DRAFT PWS Chem-Fire-Cleaning.pdf

Performance Work Statement (PWS) Fire Suppression/Fire Alarm- Hoods, Ducts, Fans & Filter

Cleanings and Auto Chemical Wash Systems

VISION STATEMENT.

Provide sustainable facilities and services to support and improve the quality of Hawaii’s Military community and enhance Warfighter readiness and well-being.

1.0 GENERAL INFORMATION.

1.1 OVERVIEW.

The Contractor shall provide monthly preventive maintenance (PM) and repair services of automatic chemical wash systems at various facilities listed in Technical Exhibit (TE #1). The Contractor shall perform semi-annual PM and inspection services on fire alarm systems and components listed in TE #2, #3 and #4 IAW the latest edition NFPA 72, National Fire Alarm and Signaling Code, technical manuals, Unified Facilities Criteria (UFC) 3-601-02, Operation and Maintenance: Inspection, Testing, and Maintenance of Fire Protection Systems, and manufacturers’ instructions. The contractor shall provide cleaning of kitchen exhaust systems hoods, ducts, fans, and filters at various facilities listed in Technical Exhibit (TE #5). Location and frequency of requirement is at various Army installations listed in TE #1-5 on the Island of Oahu and Pohakuloa Training Area and Kiluaea Military Camp (PTA/KMC), Island of Hawaii.

1.2 NON-PERSONAL SERVICES.

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (KO) immediately.

1.3 BUSINESS RELATIONS.

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek customer satisfaction, professional and ethical behavior of all contractor personnel.

1.4 CONTRACT MANAGEMENT.

The contractor shall follow authorized directions and decisions made by the KO and COR. The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at various Army Installations on the Island of Oahu and Pohakuloa Training Area and Kiluaea Military Camp (PTA/KMC), Island of Hawaii.

1.5 CONTRACT ADMINISTRATION.

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in accordance with timelines in the request. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement. The Contractor shall maintain a quality control program to ensure services are performed in accordance with Objectives and Performance Levels stated for this contract.

1.5.1 LOCAL REPRESENTATIVE.

The Contractor shall have a local representative on the Island of Oahu, Hawaii, and readily available to respond to telephone calls from the Contracting Officer, Contracting Specialist, or COR concerning the requirements of this PWS within one hour of notification. The Contractor shall provide the COR a designated POC with their email, landline or cell phone number(s). The Contractor shall notify the COR immediately by email or telephone when changes are made to the POCs or telephone numbers.

1.6 HOURS OF WORK.

The Contractor shall perform all work after normal hours of food service operations, Monday through Friday, excluding Federal holidays. Contractor shall not perform work during meal preparation or meal serving periods. Normal working hours varies according to individual facilities.

1.7 LOCATIONS AND FREQUENCIES.

The Contractor shall coordinate monthly auto chemical wash PM, Semi-annual Fire suppression and inspection services on fire alarm systems and components, and the cleaning of kitchen exhaust systems hoods, ducts, fans, and filters and repairs directly with the facility managers listed on TE #1-6 Locations and Point of Contacts (POCs).

1.7.1 ADDITIONS/DELETIONS OF FACILITIES.

The Government reserves the right to add/delete quantities in facilities with automatic chemical wash systems, fire suppression and fire alarms to this contract for preventive maintenance, repairs and cleanings. The Government will notify the Contractor in writing prior to adding/deleting facilities during the contract period.

1.8 IDENTIFICATION OF CONTRACTOR EMPLOYEES.

1.8.1 Provide each employee with identification (ID) badge made of nonmetallic material, easily readable and including employee’s name, Contractor’s name, functional area of assignment, with recent color photograph of the employee.

1.8.2 All Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings that may take place outside the Government facility. Contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing above the waist except when safety or health reasons prohibit such placement.

1.8.3 All Contractor vehicles shall be identifiable with a sign bearing the company’s name.

2.0 Auto Chemical Wash System, Fire Alarm/Suppression Systems, and hood, ducts, fans and filter cleanings.

The Contractor shall provide all supervision, management, personnel, labor, equipment, supplies, tools, parts, materials, transportation, other items and non-personal services necessary to perform monthly preventive maintenance and repair services of automatic chemical wash systems, fire alarm/suppression systems and hoods, ducts, fans and filter cleanings as defined in this PWS.

The Contractor shall perform to the standards in this contract at various Army Installations on the Island of Oahu, Hawaii (See Technical Exhibits). All preventive maintenance and repairs shall be performed in accordance with current Occupational Safety and Health Act Standards (OSHA) and current Federal, State, and County laws and regulations, and manufacturer’s specifications.

2.1 Preventive Maintenance PM Services.

2.1.1 Auto Chemical Wash Preventive Maintenance (PM) Services The contractor shall perform monthly preventive maintenance (PM) services in accordance with the manufacturer’s recommendations and commercial practices to keep the automatic chemical wash systems and associated equipment listed in TE#1 in operational condition.

Contractor is responsible for all repair work (to include labor & materials) for components and equipment associated with the PM services, but not limited to: pump, pump assembly, pipe and pipe fittings, pump head kit, detergent, detergent tank, switches, spray nozzle/hose, control panels, alarms, relays, solenoid valves/switches.

STD: Performs preventive maintenance services as required monthly/semi-annually.

AQL: 95%

Deliverable:

A001 Preventive maintenance reports.

2.1.2 Fire Alarm/Suppression Systems Preventive Maintenance (PM) Services.

2.1.2.1 Fire Alarm Systems. The Contractor shall perform scheduled PM and inspection services on fire alarm systems and components listed in TE #2, #3 and #4 IAW the latest edition NFPA 72, National Fire Alarm and Signaling Code, technical manuals, Unified Facilities Criteria (UFC) 3-601-02, Operation and Maintenance: Inspection, Testing, and Maintenance of Fire Protection Systems, and manufacturers’ instructions. Completed inspection testing and maintenance forms shall be provided to the COR and Fire Inspector and made available upon request for the life of the contract. The Contractor shall perform fire alarm and fire suppression scheduled services at key facilities specified by the KO outside of normal duty hours.

STD: Performs preventive maintenance services as required monthly/semi-annually.

AQL: 95%

Deliverable:

A001 Preventive maintenance reports.

2.1.2.2 Hood Suppression Systems. The Contractor shall perform PM services on suppression systems and components listed at TEs #2, #3 and #4 IAW the latest edition NFPA 25, Standard for Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems and on hood suppression systems listed in TE #2, #3 and #4 IAW the latest edition NFPA 17, Standard for Dry Chemical Extinguishing Systems for dry chemical systems and NFPA 17A, Standard for Wet Chemical Extinguishing Systems for wet fire extinguishing systems. The Contractor shall coordinate with the Regional Dispatch Center (RDC) at 474-2222 and perform inspection, maintenance, and testing of fire suppression systems. The fire suppression systems shall comply with applicable NFPA Codes and Unified Facilities Criteria (UFC) 3-601-02.

STD: Performs preventive maintenance services as required monthly/semi-annually.

AQL: 95%

Deliverable:

A001 Preventive maintenance reports.

2.2 Routine Repairs identified during Preventive Maintenance (PM) Services.

If routine repairs are identified during preventive maintenance, the COR will initiate a work request (TE #7) to the Contractor for deficiencies identified on the Preventive Maintenance (PM) report by email. The contractor will complete the diagnosis report and repair/cost estimate on work request (TE #7) and shall provide a repair estimate to include:

The problem Scope of work Cost estimate (to include labor, parts cost, taxes, shipping/handling fees, and other additional charges associated with the repair) Installation (e.g. East Range (ER), Schofield (SB), Wheeler Army Airfield (WAAF) Building number Location or label of equipment to be repaired in facility (e.g. “Hood 1” or “Located by short order area”) Make/model of repair part Estimated time to complete job

The contractor shall provide the COR the repair cost estimates within three (3) business days after work request is submitted. Negotiations and meetings with the Contracting Officer, Contract Specialist, COR and the Contractor may be required to clarify the scope of the work and the cost of materials and parts.

Upon approval from the KO, the contractor shall coordinate directly with the point of contacts at facilities outlined in location and point of contacts (TE #1-6) to schedule repairs by telephone or email, and include the COR verbally by phone or on the cc: line of email and shall proceed with work. The Contractor shall complete the repair work within the same work day. After completion of service, the Contractor shall submit a report to the COR within two (2) working days.

STD: Respond within two (2) working days of notification. Provide repair cost estimate within three (3) business days after work request is submitted. Upon completion of work submit a completion of work report within two (2) working days.

AQL: 95%, Customer complaints not more than one (1) valid complaint per month

Deliverable A005 Work Request A006 Completion of work report

2.3 Preventive Maintenance (PM) Schedule

The contractor shall provide the Contracting Officer’s Representative (COR) with a preventive maintenance (PM) schedule for both auto chemical system and fire alarm/suppression systems, five (5) business days prior to the beginning of the month during which work will take place.

The schedule shall indicate:

The installation (e.g. East Range (ER), Schofield (SB), Wheeler Army Airfield

(WAAF)

Building number Date and time of preventive maintenance

The Contractor shall coordinate the schedule directly with the dining facility managers and/or on Locations and Point of Contacts (TE#1-6). The contractor shall notify the COR if schedule changes are made by submitting an updated preventive maintenance schedule to the COR by email or telephone. The Government reserves the right to approve the monthly schedule.

STD: Provide COR monthly maintenance schedule for preventive maintenance and repair for the automatic chemical wash systems in accordance with Locations and Point of Contacts (TE #1-6).

AQL: 95%

Deliverable:

A002 Preventive Maintenance (PM) schedule.

2.4 Performance Requirements Fire Alarm/Suppression Systems. The following section specifies the Performance Objectives and Performance Elements for the contract.

2.4.1 Perform Inspection, Test and Maintenance of Installed Fixed Fire Suppression Systems.

2.4.1.1 Initial Inspections. Complete an initial inspection of systems within 90 days’ after contract start date. Functional test shall be performed with each inspection. Perform functional operation tests and inspections on systems IAW current NFPA Standards and manufacturers maintenance manuals. Submit a status report to the Contracting Officer Representative (COR) within 10 working days after completion of initial inspection. The Contractor is responsible to coordinate the working schedule with the facility Point of Contact (POC) (See TEs #2, #3 and #4). A copy of the schedule shall be provided to the COR within 10 working days prior to the start of inspection.

STD: Complete all inspections and tests within 90 days

AQL: 100%

Deliverable A003 Inspection Report

2.4.1.2 Semi-Annual Testing and Maintenance. Perform semi-annual inspection and maintenance services on each fire suppressant system and extinguisher bottles, IAW current NFPA Standards and manufacturer's instructions within six (6) months after the initial inspection date. The Contractor shall implement a planned maintenance program to prevent and correct deficiencies with installed fire suppression systems, thus minimizing breakdowns and service interruptions, extending component life, and maximizing operating efficiency. Document all inspections, testing, and maintenance activities conducted on systems. Documentation shall include inspection and test checklist, date of inspection, identification and location of equipment, and notation of any discrepancies identified and/or corrected. Provide all documentation to the COR within 10 working days after all inspections, testing, and maintenance activities are completed.

STD: Complete semi-annual testing and maintenance service with six (6) months after initial inspection.

AQL: 95%

Deliverable A004 Testing & Maintenance Report

2.5 Perform Emergency/Routine Services Calls.

2.5.1 Routine Service Call Repairs Auto Chemical Wash System.

The Contractor shall perform routine repairs for the automatic chemical wash system components and equipment associated with PM services. Routine repairs are defined as repair requirements that are non-emergency and unscheduled in nature, to include deficiencies found during monthly preventive maintenance services that prevents the automatic chemical wash system, components, and equipment to be fully operational.

After all remedial and emergency repair work is completed, the contractor will do an operational test of the system to confirm deficiencies are corrected.

If routine repairs are identified during monthly preventive maintenance, the COR will initiate a work request (TE #7) to the Contractor for deficiencies identified on the Preventive Maintenance (PM) report by email. The contractor will complete the diagnosis report and repair/cost estimate on work request (TE #7) and shall provide a repair estimate to include:

The problem

Scope of work Cost estimate (to include labor, parts cost, taxes, shipping/handling fees, and other additional charges associated with the repair) Installation (e.g. East Range (ER), Schofield (SB), Wheeler Army Airfield (WAAF) Building number Location or label of equipment to be repaired in facility (e.g. “Hood 1” or “Located by short order area”)

Contract Specialist, COR and the Contractor may be required to clarify the scope of the work and the cost of materials and parts.

Upon approval from the KO, the contractor shall coordinate directly with the point of contacts at facilities outlined in location and point of contacts (TE #1-6) to schedule repairs by telephone or email, and include the COR verbally by phone or on the cc: line of email and shall proceed with work. The Contractor shall complete the repair work within the same work day. After completion of service, the Contractor shall submit a report to the COR within two (2) working days.

STD: Respond within two (2) working days of notification. Provide repair cost estimate within three (3) business days after work request is submitted. Upon completion of work submit a completion of work report within two (2) working days.

AQL: 95%, Customer complaints not more than one (1) valid complaint per month

Deliverable A005 Work Request A006 Completion of work report

2.5.1.2 Routine Service Call Repairs Fire Alarm/Suppression Systems.

The Contractor shall respond to routine service calls within two (2) working days after notification from the Contracting Officer's Representative (COR) to ensure the system is fully operational IAW NFPA standards and manufacturer's instructions. This service call includes responding to the call, and perform quick repair (minor) or providing an assessment of the repair work (work estimate & work plan).

Contractor shall first submit work request (TE #7) to COR (for review) and obtain approval from Contracting Officer. Contractor’s submittal may be via email or telephone.

The contractor will complete a diagnosis report and repair/cost estimate. A complete description of repairs required and cost proposal (to include man-hours and parts cost). The work request (TE #7) shall include:

The problem Scope of work

Cost estimate (to include labor, parts cost, taxes, shipping/handling fees, and other additional charges associated with the repair)

Installation (e.g. East Range (ER), Schofield (SB), Wheeler Army Airfield (WAAF) Building number Location or label of equipment to be repaired in facility (e.g. “Hood 1” or “Located by short order area”)

Contract Specialist, COR and the Contractor may be required to clarify the scope of the work and the cost of materials and parts.

Upon approval from the KO, the contractor shall coordinate directly with the point of contacts at facilities outlined in location and point of contacts (TE #1-6) to schedule repairs by telephone or email, and include the COR verbally by phone or on the cc: line of email and shall proceed with work. The Contractor shall complete the repair work within the same work day. After completion of service, the Contractor shall submit a report to the COR within two (2) working days.

STD: Respond within two (2) working days of notification. Provide repair cost estimate within three (3) business days after work request is submitted. Upon completion of work submit a completion of work report within two (2) working days.

AQL: 95%, Customer complaints not more than one (1) valid complaint per month

Deliverable A005 Work Request A006 Completion of work report A007 Monthly Service Call Report

2.5.2 Emergency Service Call Repairs.

2.5.2.1 Emergency Service Call Repairs Auto Chemical Wash System.

The COR will telephonically notify the KO and Contractor when an emergency occurs and provide the nature of the problem and other relevant information available. Emergency repairs are defined as a repair requirement that must be addressed quickly to remedy dangerous or unhealthy situations, prevent damages to facility, or prevent interference with mission accomplishment. The Contractor shall respond on-site to emergency requests within two (2) hours after notification of a problem to verify/diagnose the emergency.

Contractor shall first submit the emergency repair estimate with the company’s name/logo, to the COR and KO, for review and approval, a complete description of repairs required and cost proposal (to include man hours and parts cost) within two (2) business days after on-site assessment. Contractor's submittal to the COR and KO may be via email. The Contractor shall commence work after approval is granted from the KO and shall proceed with work until the emergency is alleviated.

STD: Contractor shall be on-site within two (2) hours after notification by the COR.

AQL: 100%

2.5.2.2 Emergency Service Call Fire Alarm/Suppression Systems.

The Contractor shall respond to emergency service calls and be on-site within two (2) hours after notification from the COR. The Contractor shall address quickly to remedy a dangerous or unhealthy situation to prevent damage to the facility and/or prevent interference with mission accomplishment. This service call includes responding to the call, and perform quick repair (critically urgent) or providing an assessment of the repair work (work estimate & work plan).

Contractor shall first submit to COR (for review), obtain approval from Contracting Officer a complete description of repairs required and cost proposal (to include man-hours and parts cost).

Contractor’s submittal may be via email or telephone. The Contractor shall commence work immediately after approval is granted from the Contracting Officer and shall proceed with work until the emergency is alleviated. After completion of service, the Contractor shall submit a report to the COR within two (2) working days.

Performance Standards STD: Respond within two (2) hours AQL: Customer complaint not more than one (1) valid complaint per month

Deliverable A005 Work Request A006 Completion of work report A007 Monthly Service Call Report

2.6 Replacement Parts.

The Contractor shall use new and equal to or better than the manufacturer’s original parts unless otherwise stated in the specifications. If new parts are unavailable; refurbished, reconditioned parts are acceptable, subject to DPW validation and KO’s approval. Warranty of parts, materials and labor is one (1) year. In no event shall the Government be billed additional charges for delivery of parts to the job site. The Contractor shall provide purchase receipts upon completion of repair or replacement for all parts, material, and equipment used with repair reports via email to the COR and Contracting Officer.

2.7 Repair Services.

The repair service request can be generated under multiple circumstances: during the initial/semiannual inspection, PMs, routine service calls, emergency service calls or cleanings.

Any assessment or recommended repair services shall be submitted to the COR for review, and forwarded to the Contracting Officer for approval. Repair services may be negotiated, except for pre-priced labor rate.

2.7.1 Work Estimate/ Work Plan. The contractor will provide a price estimate, including the number of labor hours required and all materials. Labor hours will include only the actual performance of the services on site and not travel time. Parts required for repair will be included in the work estimate. The contractor shall provide all the materials and spare parts of the same type and brand of the components to be replaced, or compatible. Compatible materials shall be justified to the COR and approved by the COR/OK before the contractor may install them. All materials shall be free from defects in material or workmanship.

The contractor shall prepare a work plan and provide it to the COR for approval after receiving approval of the repair service. Repair services shall be completed timely in accordance with the contractor's approved work plan. Any deviance from the work plan shall be coordinated with and approved by the COR.

2.8 Completion Reports.

2.8.1 Preventive Maintenance Completion Reports.

Preventive Maintenance completion reports shall include:

Service date Start and end time PM was completed Installation and Building number Location of equipment in facility PM that was performed Identify deficiencies of equipment and components of automatic chemical wash system The name of the technician who performed the PM Printed Name, Signature and date from facility manager or POC on duty when PM was completed.

The Contractor shall provide the facility manager and COR a copy of the PM completion report within 5 days of completion of the monthly preventive maintenance via email to POCs on locations and point of contacts (TE #1-6).

STD: Contractor shall provide written Preventive Maintenance report upon completion of work as specified.

AQL: 95%

Deliverables:

A001 Preventative Maintenance Report

2.8.2 Routine or Emergency Work Completion Reports.

Routine or emergency completion repair reports shall include:

Service date Start and end time repair was completed Installation and Building number Location of equipment in facility Repairs that were performed The name of the technician who performed the repair Signature/date from dining facility manager or POC on duty when repair was completed

The contractor shall attach purchase receipts for all parts, materials, and equipment used with the remedial or emergency repair reports. Remedial or emergency completion repair reports shall be submitted within five (5) business days after repairs are completed to COR and Contracting Officer via email.

As soon as the contractor completes the service, he shall immediately notify the COR that the problem has been fixed.

STD: Contractor shall provide written completion of work reports as specified.

AQL: 95%

Deliverables:

A006 Completion of work report A007 Monthly Service Call Report

2.9 Kitchen Exhaust System Cleaning Services.

The Contractor shall clean the kitchen exhaust hoods, ducts, fans, and filters system in accordance with the National Fire Protection Association 96 (NFPA 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations) and manufacturer’s specifications. The cleaning service for the system shall be provided from hood to the exhaust fan on the roof. The contractor shall have certification with the International Kitchen Exhaust Cleaning Association (IKECA) in the State of Hawaii for Kitchen Hood Cleaning (https://ikeca.org).

2.9.1 The Contractor shall clean the kitchen exhaust system by removing all foreign materials such as dirt and grease. Grease removal devices, fans, ducts and other appurtenances shall be cleaned to bare metal at frequent intervals (See TE #5-6 – Location and Frequency of Hoods, Ducts, Fans, and Filters).

2.9.2 The Contractor shall clean the complete exhaust fan assembly including the structural frame assemblies, housing, fan blades, shafts, braces, louvers and all other apparatus thereto, except motor interiors. The Contractor shall ensure actions are taken to ensure the electrical switch cannot be accidently turned on during maintenance operations.

2.9.3 The Contractor may use steam cleaning process or commercially acceptable method to clean the kitchen hoods, ducts and fans.

2.9.4 The Contractor shall thoroughly clean the following - The cleaning is to include the Ventilator Fan (VF) on the roof (disassemble and reassemble as required). The entire length of the ducting from the roof VF all way down to and to include the range hood.

2.9.5 The Contractor shall submit pictures which show cleaning status before and after cleaning with written cleaning report prior to payment request.

STD: Kitchen Exhaust Cleaning, perform cleaning services as scheduled.

AQL: 95%

Deliverable:

A008 Written cleaning/picture report.

2.10 Identify Kitchen Exhaust System Defects.

After the kitchen exhaust systems hoods, ducts, fans, and filters cleaning, the Contractor shall document in the written cleaning reports, any defects in the units (e.g. Broken fan blades, nonfunctioning blowers, frayed/loose/missing fan belts, unusual noises from fan/motor, broken conduit, excessive grease, missing filters, inaccessible areas, etc.) that require repair.

Documentation shall include inspection and test checklist, date of inspection, photos for identification and location of equipment, and notification of any unit defects identified.

Contractor shall submit work request (TE #7) to COR (for review) and obtain approval from Contracting Officer. Contractor’s submittal may be via email or telephone.

The contractor will complete a diagnosis report and repair/cost estimate. A complete description of repairs required and cost proposal (to include man-hours and parts cost). The work request (TE #7) shall include:

The problem Scope of work Cost estimate (to include labor, parts cost, taxes, shipping/handling fees, and other additional charges associated with the repair) Installation (e.g. East Range (ER), Schofield (SB), Wheeler Army Airfield (WAAF) Building number Location or label of equipment to be repaired in facility (e.g. “Hood 1” or “Located by short order area”)

Contract Specialist, COR and the Contractor may be required to clarify the scope of the work and the cost of materials and parts.

Upon approval from the KO, the contractor shall coordinate directly with the point of contacts at facilities outlined in location and point of contacts (TE #1-6) to schedule repairs by telephone or email, and include the COR verbally by phone or on the cc: line of email and shall proceed with work. The Contractor shall complete the repair work within the same work day. After completion of service, the Contractor shall submit a report to the COR within two (2) working days.

STD: Provide on written cleaning report to the COR within 5 working days after cleaning is completed identifying any unit defects. Submit work request when required.

A008 Written cleaning/pictures report.

A005 Work Request

2.11 Kitchen Exhaust System Cleaning Schedule.

The Contractor shall provide the COR with a monthly cleaning schedule for the kitchen exhaust systems hoods, ducts, fans, and filters in accordance with TE #1-6. The Contractor shall coordinate the dates and times of cleaning with Point of Contacts on TE #1-6. The schedule shall be provided to the COR no later than five (5) working days prior to the start of the scheduled month. The schedule shall indicate building number, date and time of cleaning for each building. The Government reserves the right to reschedule the cleaning. The COR will coordinate the rescheduling of cleaning services with the Contractor.

STD: Cleaning Schedule, Provide COR monthly schedule for the kitchen exhaust systems hoods, ducts, fans, and filters in accordance with TE #1-6.

AQL: 95%

Deliverable:

A009 Monthly Cleaning Schedule

2.12 Access to Facilities/Unscheduled Services.

The Contractor shall coordinate the access to the facilities, equipment and systems for cleaning of the hoods, filters, fans, and ducts with the building POCs on TE#1-6 five (5) days prior to the start of work. In the event the Contractor shows up and access is denied due to unforeseen circumstances, the Contractor shall notify the COR immediately by cell phone or landline to reschedule services.

2.13 Written Cleaning Report.

Written cleaning reports will be updated to the most current manufacturer specification and NFPA 96. The Contractor shall submit a written cleaning report that covers the manufacturer specifications and “Cleaning of Exhaust Systems” in the current NFPA 96 to the COR signed by the building POC on duty within five (5) working days after completion of cleaning. The Contractor shall also furnish a copy of the written cleaning report to the Point of Contacts on TE#1-6. The Contractor shall submit pictures which show cleaning status before and after cleaning prior to payment request.

Documentation shall include date of inspection/cleaning, hood & exhaust operational test, photos, and notification of any unit defects identified. Provide reports to the COR within 5 working days after cleaning is completed.

STD: Written Cleaning Report, Provide COR the written cleaning report signed by building POC on duty within (5) working days after each cleaning.

AQL: 95%

A008 Written cleaning/pictures report.

2.14 Annual Rust Removal and Painting.

The Contractor shall clean all rusted areas from the interior and exterior of hoods, ducts, fans, and filters systems located at Kilauea Military Camp (KMC) annually. The Contractor shall apply metal primer and aluminum paint to areas cleaned.

2.14.1 The Contractor shall submit pictures which show rust removal and painting status before and after with completion report prior to payment request.

STD: 2.33-2.33.1 Perform annual rust removal and painting as specified.

AQL: 95%

Deliverable:

A008 Written cleaning/pictures report.

2.15 Work Site Cleanup and Disposal of Waste. Upon completion, the Contractor shall leave the work area and premises in a clean and neat condition, removing and disposing of all debris/waste at the end of the workday from work site per applicable federal, state and local requirements.

2.16 Government Furnished Utilities/Services.

Water and electricity required for the performance of the work covered by this contract will be furnished to the Contractor at no additional cost. Utilities required will be obtained by utilizing existing outlets located throughout the facilities. No labor, tools, equipment, supplies, materials, articles or transportation will be furnished by the Government.

3.0 Deliverables.

The contractor shall provide deliverables as described in the PWS.

Deliverable Frequency Medium/ Format

Distribution

A001 Preventative Maintenance Report

As required per PWS.

monthly/semi-annually

Electronic COR & Facility Managers

A002 Preventive Maintenance PM Schedule

As required per PWS. Five

(5) business days prior to the beginning of the month

Electronic COR

A003 Inspection Report

As required per PWS. 90 days after contract start date.

Electronic COR

A004 Semi-Annual testing and Maintenance

As required per PWS.

Semi-annually

Electronic COR

A005 Work Request

As required per PWS Electronic COR/KO

A006 Completion of work report

As required per PWS Electronic COR

A007 Monthly Service Call Report

As required per PWS.

Monthly no later than 5 working days at the start of each month

Electronic COR

A008 Written Cleaning Report/Pictures

As required per PWS within 5 working days after cleaning completed.

Electronic COR within 5 working days after cleaning.

A009 Monthly Cleaning Schedule

As required per PWS.

Monthly no later than 5 working days prior to the start of the scheduled month.

Electronic COR

Certificate of Liability Insurance

As required per PWS. Prior to commencement of work.

Electronic KO

Required Certifications As required per PWS. Prior to commencement of work.

Electronic COR/KO

Required Training Certificates

As required per PWS within 30 calendar days after

Electronic COR/KS within 30 calendar days after contract start date and annually thereafter contract start date and annually thereafter.

4.0 Technical Exhibits (TE).

TE #1: Auto Chem Wash Location and POC TE #2: Fire Suppression System KMC-PTA TE #3: Fire Suppression System FM200 POC TE #4: Fire Suppression System Inventory- Oahu POC TE #5: Location and Frequency of Hoods, Ducts, Fans and Filters TE #6: Point of Contacts (POCs) Hoods, Ducts, Fans and Filters TE #7: Work Request template TE #8: Monthly Service Call report template TE #9: Completion of work Report

5.0 Performance Requirement Summary (PRS).

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Statements Standards/AQLs Incentive/Remedy

2.1 Preventive Maintenance

PM Services.

2.1.1 Auto Chemical Wash

Preventive Maintenance (PM) Services

Perform preventive maintenance services as required monthly/semi-annually.

AQL: Required to be accomplished 95% of the time.

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.1.2 Fire

Alarm/Suppression Systems Preventive Maintenance (PM) Services.

2.1.2.1 Fire Alarm Systems.

2.1.2.2 Hood Suppression

Systems.

Perform preventive maintenance services as required monthly/semi-annually.

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.2 Routine Repairs

identified during Preventive Maintenance (PM) Services.

Respond within two (2) working days of notification.

Provide repair cost estimate within three (3) business days after work request is submitted.

Upon completion of work submit a completion of work report within two (2) working days.

Customer complaints not more than one (1) valid complaint per month

AQL: 95%,

Re-submittal

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.3 Preventive

Maintenance (PM) Schedule

Provide COR monthly maintenance schedule for preventive maintenance and repair for the automatic chemical wash systems in accordance with Locations and Point of Contacts (TE #1-6).

Non-Conforming Reports issued and a potential negative CPARS narrative.

2.4 Performance

Requirements Fire Alarm/Suppression Systems.

2.4.1.1 Initial Inspections.

Complete all inspections and tests within 90 days

AQL: 100%

Non-Conforming Reports issued and a potential negative CPARS narrative.

2.4.1.2 Semi-Annual Testing

and Maintenance.

Complete semi-annual testing and maintenance service with six (6) months after initial inspection.

AQL: 100%

2.5 Perform

Emergency/Routine Services Calls.

2.5.1 Routine Service Call

Repairs Auto Chemical Wash System.

2.5.1.2 Routine Service Call

Repairs Fire Alarm/Suppression Systems.

Emergency- Contractor shall be on-site within two (2) hours after notification by the COR.

Routine- Contractor shall respond within two (2) working days of notification.

Provide repair cost estimate within three (3) business days after work request is submitted.

Upon completion of work submit completion report within two (2) working days.

Customer complaints not more than one (1) valid complaint per month

AQL: 95 %

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.8 Completion Reports.

2.8.1 Preventive

Maintenance Completion Reports.

2.8.2 Routine or Emergency

Work Completion Reports.

Contractor shall provide written Preventive Maintenance report upon completion of work as specified.

Contractor shall provide written completion of work reports as specified.

Non-Conforming Reports issued and a potential negative CPARS narrative.

2.9 - 2.9.5 Kitchen Exhaust System Cleaning Services.

Kitchen Exhaust Cleaning, perform cleaning services as scheduled.

Re-performance services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.10 Identify Kitchen

Exhaust System Defects.

Provide on written cleaning report to the COR within 5 working days

Re-submittal after cleaning is completed identifying any unit defects.

Submit work request when required.

Non-Conforming Reports issued and a potential negative CPARS narrative.

2.11 Kitchen Exhaust

System Cleaning Schedule.

Cleaning Schedule, Provide COR monthly schedule for the kitchen exhaust systems hoods, ducts, fans, and filters in accordance with TE #1-6.

AQL: 95%

Re-submittal

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.13 Written Cleaning

Report

Provide COR the written cleaning and unit defect report signed by building POC on duty within (5) working days after each cleaning

AQL: 95%

Re-submittal

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

2.14 Annual Rust Removal

and Painting (KMC)

Perform annual rust removal and painting as specified.

AQL: 95%

Re-performance

Non-conforming services will result in Non-Conforming Reports issued and a potential negative CPARS narrative.

8.0 OTHER INFORMATION.

8.1 GENERAL ENVIRONMENTAL STANDARDS.

(a) While performing work on any US Army Garrison, Hawaii (USAG-HI) installations, the contractor will comply with Executive Orders 13834, “Efficient Federal Operations” signed by the President on 17 May 2018, requiring the acquisition of environmentally preferable goods and services, use of sustainable environmental practices, purchase of bio based, energy efficient and recycled content products. More specifically, the Contractor will strive to improve upon their sustainability performance by taking actions to:

Reduce energy consumption Reduce greenhouse gas emissions Conserve and protect water resources

Eliminate waste, recycle, and prevent pollution Adopt sustainable technologies Procure environmentally preferable materials, products and services Maintain sustainable building Strengthen livability of the local community

Inform and involve personnel in the achievement of these goals.

(b) The contractor will comply with the Government directives, permit conditions, installation policies and plans as administered by the Government. The Contractor will be held liable to pay for any environmental fines resulting from his operations, waste generated or other operational environmental requirements. As applicable, the Contractor will obtain environmental permits required for wastewater pretreatment, underground tanks, hazardous waste identification numbers, air pollution permit for temporary sources, storm water permits or other pertinent environmental permits.

(c) The contractor will review and comply with applicable policies, program documents and regulatory requirements as stipulated under each environmental program media below.

(1) Environmental program documents include, but are not limited to; the Installation Hazardous Waste Management Plan – USAG-HI Regulation 200-4, Asbestos Management Plan, Lead-based Paint Management Plan, Installation Spill Prevention, Control, and Countermeasures (SPCC) Plan, Integrated Natural Resources Management Plan, Integrated Cultural Resources Management Plan, Pollution Prevention Plan, and the Storm Water Pollution Prevention Plan available at the DPW Environmental Division. Environmental program documents can be downloaded from the installation sustainability and environmental management website at:

https://home.army.mil/hawaii/index.php/garrison/dpw/environmental-division.

(2) Installation policies include, but are not limited to; the Environmental Compliance and Protection Program Policy Memorandum USAG-HI-4; Environmental Policy Memorandum USAG-HI-6; Authorized Use List Policy Memorandum USAG-HI-19, Waste Reduction and Recycling Policy Memorandum USAG HI-25; Open Burn Policy Memorandum USAG-HI-27;

and Illicit Discharge Detection and Elimination Policy Memorandum USAG-HI-30. Installation Policy Memorandums are available for download at:

https://home.army.mil/hawaii/index.php/about/command-pubs

(3) The contractor is also encouraged to view the online A to Z sustainability and environmental management guide for instructions on managing common environmental issues.

The A to Z sustainability and environmental management guide is available at:

https://home.army.mil/hawaii/index.php/garrison/dpw/environmental-a-z

(d) The Contractor shall at all times keep the work area, including storage areas used by him, free from accumulations of waste material or rubbish and prior to completion of the work remove any rubbish from the premises and all tools, scaffolding, equipment and materials not the property of the Government. Upon completion of the work, the Contractor shall leave the work and premises in a clean, neat and workmanlike condition satisfactory to the Contracting Officer.

If debris is not disposed of properly or the site is not left clean, the Government will clean the site at the expense of the contractor. The contractor will also be held liable for damages done to the environment as a result of disposal and/or cleanup.

(e) The contractor may be subject to unannounced Environmental Compliance Inspections by the DPW Environmental Division.

(f) Environmental and Safety Noncompliance Fees. The contractor shall be solely responsible for remedying all Federal, State and local environmental and safety violations or noncompliance and any payment of fines, penalties and fees levied as a result of the violations or noncompliance. The government reserves the right to withhold payment in the amount of the fines, penalties and fees levied if not paid by the contractor.

8.2 EMERGENCY PLANNING COMMUNITY RIGHT TO KNOW ACT (EPCRA)

HAZARDOUS SUBSTANCES (HS).

(a) Contractors using EPCRA HS in the performance of any work while on USAG-HI installations are responsible for complying with the provisions of EPCRA regulations and submitting applicable reports (TIER II/TRI) to Federal and State regulatory agencies as applicable.

(b) Copies of reports for substances used in connection with work performed on USAG-HI installations shall be provided to the DPW Environmental Division, Attention: EPCRA Program Manager, STOP 253, 3rd Floor, 948 Santos Dumont Ave., Wheeler Army Airfield, phone 656- 2878.

(c) Chemicals regulated under EPCRA HS are defined in EPA document EPA 550-B-98-017, Title III List of List, Consolidated List of Chemicals Subject to the Emergency Planning and Community Right to Know Act and Section 112(r) of the Clean Air Act Amended.

(d) The contractor is responsible for knowing which chemicals it uses or transports that are contained on the list. For convenience, the contractor may review a copy of the EPA document at the Directorate of Public Works (DPW) Environmental Division. The document can also be downloaded from the U.S. Environmental Protection Agency (EPA) at:

http://www.epa.gov/oppt/pubs/genpub.htm.

(e) The contractor must maintain copies of Material Safety Data Sheets (MSDS’s) of all chemicals used in the performance of any work while on USAG-HI installations. MSDSs must be readily available at the site location where the work is being performed.

(f) The contractor can request the list and locations of EPCRA HS currently utilized on USAG- HI installations by contacting the DPW Environmental Division EPCRA Program Manager. The contractor must provide name, company, contract number, date the contract was awarded and provide a description of the contract. A database of locations of chemicals will then be forwarded upon review and approval of request. Contractors working on USAG-HI installations are encouraged to review this database, which will provide information where potentially hazardous chemicals are stored.

(g) All spills of substances containing EPCRA HS will be immediately reported to the Directorate of Public Works Spill Response line at 656-1111 and the USAG-HI, Public Affairs Office at 656-3160 or 542-9489 (after hours). The Contracting Officer must be notified during the first business hour immediately after. All waste generated from EPCRA HS being utilized will be immediately reported to the DPW Environmental Office, phone: 656-2878.

(h) All Contractors utilizing substances containing EPCRA HS will perform the following prior to contract start.

(1) Review the Installation Spill Prevention, Control, and Countermeasures (SPCC) Plan and the Installation Hazardous Waste Management Plan – USAG-HI Regulation 200-4 available from the DPW Environmental Division. Upon review, the contractor or designated responsible employee shall sign a certification statement that they have reviewed and understand the contents of these documents.

(2) Provide a listing and MSDS copies of oil and Hazardous Substance (HS) products projected to be utilized in the performance of any work while on USAG-HI installations to the DPW Environmental Division. The estimated average and maximum quantities of each material anticipated to be on-site at any given time shall also be provided to the DPW Environmental Division EPCRA Program Manager, STOP 253, 3rd Floor, 948 Santos Dumont Ave., Wheeler Army Airfield, phone 656-2878 and to building 6040 East Range for material to be bar-coded.

The contractor must ensure the product listing is current and updated as frequently as necessary and/or at a minimum, on an annual basis by 1 January of each year.

(3) Provide the name, office phone number, and cellular phone number of a company spill response point of contact. The point of contact must be trained in spill response.

(4) Provide a copy of an agreement with a hazardous materials spill response company in the event of a spill.

(5) Provide copies of employees training certificates on environmental and spill response training.

(6) Appoint a primary and alternate Environmental Compliance Officer in writing.

(7) Develop a notification procedure in the event of a spill to include phone numbers of response personnel, support agencies, National Response Center, State Hazard Evaluation Emergency Response Office and Civil Defense.

(8) Accomplish all spill notifications as required by the U.S. Environmental Protection

Agency and State of Hawaii to the Hazard Evaluation Emergency Response Office, Local Emergency Response Commission and National Response Center. Copies of written spill notifications shall be provided to the DPW Environmental Division.

(9) All spills caused by the contractor will be cleaned up under supervision of the contractor and a qualified hazardous materials spill response company, at no cost to the government, in accordance with all applicable laws and regulations and to the satisfaction of the DPW Environmental Division.

(10) The contractor shall pay for disposal cost of all contaminated materials to include but not limited to soil, sorbent materials, disposable equipment and other materials contaminated by the spill. Ensure all disposals are in accordance with all applicable laws and regulations at authorized disposal facilities.

8.3 SPILLS OF PETROLEUM/OIL/LUBRICANTS OR HAZARDOUS

MATERIALS/HAZARDOUS WASTE.

(a) The contractor will prepare and maintain a site-specific spill plan, including notification procedures for spills/releases.