Attachment 1 - Statement of Work - Revised 7 NOV 25.pdf

Statement of Work Kitchen Hood and Duct Cleaning

1.0 SCOPE:

1.1. Contractor shall provide all labor, equipment, tools, materials, parts, supervision, transportation, and all other items or services necessary to perform commercial hood and duct cleaning and inspection for multiple locations at the Cheyenne VA Medical Center (VAMC), 2360 East Pershing Blvd., Cheyenne WY 82001.

2.0 CONTRACTOR PERSONNEL:

2.1. All Contractor personnel performing work shall be trained, qualified, and certified in accordance with (IAW) National Fire Protection Association (NFPA) 96, Cleaning of Exhaust Systems, Chapter 11, paragraph 11.6.1.

and the International Kitchen Exhaust Cleaning Association (IKECA) standards.

2.2. All Contractor personnel performing work shall be licensed IAW the City of Cheyenne Contractor Licensing Regulations, Section 21.6.

2.3. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain company and employee names in English.

3.0 PRINCIPAL FEATURES:

3.1. Contractor shall remove all deposits left behind from grease-laden vapors.

Additionally, all dirt, grease, oil, and any other foreign deposits on the interior duct work and exterior surfaces above exhaust system components shall be removed with no residue remaining.

3.1.1. Positive cleaning methods shall include but not be limited to the following processes or a combination thereof:

3.1.2. Manual removal of solidified, semi-solidified or liquid cooking by-product.

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

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

3.1.5. Wash/rinse processes utilizing saturated steam cleaning.

3.1.6. Replace removed pads with clean absorbent pads.

3.2. Manufacturer and locations of Hoods, on Cheyenne VAMC Campus.

3.2.1. Cowboy Building 1, 2nd floor Nutrition and Foods Kitchen: Quantity 1, Captive Air Custom Stainless Double Island Canopy Hood 6824 R, 400

CFM (per side), 16’0” length, 10’0” deep. Quantity 1, Upblast Fan for hood, Quantity 1 Vapor Hood.

3.2.2. Cowboy Building 1, Community Living Center 1st floor kitchen: Quantity 1, Captive Air Stainless Wall Hood, 54245 ND2 400 CFM, Quantity 1, Upblast Fan for hood/exterior wall, Quantity 1, custom Vapor Hood, 36” length x 33” deep.

3.2.3. Douglas Fir, Canteen 1st floor: custom stainless wall hood 60” length x 30” deep, 400 CFM, Quantity 1, upblast fan for hood, Quantity 1, vapor hood, 36” length x 33” deep.

3.3. As a minimum the following systems components shall be cleaned:

3.3.1. Air Moving equipment

3.3.2. Duct section from the canopy or hood to roof top exit

3.3.3. Canopy or non-canopy exhaust equipment

3.3.4. Vertical type fume scrubber

3.3.5. Fan discharge stacks

3.3.6. Impeller Shaft

3.3.7. Roof top vents & exhaust equipment

3.3.8. Fire dampers

3.3.9. Fan blades or blower wheels

3.3.10. Any other components associated with the hood & duct assemblies

3.4. The Contractor shall ensure necessary safety equipment is available as required for personnel to safely work in the kitchen and serving lines, including but not limited to equipment to ensure personnel do not stand upon ranges, griddles, or other installed equipment in the performance of work.

3.5. Contractor shall use non-flammable, non-toxic solvent cleaner.

3.6. Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system.

3.7. Contractor shall cover all kitchen equipment in and around the cleaning area with canvas, tarpaulin, or heavy gauge plastic before starting. In the event of inclement weather, the contractor shall erect a canvas or tarpaulin shelter around and over the roof top section of exposed exhaust duct work to protect equipment and personnel during rooftop cleaning operations.

3.8. At the start of the cleaning process the Contractor shall lock out all electrical switches that could be accidentally activated during cleaning.

3.9. Contractor shall not render the fire extinguishing system inoperable during the cleaning process, without prior written approval from Ft Harrison VAMC Fire Department and Maintenance. Upon written approval from Fire Department, the contractor shall be properly trained, qualified, and certified who has the jurisdiction to service the system at the completion of the cleaning process at no additional cost to the Government IAW NFPA 11.6.5.

3.10. If the fire alarm system is accidentally activated, the contractor shall immediately call the Fire Department via 911.

3.11. If the fire extinguishing system is accidentally discharged, the contractor shall clean all affected areas and replace the fire suppression agent and propellants by a properly trained, qualified and certified person that is acceptable to the authority having jurisdiction at no additional cost to the Government.

3.12. All reasonable quantities of utilities shall be made available to the contractor without charge.

3.13. The contractor shall provide legible Materiel Safety Data Sheets (MSDS) sheets to the Facility Maintenance Services (FMS) Government point of contact prior to initiating service. At any time during the contract, the contractor elects to use some different cleaning aids the MSDS sheet must be delivered to that office prior to using.

4.0 EVIDENCE OF SATISFACTORY PERFORMANCE:

4.1. Satisfactory performance will be evidenced by no grease, dirt, oily lint, sludge or other foreign matter present throughout the hood, vent, and exhaust systems after completion of cleaning services in accordance with the scheduled frequencies. Cleaned surfaces shall have a uniform appearance and will not be oily in accordance with NFPA Standard 96.

4.2. All kitchen hoods, grease removal devices, fans, ducts, and other equipment (filters, motors, covers, plenum header, and plenum volume area, fire extinguishing system piping, nozzles, and activation devices) shall be thoroughly cleaned in accordance with methods established in NFPA 96, Standard for Ventilation Control and Fire Protection of

Commercial Cooking Operations 2001 Edition, National Fire Protection Handbook19th Edition, paragraph 11.4.

5.0 CLEANING SCHEDULE:

5.1. General. The cleaning and inspections of hoods and ducts will be accomplished on a recurring quarterly basis (every three months), with each building being serviced in the applicable cleaning schedule as outlined below. The cleaning of the hoods and ducts must be coordinated with the Fire Department and FMS as not to interfere with normal business, which means cleaning could be late night or early morning. An annual tentative schedule when the cleaning will be performed with the understanding that scheduled cleaning may be interrupted due to unseen events; however, cleaning must be accomplished during their due schedule period. All services shall be coordinated with the FMS Government point of contact.

5.2. Scheduling Procedures. Prior to commencing any work, the Contractor must schedule the cleaning time frame with the FMS Government point of contact. Cleanings shall be accomplished only when facilities are closed. All work must be completed within a continuous 14-day period within the scheduled month. The contractor shall submit and shall accomplish the 'Facility Servicing Coordination" form with Section A filled out for each facility. Send completed Section A form to the FMS Government point of contact no later than 4 calendar days in advance of the first monthly cleaning. The contractor shall accomplish the Servicing Coordination, Form” Section B during the cleaning. This form shall be submitted prior to invoicing. The contractor shall submit the 'Individual System Service Report " form to the FMS Government point of contact on each exhaust system inspected. These forms shall be submitted prior to invoicing.

5.3. Upon arrival at the Medical Center, the contractor must check with the VA Police dispatch office and contract the on-duty Boiler Plant Operator, located in Building 13, phone number 307.778.7550 x 17334.

The contractor will be assigned a VA escort for the duration of the service and must return to building 13 at the completion of the service and sign out with the Boiler Pant Operator.

5.4. Hours of Operation. Hours of operation shall be any hours of the day/week, with the agreement of the system. Facility Managers have the final word on the scheduling.

6.0 AFTER THE ENTIRE SYSTEM IS CLEANED:

6.1. The Government may inspect each task as completed. The Contractor shall be notified within three duty days of unacceptable service. The

Contractor shall re-perform service within three days of notification of unacceptable service at no additional cost to the Government.

6.2. If discrepancies are noted during the inspection, corrective action will be accomplished by the contractor at that time.

6.3. All panels, dampers, fans, diffusers, etc., shall be correctly positioned and secured. All switches that were turned off or locked out shall be returned to their "normal operating positions" after satisfactory inspection by the FMS Government point of contact.

6.4. When an access panel or door has been opened or removed for cleaning purposes, the contractor shall install a service company label or tag preprinted with the name of the company and date the cleaning was performed. The label or tag shall be affixed near the affected access panel or door.

7.0 SAFETY AND FIRE REGULATIONS:

7.1. . All work to be accomplished shall be in compliance with the National Fire Protection Association (NFPA) Standard 96, Code of Federal Regulations (CFR) 29, UL 300, Occupational Safety and Health Association (OSHA) regulations and applicable federal, state, and local laws and regulations.

8.0 UPON COMPLETION OF WORK:

8.1. Contractor shall provide a certificate of cleaning for each hood and duct cleaned. Certificate will be posted on the outside of the hood in plain site from the kitchen. The certificate shall show the name of the service, company, name of the person performing the work, telephone number, and the date of the cleaning was performed.

8.2. Contractor shall provide a written report to the FMS Government point of contact that specifies areas that were inaccessible or not cleaned and overall condition of the hood and duct system.

9.0 QUALITY CONTROL INSPECTOR:

9.1. The Facility Manager is designated as the Quality Control Inspector and is responsible for monitoring performance and final acceptance.

10.0 FEDERAL HOLIDAYS. Unless required by the Contracting Officer or designated representative, the Contractor shall not provide routine services on federal holidays. Current federal holidays are identified at www.opm.gov http://www.opm.gov/

Facility Servicing Coordination and Individual System Service Report

BLDG

Cheyenne VAMC

O C T

N O V

D E C

J A N

F E B

M A R

A P R

M A Y

J U N E

J U L Y

A U G

S E P T

Cowboy

2nd Floor Nutrition and Foods, Double Island Canopy Hood

X X X X

Cowboy

2nd Floor Nutrition and Foods, Upblast Fan for Double Island Canopy Hood

X X X X

1 Cowboy 2nd Floor Nutrition and Foods, Vapor Hood

X X X X

Cowboy, 1-A

1st Floor Community Living Center, Wall Hood

X X X X

Cowboy, 1-A

1st Floor Community Living Center, Upblast Fan for Wall Hood

Cowboy, 1-A

1st Floor Community Living Center, Vapor Hood

Douglas Fir, 1-C

1st Floor Canteen, Wall Hood X X X X

Douglas Fir, 1-C

1st Floor Canteen, Upblast Fan for Wall Hood

X X X X

Douglas Fir, 1-C

1st Floor Canteen, Vapor Hood X X X X

Servicing Coordination for Kitchen

Hoods and Ducts Facility Name: __________________________________________________

A. List the name of the facility manager who was contacted and scheduled the service.

First and Last Name:_______________________ Date Contacted:___________________________ Phone Number:___________________________

B. List the name of the individual representing the facility that was present during the cleaning.

Date:___________________________________ Phone Number:___________________________

C. List the name of the technician performing the actual cleaning.

Date:___________________________________ Time Arrived:___________________________

Address any concerns to the FMS Government point of contact.

Kitchen Hood Service Checklist

List each fan system separately. Document what was found.

Name of Facility: Date:

Cleaning Conducted By:

Total Hoods Cleaned:

General Information:

Was equipment and areas surrounding hood protected with plastic Yes No NA

Duct and Plenum Clean to bare metal Yes No NA

All vertical and horizontal duct work clean to bare metal Yes No NA

Is interior of duct entirely accessible? Yes No NA

Are interior ductwork inspection plates secured? Yes No NA

Links and cables undamaged Yes No NA

Fans and shrouds clean to bare metal Yes No NA

Is Motor Shroud secured? Yes No NA

Are light globes in place? Yes No NA

Is fan belt cracked or broken? Yes No NA

Are fan blades balanced? Yes No NA

Are motor bearings noisy?

Yes

No NA

Is fire suppression system turned on? Yes No NA

Is fan system running when cleaning is finished? Yes No NA

Area cleaned and restored to full service Yes No NA

Has Certificate of Service been filled out and posted? Yes No NA

List Any Deficiencies Found During Service:

System Restored to Normal Operation: Date: Time: