Atch 5-RFI_Exhaust Hood_Duct Cleaning Services WJS 23 Apr 26.pdf

RFI: 2026 Exhaust Hood & Duct Cleaning Services, Joint Base San Antonio (JBSA)

Scope & Technical Requirements

1. Can the Government confirm whether all systems included in Technical Exhibits 1– 4 are strictly Type I grease exhaust systems, and that Type II (condensate/dish) hoods are excluded?

Gov Response: Refer to PWS; Refence Number 1 Scope of work. Last sentence.

Steam hoods will not be cleaned under this contract. (which would constitute Type II (condensate /dish hood), all others must be serviced.

2. Are there any known systems with solid fuel cooking operations that would require enhanced cleaning frequency per NFPA 96?

Gov Response: Refer to PWS; Reference numbers 1.1.1 Scheduling /frequency;

Reference numbers 1.1.2, 1.1.2.1 Cleaning. All cleanings are IAW NFPA Fire Code #96.

Will access to system schematics or as-built drawings be made available for each facility?

Gov Response: Government System schematics will not be needed to perform hood Vent cleaning contractual services.

Quantities & Frequency

3. The PWS states quantities are estimates—can the Government provide historical cleaning data (past 2–3 years) to better understand actual service volumes?

Gov Response: Quantities are estimates due to service changes that occur during the life of the contract, such as building renovations, closures, new construction, or demolition. As these changes take place, service requirements may increase or decrease accordingly.

Over the past few years, only a few adjustments have been necessary. Examples include:

• B-1520 and B-1620 Reserve Center (FSH): Services removed, no longer cooking..

• B-1705 Youth Center: Services removed due to plumbing issues.

• B-6476 LAK DF: Services placed on hold for the duration of the renovation project.

• B-5044 Reserve Center Camp Bullis: Cooking operations discontinued, resulting in removal of related services.

4. Are cleaning frequencies fixed, or will they be adjusted based on inspection results and grease accumulation levels?

Gov Response: Fixed. All Hoods shall be serviced to standard IAW PWS and Service Summary.

Access, Scheduling & Coordination

5. What are the standard working hours for each installation, and are there restrictions for night or weekend work?

Gov Response: Refer to PWS; Refence Number 4.1. In food preparation and servicing areas the work shall be performed after the serving of the evening meal and be completed before the preparation of early morning meals. Operational times can be adjusted to facilitate special needs such as afore mentioned.

6. Will escorts be required for all facilities, and if so, how will escort scheduling be coordinated?

Gov Response: All contractor technicians will report to facility POCs upon arrival before beginning services and departure after services have been completed.

7. Are there any anticipated access limitations for high-security or mission-critical facilities?

Gov Response: No. However, if circumstances were to change and the facility required such a service in the future, the government would ensure that all necessary measures and resources are provided to meet that requirement.

Inspection & Acceptance

8. What inspection criteria will be used for acceptance (e.g., visual inspection, grease thickness standards, before/after photos)?

Gov Response: Refer to PWS; Refence Number 2.1 thru 2.2.2. All of the above, as well as the COR surveillance reports.

9. Will the Government require digital reporting, and if so, are there specific formats or systems that must be used?

Gov Response: Refer to PWS; Refence Number 2.0 Service Summary and 4.3 Government Data

Waste Disposal & Environmental Compliance

10. Are there designated areas on base for grease waste disposal, or is the contractor responsible for off-site disposal?

Gov Response: The Contractor is responsible for off-site disposal.

11. Are there any base-specific environmental or hazardous material handling requirements beyond standard federal/state regulations?

Gov Response: Refer to PWS; Refence Number 4.5, Hazardous Material Identification Thru 4.10.1Enviornmental Safety and Occupational Health Management System (ESOHMS), in it’s entirety.

Safety & Compliance

12. Are there installation-specific safety requirements or training (e.g., base safety orientation, OSHA certifications, badging) required prior to performance?

Gov Response: Refer to PWS; Refence Number 4.19 Safety requirements and Reports.

13. Will confined space entry procedures be required for any portion of duct systems?

Gov Response: None JBSA FSH.

Pricing Structure

14. How should contractors account for travel between installations (Fort Sam Houston, Camp Bullis, Randolph, Lackland, and Chapman Annex) in their pricing?

Gov Response: Refer to reference number 1. Scope of work; PWS or SOW requires the contractor to travel to multiple locations, it is included in the total price, the Government does not plan to reimburse travel separately. Firm Fixed price for the entire scope of work regardless of actual cost.

Contract Administration

16. Will there be a phase-in period for transition if awarded?

Gov Response: Phase in periods are generally used for service contracts that require the time needed for equipment removal and replacement and such. Other than becoming familiar with BLDG location and the sort, all equipment is located on the Company’s servicing truck. Phase-in Period is usually decided between Cons and the awarded Contractor if absolutely needed.

Site Visits

17. Will a site visit be scheduled prior to proposal submission, and is attendance recommended or required?

Gov Response: If a site visit is scheduled it is recommended for all interests to be in attendance. Contracting usually decides whether a site visit is necessary as well as coordinate the dates and times.