Attachment A_PWS_Clean and Inspect Kitchen Hoods and Exhaust Systems v2.pdf

Performance Work Statement (PWS)

Attachment 1

Common Levels of Support

Clean and Inspect Kitchen Hoods and Exhaust Systems

12 May 2022

Table of Contents

1.0 General Information

1.1 Overview

2.0 Description of Services

2.1 Scope

2.2 Cleaning

2.2.1 Clean Exhaust Hood

2.2.2 Clean Ductwork

2.2.3 Clean Fans

2.2.4 Clean Ultra Violet bulbs

2.2.5 Re-Performance

2.2.6 Broken or missing part notification

2.3 Inspection

2.4 Label

2.5 Airflow

2.5.1 Velocity

3.0 Deliverables

3.1 Monthly Service Reports

3.2 Annual Kitchen Hoods and Exhaust Systems Inventory

3.3 Department of Defense Safe Access File Exchange (DoD SAFE)

4.0 Service Schedule

4.1 Monthly Schedule

4.2 Emergency/Out of Cycle/Unscheduled Services for hoods and exhaust systems. 6

4.3 Transition of Contractor Operations

4.3.1 Phase-In (7 calendar days)/Phase-Out (7 calendar days) Period

4.4 Payment

1.0 General Information.

1.1 Overview.

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to clean and inspect the kitchen hoods and exhaust systems at Joint Base Lewis McChord (JBLM) and Yakima Training Center (YTC) as defined in this Performance Work Statement (PWS).

2.0 Description of Services.

2.1 Scope.

In accordance with NFPA 96 standards, the contractor shall remove all grease, dirt, and debris from kitchen hoods and exhaust systems. All surfaces of hoods and exhaust systems shall be cleaned, to include all interior and exterior parts. These services shall include complete cleanup of the work areas, leaving no grease, debris, tools, or equipment behind. After maintenance and cleaning, the contractor shall clearly label the kitchen hoods with the current and next service date.

2.2 Cleaning.

2.2.1 Clean Exhaust Hood.

Contractor shall remove grease accumulation and clean kitchen hood assembly and components in accordance with NFPA Standards 96, International Mechanical Code (IMC), and applicable local, State, and Federal rules and procedures.

2.2.2 Clean Ductwork.

Contractor shall remove grease accumulation and clean vertical and long horizontal Ductwork in both single and multiple systems in accordance with NFPA Standards 96, International Mechanical Code (IMC), and applicable local, State, and Federal rules and procedures.

2.2.3 Clean Fans.

Contractor shall remove grease accumulation and clean Fan assembly in accordance with NFPA Standard 96, International Mechanical Code (IMC), and applicable local, State, and Federal rules and procedures. Proper cleaning shall direct air away from the rooftop to prevent roof and building damage.

2.2.4 Clean Ultra Violet bulbs.

Contractor shall remove coating caused by chemical reaction as grease-laden air passes around the UV bulbs. Contractor shall provide routine maintenance according to usage timers and/or manufacturer’s recommended service interval.

2.2.5 Re-Performance.

If re-performance of a service is required, the original inspection result shall be recorded as unsatisfactory. When the overall performance for a required service meets or exceeds the performance threshold, quality control is satisfactory. Failure to meet the performance threshold for a required serviced means that quality control for that service during the observation period is unsatisfactory. All work that must be re-performed due to unsatisfactory service shall be completed within two (2) calendar days.

2.2.6 Broken or missing part notification.

The contractor shall verbally report all broken or missing parts to the COR immediately upon discovery, and shall follow-up with an electronic email no later than two (2) calendar days after notifying the COR.

2.3 Inspection.

In accordance with NFPA 96, Section 11.5 Inspection, Testing and Maintenance of Listed Hoods Containing Mechanical, Water Spray, or Ultraviolet Devices shall be inspected Semi Annually by the contractor’s Quality Control. The entire exhaust system shall be inspected for grease in accordance with Table 11.4 Schedule of Inspection for Grease Buildup, NFPA 96.

2.3.1 Contractor shall report inspection findings. Reportable information shall include inaccessible areas, ability of the fan to be tipped, the condition of all the various components of the system, and any other exhaust problems.

2.4 Label.

Contractor shall affix on each exhaust hood. All work (schedule and unscheduled) shall be labeled immediately after service with the following information:

DO NOT REMOVE

OR ALTER BY

ORDER OF DPW

KITCHEN HOODS AND EXHAUST SYSTEMS

Company:

Address:

Phone:

Areas of kitchen exhaust system not cleaned – refer to service cleaning report (Punch Out): O For additional information on service cleaning refer to service cleaning report (Punch Out): O Cleaning Service Date (Punch Date):

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Month: Jan Feb Mar Apr May Jun Jul Aug Sept Oct

Expiration Date (Punch Date):

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Month: Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Nov Dec

Year: 2023 2024 2025 2026

Year: 2023 2024 2025 2026

System Status: Refer to monthly reports, if comments are needed.

When a label on equipment is loose, unreadable, or missing, the label shall be replaced within 2 calendar days. If label is not on a system, it will be reported as not completed and re-performance shall be completed. The contractor shall submit for approval a physical sample of the label to be used in accordance with the submittals section of this contract.

2.5 Airflow.

2.5.1 Velocity.

In accordance with Chapter 8 Air Movement, section 8.2, NFPA 96 air velocity through any duct shall be not less than 152.4 m / min (500 ft. / min).

3.0 Deliverables.

3.1 Monthly Service Reports.

A monthly report shall be electronically emailed to the COR every first Monday before 12:00 pm (PST) commencing January 2023. When submitting the Monthly Service Report, a before and after picture shall be included of each system that as serviced.

Each picture shall be stamped with the time and date when the service was completed and the facility number. When submitting pictures, the title must include the date, time, and facility number on the picture. The monthly reports shall cover all systems that were serviced the month prior with a minimum of the following information:

• Contract and Task Order number

• Date and time of service (and notification time for emergency requests)

• Indicate if this is an initial service or re-performance, if it is a re-performance, annotate the date the unacceptable service was performed initially.

• The facility number

• The work performed (scheduled or emergency) and the number of hoods and ducts serviced

• The cleaning technician’s printed name

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

• Signature from building occupant and phone number

• Comments; potential problems, recommendations, repairs needed to that particular hood and duct system.

• Current airflow measurement

3.2 Annual Kitchen Hoods and Exhaust Systems Inventory.

An annual inventory report shall be delivered electronically to the COR on the 1st Monday of June each calendar year. The report shall be created in Microsoft Excel spreadsheet. The report shall state the following:

• Hood count

• Location / Facility Number

• Manufacturer

• Model

• Type

• Size (Small = <10’; Medium = 10’ – 18’; Large >18’)

• Applicable Special Components

3.3 Department of Defense Safe Access File Exchange (DoD SAFE) Reports are large files. Reports shall be submitted through DoD SAFE.

4.0 Service Schedule

4.1 Monthly Schedule

The contractor shall utilize the Government-provided, Kitchen Hoods and Exhaust System schedule Technical Exhibit (TE) #1 Schedule Kitchen Hoods and Exhaust Systems, to ensure the service intervals are evenly distributed throughout the year. Any deviation from the service schedule must be discussed with and approved by the COR.

4.2 Emergency/Out of Cycle/Unscheduled Services for hoods and exhaust systems.

In the event of emergency service on JBLM, MAMC, or YTC, the contractor shall complete cleaning and inspections on identified hoods and exhaust systems within 48 hours for JBLM and MAMC; and 72 hours for YTC after notification from KO or COR.

Emergency service calls are identical to services completed during business hours, but will not appear on contractors regular service schedule. Emergencies may include, but are not limited to: out of schedule, system(s) not used for a long period of time, cleanings after normal business hours and due to excessive use (beyond normal wear and tear). The contractor shall begin emergency work, as determined by COR.

4.3 Transition of Contractor Operations.

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 7 calendar days’ phase-in and 7 calendar days’ phase-out periods.

https://safe.apps.mil/

4.3.1 Phase-In (7 calendar days)/Phase-Out (7 calendar days) Period.

The contractor shall provide sufficient experienced personnel during the phase-in and, phase-out periods to ensure that the services called for by this contract are maintained at the required level of proficiency. The contractor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the contractor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor.

4.4 Payment.

Contractor shall receive payment only when scheduled tasks or work, as outlined in this PWS, are completed. Partial payment is not authorized for incomplete tasks or work unless approved by the COR and the KO. Contractor reports shall be submitted and approved by the COR before payment is authorized.

4.4 Payment.