Atch 1 Hoods and Ducts PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

HOOD AND DUCT CLEANING, MAINTENANCE AND REPAIR

AND

INSTALLED FIRE SUPPRESSION SYSTEMS INSPECTION SERVICING

AT

PATRICK SPACE FORCE BASE (PSFB)

01 Apr 2021

Table of Contents

Number and Title Page Number

1. Hood and Duct Cleaning Description of Services 3

2. Scheduling 4

3. Cleaning performance date 4

4. Surveillance 4

5. Hood and Duct Maintenance, Inspections and Repair 5

6. Repairs 5

6.1. Minor Repairs 5

6.2. MAJOR REPAIRS 6

7. CERTIFICATION 6

8. SERVICE CALLS 6

9. REPORTS/DOCUMENTATION 6

10. Attachments

10.1. Hood and Duct System Information and Cleaning Interval

10.2. Hood and Duct Cleaning Facilities Points of Contact

10.3. Hood and Duct Post Inspection Checklist

10.4. Installed Fire Suppression Systems Inspection and Service Schedule

10.5. Wet & Dry Chemical Fire Suppression System Point of Contact List

1. Hood and Duct Cleaning Description of Services:

1.1. The contractor shall provide all personnel, equipment (including ladders & tools), knowledge, and all other items necessary to clean and safeguard hood & duct systems in facilities located at Patrick Space Force Base (PSFB).

1.2. The contractor shall utilize environmentally friendly cleaning equipment and agents

(detergents/degreasers) to clean the hood & duct systems.

1.3. All work is to be completed by properly trained, International Kitchen Exhaust Cleaning Association (IKECA) certified personnel. The contractor shall have a working knowledge of hood & duct systems and the requisite knowledge and ability to locate and isolate power to the fan motor/s via the fan cut off switch or circuit breaker in order to turn the fan motor off prior to cleaning and to reset it after the cleaning is completed.

1.4. The contractor shall clean all cooking hood and duct systems at the frequencies indicated in attachment 1 of the PWS. The Contractor shall comply with National Fire Protection Agency (NFPA) Standards 17A, 96, Air Force Instruction (AFI) 91-203 Chapter 6, the manufacturer’s instructions and applicable local, state and federal rules and procedures.

The contractor shall maintain records of all completed work and certifications.

1.5. The contactor shall perform all hood and duct cleaning operations in the month they are due according to Attachment 1 Hood and Duct System Information and Cleaning Frequency Chart.

1.6. A Fire Protection representative will physically inspect the contractor’s work and either approve or disapprove.

1.6.1. Per NFPA 96 the contractor is responsible for cleaning the system from above the grease screens and up through the entire system including the roof cap. The facilities occupants are responsible for cleaning the system below the grease screens.

1.6.2. If cleaning is determined not acceptable, the contractor shall re-clean the system until it passes inspection. Examples of unacceptable cleaning include, but are not limited to

1.6.3. The fire department representative swipes gloved fingers, a rag, or paper towels on the inside of the hood & duct system above the screens and discovers grease buildup is still evident.

1.6.4. Grease buildup is readily visible to the naked eye.

1.6.5. The Contractor shall be responsible for re-cleanings at the contractor’s expense.

2. Scheduling:

2.1. The contractor shall schedule hood and duct cleanings with the facilities points of contacts listed in attachment 2 (Facilities points of contact) to schedule cleaning dates as required per attachment 1 System Information and Cleaning Frequency.

2.2. The Contractor shall provide a finalized cleaning schedule, 2-weeks prior to cleanings, to 45th CES/CEF Fire Prevention via email at 45CES.CEF.FirePrevention@us.af.mil

3. Cleaning performance date:

3.1. The Contractor shall follow the steps outlined below

3.1.1. The Contractor shall contact Fire Prevention ((321) 494-2833/2834/2838 or 494-

7642 after 1600) at start of each cleaning operation to track cleaning time.

3.1.2. The Contractor shall notify Fire Prevention upon cleaning completion.

3.1.3. After notifying of completion, an inspector from the fire department will inspect the contractors work, verify performance and complete the inspection checklist & invoice.

3.1.4. The Contractor shall provide a post cleaning inspection checklist (attachment 3) with the contractor portion completed prior to the Fire Inspector’s arrival.

3.1.5. The Contractor will send a completed inspection checklist to the Contracting

Officer Representative (COR) within 7 calendar days.

3.1.6. If service is provided after hours, on weekends, or on holidays, contact the fire department at (321) 494-7642.

4. Surveillance:

No. PWS Para

Number

Performance Objectives

Performance Threshold

1 1.1.4 2.2

Scheduling Prior to performing the cleaning operation contact fire prevention.

Contact facility managers for each facility to schedule cleaning.

2 2.2 2.4

Hood Cleaning No defect in services and conducted within prescribed time limits.

No delay in submitting report.

Coordinate inspection after cleaning.

Provide signed checklist.

3 1.1.6 Invoice Submitted within 30 days of services performed.

5. Hood and Duct Maintenance, Inspections and Repair:

5.1. The contractor shall perform semi-annual maintenance, inspection and repair of each kitchen exhaust system to include plenum water wash systems. This consists of, but not limited to, inspecting, adjusting, executing minor repairs, and operational testing of all facility systems listed in attachment 1. They shall follow the maintenance and repair process and ensure all exhaust systems are compliant with AFI 91-203 Air Force Consolidated Occupational Safety Instruction, American National Standards Institute (ANSI), NFPA 17A-2021, 96-2021 or later), Occupational Safety and Health Administration (OSHA), IKECA guidelines and manufacturers’ requirements.

5.2. The semi-annual maintenance inspections shall include but not limited to: plenum water wash system, mechanical systems, mechanical components, electrical control systems, fan blades, fan motors, fan belts, filters, fusible links, etc.

5.3. The semi-annual maintenance shall be closely coordinated between the contractor, Contracting Officer Representative (COR), and facility managers as to avoid any conflict with food preparations.

5.4. The contractor shall secure the exhaust system power in the event that an imminent fire and/or safety concern is discovered. The electrical panel shall be tagged out in accordance with industry standards. The contractor shall notify the COR and Fire Department immediately.

5.5. A fire department representative will do a final inspection of exhaust systems or plenum water wash system immediately after the maintenance is completed.

5.6. The contractor shall provide a detailed written report of each maintenance, inspection, repair and/or operational test to the COR, Fire Prevention office and the Contracting Officer (CO) within 7 calendar days of service completion.

6. Repairs: The contractor shall coordinate the repair of all mechanical, electrical, and/or structural deficiencies, as a result of the maintenance process, with the COR.

6.1. Minor Repairs: The contractor shall make all repairs to the systems at the contractor’s labor and material expense if the material cost is less than $100.00 per system. The contractor shall ensure all minor repair work commences within two (2) days upon notification and shall ensure that all repairs are completed within four (4) days. The contractor is encouraged to keep equipment downtime to a minimum. The contractor shall provide a written report to include but not be limited to: all mechanical / electrical deficiencies, actual parts replaced, parts cost and man hours per repair. A copy of the repair report shall be provided to COR, Fire Prevention office and the Contracting Officer (CO) within 7 calendar days of service completion.

6.2. MAJOR REPAIRS: If the repair work is between $100.00 and $2,500.00 in total costs, the contractor shall provide a written repair cost estimate to the COR within two (2) business days of finding the deficiency requesting authorization to proceed. The written repair cost estimate shall include, at a minimum, the following: the estimated cost of material, the labor hours needed to complete repairs, and the projected time the equipment will be out of service. The contractor shall be financially compensated for material and labor costs only if COR authorization is granted. At no time shall work in excess of $100.00 be completed without COR approval.

6.2.1. If the work exceeds $2,500.00 in total costs, the contractor shall provide a written repair cost estimate directly to the CO only (not to the COR) within two (2) business days of finding the deficiency unless authorized otherwise. The written repair cost estimate shall include, at a minimum, the following: the estimated cost of the material, the labor hours needed to complete the repairs, and the projected time the equipment will be out of service. The contractor shall be financially compensated for the material and labor costs only if CO authorization is granted. At no time shall work in excess of $2,500.00 be completed without CO approval. The contractor shall ensure all major repair work commences within three (3) days of COR or CO approval.

6.2.2. The contractor shall ensure that all repair work is completed within eight (8) days of its commencement; however, the contractor is encouraged to keep equipment downtime to a minimum. The contractor shall provide a written repair completion report to include but not limited to: mechanical / electrical deficiencies found, actual parts replaced, parts cost, and actual man hours per repair. A copy of the repair report shall be provided to COR, Fire Prevention office and the Contracting Officer (CO) within 7 calendar days of service completion.

7. CERTIFICATION: The contractor shall certify that each exhaust system, to include plenum water wash fire protection system if applicable, after the maintenance/repair cycle in accordance with NFPA 96-2021, OSHA, and/or manufacturer’s recommendations. The contractor shall provide a certification document/report for each exhaust system to the COR within two (2) weeks of cycle completion. The contractor shall physically attach a waterproof/grease proof certification label to each exhaust hood containing legible pertinent information.

8. SERVICE CALLS: The contractor shall not be compensated for repeated responses to service calls that are not repaired correctly the first time, if discovered that the repeat repair is the result of the same malfunction due to the fault of the contractor. Compensation shall only be made if the malfunction is determined to be the fault of the government. In the event a kitchen exhaust system fails or malfunctions the contractor shall respond to service calls within one (1) business day upon notification by COR.

9. REPORTS/DOCUMENTATION: The contractor shall prepare and submit legible written reports and documentation for the maintenance, repair, and certification of each exhaust system. Reports shall be provided to COR, Fire Prevention office and the Contracting Officer

(CO) within 7 calendar days of service completion. The reports/documentation shall include but not limited to: exhaust hood/duct number, plenum water wash fire protection system number, work performed; repairs completed (if applicable), date of maintenance, date of repair, date of certification, name of technician, and overall condition of the equipment.

10. ATTACHMENTS:

10.1.

Hood and Duct

System Information

10.2.

Cleaning Facilities P

10.3.

Post Inspection Che

10.4.

Installed Fire

Suppression System

10.5.

Wet & Dry Chemical Fire Suppression Sys