Attch 1 - PWS_Hood Ducts_20Jan26.pdf

Attachment 1 – Performance Work Statement (Hood and Duct Cleaning)

PERFORMANCE WORK

STATEMENT

Hood and Duct Cleaning Services

10 CES

20 January 2026

Table of Contents

TABLE OF CONTENTS

1 PURPOSE

2 GENERAL SERVICE REQUIREMENTS

3 DESCRIPTION OF SERVICES

4 SERVICE SUMMARY

5 QUALITY ASSURANCE

6 GOVERNMENT FURNISHED PROPERTY

7 GOVERNMENT PROVIDED SERVICES

8 APPENDICES, EXHIBITS, AND ATTACHMENTS

1 Purpose

1.1 Introduction. This is a non-personal service contract to provide maintenance of all grease-laden vapor exhaust systems (Exhaust System) at the United States Air Force Academy (USAFA). The Government shall not exercise any supervision over contractor personnel.

Contractor personnel shall be accountable solely to the primary contractor who in turn is responsible to the Government.

1.2 Background. USAFA Exhaust Systems located at various locations (See Appendix B, Workload Data) require cleaning, maintenance, and inspections in support of dining operations

1.2.1 Performance Target #1. Ensure all kitchen grill and exhaust systems comply with established Safety policies and USAFA Environmental Standards (See PWS Attach-02).

1.3 Scope of Services. The Contractor shall provide all resources (i.e. materials, personnel, supervision, equipment, facilities, transportation) necessary to perform exhaust system maintenance in accordance with (IAW) the Performance Work Statement (PWS), unless otherwise identified as being provided by the Government. The contractor shall be responsible for accomplishing the following tasks IAW the National Fire Protection Agency (NFPA) and other local, state, and federal rules and procedures:

1.3.1 Task 1 – Cleaning and Maintenance. The contractor shall clean and maintain all parts of the identified exhaust systems’ (See Appendix B), to include fans, hoods, and ducts.

1.3.2 Task 2 – Exhaust Inspection. The contractor shall conduct and document inspections on all identified exhaust systems (Appendix C).

2 General Service Requirements

2.1 Mission Essential Services. The services under this contract have not been determined to be Mission Essential by the Mission Element commander IAW DFARS clause 252.237-7023, Continuation of Essential Contractor Services.

2.2 Normal Hours of Operation. USAFA’s normal hours of operation are 7:30AM to 4:30PM, Mountain Standard Time (MST), Monday through Friday. The contractor is responsible for conducting business during normal duty hours to the maximum extent practicable. The contractor is not expected to work when there is a base or applicable facility closure (i.e.

Federal holidays, local or national emergencies, or Government directed). The Contractor may be required to perform work after normal hours to minimize disruption to normal business operations, which will require coordination with the COR and Building Facility Manager.

2.3 Federal Holidays. The following federal holidays are currently observed by the Government. If a holiday falls on a Saturday, for most Federal employees, the preceding Friday will be treated as a holiday. It is the contractor’s responsibility to remain aware of any changes to designated Federal holidays. The following Federal holidays are currently observed by the Government:

New Year's Day (January 1st) Labor Day (1st Monday in Sep) Martin Luther King, Jr. (3rd Monday in Jan) Columbus Day (2nd Monday in Oct) Washington's Birthday (3rd Monday in Feb) Veterans Day (Nov 11th) Memorial Day (Last Monday in May) Thanksgiving Day (4th Thursday in Nov) Juneteenth (June 19th) Christmas Day (Dec 25th) Independence Day (July 4th)

2.4 Contracting Officer Representative (COR). A COR(s) may be appointed by the Contracting Officer (CO) to assist with monitoring all technical aspects of contract administration. Each COR shall have a letter of designation stating their responsibilities and limitations. A copy of the designation letter shall be sent to the Contractor. If at any point during contract performance a COR is not available (i.e. terminated, resigned, on leave) and an alternate COR has not been appointed, then those responsibilities previously delegated, shall be retained by the Contracting Officer until otherwise notified.

2.5 Contract Management. The Contractor shall respond to all Government requests, establish a primary point of contact, and maintain an adequate workforce for uninterrupted performance of all tasks defined within this PWS. The Contractor shall establish clear organizational lines of authority and responsibility to provide effective management and control of resources.

2.6 Contractor Identification. All contractor personnel shall be required to wear contractor identification badges when working on a Government installation. When working with Government personnel (i.e. meetings, telephone calls, email, conversations), contractor personnel shall identify themselves as such to avoid the appearance of being a Government employee.

3 Description of Services

3.1 The Contractor shall be responsible for completing the below tasks in order to provide Exhaust System cleaning, maintenance, and inspection services. The Contractor shall submit a planned work schedule to the COR for approval no later than (10) calendar days after Notice to Proceed

(NTP).

3.2 Task 1 – Cleaning and Maintenance. All systems shall be cleaned and serviced as shown in Appendix B – Workload Data. completing all work scheduled for a given month within that same calendar month. Each month’s services are a distinct requirement and shall not be postponed, accumulated, or combined with services from any other month

3.2.1 Contractor Certifications. The Contractor shall ensure that each employee performing work under this contract is individually certified by an organization, such as International Kitchen Exhaust Cleaning Association (IKECA) or equivalent to ensure all individuals performing service on the clean grease-laden vapor exhaust systems have the knowledge and skills to safely clean the system and adhere to NFPA 96. Certificates for these personnel shall be provided to the COR prior to starting work under this contract.

Certifications are required to be kept current and shall be furnished to the Government upon request.

3.2.2 Coordination Of Work. The Contractor shall contact the facility managers for each facility to schedule the date and time for cleaning. See Appendix B for a list of buildings.

A current Facility Manager list will be furnished by the COR at the time of contract award. In the event the Contractor is not able to make contact with the building facility manager and receives no response, the Contractor shall immediately notify the COR to assist with scheduling. The COR will furnish the schedule to Production Control for shop support and initial notification to the Fire Department.

3.2.2.1 Cleaning Schedule. For all facilities with the exception of Mitchell Dining Hall, the Contractor shall provide a proposed cleaning schedule to the Contracting Officer Representative (COR) by e-mail at least 30 days prior to the start of scheduled cleanings. If scheduled cleanings are missed for any reason, the Contractor shall immediately notify the COR of the new scheduled cleaning date and time.

3.2.2.1.1 Mitchell Hall Dining Facility. The Contractor shall acknowledge that Mitchell Dining Hall is a mission-critical facility requiring special coordination. Disruptions to its operations must be minimized. To accommodate the facility’s menu planning cycles, the Contractor shall provide a tentative cleaning schedule ideally two (2) quarters in advance but no less than one (1) quarter in advance. This rolling forecast must be submitted to the COR and the designated Mitchell Hall point of contact. From the tentative schedule, the Contractor shall confirm the final date and time for each cleaning at least 30 days prior to the service.

3.2.2.2 Roof Access. The Contractor shall coordinate with the COR and building manager to obtain access to roof of building for cleaning of exhaust fans. A roof hatch key is required for access to most roofs. Keys will be issued by the COR and/or Bldg. Facility Manager the same day services are performed. Keys are to be returned to the COR and/or Bldg. Facility Manager upon completion of work.

The COR shall be notified immediately of any lost keys, and the Contractor will be held financially responsible for re-keying.

3.2.2.3 Employee Badging. Requests for employee badging must be made at the time the schedule for cleanings is provided.

3.2.3 Work Preparation. Prior to performing work on the vapor exhaust system, the Government shall disable all electrical power to the particular system being cleaned.

Electrical power shall be turned off at the main circuit panel and the main disconnect switch. The Government shall red tag both switches to indicate power is not to be restored until completion of cleaning.

3.2.4 Scheduled Electrical Outages. The Contractor shall notify the COR of any proposed electrical outages necessitated by work under this contract. The Contractor shall notify the COR thirty (30) workdays prior to the outage and shall identify the specific utility system(s) and circuits to be affected, the location, time and duration of the outage. The Contractor shall keep both outages and duration to a minimum.

3.2.5 The Contractor shall notify the Government to return all electrical switches, detection devices and system components to an operable state by qualified personnel when cleaning procedures are complete. The Contractor shall replace cover plates and position dampers and diffusers for proper air flow. Upon completion of cleaning, the Government shall remove all red tags that were installed.

3.2.6 Cleaning. The Contractor shall thoroughly clean kitchen and grill vapor exhaust systems beginning with interior of the hood or canopy and extending through to the final point of exhaust, or as indicated by drawings in PWS Attachment 01. This will include, but not be limited to, cleaning the hood (including the filter), the interior above the filter, ceiling grills or registers, fan blades and housing, turning vanes, screens, louvers, contaminated area of roof walls and exhaust wells resulting from kitchen discharge. The Contractor shall remove all deposits of grease, dirt, and any other foreign substance from the entire grease vapor exhaust system. The Contractor shall clean the system down to bare metal or surface.

3.2.6.1 The Contractor shall ensure that all screws and bolts are secure on access panels, screens and louvers. If any of the screws or bolts are missing, the Contractor shall furnish and install new ones. The Contractor shall take precautions to ensure that cleaning substances do not come in contact with or adversely affect fusible links, nozzles, or any other detection devices of the automatic extinguishing systems.

3.2.6.2 The Contractor shall clean all areas affected by the duct cleaning of debris, grease, and residue generated by the cleaning process. The Contractor shall not leave the job site until all clean-up activities are complete. The Contractor shall adhere an adhesive label to the outer surface of the hood showing the date of cleaning.

3.2.6.3 The Contractor shall be responsible for cleaning up and disposing of all waste or water generated during the performance of this contract and shall ensure that water does not leak through duct seams

3.2.7 Fans. If it is necessary to remove fans to facilitate the cleaning of the fans or ductwork, the Contractor shall be responsible for this work and shall ensure the removal and reinstallation is accomplished by an individual with expertise in this type of work. It shall be the responsibility of the Contractor to report to the COR defective conditions of any fan.

3.2.8 Accidental Discharge. If an extinguishing system is accidentally discharged, the Contractor shall notify the Fire Prevention Office and the COR immediately after the discharge. The Contractor shall be responsible for all damages resulting from an accidental discharge during the performance of work. The Contractor shall also recharge the system at no cost to the government and perform all clean-up.

3.2.9 Protection of Buildings and Equipment. The Contractor shall use the necessary protective devices (i.e.: barriers, drop cloths, shields, barricades) required to prevent damage to buildings, roofs, equipment, injury to people, and to prevent contamination to any food or supplies in the performance of this contract.

3.2.9.1 The Contractor shall return to its original position any furniture, fixtures or equipment moved during the cleaning process.

3.2.9.2 The Contractor shall take precautionary measures in the process of cleaning exhaust fans (housing and blades) and louvers in order to keep grease-water off any part of electric motors or the building.

3.2.9.3 The Contractor shall not transport or use upon the premises any detergent, solvent, de-carbonizing agent, or other cleaning agent this is toxic or possesses flammable, combustible or explosive characteristics.

3.2.9.4 The Contractor shall notify the COR if any system has a leak in the duct system.

The Contractor shall clean any leakage from the system. Repair of the leak is the responsibility of the Government.

3.2.10 Refuse Disposal. The Contractor shall gather and remove at the end of each work period, all grease, lint, dirt, dust, rags and other refuse or debris generated in the performance of this contract. The Contractor shall haul all refuse off USAF Academy for disposal in accordance with federal, state, and local laws.

3.2.11 Approval of Work. When a cleaning has been completed, the Contractor shall contact the USAFA Fire Department (Fire Prevention: 719-494-9681 or 719-333-4433), and a representative will physically inspect the Contractors work and either approve or disapprove. If the cleaning is not acceptable to the Fire Department representative, the Contractor shall re-clean the system until it passes inspection. Re-cleanings shall be at the Contractors’ expense. The contractor has (5) business days to complete re-cleaning after a failed inspection or as agreed to by the GOV.

3.2.11.1 Contractor Equipment. The Contactor shall be responsible for installation and maintaining temporary extension cords, lines and other equipment in a safe condition. Prior to USAFA Fire Department inspection, all temporary cords, lines, and other equipment shall be removed. The existing outlets and lines shall be restored to the same condition as it was prior to the start of the Contractor’s work.

3.2.12 Hazardous Materials. The Government reserves the right to prohibit the use of any materials, supplies or equipment, and the Contractor shall not use any materials, supplies, or equipment without prior Government approval. The Contractor shall submit to the Government a list of all supplies, materials and equipment for approval on AF-EMIS Form 3000 (for Equipment, Materials, and Supplies), AF-EMIS Form 3952 (for cleaning products) and attach and Safety Data Sheets (SDS) for each item. Forms must be submitted by the Contractor upon contract award. Failure to provide could result in the Contractor being considered nonresponsive and result in termination of the contract.

3.2.12.1 HAZMART. The government (HAZMART personnel) will inventory all chemical that the Contractor brings on to The United States Air Force Academy or any property under the control of The United States Air Force Academy. Any products that meet the criteria of “Hazardous Waste” must be barcoded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

3.2.12.2 Hazardous Communication. The Contractor shall have a written communication program in accordance with OSHA STD 29 CFR 1910.1200, Hazardous Communication. The written communication program shall be submitted (one copy) to the COR no later than at the post-award conference.

3.3 Task 2 – Exhaust System Inspections

3.3.1 Inspection Schedule. The inspections for the exhaust systems shall occur concurrently with the exhaust system cleaning and is established at the service frequency IAW Appendix B.

3.3.2 Inspection Checklist. The Contractor shall submit a report to the COR on all hood, duct, and exhaust system inspections, test or maintenance work, noting discrepancies, system impairments and recommendations within (10) calendar days after exhaust system cleaning and include before and after pictures. Refer to Appendix C for example inspection/checklist.

4 Service Summary

4.1 Table 4-1, Service Summary, describes those performance requirements that have be determined to be most critical to achieve mission success. The table is organized into performance objectives that relate directly to mission essential items and the performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

Table 4-1 Service Summary

SS

Item No.

Performance Objective PWS Para. Ref. Performance Threshold

SS-1

Comply with Safety policies and USAFA Environmental Standards.

1.2.1, PWS

Attach-02

100% compliance with safety policy and environmental standards. All violations shall be immediately corrected by the Contractor.

SS-2

Clean all kitchen grill and exhaust vapor systems IAW cleaning schedule (See Appendix B)

1.3.1, 3.2, 3.2.6, 3.2.7

Obtain Fire Department approval after initial inspection, 95% of the time; and 100% of the time second re-performance.

SS-3

Provide a proposed schedule to the COR at least (30) days in advance of cleaning.

3.2.2.1 Provide schedule 30 days in advance 95% of the time.

SS-4

Submit a completed Exhaust System Inspection report within (10) calendar days after inspection

1.3.2, 3.3.2 Provide Hood Inspection Report within 10 days after service 95% of the time.

5 Quality Assurance

5.1 The Government shall evaluate the contractor’s performance. The Government shall use appropriate surveillance methods to ensure contractor conformance to PWS requirements and established standards identified in the Service Summary Table (Table 4-1) to identify performance deficiencies. Government surveillance may be used to assist the Government in rating contractor performance.

5.2 Contractor Performance Assessment Reporting System (CPARS). For service contracts with an aggregate value (i.e. Base-plus-options, Multi-year, Multiple year contracts, etc.) greater than $1 Million, a CPARS will be required. The contractor’s performance shall be rated by the Government IAW the PWS at least once every 365 days and upon contract completion. The contractor will have the opportunity to review performance feedback and assigned ratings prior to finalization. At that time, the contractor may request that the Government revise assigned ratings. The Government reserves the right to determine whether to make appropriate changes to ratings before finalization. For contracts valued below $1 Million (aggregate), a CPARS may be completed at the discretion of the CO. For more information, access CPARS at https://cpars.gov/.

5.3 Post Award Conference/Periodic Progress Meetings. The Contractor shall attend any post award conference convened by the contracting activity or contract administration office. These meetings shall be at no additional cost to the Government.

6 Government Furnished Property

6.1 Government furnished property is not included under this contract.

6.2 FAR Part 45, Government Property, does not apply to Government property that is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered to be incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines.

7 Government Provided Services

7.1 Utilities. The government shall provide utilities without cost. The government will furnish electrical power, water, and sewer service from existing sources at no cost to the Contractor during performance of this contract. The Contractor shall carefully conserve all furnished utilities. All electrical equipment used by the Contractor shall meet all safety requirements of this contract and shall be UL approved. This equipment must operate using existing building circuits. It shall be 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.

7.2 Emergency. Police, Medical and Fire can be reached by calling 911. Caller will reach El Paso County dispatcher and needs to identify that they are located on USAFA.

7.2.1 Incident/Mishap Reporting. In the event of a safety incident/mishap, the Contractor shall take reasonable and prudent action to establish control of the scene, prevent further damage to persons or property and preserve evidence until released by the investigative authority. Immediately report the incident to the COR and the USAFA Safety Office. If the Government elects to conduct an investigation, the Contractor shall cooperate fully and assist Government personnel until completed.

8 Appendices, Exhibits, and Attachments

Appendix A Contract Deliverables

Appendix B Workload Data

Appendix C Reports (Sample Cleaning and Inspection Report)

PWS Attachment 01 Facility Drawings / Work Area Layouts

PWS Attachment 02 USAFA Environmental Standards