ATTCH 1 - PWS Kitchen Hoods and Ducts and Ducts Exhaust System - Draft.pdf

Hoods & Ducts Services

PERFORMANCE WORK STATEMENT

for

KITCHEN HOODS & DUCTS EXHAUST

SYSTEMS

Joint Base Elmendorf-Richardson (JBER), Alaska

November 7, 2025

Table of Contents

1.0 General 4

1.1 Background 4

2.0 Kitchen Hoods & Ducts Service Description 4

2.1 Kitchen Hoods & Ducts Exhaust System Maintenance 4

2.1.9 Label/Equipment Tag 6

3.0 Special Maintenance Projects (SMPs) 6

3.1 Award 6

4.0 Service Summary 6

4.1 Quality Control Program (QCP) 7

4.2 Quality Assurance (QA) 7

4.3 Surveillance Methods 8

4.4 Preventive Maintenance Schedule 8

4.5 Inspection Reports/Documentation 9

4.6 Safety & Fire Protection Requirements 9

4.6.3 Progress Meetings 9

6.0 Government Furnished Property and Services 10

6.1 Furnished Facilities 10

6.2 Furnished Supplies and Equipment 10

6.3 Furnished Services 10

7.0 General Information 10

7.1 Hours of Operation 10

7.2 Federal Holidays 10

7.3 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander 11

7.4 Base Closure 11

7.5 Security Requirements 11

7.6 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes

7.7 Hazardous Material Identification 11

7.8 HAZMART 11

7.8.1 Spill Response 12

7.8.2 Hazardous Material/Waste Management 12

7.9 Hazardous Material Handling 12

7.10 Certification 12

7.11 Weapons, Firearms, and Ammunition 12

7.12 For Official Use Only (FOUO) 12

7.13 Contract Lead 12

7.14 Vehicles/Equipment 12

7.15 Manpower Report 13

7.16 Personnel 13

7.17 Cleanup Procedures 13

Appendix A – Hoods & Ducts Workload Data 14 Appendix B – Definitions 16 Appendix C – Special Maintenance Project Form 18 Appendix D – Required Reports/Forms 19

1.0 GENERAL. This is a non-personal services contract to clean kitchen hoods and ducts exhaust systems. The Government must not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers must be accountable solely to the contractor who, in turn, is responsible to the Government. This is a performance-based contract which will have success measured by the outcome of the contractor’s performance.

1.1 Background. Joint-Base Elmendorf-Richardson (JBER) is a United States military installation located near Anchorage, Alaska. JBER experiences frequent mission changes which may increase or decrease requirements. Contractor must be flexible and must be prepared to adjust the schedule to accommodate changes within 72 hours of notice.

2.0 KITCHEN HOODS & DUCTS SERVICE DESCRIPTION. Contractor must furnish all personnel, management, supervision, transportation, labor, equipment, tools, materials, supplies, and certifications necessary for the repair, preventive maintenance, cleaning, inspecting, testing and certification of kitchen hoods and ducts exhaust systems on JBER, Alaska. A minimum of two (2) personnel per location must clean the entire hood exhaust, all ductwork (horizontal and vertical) exhaust fans and exposed water wash systems thoroughly.

Cleaning hours must be scheduled to present the least amount of conflict with the user’s operation. Work must be performed IAW National Fire Protection Association (NFPA) Standard 96, Unified Facilities Criteria (UFC), national, state and local fire, safety, health, and electrical codes IAW the original manufacturer’s specifications.

2.1 Kitchen Hood & Ducts Exhaust System Maintenance.

2.1.1 Inspection Services. Contractor must perform recurring inspections of all kitchen ventilation, exhaust, ancillary air, and heat recovery systems listed in Appendix A in accordance with (IAW) manufacturer’s recommendations, (NFPA) Standard 96, Air Force Instruction (AFI) 91-203, Occupational Safety & Health Administration (OSHA) codes and all applicable local, state, and federal safety and fire codes. Customer/Contracting Officer’s Representative (COR) is responsible for determining if the equipment is covered under a manufacturer’s warranty before doing any work that would void the warranty. The result of all work will ensure that all equipment operates in a reliable, continuous, and safe manner. Facility managers are expected to provide their own wash down detergent for the water wash systems.

2.1.2 Preventive Maintenance Services. Contractor must perform all required preventive maintenance (i.e., cleaning, adjusting, lubricating, tightening nuts/bolts, replacing worn parts) IAW manufacturer’s recommendations on all equipment listed at Appendix A. The following surfaces must be cleaned:

a. All interior surfaces of the designated kitchen exhaust ducts that are exposed to the contaminated air stream, beginning downstream from the grease filters at the hood and including all connected ductwork through where the vapors exit the duct to the atmosphere.

b. All existing plenum chambers within the hood

c. All exposed or exterior surfaces of the kitchen exhaust hood systems within the cooking area

d. Where grease filters do not exist, the surface to be cleaned must begin at the throat of the grease extractor or at the first portion of the duct or hood.

e. Exterior surfaces of ductwork and any equipment or building surfaces, including the roof, to remove grease runs or accumulations originating from within the duct system.

f. Ensure all grease is removed and cleaned to bare metal from all metal surfaces.

g. Cleaning must include the removal of any grease accumulation on the exhaust fan (blades, housing, shrouds), the roof area adjacent to exhaust areas (fan, rain cap and roof), louvers on exhaust duct, exterior walls adjacent to wall exhaust systems, cupolas, interior/exterior of hoods over cooking areas, grease filters, duct system, and fire protection piping. Contractor must clean grease from access and walkways as needed (estimated one time per year per location) to provide safe footing for cleaning and inspection access.

2.1.3 Contractor must cover all equipment and areas within six feet (6’) of any exhaust system being serviced with poly construction film, sheet plastic, or Visqueen for protection. Protective covering must remain in place until the entire cleaning process is complete and must be removed upon completion.

2.1.4 Cleaning methods must not damage components or the integrity of the system.

Contractor must protect government property to the extent necessary to prevent damage to property. Contractor must use drop cloths, shields, and other protective devices as necessary.

2.1.5 Replace cover plates. Dampers and diffusers must be positioned for proper airflow. All screws, attaching devices, (etc.), must be installed and missing connectors replaced by the contractor as part of the maintenance contract at no additional cost to the government.

2.1.6 Re-install all items removed during cleaning/inspection, i.e., fans, vents, or grills. All kitchen hoods, grease removal devices, fans, ducts, and other equipment (i.e., filters, motors, covers, plenum header, plenum volume area, fire extinguishing system piping, nozzles, and activation devices, etc.) must be thoroughly cleaned IAW manufacturer and NFPA 96 standards. Items removed and reinstalled by the contractor must be operational prior to departing the worksite.

2.1.7 Upon completion of service, the entire exhaust system must be free from visual accumulations of dirt, grease, dust, lint, and oil residue. All cleaning methods must incorporate the use of non-hazardous biodegradable products.

2.1.8 Access Panels. An opening large enough to permit cleaning and inspection must be provided at each change in direction of the duct. Contractor must identify areas requiring new access panel installation to the COR immediately in order to process a work order if necessary.

Contractor must install new access panels in ducting systems, where needed in order to correct a fire hazard or improve cleaning efficiency. A Special Maintenance Project (SMP) will be initiated and processed per paragraph 3 of this PWS. Contractor must submit a quote to the COR/Contracting Officer for approval prior to installation. When an access panel is removed; a service company label or tag (pre-printed with the name of the company and date of cleaning or inspection) must be affixed near the affected access panels per NFPA 96, para 11.6.10.

2.1.9 Label/Equipment Tag. Contractor must label immediately after service is completed and apply a decal (stick-on label), indicating company’s name, address, and phone number, certification number of technician performing service, date work was completed, month and year when next service will be performed, and frequency of service for the system (i.e., monthly, quarterly, semi-annual, or annual). Contractor must use a numbering system on the label to easily identify the kitchen hoods during inspection. Contractor must affix the decal to a corner of the hood so that it is readily visible. When performing services and the contractor finds the label on the equipment is loose, unreadable, or missing, the label must be replaced.

3.0 SPECIAL MAINTENANCE PROJECTS (SMPs). Contractor must provide all management, administrative support, supervision, personnel, equipment, tools, material, and/or services necessary to perform all requirements for SMPs. SMPs are defined as work requirements within the general scope of this contract which may include separately defined or priced line items incidental to the overall work (i.e., clean kitchen hoods not listed on the workload data, etc.). Upon request of the CO, contractor must prepare and submit a cost proposal within three (3) days for the work requested. If the contractor identifies possible SMPs, they are welcome to submit project ideas to the COR.

3.1 Award. CO will negotiate and award all SMPs over $3,000.00. 773CES/CEOES Service Contracts Supervisor is authorized to approve SMPs below the $3,000.00 limit. Government reserves the right to award SMP work to a third (3rd) party. COR must update CO on all SMPs awarded as needed.

3.1.1 All work accomplished under SMPs must be IAW negotiated agreements and the standards contained herein as well as trade standards and must be completed within the negotiated performance period. Upon completion of SMPs, contractor must notify COR for 100% inspection and acceptance.

3.1.2 Contractor must provide invoice within 10 business days of completed work. When SMPs are completed and accepted by the Government; each SMP invoice must be submitted with a copy of the original approved SMP along with all supporting documentation including a breakdown of all parts and materials used.

4.0 SERVICE SUMMARY (SS). The SS captures the requirements that can be measured and are considered to be critical operational requirements. Performance Objective identifies desired end results the contractor must achieve. Performance Thresholds describes the minimum acceptable performance in terms of quality, timeliness and quantity in achievable standards. The SS outlines the Acceptable Quality Levels (AQL) which establishes the maximum number of minor discrepancies for each assessment category to meet determined quality level. The SS and contractor’s Quality Control Plan (QCP) provide information on contract requirements, the expected level of contractor performance and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success.

Performance Objective

PWS

Paragraph

Performance Threshold

SS1: Kitchen

Hoods & Ducts Exhaust System Maintenance

2.1 inclusive

NFPA 96

No more than one

(1) valid defect per month

SS2: Special Maintenance Projects

3.0, 3.1 Zero defect

4.1 Quality Control Program (QCP). Contractor must develop and maintain a QCP to ensure maintenance and repair services are performed IAW this PWS, NFPA Standard 96, manufacturer’s recommendations, and other applicable standards and codes. Contractor must develop and implement procedures to ensure successful performance and prevent repeat of defective services. Contractor must develop quality control procedures addressing the areas identified in Services Summary. Contractor is required to control the quality of service delivery and offer to the CO/COR for acceptance only services which conform to contract requirements.

QCP must be submitted to the CO/COR within 10 calendar days of contract award. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary. After acceptance of the QCP, contractor must request in writing and receive written approval through the CO prior to making changes. Contractor must maintain the QCP throughout the period of performance of the contract.

4.1.1 An inspection system covering all the services listed on the SS. The description must specifically address the contractor’s strategy to provide quality workmanship, continual process improvement for correcting deficiencies as required specific to the areas to be inspected on both a scheduled as well as unscheduled (SMP or re-performance) basis, frequency of inspections, submission of quality control inspection schedule, contractor’s schedule for customer surveys (if available), and the title and organizational placement of the inspectors. Control procedures for any government provided keys or lock combinations must be included. Records of all inspections, corrective actions, and preventive maintenance must be available to the Government upon request.

4.2 Quality Assurance (QA). COR/Fire Department must inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this PWS. Inspector must evaluate by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. CO/COR will use the contractor’s work schedule, or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the contractor’s performance.

When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Corrective Action Report (CAR) for issuance to the contractor. Contractor must respond, in writing, to the CAR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

4.3 Surveillance Methods.

4.3.1 Periodic Validations. This method requires the COR/Fire Department to employ a “spot check” style of evaluation based on the contractor’s incorporated cleaning schedule. Periodic surveillances and/or validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted based on quality trends. The cleaning schedule or modified version thereof must be used for COR periodic inspections and results documentation.

4.3.2 Customer Complaints. COR will investigate all discrepancy records received from customers. COR must be responsible for initially validating discrepancy record. The CO must make final determination of the validity of discrepancy record(s) in cases of disagreement between the COR and the contractor. Validated discrepancy record must be re-performed. Re-performance must be scheduled within 24 hours of notification. Contractor must be available to complete re-performance within 5 business days. Re-performance does not eliminate the customer complaint and it still applies against the contractor’s performance threshold.

4.3.3 100% Inspection. This method requires 100% validation from the COR/Fire Dept. Performance is inspected, evaluated, and/or validated to ensure work is completed.

4.3.4 Non-Performance Remedy.

a. Any unsatisfactory inspection (defect) result must be recorded, and the contractor must complete the service within designated timeframe after notification. Any rescheduling must be coordinated with the customer, Fire Dept. and approved by the COR. Re-performance must be scheduled within 24 hours of notification. Contractor must be available to complete re-performance within 5 business days. Re-performance does not eliminate the customer complaint, and it still applies against the contractor’s performance threshold.

b. Exceeding the performance threshold of these performance objectives, in any combination for any two or more consecutive or non-consecutive months during a contract period, must initiate an immediate progress meeting with the Multi-function Team and/or must result in a warning letter of concern from the CO. All remedies must be IAW the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance. Government reserves the right to seek an equitable price adjustment for non-performed areas and government administrative costs.

4.3.5 Fire Department Inspection. Upon COR validation, contractor will be notified in writing of an unsatisfactory inspection conducted by the Fire Department for re-performance.

Contractor must re-perform and will be re-inspected within one week of failure notice. Re-performance does not eliminate the customer complaint and it still applies against the contractor’s performance threshold.

4.4 Preventive Maintenance Schedule. Contractor must submit a tentative preventive maintenance schedule for kitchen hoods and ducts exhaust system cleaning within 10 working days prior to the scheduled next month’s services for review. COR will provide facility manager contact information to the contractor to ensure staff is available to allow contractor access into the facility during the scheduled service. Contractor must coordinate with end-user of the scheduled service. Contractor must immediately notify Fire Dep. of canceled or rescheduled hood and duct maintenance cleanings. Contractor must identify re-scheduled facility service to the COR. COR must provide the final and revised maintenance cleaning schedule to the Fire Department.

4.5 Inspection Reports/Documentation. Contractor must prepare and submit a written electronic report within 2 business days of the inspection. Report must outline each piece of equipment of all cleaning performed and identifying any system impairments along with recommended remedies. The report must include:

a. The inspection, test, and certification date

b. Type of equipment

c. Equipment location’s building/facility number

d. Describe the overall condition of the equipment/unit

e. What preventive maintenance was accomplished

f. Print full name of technician(s) and service date performed

g. Number of man-hours to complete maintenance

4.6 Safety and Fire Protection Requirements. Contractor must initiate and maintain programs to comply with the provisions of the OSHA as well as the most current version of NFPA 96.

4.6.1 Contractor must perform work in a safe manner as required by OSHA Safety & Health Requirements. Contractor must provide a verbal report to the CO/COR 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. Contractor must provide a completed copy of required Accident Investigation Reports to the CO/COR within five (5) calendar days of each occurrence. Contractor must immediately notify the COR when damage to government property, whether due to accident, abuse or misuse is discovered. Contractor must annotate the damage on the inspection checklist/report

4.6.2 Contractor must perform work IAW NFPA 96, AFI 91-203, and standard commercial practices.

4.6.3 Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the contractor must meet at the discretion of the CO to discuss the contractor’s performance. The following issues must be discussed: 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. Contractor must provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor must provide a written notification to the CO identifying areas of non-concurrence for resolution.

5.0 GOVERNMENT FURNISHED PROPERTY: RESERVED

6.0 GOVERNMENT FURNISHED SERVICES.

6.1 Furnished Supplies and Equipment. There is no Government furnished property.

6.2 Furnished Services. Government will provide the following limited services: medical emergency, security, telephone, utilities, and access to information.

6.2.1 Medical Emergency Services. For fire, police, and medical emergencies, contractor must call 911. In the event of a medical emergency, base ambulance service for transporting an injured or critically ill employee to a local hospital is available on a cost reimbursement basis.

All mishaps will be promptly reported to the base Safety Office through the CO/COR.

6.2.2 Security Police and Fire Protection. Call 673rd Security Forces Squadron at 552-4444 to report any type of security violations. Call 911 for Fire Protection.

6.2.3 Utilities. Government will provide all electricity and water at no additional cost to the contractor. Contractor must adhere to all base level utility conservation practices or requirements. Contractor must be responsible for operating under conditions that prevent waste of utilities.

6.2.4 Preservation of Government Property. Contractor must use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the contractor’s failure to use reasonable care causes damage to any of this property, the contractor must replace or repair the damage at no expense to the government as the CO directs. If the contractor fails or refuses to make such repair or replacement, the contractor must be liable of the cost, which may be deducted from the contract price.

7.0 GENERAL INFORMATION.

7.1 Hours of Operation. Contractor must perform work during the hours that will cause the least amount of conflict with the user’s operations. Contractor must not perform services on Federal Holidays.

7.2 Federal Holidays.

January 1st 3rd Monday in January 3rd Monday in February Last Monday in May June 19th July 4th 1st Monday in Sept 2nd Monday in October November 11th 4th Thursday in November December 25th

New Year’s Day Martin Luther King (MLK) Day President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

7.3 Performance of Services during Crisis Declared by the National Command Authority or Overseas Combatant Commander. Hoods & Ducts Services requirement under this PWS is determined to be mission essential and will be performed during a crisis IAW DFARS 252.237-7023, Continuation of Essential Functions.

7.4 Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be rescheduled after base returns to normal status.

7.5 Security Requirements. Contractor and all employees will comply with all JBER security requirements imposed by the Installation Commander at all times while on the premises. Contractor will obtain all necessary passes, decals, badges, or items required for access to perform hoods & ducts cleaning services at JBER.

7.6 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. During performance of the contract, contractor must be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any personnel who no longer requires access to the worksite. Contractor must comply with all requirements and procedures IAW AFI 31-101, Integrated Defense, and AFMAN 31-113, Installation Perimeter Access Control and JBERI 31-113, Base Access Program.

7.7 Hazardous Material Identification. Contractor must provide a copy of the Safety Data Sheet (SDS) for all products used to perform services to the CO and COR, 10 days prior to the contract start date. SDS are required as specified in the latest version of Federal Standard No.

313 (including revisions adopted during the term of the contract) for any other material designated by a government technical representative as potentially hazardous and requiring safety controls. SDS must be submitted by the contractor upon contract award and updated as inventory is added or deleted. Failure to provide SDS or certificate when requested could result in the contractor being considered non-responsive and may result in termination of the contract.

Contractor must provide an inventory of materials being brought onto JBER. A copy of the inventory list must be furnished to the COR and 673 CES/CEIEC at 5255 Gibson Ave (552- 7446). If applicable, SDSs will be readily available to personnel working with hazardous materials.

7.8 HAZMART. Contractors conducting operations on JBER are required to comply with the Federal Emergency Planning and Community Right-to-Know Act (EPCRA). To meet compliance, the Contractor must supply the HAZMART, the government hazardous materials distribution unit (HAZMART personnel) and must supply HAZMART with a Chemical Authorization List (CAL) of all chemicals proposed to be used on base 30 days prior to conducting any work on base. All hazardous materials must be approved by HAZMART prior to being transferred to, or used on, the base. An inventory of the hazardous materials must be performed prior to commencement of work. Contractor must comply with Annex's "E" and "F" of the JBER environmental management document, the "OPLAN 19-3 EMP", for the management of hazardous materials, in particular Annex "F" Section 3, Subsections b, c and d.

All Contractors conducting operations on JBER are required to comply with the federal regulations regarding the management of hazardous waste (Subpart C of 40 CFR 261) "Criteria for identifying hazardous waste"). Contractor must comply with the Annex "C" of the JBER environmental management document, the "OPLAN 19-3 EMP", for the management of hazardous waste. All Hazardous Waste must be characterized, profiled, and approve all manifests by the JBER Hazardous Waste Center prior to removing them from the base.

7.8.1 Spill Response. Contractor will be briefed on JBER spill response procedures at the post-award conference. Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations, in the event that it is necessary to utilize government material, equipment or personnel to clean up a contractor caused spill, the contractor must be required to reimburse the government for all associated costs.

7.8.2 Hazardous Material/Waste Management. Contractor will be briefed on JBER Hazardous Material/Waste Management Plan post-award.

7.9 Hazardous Material Handling. Contractor must supply an inventory of all hazardous materials brought on to JBER using AF Form 3952 – Chemical/Hazardous Material Authorization. The inventory must include product, the SDS number, quantity and be updated every 90 days. A copy of the inventory must be provided to the COR, HAZMART with 673 CES/CEIEC at 5255 Gibson Ave (552-7446). The purpose of the inventory is to provide information to JBER for EPCRA reporting.

7.10 Certification. Individuals skilled in the trade of inspection, repair and cleaning of kitchen hood and ducts exhaust systems will accomplish all work and repair. Workers must be certified by International Kitchen Exhaust Cleaning Association (IKECA) and have a minimum of three years’ experience with commercial kitchen hood exhaust system to the COR/CO within 60 days of contract start date and maintain certification throughout the life of the contract. Contractor employees are required to have all appropriate local, state, and/or federal certifications and licenses to operate required vehicles.

7.11 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 JBER.

7.12 For Official Use Only (FOUO). Contractor must comply with DoD 5400-7-R, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

7.13 Contract Lead. Contract leads/alternates must have full authority to act for the contractor on all contract matters relating to daily operation of this contract when the manager is absent.

Contractor must provide names of these persons with contact information in writing to the CO.

Contract Lead and alternate(s) must be able to read, write, speak, and understand the English language. Contractor is responsible to provide contract lead/alternate names whenever there are substitutions or changes.

7.14 Vehicles/Equipment. Contractor vehicle operators must comply with all base traffic regulations. Any parking space on the installation must not be used for overnight parking of contractor and/or employee owned vehicles, trailers, snowmobiles, all-terrain vehicles or other conveyances. Vehicles must be in operable condition, be marked company name or logo to identify it as a Contractors vehicle, and meet all local, state, and federal safety requirements.

7.15 Manpower Report. As needed, the contractor must report ALL contractor labor hours (to include subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Contractor is required to completely fill in all required data fields at https://sam.gov. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data must be reported no later than 31 October of each calendar year. Contractors may direct questions to the sam.gov help desk.

7.16 Personnel.

7.16.1 Professional Appearance. Contractor personnel must present a neat appearance.

Contractor personnel must be easily recognizable while on the installation in conjunction with this contract. This must be accomplished through the wear of distinctive clothing, overcoat, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that it identifies personnel easily and quickly for reasons of safety and personal protection.

7.16.2 Employees. 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 health, safety, security, general well-being, or operational mission of the installation and its population. All employees and potential employees must have a local background investigation. Investigation results must be provided to the Government for all employees prior to start of work. Contractor must submit an organizational structure and a list of personnel designated to perform this contract to the CO within thirty (30) days of contract award. The list must include full name, social security number, work assignment, appropriate state certifications, hourly rate and telephone number of all employees. Contractor must notify the CO/COR, in writing, of any additions, deletions, or changes in personnel within three (3) days of any change.

7.16.3 Alcohol/Drug Use. The consumption of alcoholic beverages or illegal drugs by contractor personnel, while on duty, is strictly forbidden. Contractor must immediately remove any employee who is under the influence of alcohol or drugs.

7.16.4 Substance Abuse Testing. Contractor employees must be subject to substance abuse testing as a result of a mishap investigation when an individual’s actions or inactions are suspected as factors in a mishap sequence. The COR/CO may identify the employees to be tested and the drugs and substances for which those employees must be tested. The service provider must accomplish the specified testing using a certified (i.e., a certified lab that meets Department of Health and Human Services (DHHS)/Substance Abuse and Mental Health Services Administration (SAMHSA) certification) medical substance abuse testing facility.

Results of the test(s) must be provided to the Government solely for the purpose of completing an investigation.

7.17 Cleanup Procedure. Cleanup of work areas must be accomplished promptly after completion of each system in each facility. Contractor must dispose of all hazardous waste, residue, debris, waste, materials, grease, etc., at an off-base location IAW federal, state and local policies.

Contractor must remove and legally dispose of waste materials and rubbish from the site and dispose to the nearest dumpster. Contractor will not allow accumulations of waste, debris, and rubbish created by the performance of services. Non-hazardous waste must be placed in the nearest suitable dumpster. Trash receptacles located inside facilities must not be used.

APPENDIX A

Hoods & Ducts Workload Data

BLDG

# NAME /

USER

LOCATION

# OF

SYSTEM S FREQUENY

TOTAL

CLEANS

9 Burger King

Near sink & behind cashier area

2 12 (MO) 24

647 DFAC

Wilderness Inn

Grill area, serving line, short order

2 12 (MO) 24

655 DFAC Next to salad bar/cashier

2 12 (MO) 24

655 DFAC Grill/kitchen area; main entrée

5 4 (QT) 20

5800 Charley’s Steaks

BX

food court

1 12 (MO) 12

5800 El Mariachi BX food court

1 12 (MO) 12

5800 Cup Bop BX food court

1 12 (MO) 12

5800 Popeyes BX food court

2 12 (MO) 24

7508 Burger King

Kitchen 1 12 (MO) 12

8088 DFAC

Iditarod

Grill line 2 12 (MO) 24

23400 Hillberg Ski Lodge

Kitchen 1 5 Seasonal (MO)

27000 Golf Course Kitchen 1 7 Seasonal (MO)

560 Moe’s Kitchen 1 4 (QT) 4

647 DFAC

Wilderness Inn

Kitchen 5 4 (QT) 20

655 DFAC Specialty & deli; serving line

2 0 0

5800 Rays Savory Donuts

Bx food court 1 4 (QT) 4

7174 Frost Bites Kitchen 1 4 (QT) 4

8088 DFAC

Iditarod

Kitchen 4 4(QT) 16

647 DFAC

Wilderness Inn

Entrée area; main serving line

1 2 (SA) 2

APPENDIX A (Cont’d)

Hoods & Ducts Workload Data

BLDG

# NAME/USER LOCATION

# OF

SYSTEMS FREQUENCY

TOTAL

CLEANS

647 DFAC

Wilderness Inn Special; take out, grab-n-go

1 2 (SA) 2

6 Kodiak CDC Kitchen, rm 3 1 1 (AN) 1 11 Talkeetna CDC Kitchen, rm 110A 1 1 (AN) 1 297 Twin Rivers

Youth Center Snack bar 1 1 (AN) 1

647 DFAC

Wilderness Inn

Pizza bar area;

serving line

1 1 (AN) 1

647 DFAC

Wilderness Inn

Entrée area, main serving line, next to oven (behind wall)

1 1 (AN) 1

6376 Sitka CDC Kitchen 2 1 (AN) 2 7163 Ketchikan School

Age Kitchen 1 1 (AN) 1

7174 Frost Bites Pizza oven 1 1 (AN) 1 7181 Katmai CDC Kitchen 1 1 (AN) 1 7377 Denali CDC Kitchen 2 1 (AN) 2 8088 DFAC Iditarod Pizza/main serving line

1 1(AN) 1

36-100 Illa School Age Kitchen, room 6 1 1 (AN) 1

TOTAL 51 160 266

See Appendix B for definitions Service Abbreviations

APPENDIX B

DEFINITIONS

Contract Discrepancy Report (CDR). A report issued to the contractor, citing unsatisfactory services or performance for which the contractor is responsible under the PWS.

Contracting Officer’s Representative (COR). An individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the CO to perform specific technical or administrative functions.

Damage to Government Property. Damage or abnormal deterioration caused by physical abuse or negligence.

Defective Service. A service output that does not meet the standard of performance associated with it in the Services Summary (SS).

Escort. One or more persons accompanying the contractor in high security areas on JBER.

Hardware. Machine parts, metal goods (nuts and bolts) structure members, and duct work.

Inspection. Means visual and/or mechanical checking of the condition of the systems to determine the extent of the maintenance and repair work required and to ensure the proper operation of the system.

Listed. Equipment or materials included in a list published by an organization acceptable to the authority having jurisdiction and concern with product evaluation, that maintains periodic inspection of listed equipment or materials and whose listing states either that the equipment or material meets appropriate standards or has been tested and found suitable for use in the specified manner.

Operating Devices. Operating devices must mean expelling gas releasing mechanisms, dry chemical discharge controls, and shutdown equipment.

Quality Control Plan (QCP). A quality control program providing self-inspection to ensure maintenance and repair services are performed satisfactorily.

Repair. Repair is the restoration of a system to a condition that allows it to be used for its designated purpose. The repair may require overhaul, reprocessing, or replacing parts of materials that have deteriorated because of use or time and have not been corrected through maintenance.

Service. A job performed to the standard and within the acceptable quality level. Contractor must perform the specific job, meet the standard, meet the acceptable quality level before one can say that performance has been acceptable and the work approved for payment.

Service Abbreviations.

(AN) = Annual (MO) = Monthly (QT) = Quarterly (SA) = Semi-Annual

(*) = Equipment does not currently require service; included in workload data in the event that mission requires future service

Seasonal (MO) = Service during seasonal months of operation based upon appropriate weather.

Hillberg Ski Lodge approximate (Nov-Mar) open/close early/later pending appropriate weather.

Golf Club House approximate (Mar-Sep) open/close early/later pending appropriate weather.

Services Summary (SS). Identifies the key service outputs of the contract being evaluated by the government to assure contract performance.

Testing. An element of inspection that generally denotes the determination by technical means of the condition of properties or elements of supplies, or components thereof, including functional operation and involves the application of established scientific principles and procedures.

Unacceptable Performance Response. Contractor performance not meeting the standards or scope of the contract.

APPENDIX C

Approved Disapproved Approved Disapproved

Project Manager Signature: Date:

SPECIAL MAINTENANCE PROJECT FORM

FROM: 773CES/CEOES Contract Number:

Project POC:

Phone:

Project Address:

Date Work Site Available: Estimated Completion Date: Project Control #:

Contract CLIN: Minor Alterations: YES NO

Project Description:

SECTION B (673CONS TO COMPLETE)

Proposal is within the scope of the contract. Prepare bid proposal and submit it to this office by

Contracting Officer Date

SECTION C (CONTRACTOR TO COMPLETE)

Point of contact:

Phone: Contractor’s Fully Burdened Bid: $

REMARKS:

Project Manager Signature: DATE:

SECTION D-PROJECT APPROVAL

Projects <$3,000.00 require Contract Services Supervisor approval Projects >$3,000.00 require CO approval

Service Contracts Supervisor: Date Contracting Officer: Date

SECTION E – CONTRACTOR NOTIFICATION OF COMPLETION

SECTION F – COR PROJECT ACCEPTANCE

COR Signature: Date:

APPENDIX D – REQUIRED REPORTS/FORMS

REQUIRED DUE DATE REFERENCE

Contractor’s Quality Control Program (QCP) 10 days after award para 5.1

Maintenance Schedule 10 working days prior to the month work will be performed para 5.4

Primary/Alternate POCs Upon Contract Award para 7.14 Safety Data Sheet (SDS) 10 days prior to contract start date para 7.8

AF Form 3952 – Chemical/Hazardous Material Authorization

30 days prior to work performance para 7.9

Chemical Authorization List (CAL) 30 days prior to work performance para 7.9