Performance Work Statement for Monthly Hood Cleaning Service- VASNHCS.pdf

PERFORMANCE WORK STATEMENT

VA SIERRA NEVADA HEALTH CARE SYSTEM

CANTEEN & NUTRITION & FOOD SERVICE HOOD EXHAUST CLEANING SERVICE

Part 1

General Information

1. General: This is service contract to provide monthly hood cleaning service for the Canteen & Nutrition and Food Services (NFS) hood exhaust system. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.1 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, other items, and non-personal services necessary to provide monthly hood cleaning service for the Canteen & NFS hood exhaust system as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: VA Sierra Nevada Health Care System (VASNHCS) requires monthly cleanings for both the Canteen & NFS hood exhaust system to ensure the safety of patients, staff, and visitors to the hospital. The daily meals prepared using the grills, ovens, stoves, and fryers can cause an enormous build-up of grease and without proper cleaning, may cause a fire.

1.3 Objectives: To inspect and clean the hood exhaust systems in the Canteen and NFS department at VASNHCS.

1.4 Scope:

1. Place of work and period of performance:

a. VASNHCS, 975 Kirman Ave, Reno, NV 89502

i. Canteen Services, Bldg 1, C1321

ii. Nutrition & Food Services, Bldg 1, C2338

b. Service will occur monthly, the fourth Thursday of each month, except during

Federal holidays. Please see Section 3d for further details.

c. To mitigate any impact to patient care, work will begin at 1630 (4:30pm) for the Canteen area and begin around 1830 (6:30pm after dinner service) for the NFS area. Most work is complete by 2030 (8:30pm).

d. This will be for base plus four option years.

2. Overview (A site visit may be required):

a. Identify site conditions, material, labor, equipment, and electrical requirements for service.

b. Obtain necessary permits, federal, state, county, and/or city.

c. All work listed below will be conducted by a technician trained to work in the food service hood exhaust system.

d. Work must be coordinated with the Contracting Officers Representative (COR) and/or designated representative to determine any scheduling conflicts with any operations within the area of the work site.

e. The contractor is responsible to ensure any excess material/debris is removed and properly disposed of from the hospital site.

f. Documentation shall be provided to the COR within five business days upon completion of work.

3. Scope of work:

a. The contractor shall provide all management, supervision, labor, parts, material, tools, and transportation necessary to perform the monthly hood inspection and cleaning service.

b. The contractor, without additional expense to the Government, shall obtain all licenses, permits, and insurance required to perform the work in this contract. The contractor shall comply with all current, applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer (CO) and COR before work commences.

c. The Canteen and NFS hood exhaust systems will be thoroughly inspected and cleaned once a month per the most current National Fire Protection Association (NFPA 96/2024 Edition) and all other local, state, and federal standards and procedures.

d. Cleaning will be completed once per month, on the same day of the same week of each month (current cleanings are on the fourth Thursday of each month). Exceptions are Federal holidays. In this case, the cleaning will occur the Tuesday (or if enough notice, the Thursday) prior to the set cleaning days. Cleanings will be completed after work hours, to mitigate any impacts to patient and veteran care. The contractor shall provide a minimum of 24 hours’ notice of schedule changes. The contractor shall also provide the COR a copy of all cleaning schedules via email no later than three days prior to the scheduled cleaning.

i. In the event that the cleaning cannot occur on the agreed upon date, the cleaning will be rescheduled to the next available date that will accommodate the governments impacted services.

e. The contractor shall inspect and clean all surfaces on which grease and dust can be deposited in normal operations of each type of equipment to include but not limited to: hoods, grease removal and collection devices, duct systems including horizontal and vertical ductwork from the filters up and throughout the entirety including the fan and blower hosing, fan, fan wheel, exhaust fan and other apparatus thereto. The contractor is not responsible for cleaning the motor hoods, canopies, or motor interiors. Where there is more than one system in the building, the contractor shall complete all work required on one system before starting the next. Two or more hoods that vent into one exhaust system going to the roof is considered one system. Defects in the systems found by the contractor that require repair (e.g. broken fan blades, nonfunctioning blowers, frayed fan belts, broken conduit, excessive grease, missing filters, inaccessible areas, separation of ductwork joints, etc.,) and if not corrected, could impact the contractor’s ability to perform the service or would impair the system’s ability to function properly shall be documented and annotated on the cleaning/inspection report.

f. The contractor shall clean all surfaces of hoods to bare metal. This includes, but not limited to outer and undersides of hoods and filter compartments.

There shall be no visible grease, either solidified or baked on after cleaning is performed.

g. The contractor shall clean all grease filters, baffles, collection trays, and other approved grease removal and collection devices for use with commercial cooking equipment.

h. The contractor shall clean all horizontal and vertical ductwork to bare metal beginning at the hood connection and extending to and including the exit stack. Where ducts are joined in sections, the contractor may remove and clean if required, to ensure adequate cleaning in accordance with this PWS and all referenced publications. Duct sections shall be reinstalled with joints opposite to the direction air flow using sheet metal screws and new clips.

i. The contractor shall clean the complete fan assembly including the housing, wheel shafts, braces, supports, pulleys, and all other apparatuses thereto, with the exception of motor interiors.

j. Acceptable methods of cleaning commercial kitchen exhaust systems shall include but is not limited to the following processes or a combination thereof:

i. Manual removal of cooking by-product.

ii. Low pressure application of USDA or facility approved detergents.

iii. Wash/rinse processes utilizing high pressure hot water cleaning.

iv. Wash/rinse processes utilizing saturated steam cleaning.

k. In accordance with paragraph 11.6.6 of NFPA 96 Standard, flammable solvents or other flammable cleaning aids shall not be used in cleaning operations.

l. The contractor shall, at the start of the cleaning process, lock out any electrical switches that could be activated accidentally during the cleaning process. At the close of the cleaning operations, exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state. When cleaning procedures are complete, all electrical switches shall be returned to an operable state.

m. When cleaning procedures are complete, all access panels (doors) and cover plates shall be restored to their normal operating condition. When access panels are removed, a service company label or tag reprinted with the name of the company and giving the date of inspection and/or cleaning shall be affixed near the affected access panel(s).

n. The contractor shall not render fire suppression system components inoperable during the cleaning process. Cleaning chemicals shall not be applied to fusible links or detection devices of automatic fire suppression systems installed in exhaust equipment.

o. The contractor shall keep the service area free from accumulations of waste material or rubbish. When cleaning from the roof down through the ducts, plastic sheeting shall be positioned and affixed directly under hoods to prevent steam from coming into contact with personnel working below.

Upon completion of cleaning service, the contractor shall ensure the work area and premises are clean and restored to their original condition. The contractor shall collect and remove all trash, condensed steam, grease, and dirt generated from the cleaning and properly dispose in accordance with all local, state, and federal regulations. The contractor shall provide all cleaning equipment and supplies such as, but not limited to, brooms, mops, buckets, rags, paper towels, etc.

p. Government furnished property and services:

i. The Government shall provide reasonable quantities of utilities (water and electricity) to the contractor without charge for the sole purpose of fulfilling the services in this contract.

ii. All reasonable quantities of utilities (water and electricity) will be available to the contractor without charge. Any temporary lines and connections that may be required shall be approved by the COR and installed, maintained, and removed by the contractor at the contractor’s expense.

iii. The contractor shall practice utility conservation and perform work in a manner that prevents the waste of such utilities. Water faucets and/or valves shall be turned off after use. Lights shall be used only in areas where and when work is actually being performed. The contractor is not authorized to adjust mechanical equipment controls for heating, ventilation, and air conditioning systems unless specially authorized by the person having authority over the system.

4. General:

a. The contractor shall ensure that their personnel comply with all VASNHCS policies to include but is not limited to:

i. Parking in the appropriate/authorized spaces, with special consideration to ensure that they are not parking in veteran/patient spaces. (Parking is only available on the 2nd deck of the two-story parking garage off Belli Drive, the four-story parking garage south of the two-story parking garage, or on the streets surrounding the hospital.)

1. Exception: For service work after hours (during the authorized workday), the company vehicle may park in the authorized space in front of Bldg 1 to unload/load their equipment for the service.

ii. No tobacco, vaping, or smoking (not authorized on any part of the hospital property).

iii. Contractor personnel must check-in with the VASNHCS Police Services prior to commencing work to receive a visitor badge (which is only good for 24 hours).

iv. If the contractor(s) are not feeling well, has been around someone who has tested positive for COVID within the seven days prior to service, or is awaiting a COVID test result, immediately contact the COR to reschedule the work.

v. VASNHCS may demand that the contractor remove any person(s) who pose a threat to the health, safety, or security of the hospital, employees, or patients.

5. Reports and documentation:

a. The contractor shall prepare and submit the following reports and/or documentation:

i. Cleaning/inspection reports:

1. The contractor shall submit completed cleaning/inspection reports on all cleanings to the COR within five calendar days upon completion of the service. The contractor shall also provide a copy of the completed report to the facility managers or their representatives at the time of cleaning. The report shall contain, at a minimum, the following:

a. Building number/name of facility where the kitchen exhaust system cleaning was performed.

b. Date and time of cleaning.

c. Method of cleaning used.

d. Acknowledgement certificate of cleaning was applied to exhaust hood.

e. Equipment inspection checklist and comment section for identifying system defects.

f. Inaccessible areas that were not cleaned.

g. Name and signature of service technician and facility manager/person in charge.

ii. Service label:

1. After a cleaning/inspection service has been accomplished for each kitchen exhaust system, a service label shall be placed conspicuously, readily accessible, visible, and legible, on the hood in the immediate vicinity of the suppression system tag or existing hood label. The label shall be writeable and made of heat resistant, self-destructing material with self-sticking adhesive on the back. The label shall be printed with all the required information as per all local, state, and federal rules/regulations.

6. Security and records management disclaimer:

a. The Certification and Accreditation requirements do not apply as the contractors will not be doing work inside the hospital or will work in or around any VA computer system. A Security Accreditation Package is not required.

b. Applicability

i. This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

c. Definitions

i. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

1. The term Federal record:

a. includes VA records.

b. does not include personal materials.

c. applies to records created, received, or maintained by contractors pursuant to the VA contract.

d. may include deliverables and documentation associated with deliverables.

d. Requirements

i. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

ii. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C.

552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

iii. In accordance with 36 CFR 1222.32, contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

iv. The VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the contracting activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, contractor must report to the VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

v. The contractor shall immediately notify the appropriate CO and/or COR upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment.

Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle].

The contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the CO or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

vi. The contractor is required to obtain the CO's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by Government and VA’s guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

vii. The contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA’s policy.

viii. The contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

ix. The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the FOIA.

x. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through

FAR 52.227-20.

e. Flowdown of requirements to subcontractors

i. The contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

ii. Violation by a subcontractor of any provision set forth in this clause will be attributed to the contractor.