Attachment 1 - Statement of Work.pdf

PERFORMANCE WORK STATEMENT

For

HEATING, VENTILATION, and

AIR CONDITIONING DUCT CLEANING SERVICES

At Hurlburt Field, FL

3 February 2022

1. DESCRIPTION OF SERVICES

1.1. Scope of Work: The contractor shall provide all Heating, Ventilation and Air Conditioning (HVAC) management, tools, supplies, equipment, labor, and transportation necessary to perform air duct cleaning services at various locations on Hurlburt Field, FL as determined by the government. The contractor shall be licensed by the state of Florida and insured. All work shall be accomplished using commonly accepted commercial standards/practices and in accordance with this Performance Work Statement.

1.2. Basic Services: Contractor work to be performed includes but is not limited to the following:

1.2.1. Heating, Ventilation, and Air Conditioning System Component Inspections: Prior to the commencement of any cleaning work, the HVAC system cleaning contractor shall perform a visual inspection of the HVAC system to determine appropriate methods, tools, and equipment required to satisfactorily complete cleaning of the HVAC system(s). This inspection will include air handling units and representative areas of the HVAC system components and ductwork. This inspection shall be conducted without negatively impacting the indoor environment through excessive disruption of settled dust, microbial amplification or other debris. In cases where contamination is suspected, and/or in sensitive environments, environmental engineering control measures should be implemented.

1.2.2. System components of HVAC systems to be cleaned include any interior surface of a facilities air distribution system for conditioned spaces and/or occupied zones. This includes the entire heating, air conditioning and ventilation system from points where air enters the system to points where air is discharged from system. The return air grills, return air ducts to the air handling unit (AHU), the interior surfaces of the AHU, mixing box, coil compartment, condensate drain pans, humidifiers and dehumidifiers, supply air ducts, fans, fan housing, fan blades, air wash systems, spray eliminators, turning vanes, filters, filter housings, reheat coils, and supply diffusers are all considered part of the HVAC system. The HVAC system may also include other components such as dedicated exhaust and ventilation components and make – up air systems, excluding dust collection systems.

1.2.3. Contractor shall be responsible for the removal of visible surface contaminants and deposits from within HVAC systems in strict accordance with National Air Duct Cleaners Association (NADCA) Standard 1992-01, Mechanical Cleaning of Non-Porous Air Conveyance System Components

1.2.4. Contractor shall bring to the attention of the Authorized Government Representative (AGR) any damaged system components found during the initial inspection.

1.2.5. Contractor shall conduct a site evaluation, and establish a specific, coordinated plan which details how each area of a facility will be protected during various phases of work.

1.2.6. Contractor shall ensure debris removed during the cleaning process is not dispersed outside the HVAC system.

1.2.7. Contractor shall ensure where Particulate Collection Equipment is exhausting inside a facility, HEPA filtration with 99.97% collection efficiency for 0.3 – micron size (or greater) particles shall be used. When Particulate Collection Equipment is exhausting outside the facility, Mechanical Cleaning operations shall be undertaken only with Particulate Collection Equipment in place, including adequate filtration to contain debris removed form HVAC systems. When the Particulate Collection Equipment is exhausting outside the facility, precautions shall be taken to locate the equipment down wind and away from all air intakes and other points of entry into the facility.

1.2.8. Measures shall be taken to control odors and/or mist vapors during the cleaning process.

1.2.9. Cleaning methods shall be employed such that all HVAC system components must be Visibly Clean as defined in applicable standards (see NADCA Standards). Upon completion, all components must be returned to those settings recorded just prior to cleaning operations.

1.2.10. Contractor shall mark the position of air-directional devices, dampers inside the HVAC system prior to cleaning and upon completion restore devices to their marked positions.

1.2.11. Contractor shall utilize existing service openings already installed in the HVAC system where possible. If contractor needs to create a service opening, they must be created so they can be sealed in accordance with industry codes and standards. New openings / closures must not significantly hinder, restrict or alter the airflow within the system. New openings / closures must be properly insulated to prevent heat loss/gain or condensation on surfaces within the system. New openings must not compromise the structural integrity of the system.

Construction techniques used in the creation of new openings shall conform to requirements of applicable building and fire codes, and applicable NFPA, SMACNA and NADCA Standards.

1.2.12. Contractor shall not cut into flexible duct. Flex duct shall be disconnected at the ends as needed for proper cleaning and inspection.

1.2.13. Rigid fiberglass duct systems shall be resealed in accordance with NAIMA recommended practices. Only closure techniques which comply with UL Standard 181 or UL Standard 181a are suitable for fiberglass duct system closures.

1.2.14. All service openings capable of being re-opened for future inspection or remediation shall be clearly marked and shall have their location reported to 1 SCOES/CEOIH in inspection report documents.

1.2.15. During the cleaning or after cleaning, contractor shall identify any evidence of damage, deterioration, delaminating, friable material, mold or fungus growth, or moisture such that fibrous glass materials cannot be restored by cleaning or resurfacing with an acceptable insulation repair coating, or antimicrobial treatments and coatings, they shall be identified for replacement. If antimicrobial treatments and coatings are used, they shall be applied in strict accordance with the manufacturer’s written recommendations and EPA registration listing.

Flex duct that cannot be sufficiently cleaned will be replaced with same diameter, quality and type of flex duct. Such areas shall be reported to 1 SOCES/CEOIH prior to replacement.

1.2.16. Contractor shall maintain a copy of all current Material Safety Data Sheets (MSDS) documentation and safety certifications at the site at all times, as well as comply with all other site documentation requirements of applicable OSHA programs and this specification.

1.2.17. Contractor shall submit to the owner all MSDS for all chemical products proposed to be used in the process.

1.3. CLEANLINESS VERIFICATION:

1.3.1. Verification of HVAC System cleanliness will be determined by the Authorized Government Representative (AGR) after mechanical cleaning and before the application of any treatment or introduction of and treatment related substance to the HVAC system, including biocidal agents and coatings.

1.3.2. A visual inspection of the HVAC system will be made by the contractor, AGR and a representative from 1SOCES/CEOIH to ensure no visible contaminants are present. If no contaminants are evident through visual inspection, the HVAC system shall be considered clean.

1.3.3. If visible contaminants are evident through visual inspection, those portions of the system where contaminants are visible shall be re-cleaned and subjected to re-inspection for cleanliness.

1.3.4. Cleaning must restore the coil pressure drop to within 10 percent of the pressure drop measured when coil was first installed. If original pressure drop is not known, the coil will be considered clean only if the coil is free of foreign matter and chemical residue, based on a thorough visual inspection (see NADCA Standards). Coil pressure drop to be measured using “magnehelic gauge” before and after cleaning with airflow operational.

1.4. PRE-EXISTING SYSTEM DAMAGE:

1.4.1. Contractor will not be held responsible for problems resulting from prior cleaning techniques of others.

1.4.2. Contractor shall identify any damage to the AGR and 1SOCES/CEOIH prior to performing any work on HVAC system(s).

1.5. CLOSE OUT REPORT:

1.5.1. Contractor shall submit a report following completion of cleaning a HVAC system to the AGR prior to submitting an invoice for the service. The report shall:

1.5.1.1. Identify pre-existing damage to system

1.5.1.2. Identify any new openings / closures added to system

1.5.1.3. Submit report on success of cleaning project as verified through visual inspection.

1.5.1.4. List all biocidal agents and coatings applied to system and rate of disposal.

1.6. PROTECTION AND CLEAN UP:

1.6.1. The contractor shall protect all surfaces and items that do not receive work. The contractor shall leave the work area free of all debris generated by the work and shall provide daily cleanup after the workday is complete.

1.7. HOURS OF OPERATION:

1.7.1. The contractor shall accomplish all interior work during daylight hours on either Saturday or

Sunday unless otherwise coordinated. Exterior work shall be accomplished during daylight hours, Monday thru Friday. Normal working hours on Hurlburt Field are 0700-1600, Monday thru Friday. Hours of operation will be cited on each task order issued.

1.7.2. Holidays: The contractor is not required to provide service on federal holidays, except if coordinated in advance with the Government. No additional costs may be requested for work mutually agreed to be performed on holidays; the holidays are:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

1.7.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

2. SERVICES SUMMARY (SS): The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance thresholds briefly describe the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success and acceptable (satisfactory) performance.

SS # Performance Objective PWS Para # Performance Threshold

Cleanliness of HVAC Systems

1.3

95% cleanliness rate verified upon completion of cleaning of HVAC Systems and after inspection by the Authorized Government Representative (AGR). The HVAC Systems will be considered clean when no contaminants are verified.

Close-out Reports

1.5

98% report rate upon completion of cleaning of HVAC Systems. Close-out reports are submitted to the Authorized Government Representative

(AGR).

2.1. QUALITY CONTROL: Quality control is the Contractor’s responsibility. T h e Contractor shall develop and maintain a quality control program to ensure HVAC services are performed in accordance with this PWS. The Contractor shall develop and implement a Quality Control Plan that contains procedures to identify, prevent, and ensure non-recurrence of defective services. The Quality Control Plan shall contain quality control procedures addressing each SS item identified in paragraph 2 above. The Quality Control Plan shall also contain procedures for keeping the Contractor’s Contract Manager and corporate office of all issues affecting quality.

2.1.1. The Quality Control Plan shall be designed so that Contractor personnel performing the QC function shall have sufficient, well-defined responsibilities, authorities and organizational freedom to identify and evaluate quality problems and to initiate, recommend, or provide solutions.

2.2. QUALITY ASSURANCE: The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR will periodically inspect by validating actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not the performance meets the standards contained in this PWS. This validation record then becomes the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a deficiency report for issuance to the contractor. The contractor shall respond IAW instructions provided and return it to the CO within three (3) calendar days of receipt.

The contractor’s performance shall be inspected for acceptability in accordance with the PWS requirements.

At the completion of each building service, the AGR shall accept or reject work accomplished.

Unacceptable work shall be re-accomplished within 48 hours upon notification and prior to the contractor starting next task at no additional cost to the government.

2.3. GOVERNMENT REMEDIES: The Contracting Officer shall require the contractor to re-perform at no cost to the Government any service not accepted by the government.

3. TASK ORDER PROCESS:

3.1. The Contracting Officer shall identify the requirement for each task order and provide the contractor with a set of plans and a Government Statement of Work.

3.2. The contractor shall visit the site as required (or attend scheduled site visit with Government personnel as required) to determine line item quantities and period of performance to accomplish task. The contractor shall verify all line item quantities to the Contracting Officer within 10 calendar days from receipt of the Request for Proposal for task order, (this timeframe may be shorter if mission dictates (i.e. end of year requirements).

3.3. The Government and the contractor shall negotiate all line items, all quantities and performance period for each respective task order.

3.4. All task orders will be issued as Firm Fixed Price. Task Order shall then be issued for the requirement with stated quantities and performance period to accomplish assigned task.

3.5. FAR Clause 52.217-8, “Option to Extend Services” applies to this contract. The Government may or may not exercise this option. If the Government exercises FAR Clause 52.217-8, the Government will add CLINs to the contract.

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

The Government will provide electricity and water for performance of services if needed by the contractor for the duration of this contract. Use of these utilities shall be approved and monitored by the government and shall be conserved by the contractor. Temporary connections, outlets, and distribution lines as required shall be installed by the contractor at his own expense. No storage area is available on Hurlburt Field for this contract. The contractor shall bring all necessary equipment and materials to the site and remove them off base at the end of each day’s work.

5. GENERAL INFORMATION:

5.1. CONTRACTOR PERSONNEL:

5.1.1. Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work to ensure it meets the requirements of this contract. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the Contracting Officer at the start of the contract.

The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to services provided on this contract. The contract manager or alternate shall be available during normal duty hours to meet on the installation with government personnel to discuss contract issues.

5.1.2. Contractor Employees: The contractor shall not employ persons to work on this contract if such employee is considered by the contracting officer to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. Any contractor personnel who violate federal, state, and local guidelines shall be prohibited from working on this contract.

5.1.3. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees using an approved contractor badge or attire with company logo.

5.2. CONTRACTOR MANPOWER REPORTING:

5.2.1. Reporting Full-Time-Equivalent (FTE) Data: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at the Contractor Manpower Reporting Application (CMRA) site http://www.ecmra.mil (select the US Air Force logo). 5.1.2. Reporting Period.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

5.2.2. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

5.2.3. User Manuals: User manuals are available on the front page of the CMRA link at http://www.ecmra.mil.

5.2.4. Qualifications

5.2.4.1. NADCA Membership: The HVAC system cleaning contractor shall be a certified member of the National Air Duct Cleaners Association (NADCA).

5.2.4.2. All contractor personnel performing HVAC system cleaning services shall be certified as Air System Cleaning Specialists (ASCS) by the NADCA

5.3. SAFETY: The contractor shall assure that its employees have received safety equipment training, medical surveillance programs, individual health protection measures, and manufacturer’s product and material safety data sheets (MSDS) as required for the work by the U.S. Occupational Safety and Health Administration, and as described by this specification.

The pertinent sections of the following publications are applicable to all work on this contract:

-Occupational Safety Health Administration (OSHA), applicable standards

5.4. PHYSICAL SECURITY: If facility has controlled access, all Contractor employees may be required to sign in upon entering the building to perform work. The contractor shall be under escort at all times while performing work INSIDE secured facilities and the contractor shall only be allowed to work one (1) crew at any given time inside. All members of a work crew shall stay within the vicinity and eyesight of the assigned escort at all times.

5.5. EMPLOYEE CLEARANCE REQUIREMENTS: The contractors shall ensure that all employees obtain and maintain as current, a National Agency Check with Inquiries (NACI) investigation for performance on this contract. The contractor shall notify the COR Office and Contracting Office immediately of any OPSEC/security incident and/or indication of a potential unauthorized disclosure or compromise of classified or sensitive unclassified information, or failure of any employee to maintain a favorable NACI status.

5.5.1. Contractor employees shall be required to obtain a contractor ID from pass and registration office for clearance on to Air Force property. A list of contractor employees shall be provided to the Contracting Officer no later than 10 days prior to award of each task order.

5.6. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL CLEARANCES,

AND VEHICLE PASSES:

5.6.1. The contractor shall comply with all requirements and procedures IAW AFFARS 5352.242- 9000, Contractor Access to Air Force Installations and other requirements stated herein. The http://www.ecmra.mil/ http://www.ecmra.mil/ contractor shall obtain base identification and vehicle passes, if required, for all Contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor employees are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

5.6.2. When reporting to the registration office, the authorized contractor individual(s) shall provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass. Hurlburt Field adheres to the guidelines of the REAL ID Act outlined in Air Force Guidance Memorandum to AFMAN 31-113.

5.6.3. Driver’s Licenses from the following non-compliant states are unauthorized IAW the REAL

ID Act of 2005, and will not be accepted for entry into Hurlburt Field:

Minnesota Missouri Montana Maine

5.6.4. Current Identification which may be used in place of an unauthorized State Driver's License are the following:

US Passport Foreign Passport Veterans Identification Card Permanent Resident card Federal personal identification Cards (Contractor ID)

5.7. THE CONTRACTOR EMPLOYEE LIST: This form shall list every employee requiring base access.

Every time employees change, it shall be updated to reflect additions and/or deletions. Identify those individuals you wish to have escort authority by including the word “escort” or “E” next to their names.

Limit the number of individuals designated as escorts to a reasonable number (i.e. one or two). For work locations use building numbers or specify as base wide if applicable. Once completed, email the list to the Contracting Office representative in EXCEL format. The Contracting Officer will then prepare, attach a cover letter, and forward the Employee List to the Visitor Control Center.

5.7.1. The contractor shall submit the employee listing the Contracting Officer no less than 3 days prior to the performance start date and at least one day prior as changes occur. Upon notification of the employee listing being forwarded to the Visitor Control Center (VCC), all contractor employees shall report to the VCC to complete the required documentation for base access. Contractor employees shall be required to provide two (2) forms of identification IAW paragraph 4.1.2.1. above.

5.7.2. If an employee will be driving on Hurlburt Field they are required to provide a valid driver’s license, vehicle registration, and proof of insurance. NOTE: The section of Commercial gate Control Center administrating this function is closed after 1800 (6:00 p.m.), therefore, employees must arrive prior to this time in order for their documentation to be processed.

5.7.3. During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

5.7.4. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to employees are returned to the issuing office.

5.8. Operations Security (OPSEC): Contractors shall ensure that all employees conduct appropriate OPSEC in the performance of the contract. Contractors will be OPSEC in-briefed by the assigned unit/directorate’s

OPSEC program manager/coordinator on the unit/directorate‘s OPSEC requirements, to include AFSOC’s Critical Information (CI), within 30 days of assignment. Contractor employees shall:

5.8.1. Protect planned operational activities by preventing the inadvertent disclosure of unclassified information relating to or revealing a possible classified operation.

5.8.2. Preserve secrecy concerning specific scenario events and a USSOCOM or AFSOC response to these events.

5.8.3. Identify OPSEC vulnerabilities and recommend protective measures which will serve to enhance the security of future operations.

5.8.4. Contractor employees shall immediately inform the COR. or Contracting Office POC of any OPSEC breech or perceived OPSEC violation. If the COR or Contracting Office cannot be contacted, the contractor shall contact the 1 SOW OPSEC OPR at 850-884-6087/4565/5829 or at 1SOW.IO@us.af.mil.

5.9. Key Control: The contractor shall establish and implement methods to ensure all keys issued by the government are not duplicated or used by unauthorized persons. The contractor shall immediately report any lost or stolen keys to the COR Office. In the event that keys are lost or duplicated, the contractor shall, upon direction of the Contracting Officer, be financially obligated to pay for re-keying or replacement of all affected “same keyed” locks.

5.10. COORDINATION OF WORK: The contractor shall coordinate all work through the using agencies Point of Contact (POC) and the AGR. The POC will be identified to the contractor prior to starting work for each task order issued.

5.10.1. Protection of government property: Contractor shall protect government property at all times.

5.11. SAFEGUARDING: The contractor shall safeguard all Government property. The contractor shall ensure no Government owned or controlled real or personal property is damaged during any service provided under the contract. The contractor shall be responsible for the repair or replacement of any Government property damaged by the contractor at no expense to the Government.

5.12. REGULATORY REQUIREMENTS:

5.12.1. U.S. Army Corps of Engineers: EM 385-1-1, Safety and Health Requirements Manual.

5.12.2. Air Force Safety and Health Standard: AFR 127-12, Air Force Occupational Safety and Health

Program.

5.12.3. Code of Federal Regulations

5.12.4. NFPA, SMACNA and NADCA Standards

mailto:1SOW.IO@us.af.mil

APPENDIX 1

DEFINITIONS

Authorized Government Representative (AGR): The contracting officer representative responsible for monitoring progress, adherence to the contract requirements, and the acceptance of services provided under this contract.

OR

Contracting Officer Representative (COR): The contracting officer representative responsible for the acceptance of services provided under this contract.

Escort: A person designated by the government to accompany and observe the contractor employees for security purposes.

Facility/Building Manager: A person designated by the government to ensure the maintenance and security of a government facility. This person is usually an occupant of the facility.