Att 1 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

CLEANING VENTILATION SYSTEMS FOR

COMMERCIAL COOKING OPERATIONS

(HOODS AND DUCTS)

Grand Forks Air Force Base (GFAFB), North Dakota

9 February 2025

PERFORMANCE WORK

STATEMENT FOR

CLEANING VENTILATION SYSTEMS FOR

COMMERCIAL COOKING OPERATIONS

(HOODS AND DUCTS SERVICES)

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, transportation, and labor necessary to perform the inspection and cleaning of all commercial hoods and ducts, filters, fan assemblies and exhaust systems covered by this Performance Work Statement (PWS). The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations.

Required inspections and cleanings are in Appendix A.

1.1 BASIC SERVICES. The contractor shall schedule, inspect and clean hoods and ducts systems in accordance with National Fire Protection Association (NFPA) Standard 96 and all other local, state, and federal rules and procedures. The contractor shall be responsible for protection of all areas and property in the vicinity of associated work on this contract.

1.1.1 The contractor shall submit a planned work schedule for the base year to the Contracting Officer (CO) for approval no later than 15 business days after performance period start (in option years, submit schedules 15 business days before the beginning of each option year). See Appendix A for required frequency and facility point of contacts (POCs).

1.2 SERVICES TO BE PERFORMED

1.2.1 Inspections. The contractor shall submit an inspection report to the 319 CES and CO on all hood and duct exhaust systems which documents facility number, date completed, inspection results, system impairments, and any recommendations. Contractor shall submit inspection report within five business days after completion of inspection.

1.2.2 UNSCHEDULED CLEANING

1.2.3 Cleaning. Hoods, fans, ducts, filters, all stainless-steel surfaces and other associated appurtenances shall be cleaned to bare metal at scheduled intervals prior to surfaces becoming heavily contaminated with grease or oily sludge. The contractor shall ensure all interior surfaces of the duct system are cleaned to bare metal.

1.2.4 The cleaning shall encompass the entire hood and duct exhaust system from the opening in the hood to the final air outlet including the hood, filters, fan housing, motors, and all duct works, rain caps, bird/insect screens. Walls and floors below the hood system shall be cleaned of grease, dirt, debris etc. Contractor shall provide a written procedure describing the process for cleaning and inspection within 15 business days of contract award to the CO and 319 CES (701)747-6644 for approval.

1.2.5 Permanent type grease filters shall be removed, cleaned, labeled and re-installed.

Disposable type filters shall be replaced as needed. All waste material shall be disposed of in accordance with local, state, and federal regulations, off base.

1.2.6 All metal flashing, rain caps, and duct work shall be sealed to ensure no rain, snow or foreign debris will enter the system or facility. All existing access panels shall be sealed in accordance with all local, state and federal regulations. Any seam caulking damaged during the cleaning process must be replaced at no cost to the government.

1.2.7 Preparation work. Contractor shall ensure all areas and equipment from the initial kitchen filters to the floor under the hood and duct systems are protected from being soiled or damaged during the cleaning process. Contractor shall be responsible for cleaning or damages to equipment at no additional cost to the government. Clean up procedures must be completed prior to the facility opening for business

1.2.8 Fire Suppression System. The hood and duct systems are equipped with fire suppression systems. Components of the hood and duct fire suppression/protection system shall not be rendered inoperable during the hood and duct exhaust system inspection or cleaning process. If they do, the contractor must notify 319 CES and Fire Department immediately and make arrangements to have the system repaired by a certified technician in the fire suppression field at no cost to the government. If, in the process of inspecting or cleaning the hood and duct system, the fire suppression system should discharge, the contractor is held responsible for clean-up of all affected areas as well as recharging the fire suppression system by a certified technician in the fire suppression field at no cost to the government.

1.2.9 Service Identification. Immediately after cleaning each system, contractor shall affix a tag or label on each individual hood and duct system. The tag/label shall be displayed on exterior of hood, must adhere and be legible until next scheduled service. The tag/label must include the following information: contractor’s name, the date cleaned, date due next scheduled service, and signature of cleaning technician to certify that system was cleaned to meet all NFPA 96 standards and requirements of this Performance Work Statement.

1.2.10 Notifications. The contractor shall notify the 319 CES and facility manager at least seven (7) business days prior to performing an inspection or cleaning on a hood and duct exhaust system.

1.2.11 Reports. The contractor shall submit a report to the CO and the 319 CES on all hood and duct exhaust systems which documents inspection, cleaning, and needed maintenance work, with noted discrepancies, system impairments, and any recommendations, within five

(5) business days after completion of inspection or cleaning.

1.2.12 Deliverables. The following schedule lists the submittals that shall be submitted to the CO or 319 CES

Work Schedule, Base year, for each building: Within 15 business days after contract award.

Work Schedule, Option years, for each building: Within 15 business days before the beginning of each option year. Any revisions within 5 business days of start of work.

Inspection/Cleaning Method: Within 15 business days after contract award. Any revisions within 15 business days of start of work.

List of Chemicals and Safety Data Sheets (SDS): Within 15 business days after contract award

Inspection/Cleaning Report: Within 5 business days of completion of the inspection or cleaning.

2. INCIDENTALS

2.1 Utility Service. The government will furnish any electricity, water, or sewage required to support this contract where existing. All temporary connections made to utilities are the responsibility of contractor. All temporary connections must be restored to original condition. Contractor shall coordinate with the 319 CES before any temporary connections are made.

2.2 Security Forces, Fire Protection, and Emergency Medical Treatment. Call 911 for emergencies for Security Forces, or to report a fire, or for medical emergencies. The government will provide emergency medical treatment and emergency patient-transportation service for contract personnel who are injured or become critically ill while performing work on Grand Forks AFB, in accordance with this contract. The contractor must reimburse the government for the cost of medical treatment and patient transportation service at the current rate. The contractor is responsible for the preparing necessary paperwork and reimbursement costs.

3. GENERAL INFORMATION (Records)

3.1 IAW AFI33-322: paragraph 2.2.3.10. Contractors will comply with the Privacy Act of 1974 (the Act) and AFI 33-332, the Air Force Privacy Act Program and the agency rules and regulations issued under the Act in the design, development or operation of any system of records. Operation of a system means performance of any of the activities associated with maintaining the system of records, including the collection, use and dissemination of personal information. Systems of Records on individuals are defined as a group of any records under the control of an agency from which information is retrieved by the name of the individual or by some identifying number, symbol or other identification unique to the individual.

3.1.1 All records generated during the performance of a contract for outsourced functions are government records and will be turned over to the government upon termination of the contract. Contractor generated electronic records created and maintained in performance of the contract will be maintained in the command approved and certified Records Management Application (RMA). Electronic records returned to the government after execution of their contract will be in the authorized RMA and electronic media as specified in the PWS.

3.1.2 Records are considered to be all books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics, made or received by any agency of the US government under federal laws, or in connection with the transactions of public business, and preserved or appropriate for preservation by an agency, or its legitimate successor, as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational value of data in them. This includes all electronic records, which must meet the requirements of DODSTD5015.2.

3.1.3 Contractors performing outsourced functions will comply with the following Publications, as applicable:

• AFI 33-322, AF Records Management and Information Governance Program.

• DODM5400.07/AF Sup 1, DoD Freedom of Information Act Program. AFI 33-

332, Air Force Privacy Act Program.

• DODSTD5015.2, Department of Defense Design Criteria Standard for

Records Management Applications Functional Baseline Requirements.

• Title 44, U.S.C. Chapters 29 (Records Management by the Archivist of the US and by the Administrator of General Services).

• Title 44, Chapter 31 (Records Management by Federal Agencies) 3101-3107

(Federal Records Act of 1950). Title 44, Chapter 33 (Disposal of Records 3301- 3314).

• Title 36 (Code of Federal Regulations), Chapter XII (National Archives and Records Administration, Subchapter B, Records Management).

• 41 CFR, Chapter 201 (Federal Information Resources Management Regulation

(FIRMR)).

• Title 8, GAO Policy & Procedures Manual for Guidance of Federal Agencies, Records Management. Circular A-130, 25 Jun 93, OMB, Federal Information Resource Management (A-130) Revision.

• Title 18 U.S.C. 2071, Concealment, Removal or Mutilation of Records. DOD Directive 5015.2, Records Management Program.

3.2 PERSONNEL

3.2.1 Contract Manager. The Contractor is responsible to provide a fully qualified Contract Manager. The Contract Manager shall be responsible for management and coordination of the contract and shall be the point of contact with all government representatives. The contractor shall notify the Contracting Officer in writing prior to contract start date of the names of the Contract Manager and the alternate Contract Manager.

The Contract Manager and alternate must be able to read, write, speak, and understand English.

3.2.2 Employee Identification. All contractor employees must wear a contractor furnished common identifiable outer garment. (Example: hat, shirt, jacket) Each contractor employee shall wear a contractor provided nametag that has individuals name and company name.

Nametag may be a badge, embroidery, or nameplate. Contractor furnished identification items shall be neat and display a professional appearance.

3.3 SECURITY PROCEDURES/POLICIES.

3.3.1 Passes. Passes will be issued only until the end date of the current performance period. Personnel can apply for a replacement pass within 30 days of expiration. ALL PASSES, expired, or otherwise must be turned into the visitor control center. Pass issuance will be tracked and failure to account for them may result in payment delays, adverse contract action, or other remedial measures. Long-term passes will not be issued for contracts with a performance period of less than 60 days.

3.3.2 Background Checks. All Contractor and subcontractor personnel who enter the installation must undergo a background check. If any employees or the employees of any of your subcontractors do not consent to a background check, such individuals will be prevented from entering the installation.

Any derogatory information resulting from a background check or which otherwise comes into the possession of the contracting officer may result in such individuals being prevented from entering the installation. This shall not excuse the Contractor from proceeding with the contract as required.

Contractors are further reminded to ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons found to be undocumented, or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with removal of unauthorized employees.

3.4 Environmental Concerns. Contractor shall not utilize any chemicals in the performance of this contract that are toxic, corrosive, flammable, hazardous, or have an offensive odor without prior approval from 319 CES/Environmental. Contractor must store all chemicals in their original, labeled containers. Non-marked containers will not be authorized on government installations.

3.4.1 Material Safety Data Sheets (MSDS). An MSDS must be readily available at all job sites for any chemical being used. A copy of all MSDS must be submitted to the CO regardless of if the chemical is deemed hazardous or not. MSDS must be submitted for all chemicals in use at start of contract within 15 business days of notice to proceed with contract. Any new chemical introduced must have prior approval and MSDS submitted to CO and 319 CES before coming onto base. See Deliverables 1.5. The contractor shall comply and assure that all subcontractors comply with all applicable federal, state, and local laws, regulations, ordinances, policies and standards related to environmental matters.

Copies of local policies and procedures can be reviewed at the environmental office in Bldg. 410, phone (701) 747-4774.

3.4.2 Scheduling of Work. In order to minimize interference with the operation of a facility, the contractor may need to schedule inspection, cleaning on a hood and duct exhaust system for other than normal duty hours i.e., at night, early morning, or weekends. In all instances the contractor shall notify the 319 CES and coordinate with the facility manager at least seven (7) business days prior to performing inspection or cleaning. Contractor shall provide a schedule for each facility on the contract within 15 business days before the beginning of each option year. Schedules must indicate the days and time each building will receive services including cleaning requirements. Schedules must consider holidays, government holidays and peak hours of each facility in scheduling work; to provide the least amount of inconvenience to facility. The schedule must cover a period of 12 months.

Contractor shall immediately inform 319 CES of any schedule changes. Contractor will provide a revised schedule to CO/319 CES within five (5) business days. Schedules will be submitted within 15 business days before the beginning of each option year.

4. GENERAL INFORMATION (Miscellaneous)

4.1 QUALITY CONTROL. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. All customer complaints shall be documented and submitted to the 319 CES not later than (NLT) the end of the second business day after receiving the complaint.

4.2 QUALITY ASSURANCE. The government will inspect performance of scheduled work to ensure services are in compliance with PWS and federal/state/local regulations.

4.3 HOURS OF OPERATION. The normal business hours for operations on the base are from 0745-1630, Monday thru Friday. Some work is scheduled and completed after normal business hours in order to have the least amount of disruption to services. It is best to contact Facility Managers during this time.

4.3.1 RECOGNIZED HOLIDAYS. The contractor will not provide services on the following federal holidays: New Years Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Columbus Day/Indigenous People’s Day, Veterans Day, Thanksgiving Day, and Christmas.

4.4 SECURITY REQUIREMENTS. Contractor personnel shall apply for a base identification card to be carried while working on GFAFB. All Government properties (identification cards, restricted area badges, and privately owned vehicle (POV) passes shall be returned within 24 hours after employment is terminated. It is the responsibility of the contract manager to retrieve, turn in, or report any loss or misuse of such items to the 319 CES, and Base Pass and Identification office. DAFFARS clause 5352.242-9000, Contractor Access to Air Force Installations, Contractor Security Agreement, provide base access and security requirements. In addition, contractors shall follow guidance listed in Appendix G (pass and identification, consent to background checks, vehicle registration and anti-terrorism awareness training).

4.4.1 Contractor Passes: The Contractor Gate Control Center will issue a 319 SFS/SFA Form 74 to the contractor and his/her employees upon completion of screening process. The screening process takes time, and the contractor shall visit the Commercial Visitor Control Center prior to expecting base entry to receive required forms and instruction on the application process, to include estimated time of receiving the contractor pass.

4.4.2 Although contractors will not be issued vehicles passes vehicles are subject to search while on the installation. Employee privately owned vehicles will not be allowed access to restricted/controlled areas without a free zone being established. Company vehicles will be allowed access to restricted/controlled areas.

4.4.3 All Contractor vehicles should have markings with the company name for quick identification of ownership and notification if they are involved in an incident.

4.4.4 Conduct Requirements. The contractor shall ensure that his/her employees comply with all base traffic regulations and properly conduct themselves while on the base.

5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

PRESIDENT AND OR SECRETARY OF DEFENSE. Hoods and Ducts cleaning has been identified as all or a portion of the services performed under this contract as “Non-Essential DoD Contractor Services” as defined and described in DoD Instruction (DoDI) 3020.37.

Contracting Officer will contact contractor of crisis condition as soon as possible. When necessary, the government will augment performance to meet surge or crisis requirements beyond the capability of the contractor.

6. MEETINGS. The contracting officer may require the contract manager and other essential personnel to meet with the contracting officer, contract administrator, 319 CES and other government personal as deemed necessary. The contractor may request a meeting with the contracting officer when the contractor believes such a meeting is necessary. Written minutes of any meetings must be recorded in the contract file and signed by the contract manager and contracting officer. If the contractor does not concur with any portion of the minutes, he must submit non-concurrence in writing within 5 business days following receipt of the minutes.

7. INFORMATION PROTECTION

7.1 The security manager for the Sponsoring unit (i.e LRS, CES etc.) will determine individual requirements for contractor personnel to have a background check.

7.2 If a National NACI is determined to be required by the security manager, the security manager will coordinate the check with the wing Information Security Office.

8. ANTI-TERRORISM

8.1 All contractor employees requiring access to any Federally controlled facility and logical access to

Federally controlled information systems except for “national security systems” as defined by 44 U.S.C. 3542(b)(2), should be certified in Level 1 Anti-Terrorism Training. The training is accessible from any computer with access to the World Wide Web and is available at https:/atlevel1.dtic.mil/at.

The contractor is responsible for ensuring that the training has been satisfactorily completed and that valid certificates of completion have been submitted to the 319 CES with a copy furnished to the Contracting Officer. The Certificates are valid for one year; therefore, training shall be completed every year for the duration of the contract.

8.2 OPSEC – Contractors who have access to mission critical information require a general knowledge of threats, vulnerabilities and their responsibilities associated with protecting critical information.

This is accomplished through initial and annual OPSEC training. Standardized AF OPSEC awareness training located on the AF Advanced Distributed Learning Service (ADLS) is the baseline training required for all personnel. Organization specific training will be provided in addition to this training to ensure all personnel in the Air Force are aware of local threats, vulnerabilities and critical information unique to their duty assignment. The customer unit’s Coordinator (319 CES) will provide OPSEC training or training materials to contract employees within 90 days of contractor employees’ initial assignment to the contract.

9. APPENDIX

APPENDIX A: WORKLOAD FACTORS

CLEANING VENTILATION SYSTEMS FOR COMMERCIAL COOKING OPERATIONS

(HOODS AND DUCTS)

GRAND FORKS AIR FORCE BASE, ND

The cleaning work on hood and duct exhaust systems shall be accomplished on a recurring basis depending on the type and model of the system, how often system is used, the type of cooking operations performed, and the operational condition of the individual system.

Following is the annual workload requirements. (Contractor shall do Semi-Annual cleaning during the months of April thru September)

Building Location Building Manager Number of fans/hoods Frequency

Concession Area/Little Bangkok Bldg 105

Base Exchange Manager (701) 747-3021 or (701) 594-5684

1 fan - 1 Exhaust vent

Semi-Annual clean/inspect semi-annual

Northern Lights Club Bldg 118

Club Manager

(701) 747-3392

1 fan – 3 hoods Semi-Annual clean/inspect semi-annual

Sunflower Chapel Bldg 124

Chapel NCOIC

(701) 747-5673

1 fan – 1 hood Annual clean/inspect semi-annual

Child Development Center Bldg 168

CDC Director (701) 747-3042

1 fan - 1 hood Annual clean/inspect semi-annual

Bowling Center Bldg 202

Facility Manager

(701) 747-3050 or 747-4279

1 fan – 1 hood Semi-Annual clean/inspect semi-annual

Prairie Rose Chapel Bldg 208

Chapel NCOIC

(701) 747-5673

1 fan – 1 hood Annual clean/inspect semi-annual

Airey Dining Facility Bldg 315

Facility Manager

(701) 747-3834 or (701)594-0186

4 fans – 5 hoods Semi-Annual clean/inspect semi-annual

Fire Department Bldg 633

Fire Dispatch (701) 747-6304

1 fan – 1 hood Semi-Annual clean/inspect semi-annual

Note: Due to constant personnel changes contact 319 CES (701) 747-6644/5821 for point of contact updates.