Attachment 2 - Performance Work Statement(PWS) 23 APR 2024.pdf

PERFORMANCE WORK STATEMENT FOR

COOKING HOODS & DUCTED EXHAUST

SYSTEMS CLEANING & INSPECTION SERVICES

F.E. Warren Air Force Base, Wyoming

23 Apr 2024

Table of Contents

1. Description of Services

1.1. Basic Services

1.2. General Cleaning Operations

2. Services Summary

2.1. Quality Control

2.2. Quality Assurance

2.3. Performance Assessment

3. Government Furnished Property and/or Services

3.1. Government Furnished Property. None

3.2. Government Furnished Services

4. General Information

4.1. Security Requirements

4.2. Physical Security

4.3. Operational Security (OPSEC)

4.4. Anti-Terrorism

4.5. Hours of Operation

4.6. Conservation of Utilities

4.7. Environmental Controls

4.8. Safety Requirements

4.9. Continuation of Essential DOD Contractor Services During Crisis

4.10. Contractor Personnel

4.11. Records

4.12. Special Qualifications and Training

5. Appendices

APPENDIX A - Facility Cleaning Frequency/Schedule

APPENDIX B - Publications/Instructions

APPENDIX C – Exhaust Hood and Duct Inspection Checklist

APPENDIX D - Deliverables

APPENDIX E - MAF Driving Distance from F.E. Warren AFB, WY

1. Description of Services.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform hood and duct cleaning services at F.E. Warren Air Force Base, Wyoming, and Missile Alert Facilities (MAFs) associated with F.E. Warren AFB in accordance with the National Fire Protection Association (NFPA) Standard 96, manufacturer’s listed procedures, and applicable federal, state, local laws and regulations and this performance work statement (PWS).

1.1. Basic Services. The contractor shall inspect, clean, and operationally test identified kitchen exhaust systems (KES) hoods and ducts and return air vents. The contractor shall clean and degrease the hoods, grease removal devices, exhaust fans, drip pans, exhaust ducts, smokestacks, and other related components. Each item shall be free of all grease, debris, cleaning residue, trash, and standing water after system cleaning.

NOTE: Flammable solvents, caustic cleaners, and toxic materials shall NOT be used.

1.1.1. Reports. The contractor shall submit a completed monthly inspection checklist/report (see Appendix C) to the Base Fire Inspector, Contracting Officer (CO), and Contracting Officer’s Representative (COR), on all exhaust systems cleaned during the respective months. The checklist/report shall include a record of conditions, completed tasks, inspection results, any discrepancies, system impairments, and/or recommendations. The inspection checklist/report, and any other related documentation for each base facility shall signed by the Base Fire Inspector and contractor (MAF’s require Facility Manager (FM) and contractor’s signature) and be submitted to the Base Fire Inspector, CO, and COR no later than five (5) business days after completion of the service.

1.1.2. Certificate of Performance. Upon completion of work, the contractor shall place a "Certificate of Performance" (hood sticker) on or near each hood, stating: inspection/cleaning date, name of company and person performing work, areas not cleaned and next service due date. Additionally, on each access panel, a sticker shall be placed, stating: when the panel was last opened, and who performed the work.

1.1.3. Cleaning Schedule. – For on base facilities, the contractor shall contact each FM and Base Fire Inspector prior to the scheduled cleaning month to coordinate service dates and times. The contractor shall provide a list of the agreed upon dates and times to the CO and the COR at least seven (7) calendar days prior to the scheduled service date and advise the CO/COR if they were unable to make contact with the FM. For MAF’s, the contractor shall notify the COR with the desired inspection date(s). The COR will coordinate the MAF inspection dates with the MAF Superintendent for review/approval. The COR will notify Base Fire Inspector and MAF personnel with the approved inspection date(s) and times.

1.1.4. Invoices. Contractor shall submit an invoice by the 10th of the following month in Wide Area Workflow (WAWF) for all services during the previous month and for which payment has not been received.

1.2. General Cleaning Operations.

1.2.1. Steam/Hot Wash Cleaning. All exhaust systems shall be cleaned using steam/hot water pressure washing in accordance with standard commercial practices.

1.2.2. Contractor cleaning operations shall result in the complete removal of all grease, dirt, lint, dust and combustible or flammable substances from the interior/exterior of all metal surfaces of the exhaust systems.

Manual hand scrubbing and scraping may be used when determined by the contractor, as the best method necessary to facilitate cleaning.

1.2.3. The contractor shall use common commercial/industrial standards (i.e. draped plastic, containers, etc.)

to catch water, grease, and cleaning solutions so as to prevent damage to areas adjacent to units being cleaned.

1.2.4. Upon completion of exhaust system cleaning, the contractor shall clean the immediate work area, at a minimum, to the condition that existed prior to the cleaning.

1.2.5. The contractor shall indicate on the monthly inspection checklist/report any unserviceable filters and equipment which may be discovered during the cleaning. The facility owner will be responsible for the replacement of unserviceable filters and equipment.

1.2.6. Accidental Discharges. The contractor shall be responsible for all actions resulting in discharge of the fire suppression system during contractor cleaning, including any required facility cleaning. Resetting of the system will be accomplished by the government-designated fire suppression contractor. If discharge was caused by contractor negligence (i.e. dislodging of fusible links, activation of initiating devices, etc.), the payment for resetting shall be at the expense of the cleaning contractor.

1.2.7. Disposal of Waste/Excess Material. Disposal of hood and duct cleaning generated water and grease shall be to the facility’s food preparation area drains only. All other waste material generated from hood and duct cleaning shall be removed from the base and disposed by the contractor IAW applicable federal, state, and local laws and regulations.

1.2.8. The contractor may be required to pay for any damage resulting from contractor cleaning actions.

2. Services Summary.

The contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by Government personnel; however, inspection of any contract requirement is authorized.

Performance Objective PWS Para. Performance Threshold Method of Surveillance SS-1: CLEAN / INSPECT: The Contractor shall clean, degrease, and inspect cooking hoods and ducted exhaust systems identified in Appendices A and E

1.1/1.2 and subparagraphs

On-base facilities – Zero Discrepancies. Fire Inspector.

will observe all on-base inspections. FM’s will observe all MAF inspections.

MAFs – 1 Valid Discrepancy per 15 inspections.

100% Inspection

SS-2: REPORTS: The Contractor shall submit reports that include a record of conditions found while cleaning, degreasing, and inspecting cooking hoods and ducted exhaust systems identified in Appendix C.

1.1.1. and 1.1.3 1 Valid Discrepancy per 5 reports. 100% Inspection

2.1. Quality Control.

The contractor is required to control the quality-of-service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

2.2. Quality Assurance

The Government will evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP). Fire inspectors will routinely perform additional quality control checks during their scheduled and unscheduled building inspections. The Government will investigate complaints received from customers. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

2.2.1. The COR is the authorized Government representative(s) who will perform assessments of the contractor’s performance. After contract award, the identity of the COR(s), with a letter defining their duties and authority will be promptly furnished to the contractor.

2.2.2. The COR will inform the CO when discrepancies occur and will request corrective action.

2.2.3. Any matter concerning a change to the scope, prices, terms, or conditions of this contract shall be referred to the CO and NOT to the COR.

2.2.4. The services to be performed by the contractor during the period of this contract shall at all times be subject to review by the CO or authorized representative(s).

2.3. Performance Assessment

2.3.1. A failure to complete a required cleaning will require Base Fire Department determination as to the use of the kitchen. The Contractor shall perform a re-cleaning within two (2) working days of the incomplete cleaning.

3. Government Furnished Property and/or Services

3.1. Government Furnished Property. None

3.2. Government Furnished Services.

3.2.1. Utilities. The Government will furnish the electricity, water, and sewage services (as necessary) for the accomplishment of service IAW with this PWS.

3.2.2. Security, Fire and Medical Services. The Government shall provide police and fire protection while on F.E. Warren AFB. In the event of a medical emergency, commercial ambulance service is available for transporting an injured employee to a local hospital. Any costs for services shall be incurred at the Contractor’s expense.

4. General Information.

4.1. Security Requirements.

The contractor shall be responsible for all passes issued to their employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces will conduct a background check on employees. Upon termination of employment or contract completion, the contractor shall be responsible for returning identification cards/base passes to Security Forces within 24 hours.

4.2. Physical Security.

The contractor shall be responsible for safeguarding all Government property provided for contractor use. At the close of each work period, Government facilities, property, and materials shall be secured.

4.3. Operational Security (OPSEC).

The contractor shall adhere to the following minimum requirements in support of this requirement:

4.3.1. Contractor personnel shall not discuss government operations in public or over unprotected or unencrypted communications. Controlled unclassified information (CUI) may only be transmitted as directed in this PWS.

4.3.2. The Contractor shall not post to company websites, publications, newsletters, or other media any images, data or information that reveal sensitive government operations, personnel, equipment, and/or classified or controlled unclassified information. When in doubt, company press releases related to this contract should be coordinated through the COR or CO, as applicable.

4.3.3. Because observation of events, operations, physical changes, etc. may reveal National Security information, specific restrictions are needed to preclude unintentional release of this information to unauthorized parties. Unauthorized disclosure and transfer of National Security Information is punishable under 18 USC § 793. Therefore, contractor personnel shall not disclose to unauthorized third parties, post to unofficial sites (including Social Networking sites) any images, data/information, or observed events that reveal sensitive government operations, personnel, equipment, including, but not limited to:

4.3.3.1. Tactics, techniques and procedures, production, or work schedules, any visible or concealed modifications, upgrades, additions to vessels, aircraft, or weapons or equipment; increases, change, or decreases in work/deployment frequency or government personnel, vehicle, vessel, or aircraft movements;

specialized equipment orders, deliveries, shipments, etc. Unauthorized disclosures and attempts to solicit this type of information by unauthorized third parties or others not affiliated with this contract shall be reported to the COR or CO, as applicable.

4.3.3.2. Government issued badges, identification shall be removed and/or concealed from plain sight when off base and shall not be left in vehicles or unprotected areas. Badges and passes may not be duplicated, copied, or loaned to others. Lost or stolen identification badges, vehicle passes etc. will be immediately reported to the COR, CO, and/or Installation Security Office.

4.4. Anti-Terrorism

4.4.1. Notification: If the Contractor (contract employees/subcontractors) identify any suspicious activity, they shall contact the Base Defense Operations Center (BDOC) at 307-773-3501 (On-installation)/Missile Security Control (MSC) at 307-773-2701 (Off-installation) and notify the CO and COR (if appointed) that they contacted the BDOC and/or MSC.

4.5. Hours of Operation.

4.5.1. Normal Hours of Operation. Normal work hours are between 0730 and 1630, Monday through Friday, excluding recognized federal holidays. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services. The contractor may work (with prior approval of the CO) extended hours to ensure timely completion of work at no additional cost to the Government.

4.5.2. Recognized Holidays. The contractor is not required to provide service on the following days, unless otherwise noted:

• New Year's Day (January 1).

• Birthday of Martin Luther King, Jr. (Third Monday in January).

• 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

• Juneteenth – 19 June

• 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 the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

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

4.6. Conservation of Utilities.

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.6.1. Lights shall be used only in areas where and when work is being performed.

4.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.6.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.6.4. Government telephones shall be used only for official Government business.

4.7. Environmental Controls.

4.7.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Interstate, federal, state, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost because of the change, the contractor shall inform the CO pursuant to notice requirements and negotiate a modification to the contract.

4.7.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to the F.E. Warren AFB Fire Dept at 911 (landline) or 307-773-2931 (cell phone). The liability for the spill or release of such substance(s) rests solely with the contractor and its agent.

4.7.3. Hazardous Material (HM). If hazardous materials will be used in the execution of this contract, the contractor shall comply with all federal, state, and local regulations concerning the use, storage, and reporting of HM in accordance with AFMAN 32-7002, Environmental Compliance and Pollution Prevention. The contractor shall be required to obtain authorization per the Installation Hazardous Materials Management Program before ordering or purchasing any hazardous product and may not bring a HM onto F.E. Warren AFB property, nor use a HM, until the contractor receives all required authorizations. This authorization process may take up to three weeks.

4.7.4. Green Procurement Program (GPP). In performance of this contract, contractors shall use Environmental Protection Agency (EPA) designated recycled content products, Information Technology (IT) Energy Star products/appliances, Federal Energy Management Program (FEMP) Designated Energy Efficient Low Stand By Power products/appliances, U.S. Department of Agriculture (USDA) Bio based/Bio preferred products, Environmentally preferable products, Electronic Product Environmental Assessment Tool (EPEAT) registered products, Water Sense or other water efficient products, non- or Low Ozone depleting substances under the Significant New Alternatives Policy (SNAP), non or Low toxic or hazardous constituents (e.g. non-

VOC paint) and any other environmentally sustainable product/method, to the greatest extent possible.

4.8. Safety Requirements.

4.8.1. In performing work under this contract, the contractor shall:

4.8.1.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.8.1.2. Record and report promptly (within one hour), to the CO or designated COR, all available facts relating to each instance of damage to Government property or injury to either contractor or Government personnel.

4.8.1.3. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the CO.

4.9. Continuation of Essential DOD Contractor Services During Crisis.

IAW DoDI 3020.41, Operational Contract Support, paragraph 2.c, it is determined that the KITCHEN HOODS AND DUCT CLEANING SERVICE has been identified by the 90 Civil Engineer Squadron (CES) Service Acquisition Lead (SAL) as a mission essential service.

63-138 AFGSC Supplement, Section 2.10.3. Program Manager or Functional Services Manager specifically identify those services within a requirement that are mission essential IAW DFARS 252.237-7023(a)(1), which states: “’Essential contractor service’ means a service provided by a firm or individual under contract to DoD to support mission-essential functions, such as support of vital systems, including ships owned, leased, or operated in support of military missions or roles at sea; associated support activities, including installation, garrison, and base support services; and similar services provided to foreign military sales customers under the Security Assistance Program. Services are essential if the effectiveness of defense systems or operations has the potential to be seriously impaired by the interruption of these services, as determined by the appropriate functional commander or civilian equivalent.”

4.10. Contractor Personnel.

4.10.1. Contract Manager: the contractor shall provide a contract manager who shall be responsible for the performance of the services. The name of the contract manager shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager must be able to read, write, speak, and understand English.

4.10.1.1 The contract manager shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

4.10.2. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

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

4.11. Records. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Applicable Publications and Forms. If requested by the Government, the contractor shall provide the original record, or a reproducible copy of any such record within five (5) working days of receipt of the request.

4.11.1. All records, documents, and associated papers provided by the Government or generated during the period of this contract become Government property and will be turned into the Government upon contract termination or completion. During the contract period, all records, documents, and associated papers will be available for Government review.

4.12. Special Qualifications and Training.

4.12.1. The contractor must have a minimum of one (1) year experience performing hood and duct cleaning on commercial kitchen exhaust systems on a recurring schedule (i.e. monthly, quarterly).

5. Appendices

A. Facility Cleaning Frequency/Schedule

B. Publications/Forms

C. Inspection Checklist

D. Deliverables

E. MAF Driving Distance from F.E. Warren AFB, WY

APPENDIX A - Facility Cleaning Frequency/Schedule

OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP

(S) X X

(Q) X X X X

(Q) X X X X

(A) X

(Q) X X X X

(A)

X

(S)

X X

(Q) X X X X

MAF

(S) X X

A = Annual, Q = Quarterly, S = Semi-Annual

APPENDIX B - Publications/Instructions

Publication/Instruction /Name Date Applicable

Paragraph/Chapter PWS Paragraph

NFPA 96 2024 Ch 1 - 17 PWS Para 1

AFMAN 32-7002

Environmental Compliance and Pollution Prevention

4 Feb 2020 Para 3.3.1 PWS Para 4.7.3

DoDI 3020.41, Operational Contract Support *

20 Dec 2011 Para 2c. PWS Para 4.9

APPENDIX C – Exhaust Hood and Duct Inspection Checklist

** Copies must be provided to Fire Dept., CO, and COR **

Building: Date:

(A) - Acceptable

(N) - Not Acceptable

Inspector Initials Contractor Initials

1. Hoods, grease removal devices, fans, ducts, and other appurtenances, to include fire suppression system piping, nozzles, fusible links, and cables are cleaned and free of grease, cleaning agents, and residual water.

2. The roof and exterior ductwork penetrating the roof is free of grease, cleaning agents, and residual water.

3. The grease filters are clean and undamaged. (NOTE:

filters are the responsibility of the facility owner and not part of this cleaning contract. Dirty filters will be noted in the corrective actions section of this report.)

4. When cleaning is completed, all drip pans, trays, traps, access panels (doors) and cover plates shall be restored to their designated locations and secured as designed.

5. Dampers and diffusers are positioned for proper airflow.

6. When cleaning is completed, all electrical switches and system components shall be returned to an operable state.

7 All hood components are functioning properly, to include fans and lights.

8. Work area is cleaned and restored to pre-cleaning conditions.

9. After cleaning is completed, the contractor will place or display on the hood a label indicating the date cleaned, the name of the servicing company, and areas not cleaned.

Remarks (i.e., problems, deficiencies, damaged equipment):

Inspectors Name (Sign) Date Signed

Inspectors Name (Print)

Contractors Name (Sign) Date Signed

Contractors Name (Print)

APPENDIX D - Deliverables

All deliverables must meet professional standards and the requirements set forth in the applicable contractual documents. The Contractor shall be responsible for delivering all specified end items. The end items listed in the table below are outputs, which fall within the scope of this effort and are illustrative of the type of work the Government expects to require.

Title Submission Date Distribution Copies

Inspection Checklist/Report (PWS para 1.1.1)

No later than (NLT) five (5) business days after completion of each cleaning, degreasing, and inspection.

FD, CO, COR 1 each

Cleaning Schedule (PWS para. 1.1.3.)

One week prior to scheduled cleaning month

COR

1 Each

Invoice For Completed Service(s) (PWS para. 1.1.4.)

Submit invoice by the 10th of the following month in Wide Area Workflow for all services during the previous month and for which payment has not been received

COR, CO 1 each

Contractor-Caused Damage Report (PWS para. 4.8.1.2)

Record and report promptly (within one hour), to the CO or designated COR CO, COR 1 Each

List of Contractor Work Experience (PWS para 4.12.1)

With proposal CO 1 Each

APPENDIX E - MAF Driving Distance from F.E. Warren AFB, WY

MAF

Road Miles From F.E. Warren AFB

State / County

A-01

WY / Laramie

B-01

NE / Banner

C-01

NE / Banner

D-01

NE / Kimball

E-01

F-01

G-01

NE / Cheyenne

H-01

I-01

J-01

CO / Logan

K-01

L-01

CO / Weld

M-01

CO / Logan

N-01

O-01