal temperature, chemical, drainage, leakage, or sanitation concerns.

Ice machines / bins / hampers Clean and sanitize internal wetted surfaces at least every 90 calendar days; flush and reassemble;

inspect water lines, drain path, bin/hamper condition, filters, and visible contamination risks; check cafeteria ice/filter condition during monthly targeted inspections and executive kitchen ice/filter condition at least quarterly and during readiness checks when requested; replace water filters at least every six months unless the Contracting Officer identifies another responsible contract; label filter replacement date and next due date; document products used and post-service condition.

Commercial kitchen hood/exhaust equipment

Inspect and clean hood canopy, filters, accessible ductwork, access panels/covers, exhaust fans, fan blades, fan housings, fan roof areas, grease-removal components, and adjacent grease-impacted surfaces as required; apply service labels; provide authorized photos or required written substitute documentation and trend reporting; observe and report apparent smoke, odor, capture, airflow, or ventilation concerns.

Ovens, ranges, steamers, fryers, grills, kettles, skillets, warmers

Inspect seals, gaskets, hinges, latches, controls, burners, heating elements, fans, visible wiring, panels, temperature display/thermostat performance indicators, unusual heat/noise/odor, leaks, corrosion, grease, scale, and sanitation concerns; perform manufacturer-consistent cleaning, deliming, descaling, lubrication, and operational checks.

Refrigerators/freezers/cold holding equipment

Inspect gaskets, hinges, latches, drains, visible coils/fans where safely accessible, temperature displays, leaks, corrosion, unusual noise, excessive frost/ice, and door closure; document temperature concerns and recommend repair or calibration when needed.

Coffee machines/tea machines/small covered appliances

Inspect visible cords, controls, leaks, overheating, scale buildup, missing parts, sanitation condition, and operational status; perform manufacturer-consistent cleaning/descaling when included for covered equipment; report non-covered appliance concerns to the COR.

Garbage disposals/grease-management equipment

Inspect visible leaks, unusual noise, mounting, controls, drainage, odor/sanitation concerns, and safe operation; clean grease trap monthly and remove waste from site during the same visit.

9.4 Grease Trap Cleanout

The Contractor shall clean the cafeteria grease trap monthly unless otherwise directed by the COR or Contracting Officer. All waste generated during cleaning shall be removed from the site during the same visit. Onsite storage of waste products is prohibited.

• The surrounding area shall be left clean and sanitary at the end of each visit.

• Kitchen service areas shall be ready for immediate use at the end of the visit.

• Waste shall become the property and responsibility of the Contractor upon removal and shall be transported and disposed of in accordance with applicable law.

• The Contractor shall document waste type, quantity where reasonably available, removal date, disposal method/vendor when applicable, and confirmation that waste was removed from the site.

9.5 Commercial Kitchen Hood Cleaning and Inspection

The Contractor shall clean and inspect the commercial kitchen exhaust hoods, associated ductwork, filters, access panels, exhaust fans, fan blades, fan housings, fan roofs, and related grease removal components in accordance with NFPA 96, manufacturer requirements, and applicable AHJ requirements.

• Inspections of both hoods shall occur at least every 6 months unless more frequent inspection is required by the

AHJ, manufacturer, code, or observed conditions.

• Cleaning of both hoods shall occur at least every 90 calendar days unless more frequent cleaning is required by the AHJ, manufacturer, code, or observed grease accumulation.

• The Contractor shall set up equipment, water containment, hoses, power connections, and work-area protections necessary to perform the work, including work on the PIV-controlled mezzanine level where access to water and drains may be limited. Mezzanine access shall be coordinated and controlled in accordance with Section 12.3.

• The Contractor shall contact the COR not less than 5 business days in advance when building systems need to be powered up, powered down, accessed, isolated, or supported by lockout/tagout.

• The Contractor shall remove and reinstall hood filters and applicable access panels/covers and shall document pre-service and post-service condition.

• The Contractor shall clean the hood canopy, hood filters, backsplash/wall surfaces between hood and cooking equipment where impacted by grease, fan blades, interior fan housing, fan roof, and accessible exhaust ductwork.

• Where photography is authorized, the Contractor shall include photographs of accessible duct interior surfaces, hood filters, fan blades, fan housings, fan roof areas, access panels, pre-service conditions, post-service conditions, and deficiencies. Photographs shall be organized by hood, equipment area, and service date. For any hood or associated component within a no-photography area, the Contractor shall provide detailed written condition, access, work-performed, and post-service documentation instead of photographs.

• The Contractor shall identify trends such as recurring grease accumulation, repeat deficiencies, access problems, sanitation concerns, damaged filters, repeated fan conditions, or repeated areas not fully accessible.

• Deficiencies shall be coded Red, Yellow, or Green in the report. Red indicates immediate safety, sanitation, fire, property, or operational risk. Yellow indicates repair, monitoring, or follow-up is recommended. Green indicates no deficiency observed for the item reviewed.

• The Contractor shall affix an inspection/service label to each hood showing company name, inspector/service technician name, service date, pass/fail or deficiency status, and next due date.

• The Contractor shall observe and report apparent ventilation, smoke capture, odor, exhaust, grease vapor, or airflow concerns discovered during hood or kitchen equipment service. Formal air balancing, pressure certification, HVAC testing/adjustment, or TAB work is excluded unless separately authorized by the Contracting Officer.

• The Contractor shall not impair, disconnect, obstruct, modify, charge, certify, or repair hood fire-suppression components unless that scope is separately authorized and performed by properly qualified personnel. Apparent deficiencies in fire-suppression nozzles, caps, piping, pull stations, links, cylinders, tags, or obstructions shall be reported immediately to the COR.

• The Contractor shall remove all generated waste from the site during the same visit and shall leave all affected kitchen and mechanical areas clean, sanitary, and ready for use.

9.6 Ice Machine Cleaning, Sanitization, and Filter Management The Contractor shall clean and sanitize all internal wetted surfaces of the ice machines in the cafeteria and executive kitchen at least every 90 calendar days, in accordance with manufacturer instructions and using manufacturer-recommended or manufacturer-compatible products.

• Work shall include required disassembly, cleaning, sanitizing, flushing, reassembly, and operational check of accessible components.

• The Contractor shall inspect ice machine water filters during each PM visit and shall document filter condition, date last changed if known, date next change is due, and whether an expired, clogged, damaged, missing, or unknown filter condition exists.

• Unless the Contracting Officer confirms in writing that another contract is responsible for ice machine water filters, the Contractor shall replace ice machine water filters at least every six months using manufacturer-compatible filters. Each replaced filter shall be labeled or otherwise documented with date of replacement and next due date.

• The Contractor shall maintain a recommended filter inventory list showing filter type, part number, quantity needed per replacement cycle, minimum recommended on-hand level, shelf-life/expiration concerns, and estimated lead time.

9.6.1 Critical Spare Parts and Long-Lead-Time Risk List

Within 45 calendar days after award, the Contractor shall provide a recommended critical spare parts and long-lead-time parts risk list for covered equipment. The list shall identify parts that commonly fail, parts with extended delivery timelines, discontinued or hard-to-source parts, filter and gasket requirements, likely operational impacts if the part fails, and recommended Government planning considerations. The list is informational only and does not authorize purchase, storage, replacement, or repair unless separately approved in writing consistent with the contract.

• The Contractor shall document products used, service date, technician, equipment serviced, observed deficiencies, filter status, and post-service condition.

9.7 Dishwasher Deliming, Descaling, and Sanitation-Sensitive Service The Contractor shall perform dishwasher and power soak system preventive maintenance sufficient to support sanitation-sensitive operation. At a minimum, this shall include deliming/descaling, rinse arm/nozzle inspection and cleaning, screen inspection, drain observation, gasket/door inspection, visual chemical-feed observation where safely accessible, leak checks, and a post-service test cycle. Frequency shall follow manufacturer instructions and observed conditions, but shall not be less than quarterly unless otherwise approved by the COR.

The Contractor shall immediately report dishwasher conditions that may affect sanitation, including failure to heat, failure to drain, abnormal cycle operation, missing/damaged rinse arms, clogged nozzles, chemical-feed concerns, visible contamination, unsafe electrical conditions, or water leakage.

9.8 Temperature Verification and Calibration Support

The Contractor shall perform temperature verification and limited calibration support for covered equipment when applicable and when such work is consistent with manufacturer instructions and technician qualifications. This requirement includes observing and documenting equipment temperature displays, thermostats, thermometers, digital probes, refrigeration/cold holding temperature indicators, and oven/warmer temperature performance indicators during scheduled PM, repair, emergency response, and executive-event readiness checks.

• The Contractor shall document readings, observed variances, abnormal conditions, and recommended corrective action in the service report.

• Where calibration can be performed safely and is within the Contractor qualification and awarded scope, the Contractor shall calibrate or adjust covered equipment in accordance with manufacturer instructions.

• Where calibration, controls repair, parts replacement, or specialized testing is required beyond the awarded scope, the Contractor shall submit a repair proposal or recommendation.

• This PWS does not make the Contractor responsible for routine food temperature logs, cafeteria operator HACCP records, menu operations, or food disposal decisions unless specifically authorized by the Government.

9.9 Oven, Refrigerator, Freezer, and Equipment Seal Inspections During the Bison Bistro/main cafeteria monthly targeted inspection and each quarterly comprehensive PM visit, the Contractor shall inspect the condition of seals, gaskets, latches, hinges, door alignment, and similar accessible components on ovens, freezers, refrigerators, warmers, dishwashers, and other covered equipment where applicable.

For the 5100 executive kitchen, this inspection shall occur at least quarterly and during event-readiness checks when requested.

• Damaged, missing, worn, brittle, loose, or unsanitary seals shall be documented in the applicable service report.

• When replacement is recommended, the Contractor shall submit a repair proposal in accordance with Section 15.

• The Contractor shall report conditions that may affect food safety, energy use, temperature performance, sanitation, or door closure.

9.10 Executive, Holiday, National Celebration, and Special Event Readiness Support The 5100 executive kitchen and, when applicable, Bison Bistro/main cafeteria equipment may be used to support senior leadership, VIP, Cabinet-level, holiday, national celebration, emergency, or mission-support events. Examples include Fourth of July support, USA 250-related activities, Thanksgiving, Christmas, and other Government functions. This PWS authorizes equipment-readiness support only; it does not make the Contractor responsible for food preparation, catering, food service staffing, ice distribution/handling, event setup, food-safety decisions, or cafeteria operator duties unless separately authorized in writing by the Contracting Officer.

For planned events, the Government may request a pre-event readiness check as early as practicable, preferably 5 to 10 business days before the event, to allow time for deficiency identification, repair proposals, parts ordering, and Government decision-making.