Attachment 2 - PWS.pdf

CUI

Performance Work Statement

FOR

Kitchen Exhaust Hood Certification & Cleaning Services

18 March 2026

1. DESCRIPTION OF SERVICES

The contractor must provide all personnel, equipment, tools, supplies, expertise, materials, and other items necessary to perform cleaning kitchen exhaust hoods and ducts at Sheppard AFB, Texas, and Sheppard AFB Annex located at Lake Texoma (approximately 120 miles from Sheppard AFB). Certified, qualified, trained, and efficient personnel skilled in the trade must perform in compliance with the contract and industry standards.

Contractors shall be certified. Certification must come from an industry standardized organization such as International Kitchen Exhaust Cleaning Association (IKECA). The contractor will be responsible for providing proof of certification for Certified Exhaust Cleaning Specialists on an annual basis or as directed by their certifying industry standardized organization. The contractor must provide an electronic copy of the certification to the Contracting Officer (CO) and Contracting Officer Representative (COR) within 10 days of certification renewal. During the performance of work, at least one certified technician must remain on-site at all times. During the span of this contract, modifications may be required. Modifications are based on a per exhaust hood and duct system by building. Modifications will be generated due to facility utilization, additions and deletions, renovations, demolition, and new construction.

1.1. BASIC SERVICES

The contractor shall clean (to the bare metal) and certify hood and duct systems. Cleaning procedures must adhere to the requirements of the National Fire Protection Association (NFPA) 96, which is entitled “Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.” The contractor must also follow standards set forth in the National Fire Code, Air Force Instruction (AFI) 32-2001, and Occupational Safety and Health Standards (OSHA) requirements. Contractor shall be familiar with the above regulations.

Contractor shall perform all work in strict accordance with the highest safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment, and building structures. The contractor is responsible for cleaning from the exhaust exit point, down to the hood which includes exhaust fan, ductwork, filters, hood, and drip containers. Some exhaust hood systems will require the use of access panels.

The Government will be responsible for installing access panels as required. The contractor shall be familiar with multiple types of exhaust hood systems. The contractor shall be responsible for cleaning the exhaust fan drip containers on the roof before tipping the exhaust fan (to avoid roof decay from excess grease). Contractor shall not dispose of used filters on base. Contractor shall be responsible for replacing the filter in the exterior (rooftop) drip container. If a filter is not in the drip container, the contractor is required to place a new one in the container and shall annotate the filter that was missing on the After Service Report (ASR). Kitchen filters (initial interior filtering system) shall be removed before any work is done on the hood and duct system, and once the contractor has cleaned the filters thoroughly, they shall be returned to their original position at the completion of services.

1.1.1. Definition. For the purpose of this contract, an exhaust hood and duct system are considered a continuous passageway for the transmission of air and vapors that, in addition to the containment components themselves, must include duct fittings, dampers, plenums, filters, and/or other items of air handling equipment.

Exhaust duct and hood systems will comprise of the exhaust duct systems, the fan and blower housing, fan wheel/blades, fan, drip containers, and other features inherent to the operation of the entire systems with the exception of the electric motor interiors.

1.1.2. Preparation Work. Contractor shall ensure all interior areas and equipment from the hood to the floor and all exterior areas and equipment around the hood exit point (roof or wall) are protected from being soiled during the cleaning process. If the equipment that requires protection from being soiled conducts heat or flame, the contractor shall use a nonflammable type of protection to cover and protect said equipment. The contractor will ensure equipment that produces flame or heat is turned off or in standby mode before services begin and turned on when services are complete. When accessibility requires the movement of equipment the contractor will move it. The contractor is responsible for connecting or disconnecting equipment utilities (gas, electric, water, etc.) and will follow all regulations applicable to the task. The contractor shall be responsible for cleaning all areas or equipment that are soiled, dirtied, or damaged during the performance of services at no additional cost to the Government. Cleaning of soiled areas and items shall be done in accordance with the manufacturer’s suggested cleaning methods. The contractor is responsible for all damaged or unusable products, equipment, and items. Clean up procedures shall be completed prior to the contractor departing and the facility opening for normal business.

1.1.3. Waste Water Containment. As part of preparation work and prior to any cleaning procedures, the contractor must have an industry standard and environmentally sound method to collect all wastewater generated from cleaning procedures. Wastewater must be contained and directed to an approved location or container during all cleaning processes to include the exterior procedures performed on the roof and the interior procedures performed on the hood. Wastewater may be disposed of down a grease trap designed to handle wastewater (See table 2 for a list of locations possessing grease traps). The contractor shall not allow wastewater to run off the rooftops onto the ground or to enter into storm drains. Roof gutters and downspouts may be used if an industry standard and environmentally sound method of wastewater containment are set up at the bottom to prevent pollution. However, if used, the gutter and downspouts shall be cleansed of all residue upon completion. Reference Section 5, Environmental Requirements. Within 30 days of award of the contract, the contractor must submit in writing and ensure their collection methods for all wastewater generated are approved and accepted by the CO prior to usage. The method used shall be submitted in writing for acceptance.

It is the contractor’s responsibility to notify the CO if the method changes and re-establish acceptance.

1.1.4. Fire Suppression System. The hood and duct systems are equipped with fire suppression systems. Components of the fire suppression system shall not be rendered inoperable during the cleaning process. Flammable solvents or other flammable cleaning aids shall not be used. Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system. The contractor shall notify the contracting officer representative (COR) immediately if they notice any irregularities or non-operational units. The contractor shall ensure the latches and trigger points of these systems are free of grease and build up. The contractor’s cleaning technician must be aware of the operations of fire suppression systems.

If in the process of cleaning the hood and duct system, the fire suppression system should let down/release, the contractor is held responsible for cleanup of all affected areas as well as recharging the fire suppression system by a certified technician in the fire suppression field. The contractor will be responsible for clean-up procedures and associated costs as stated in paragraph 1.1.2, Preparation Work.

1.1.5. Hood Identification. Each hood is labeled with an identification number. This number is the hood’s identification number shown in the price exhibit/bid schedule and the monthly breakdown of each hood.

These numbers are to remain on the hood. If during the contractor’s performance of services, the number is not present, falls off, or is not legible, the contractor shall notify the COR. Immediately after cleaning each hood, the contractor must affix a tag or label on each individual hood and duct system. The tag/label shall be displayed on the outside of the hood, not on the inside where it would be overly susceptible to grease-laden vapors. The tag/label must adhere and be legible until the next scheduled service, and it must be able to withstand normal cleaning procedures used by the occupant to clean the hood surface. The tag/label must not damage the system or interfere in the operation of the hood and duct system. The tag/label at a minimum shall include the following information: the contractor’s company information, the date (month, date, and year) in which that system was cleaned, when the next scheduled service is required per contract (month and year), and the signature of the contractor’s cleaning technician. The signature of the cleaning technician certifies that the exhaust hood and duct system has been cleaned to meet all NFPA 96 standards and requirements and all requirements outlined in this PWS. The month shall be spelled out (January, February, March) or abbreviated (Jan, Feb, Mar). To avoid confusion do not use a number to represent the month. While cleaning an exhaust system, if the contractor discovers an area that cannot be cleaned because it cannot be accessed, the contractor shall annotate on the certification label as such “inaccessible area exists in this system” and shall also annotate it on the contractor’s after-service report (ASR) specifically detailing what areas are not accessible.

1.1.6. After Service Report (ASR). At the completion of all services, the contractor is required to fill out a written report to be submitted to the COR within 3 workdays after services are completed if a problem is annotated, otherwise, the ASRs can be submitted at the end of the month with the invoice. Failure to have all required data below will result in a written discrepancy for SS-3, Report Requirements. The contractor shall submit the ASR to the COR. The ASR at a minimum must include the following information:

a. Contractor’s company name, address, and telephone number

b. Contract number

c. The date and time of service (and notification time for emergency requests)

d. Indicate if it is a reperformance by annotating the date the unacceptable service was performed initially

e. The date (month and year) of next scheduled service

f. The facility number

g. The work performed (scheduled or emergency), and the number of hood and ducts serviced

h. The cleaning technician’s signature (the employee who shall sign the certification tag/label, if multiple technicians are used, ensure technician also prints name along with signature.)

i. Annotate if any inaccessible areas were found and contractor’s recommended solution

j. Annotation of whether drip container filters were present or not

k. A signature from the building occupant and phone number*

l. A place for comments – contractor can alert the Government of any particular problems, hazards, requests or recommendations regarding that particular hood and duct system

m. A place for signature for the COR and the fire department inspector**

*Building occupant’s signature is required. If no occupant, the COR will complete follow up inspection the next day. It simply is verification the contractor was present not that work was done to an acceptable or unacceptable level.

**COR and fire department inspectors will not always be on site. If one is not available to sign, contractor shall mark “not present” on the form.

1.1.7. Fire Department. The fire department, at their discretion, may come and inspect or observe the performance of the contractor’s cleaning services. If the fire department notices a discrepancy with the cleaning services, the contractor shall be required to correct discrepancies on the spot. The cleaning of exhaust hood and duct systems is preventive maintenance for potential kitchen fires; it is imperative the contractor’s cleaning technician adheres to NFPA 96 procedures.

1.2. EMERGENCY OR SPECIAL CLEANING SERVICES:

Upon notification, the contractor must perform emergency or special hood and duct cleaning required in any facility located on Sheppard AFB. The contractor must not reduce efforts elsewhere due to emergencies or special event cleaning services. An example of emergency or special cleaning would include a new facility on base that requires a hood cleaning prior to the Government being able to modify the contract to include it, or the volume of cooking drastically changes in a facility and the fire department deems it necessary to increase the frequency of cleaning and in the interest of fire prevention, extra cleanings are necessary prior to the Government being able to modify the contract.

1.2.1. Emergency Services. Emergency or special hood and duct cleaning services fall under the same requirements already defined in the statement of work for hoods. Contractor must begin emergency work within 5 hours of notification for Sheppard AFB and within 5 hours of notification for Lake Texoma during normal duty days (0730 - 1630) and within 5 hours for Sheppard AFB and 5 hours for Lake Texoma during non-duty hours and holidays.

1.2.2. Notification. The COR or the Contracting Officer (CO) will notify the contract manager when emergencies or special cleaning services are required. An After Service Report (ASR) will be used as stated in section 1.1.6.

1.3. CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES

No Government equipment will be provided. The contractor must own or lease a lift to gain rooftop access to certain facilities. Contractor-owned or leased equipment such as sprayers or lifts shall be free of leaks (oil, fuel, water, hydraulic fluids, or any other substance). The CO can request removal of equipment from the base, at no cost to the Government, if the equipment is not clean and in good repair or presents a fire or safety hazard.

Maintenance repair of equipment shall not be done on Government property.

1.3.1. Contractor-Furnished Vehicles. The contractor must provide and maintain vehicles for transportation to meet the requirements of this contract. All vehicles used in the performance of this contract must have the company name prominently displayed on the vehicle and be maintained to present a clean, neat, and professional appearance at all times. All vehicles used in the performance of this contract must be in operable condition and meet the local, state, and federal safety requirements. Vehicles found to be unsafe and unable to function as designed shall be removed from the installation. Vehicular repairs shall not be done on base. The CO, COR, Security Forces, or base safety office may inspect the contractor’s vehicles at any time and direct the removal of any unsafe or objectionable vehicle from the installation. All vehicles must be registered, licensed, insured, and operated in accordance with state directives and Sheppard AFB traffic regulations by a licensed operator/driver.

1.3.1.1. The contractor’s equipment must be of commercial quality, size, and type suitable for accomplishing the various phases of work specified. All electrical equipment used by the contractor must meet all safety requirements and must be approved by UL. It is the responsibility of the contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits. The contractor’s equipment must be in good repair and able to operate efficiently and safely. Equipment shall be maintained to present a neat, professional appearance. The contractor must have a backup plan to provide services should the contractor encounter equipment difficulties.

The CO, COR, or base safety office may inspect the contractor’s equipment and/or tools at any time and direct the removal of any improper or unsafe equipment/tools.

1.4. COMBATING TRAFFICKING IN PERSONS

Government contractors are required to undergo Combating Trafficking in Persons (CTIP) training to ensure compliance with the U.S. Government's policy against human trafficking in federal contracts. The Contractor will certify to the contracting officer that all contractor employees assigned to work on Sheppard AFB have been briefed on Combating Trafficking in Persons (CTIP).

2. SERVICE SUMMARY (SS)

The contractor’s service requirements are summarized in performance objectives (Figure 1). The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to contract success. If the contractor can perform above minimum acceptable levels in a more efficient manner, then the contractor may do so at no additional cost to the Government. The performance thresholds are based on the total number of facilities/hoods scheduled.

Figure 1 – Service Summary

Performance Objective

PWS

Paragraphs

Performance Threshold

Remedy

Method of Assessment

SS-1. Performance of

No more than two (2) unacceptable cleaning items or valid customer complaints per month.

Reperformance due IAW PWS para 2.2.2.

1.1, 1.1.1, Monthly surveillance Scheduled Cleaning Corrective action report and validation of

1.1.2, 1.1.3 (CAR) written response customer complaints.

Services due to COR by 1700 hrs next duty day.

SS-2. Performance of

Emergency Cleaning

Services

1.2., 1.2.1, 1.2.3.

100% of the time meeting requested service and response time.

Corrective action report (CAR) written response due to COR by 1700 hrs next duty day.

As Required, 100% validation of services and response time.

HAMMONDS, MARION W CIV USAF AETC 82 CONS/PKPB

Need to ensure that when instructing vendor to respond, tell them who to respond to...i.e. ‘Corrective action report (CAR) written response due by 1700 hrs next duty day.’ WHO is it due to?

Include this in all your statements demanding an answer.

SS-3. Report

Requirements

1.1.6, 5.3.5

After Services and Chemical Usage Reports.

(No more than one (1) valid customer complaint per month and report.

Submit or correct deficient report by 1200 hrs next duty day with corrective action report (CAR) written response due to COR by 1700 hrs next duty day.

Monthly surveillance

SS-4. Schedules

4.10, 4.10.1.

No more than one (1) valid complaint per month.

Submit schedule to COR by 1200 hrs next duty day with corrective action report (CAR) written response due to COR by 1700 hrs next duty day.

SS-5. Rescheduled

Services

4.10.2.

month.

Submit schedule to COR by 1200 hrs next duty day with corrective action report (CAR) written

SS-6. Service

Identification Labels

1.1.5 month.

Submit schedule to COR by 1200 hrs next duty day with corrective action report (CAR) written

SS-7 Review CTIP with Employees.

1.4.

100% of the time

Service Provider shall maintain a roster of the names and dates personnel attended a brief or were instructed about CTIP

Annually

2.1. QUALITY CONTROL

2.1.1. Quality Control. Contracts for commercial items rely on the contractor’s existing quality assurance systems as a substitute for Government inspection. The Government will rely on the contractor’s assurances that the commercial item tendered for acceptance conforms to the contract requirements. Quality control is the responsibility of the contractor and not the Government.

2.1.2. Quality Assurance. The Government will monthly evaluate and monitor the contractor’s performance by designating COR to monitor performance to ensure services are received in accordance with the contract. The Government may increase or decrease the number of inspections as deemed appropriate.

2.1.3. Surveillance Methods. The COR may conduct surveillance inspections based on the contractor’s submitted schedules. The surveillance method may be determined by, but not limited to, continual valid customer complaints or failure to meet quality standards set forth in the contract. Failure to meet any service summary (SS) threshold(s) for any of the performance objectives will result in an immediate warning or letter of concern from the CO. Failure to meet any SS threshold(s) for two consecutive months during a contract period will result in an immediate Progress Meeting with the MFT.

2.2. PERFORMANCE EVALUATION:

The performance of service will be evaluated to determine whether it meets the performance requirements of the contract. Evaluations will be completed through receipt of customer complaints from the facility, “spot check” inspection by the COR, or inspection by the fire department. When service is unacceptable, the contractor shall be notified by the COR in writing. The contractor shall be given the opportunity to reperform services for that facility during that month. Once service is re-performed, the contractor must contact the COR and send an ASR annotating it is a reperformance.

2.2.1. Deficiencies. The contractor shall be notified in writing of unacceptable service by COR within 3 calendar days of performance. Unacceptable service is logged as a deficiency, and the contractor shall not invoice for services deemed unacceptable. Contractor may invoice upon acceptable reperformance of service.

2.2.2. Reperformance Timeframe. Reperformance shall be done within the same month as that hood was originally scheduled, but in facilities that are scheduled monthly then there must be at a minimum of 14 days in between a reperformance and the next regularly scheduled month’s cleaning. For the facilities and hoods that receive multiple cleanings within the same month (cleaning frequency of every 2 weeks), reperformance must be completed prior to the next cleaning due that month, however, there must be 5 days in between reperformance and the new scheduled cleaning. Re-performances are conducted at no additional cost to the Government.

2.3. MULITFUNCTION TEAM MEETINGS

The CO, COR, Functional Service Manager, other Government personnel as appropriate, and the Contractor may meet to discuss the Contractor’s performance as needed. Discussions may include; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed, and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of performance to include internal quality inspections and provide insight into any identified trends. The contracting administrator (CA) or CO may request all parties submit agenda items in written form prior to the meeting. All parties may submit agenda items to the CA/CO prior to the meeting.

The minutes of these meetings will be signed by the CO and any other signatures as deemed appropriate, distributed to the functional area COR and the Contractor. Should the Contractor not concur with the minutes, the Contractor will provide written notification to the Contracting Officer identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES – None

3.2. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT – None

3.3. GOVERNMENT FURNISHED UTILITIES

Electricity, sewage, grease traps, and water will be made available, where existing. The contractor must ensure all employees practice utility conservation. Any alterations or temporary connections are the responsibility of the contractor. Any and all temporary connections must be restored to their original condition. No temporary connections will be allowed until the contractor has submitted a detailed plan for the connection and has received approval from the COR and CO for the connection as planned. The plan must include a detailed description of how the connection will be restored to its original condition or better.

3.3.1. Utility Conservation. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.4. SECURITY, FIRE, AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost-reimbursement basis.

Installation service contracts will include measures to preclude the unmonitored presence of cleaning or other service personnel in government facilities. A Government/building representative will be present for security reasons but will not be the authority on whether services were performed acceptable or unacceptable nature.

3.5. SOLID WASTE COLLECTION AND DISPOSAL

The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from the accomplishment of services detailed in this PWS. The Contractor shall adhere to all base-level recycling programs, and a list of recyclable material shall be provided to the contractor. The Contractor shall dispose of trash at the dumpster designated for the building where the trash was generated. This does not include wastewater and byproducts produced by washing of the vent hoods. Liquid waste may not be placed in solid waste containers.

4. GENERAL INFORMATION

The Government will make available all publications, forms, references, and report formats listed. Publications can be accessed online at http://www.e-publishing.af.mil/. Supplements or amendments to the listed publications from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 30 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in the cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the RFO 52.212-4, Contract Terms and Conditions - Commercial Items clause. Failure of the Contractor to submit a price proposal within 30 calendar days from the date of receipt of any change, shall entitle the Government to performance IAW such change, at no increase in the contract price.

http://www.e-publishing.af.mil/

4.1. HOURS OF OPERATION

The Contractor shall perform the services required under this contract outside of normal hours of Base Operation, or when confirmed with the facility manager prior to cleaning. The Contractor will be expected to ensure timely completion of work under this PWS, at no additional cost to the Government. The Contractor is not required to perform services on Federal Holidays.

4.1.1. Normal Hours of Base Operation. Base hours of operation are 0730 through 1630 Monday through Friday.

4.2. RECOGNIZED HOLIDAYS

4.2.1. Contractor Holidays. The Contractor is not required to provide service on federal holidays:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

President’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 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. Sheppard AFB experiences a down time for approximately 2 weeks in December, commonly known as Christmas Exodus. During Christmas Exodus, the majority of our dining facilities are closed. During this time, additional coordination may be required to access the facilities.

4.2.2. Base Closures. Work scheduled but not performed because of base closure due to weather, exercises, or actual alert must be coordinated and rescheduled with the facility manager within two business days after reopening the base.

4.3. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION. Damages to Government buildings, equipment, or vegetation are addressed in RFO 52.237-2 – “Protection of Government Buildings, Equipment, and Vegetation”.

4.3.1. Notification. The Contractor shall immediately report any damage to Government property caused by Contractor employees to the COR and CO. If the security of a facility or the safety of personnel is in jeopardy due to damages, the Contractor will be required to provide immediate corrective action. The CO or COR may make determination of safety or security risks.

4.4. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

Kitchen Exhaust Hood and Duct Cleaning Service at Sheppard AFB is not considered mission essential during a crisis. The CO will determine and notify the contractor in writing of a crisis condition as soon as possible after security procedures have been implemented. When the Government perceives the mission is endangered, the Government may augment resources to meet surge or crisis requirements beyond the capability of the contractor.

4.5. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL

CLEARANCES AND VEHICLE PASSES

The Contractor shall obtain base identification and vehicle passes for all personnel performing work on the installation. Contractor personnel shall prominently display installation identification or contractor-furnished identification badges at all times. The Contractor shall comply with all vetting and access procedures in accordance with DAFI 31-101, DODMAN 5200.02_DAFMAN 16-1405, and local installation security instructions. All required documentation, including lists of personnel requiring access, shall be submitted at the pre-performance conference. Upon completion or termination of the contract, or termination of employment, the Contractor shall return all identification badges and vehicle decals to the issuing authority.

4.6. TRAFFIC LAWS

The Contractor and its employees shall comply with base traffic regulations.

4.6.1. Use of Cellular Telephones on Air Force Installation is Prohibited: In accordance with Army Regulation 190-5, Vehicle operators on a DOD installation and operators of Government owned vehicles will not use cell phones unless the vehicle is safely parked or unless they are using a hands–free device. The wearing of any other portable headphones, earphones, or other listening devices (except for hands–free cellular phones) while operating a motor vehicle is prohibited. Use of those devices impairs driving and masks or prevents recognition of emergency signals, alarms, announcements, the approach of vehicles, and human speech. The DOD component safety guidance should note the potential for driver distractions such as eating and drinking, operating radios, CD players, global positioning equipment, and so on. Whenever possible this should only be done when the vehicle is safely parked.

4.7. WEAPONS, FIREARMS, AND AMMUNITION

Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their Contractor-owned or privately owned vehicle while on SAFB.

4.8. SECURITY REQUIREMENTS

4.8.1. INFORMATION PROTECTION

4.8.1.1. Information Management. The Contractor will comply with DODM 5400.07_AFMAN 33- 302, Freedom of Information Act Program, and AFI 33-332, Air Force Privacy and Civil Liberties Program. The publications set policy and procedures for the disclosure of records to the public and for collecting, maintaining, using, and disseminating personal information protected by the Privacy Act of 1974 and other applicable laws.

Furthermore, the Contractor shall remove or destroy official records only IAW AFI 33-322, Records Management and Information Governance Program and AFI 33-324, The Air Force Information Collections and Reports Management Program. The Contractor shall inform the facility manager if information protected by the Privacy Act of 1974 must be removed or destroyed to accomplish the designated services set forth in the PWS.

4.8.1.2. Additional Security Requirements. In accordance with DoDM 5200.01 Vol. 1-4, Information Security Program and AFI 16-1404, Air Force Information Security Program, the Contractor shall comply with AFMAN 17-1301, Computer Security (COMPUSEC), AFSSI 7700, Emission Security; and applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC) and AF 17-130_AFGM, Air Force Cybersecurity Program Management.

4.8.2. PHYSICAL SECURITY

4.8.2.1. Contractor employees shall comply with SAFB security requirements imposed by the Installation Commander at all times while on the premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all SAFB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation for the purpose of work under this contract only and are not authorized in other facilities or areas without prior Government authorization. The contractor will also be required to participate in the Government’s in-house and web-based security training program. The Government will provide the contractor with access to the online system.

4.8.2.2. Contractor Access Requirements. The Contractor shall comply with all requirements and procedures and local clause, Security Requirements. Contractor employees shall comply with SAFB security requirements imposed by the Installation Commander at all times while on premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services. The Contractor is responsible for accountability of all such media, which shall be surrendered to the issuing office or sponsoring organization upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The sponsoring organization will immediately notify the Security Forces, Pass & Registration section if an update in Defense Biometric Identification System (DBIDS) is required for a contractor refusing to return issued media. The Contractor or sponsoring organization must immediately report a lost or stolen access credential to the local SF and issuance office. If all identification is not provided, a portion of the final payment (to be determined by the Contracting Officer) will be withheld pending its submission.

4.8.2.3. Pass and Identification Items. IAW AFMAN31-113, Installation Perimeter Access Control, all perspective employees (Non-Appropriated Funds, Civilian Services, Appropriated Funds, etc.), including personnel already in possession of an access credential, must be proofed and vetted by SF during in-processing to ensure proper fitness determination prior to allowing access and issuance of employment access credentials.

• DoD Common Access Card (CAC), (AFI 36-3026V1_IP) or a Defense Biometric Identification System (DBIDS) card is required for employees of contracts over six months in length. To receive a DBIDS card, the employee must provide a Sheppard AFB Form 151 (please contact COR for form and is available upon request) to the 82 CES Security Manager and an unexpired, valid picture identification card or other credential, and accomplish an Installation Access Application with favorable results on the Criminal History Check.

4.8.2.4. Entry Procedures to Controlled / Restricted Areas. The Contractor shall comply and implement local base procedures for entry to AF controlled and restricted areas. Contractors will be responsible for procuring Controlled Area Training from the assigned restricted/controlled area monitors.

4.8.2.5. Key control. The Contractor shall establish and implement key control procedures to ensure keys issued to the Contractor by the Government are properly safeguarded and not used by unauthorized personnel. The Contractor shall not duplicate keys issued by the Government.

4.8.2.5.1. Lost Keys. Lost keys shall be reported immediately to the COR. The Government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the Contractor.

4.8.2.5.2. Government Authorization. The Contractor shall ensure its employees do not allow

Government issued keys to be used by personnel other than current authorized Contractor employees.

Contractor employees shall not use keys to open work areas for personnel other than Contractor employees engaged in performance of their duties, unless authorized by the CO.

4.8.2.5.3. Lock Combinations. The Contractor shall establish procedures ensuring lock combinations are not revealed to unauthorized persons and ensure the procedures are implemented.

4.8.2.6. Physical Security. If applicable, areas controlled by Contractor employees shall comply with base Operations Plans/instructions for Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The Contractor shall safeguard all Government property, including controlled forms, provided for Contractor use. At the close of each work period, Government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

4.8.2.7. Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations Program, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial OnBase assignment and as required thereafter.

4.8.2.8. Anti-Terrorism. SAFB has an anti-terrorism program that is responsible for helping secure and protect the base and its personnel from terrorist attacks. As a Contractor working on SAFB, you and your sub- Contractors are required to obey all orders from Security Forces, and adhere to all security measures implemented as a result of Force Protection Condition changes (security posture changes). Additionally, you and your sub-Contractors are expected to report to base security forces any suspicious activities, packages, or items you see while conducting work on SAFB. Suspicious activities could include personnel conducting surveillance of the installation, unauthorized personnel requesting access to the installation, or somebody asking a lot of questions about the base. In an effort to help familiarize you, your employees, and sub-Contractors about antiterrorism, SAFB has an antiterrorism binder with all of the pertinent information for awareness training available for mandatory review at the Pass and Registration Office located at the Visitor Control Center (VCC) at the Missile Road Gate (building #1405) and/or Sheppard Main Gate (building #1127, after hours) on SAFB, Texas. Also, if needed contact the installation Antiterrorism Officer (ATO) at 676-2079.

4.9. CONTRACT PERSONNEL

4.9.1. Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 2 hour of notification by the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR and CO telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the COR and CO the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.9.2. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo and company badges displayed openly. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.10. SCHEDULES

The contractor shall provide a monthly cleaning schedule 5 working days prior to the beginning of the appropriate month unless another date has been accepted by the COR or CO. For example, during Christmas Exodus when dining facilities shut down, the Government will allow extension for contractors to coordinate schedule. Schedules must indicate the day and time each building will receive services and hood identification number. Contractor shall confirm with facility manager the date and time the exhaust hood shall be cleaned.

Changes to the schedules from COR or contractor require a revised schedule submitted to the COR and contractor administrator within 3 working days. Schedules must be easy to understand and submitted in an electronic form to the COR and the CO.

4.10.1. Times. Cleaning times of exhaust hoods and ducts shall must be scheduled to provide the least amount of inconvenience to the operation of that facility, avoiding peak times such as breakfast, lunch, and dinner.

4.10.2. Rescheduling. Occasionally, rescheduling is required. In the event that the contractor cannot perform services at the scheduled date and time, the contractor must notify the scheduled facility and the COR immediately. If rescheduling occurs after normal duty hours, leave a message for the COR explaining the issue and/or reason for the cancellation. All rescheduling shall require the contractor to annotate the reason, coordinate rescheduled service with facility manager and submit a new schedule for the affected months/facilities to the COR no later than 1630 hrs CST the next duty day.

4.11 CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER REPRESENTATIVE (COR)

The CO will appoint COR(s) for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contract award and an acknowledgement by Contractor’s signature will be returned to the CO.

4.12. SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements.

Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

4.13. Service Contract Report.

The Office of Management and Budget (OMB), in accordance with Section 743(a) of Division C of the Consolidated Appropriations Act, 2010 (Pub. L. 111-117) requires civilian agencies to prepare an annual inventory of their service contracts. RFO 4.1703 establishes service contractor reporting requirements based on type of contract and dollar amount.

4.13.1. Service Contract Report (SCR). Contractors are required to report on all cost-reimbursement, time-and-materials, and labor hour service contracts and orders at or above the simplified acquisition threshold (SAT) of $350,000. For firm fixed price contracts, reporting requirements will be determined based on the expected dollar amount and type of orders issued under the contracts The Contractor shall report all Contractor labor hours (including Sub-contractor(s) labor hours) required for performance of services provided under this contract for Kitchen Exhaust Hood Certification and Cleaning Services. The Contractor is required to completely fill in all required data fields at http://sam.gov

4.13.2. SCR Reporting Schedule. Users are required to input and submit amount invoiced for services on that contract in the preceding government fiscal year (in dollars). Number of prime contractor direct labor hours expended under the contract. SAM will convert this value to a Full Time Employee (FTE) equivalent using a 2,080-hour work year for each FTE. If applicable, Tier 1 Subcontractor information, DUNS Number and Legal Business Name Subcontractor Number, and Number of subcontractor direct labor hours expended http://sam.gov/ under the contract. SAM will convert this value to an FTE equivalent using a 2,080-hour work year for each FTE. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs from 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 SAM help desk.

4.14. Base Exercises. Upon implementation of a Base exercise, the Contractor will be required to present the AF Form 75, Visitor/Vehicle Pass, or Installation Contractor’s DBID. The CO will notify the Contractor typically through email indicating the Contractor is exempt or not. Security Forces should release the Contractor to continue their work if exempt. If the Contractor is unreasonably delayed, they should notify the CO immediately.

5. ENVIRONMENTAL REQUIREMENTS

5.1. Compliance with Environmental Laws. The contractor shall comply, and assure that all subcontractors comply, with all applicable air force, federal, state, and local laws, regulations, ordinances, policies and standards related to environmental matters. Typically, environmental laws and regulations are codified and can be found in the Code of Federal regulations (CFR). The contractor shall also comply and assure that all subcontractors comply with all applicable specific instructions, policies or references contained herein. Copies of local policies and procedures can be reviewed at the Base Environmental Coordinators office, currently at building 1402.

5.2 ENVIRONMENTAL MANAGEMENT SYSTEM TRAINING REQUIREMENTS:

The Contractor must complete Air Force-provided initial environmental management system (EMS) awareness-level training. The awareness-level training need only be completed by supervisory personnel. The training can be obtained through The Environmental Awareness Course Hub (TEACH). The website is https://usaf.learningbuilder.com (no password is required to begin registration). The Contractor must complete the following awareness-level training.

5.2.1. Sheppard-Specific Environmental Management System (EMS), Compliance, and Pollution Prevention Training (Course # EMS110VNVP00468)

5.2.2. Prior to beginning any work on SAFB, the Contractor shall ensure, and certify to the CO that all on-site supervisory personnel have completed the required training course. Any questions regarding TEACH training shall be addressed with the Installation Environmental Management System (EMS) Coordinator at 676- 2001.

Prior to beginning any work on SAFB, the Contractor shall ensure, and certify to the CO, that all on-site supervisory personnel have completed the ESOHMS training.

5.2.3. The training can be obtained through the Environmental, Safety and Occupational Health Management System (ESOHMS). This management plan outlines specific requirements for all on the installation, (military, civilian, tenets, and contractors) to obtain general environmental awareness training. This training is available via computer based courses within The Environmental Awareness Course Hub (TEACH).

5.2.4. Following completion of all applicable training modules, the on-site supervisory personnel shall provide an awareness briefing to all on-site personnel to ensure every employee is aware of the SAFB ESOHMS requirements.

https://usaf.learningbuilder.com/

5.3. Hazardous Materials:

For the purposes of this document, hazardous materials are defined as any product, material, chemical or substance that is covered under the Emergency Planning and Community Right-to-Know Act (EPCRA) or other federal, state, or local tracking or reporting requirements; or covered under 29 CFR Part 1910.1200, Hazard Communication or 29 CFR Part 1910.1450, Occupational Exposure to Hazardous Chemicals in Laboratories.

Specifically, a hazardous material is any substance or material, in any quantity or form that has the potential to harm human health or the environment.

5.3.1. Absolutely NO hazardous material shall be brought onto Sheppard AFB until that material is authorized for use by the Hazardous Material Management Process Team and properly recorded in the Enterprise Environmental, Safety and Occupational Health Management Information System (EESOH-MIS).

Point of contact to initiate this process is the Civil Engineering Environmental Flight -…