Draft PWS Hoods and Ducts - CHS.pdf

Joint Base Charleston 628th Civil Engineer Squadron Draft 31 Jan 2025

Joint Base Charleston

Performance Work Statement

Hoods and Ducts Exhaust System Inspection and Cleaning Services

Table of Contents

1. Introduction.

1.1. Purpose.

1.2. Scope of work.

1.3. Compliance requirements.

2. Inspections of hood and duct exhaust systems.

2.1. Objective.

2.2. Frequency.

2.3. Deliverables.

2.3.1 Inspection checklists.

2.3.2 Inspection reports.

3. Cleaning of Hoods and Ducts Exhaust System Inspection and Cleaning Services

3.1. Objective.

3.2. Frequency.

3.3. Deliverables.

3.3.1. Cleaning reports.

3.3.2. Cleaning logs.

4. Reporting of deficiencies and issues.

4.1. Objective.

4.2. Deliverables.

4.2.1. Deficiency reports.

4.2.2. Corrective action recommendations.

5. Communication and reporting.

5.1. Objective.

5.2. Accidental discharge handling.

5.3. Deliverables.

5.3.1. Monthly performance reports.

5.3.2. Rescheduling notices.

5.3.3. Contact List

6. Health, safety, and environmental compliance.

6.1. Objective.

6.2. Deliverables.

6.2.1. Safety plan.

6.2.2. Environmental compliance plan.

6.2.3. Safety Data Sheets

7. Performance monitoring and evaluation.

7.1. Government responsibilities.

7.2. Contractor responsibilities.

8. Service summary table.

9. Service delivery and scheduling.

9.1. Service frequency.

9.2. Service hours.

9.3. Rescheduling procedures.

9.4. Performance of essential services

10. Security and access requirements.

10.1. Personnel security screening.

10.2. Facility access procedures.

10.3. Antiterrorism.

10.4. Identification of contractor personnel and vehicles.

11. Deliverables.

12. Appendices.

12.1. Sample inspection checklist.

12.2. Service delivery and scheduling.

12.3. Sample cleaning report.

12.4. Environmental.

1. Introduction.

1.1. Purpose: The purpose of this contract is to acquire commercial, non-personal services to inspect and clean hood and duct exhaust systems at Joint Base Charleston, South Carolina, ensuring compliance with safety standards, efficiency, and freedom from fire and environmental hazards. The goal is for the exhaust systems to remain compliant with safety standards, efficient, and free from all fire or environmental hazards.

1.2. Scope of work: The contractor shall provide inspection and cleaning services for hoods, ducts, and exhaust systems at Joint Base Charleston, South Carolina. Inspect the hood and duct exhaust systems for compliance and operational efficiency. Perform cleaning services so that systems operate safely in accordance with safety, fire protection, and environmental standards.

Type and volume of cooking Inspection frequency Estimated Quantity

Systems serving solid fuel cooking operations Monthly 9

Systems serving high-volume cooking operations, such as 24-hour cooking, charbroiling, or wok cooking Quarterly 17

Systems serving moderate-volume cooking operations Semi-Annually 9

Systems Serving low-volume cooking operations, such as churches, day camps, seasonal businesses, or senior centers Annually 3

1.3. Compliance requirements: All services must comply with environmental standards, OSHA and industry safety regulations to include:

1.3.1. National Fire Protection Association (NFPA) Standards 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations

1.3.2. ASTM F2975-12 Standard Test Method for Measuring the Field Performance of Commercial Kitchen Ventilation Systems

1.3.3. ASTM D6368 Standard Specification for Vapor-Degreasing Solvents Based on normal-Propyl Bromide and Technical Grade normal-Propyl Bromide2. Inspections of hood and duct systems

2. Inspections of hood and duct exhaust systems.

2.1. Objective: Conduct inspections of hoods, ducts and exhaust systems. Upon completion of inspection, affix a NFPA 96 compliant label to the hood indicating at a minimum the company name and date of inspection completed.

2.2. Frequency: Inspections shall occur before and after cleanings.

2.3. Deliverables:

2.3.1. Inspection checklists: Use of JB CHS approved checklists aligned with NFPA 96 and other relevant standards refer to sample in Appendix 12.1.

2.3.2. Inspection reports: Detailed reports documenting system conditions, compliance with safety standards, and deficiencies that need corrective action.

3. Cleaning of exhaust systems.

3.1. Objective: Perform thorough cleaning of all hoods, ducts, exhaust points, and other relevant components in accordance with NFPA 96. All temporary equipment (e.g., cords, lines) must be removed and work areas restored to original condition at the end of each service visit. Upon completion of cleaning, affix a NFPA 96 compliant label to the hood indicating at a minimum the company name and date of cleaning completed). Areas are to be properly cleaned, waste removed, and equipment restored to its original condition at the completion of each service.

3.2. Frequency: Cleaning services shall occur at scheduled intervals (e.g., quarterly, semi-annually) per Appendix 12.2. Service delivery and scheduling.

3.3. Deliverables:

3.3.1 Cleaning reports: Reports must include details of the areas cleaned, methods used, before-and-after photos, grease and water disposal methods, and protective barrier placement to demonstrate the effectiveness of the cleaning. Reference sample cleaning report items in Appendix 12.3

3.3.2. Cleaning logs: Logs documenting the completion of each cleaning service.

4. Reporting of deficiencies and issues.

4.1. Objective: Identify and report all maintenance deficiencies or safety hazards observed during inspections and cleaning activities.

4.2. Deliverables:

4.2.1. Deficiency reports: Document all issues or items that need attention or repairs. (ex. fire hazards, system malfunctions, or damaged components).

4.2.2. Corrective action recommendations: Provide recommendations for addressing deficiencies.

5. Communication and reporting:

5.1 Objective: Proactively coordinate with the Contracting Officer’s Representative (COR) and facility managers to: Schedule Inspections and cleanings at mutually agreed upon times, provide regular updates on the progress of ongoing work, promptly report all issues or delays encountered.

Confirm completion of each inspection and cleaning. All communication is documented (through emails or other electronic methods) to maintain a clear record of interactions and agreements.

5.2. Accidental discharge handling: In the event of accidental discharge of fire suppression systems, the contractor must notify the COR and Fire Prevention Branch immediately, and clean and restore systems. Fire Department non-emergency # 843-963-3777.

5.3. Deliverables:

5.3.1. Monthly performance reports: Provide a report summarizing inspections and cleaning activities performed, along with all issues encountered.

5.3.2. Rescheduling notices: Notify the COR at least seven days in advance of scheduled inspections or cleanings and provide reschedule dates within 24 hours if services are missed.

5.3.3. Contact list: The contractor shall maintain and furnish an updated list of all key personnel involved in the project, including their names, roles, and contact information

6. Health, safety, and environmental compliance.

6.1. Objective: All inspection and cleaning services are conducted in compliance Occupational Safety and Health Standards and other relevant safety and environmental regulations. Refer to Appendix 12.4.

for additional environmental requirements.

6.2. Deliverables:

6.2.1. Safety plan: Submit a safety plan detailing procedures for a safe working environment for all personnel 15 calendar days after contract award.

6.2.2. Environmental compliance plan: Provide environmental compliance plan for cleaning and disposal procedures comply with environmental standards and regulations 15 calendar days after contract award.

6.2.3. Safety data sheets: The contractor shall maintain a Safety Data Sheet (SDS) for all chemicals utilized and stored in the execution of this contract. A SDS binder shall be maintained and kept in accordance with OSHA guidelines.

7. Performance monitoring and evaluation.

7.1. Government responsibilities.

7.1.1. Conduct facility inspections and performance evaluations when inspections and cleaning services are completed.

7.1.2. Collect feedback from the facility managers to assess contractor performance and compliance.

8. Service summary table.

Performance Objective

PWS Reference Performance Threshold

Inspection and Cleaning Services

2.0, 3.0

- No more than 1 customer complaint per month

- 100% compliance with NFPA 96 standards

- 98% of scheduled inspections and cleanings completed on time

Reporting and Documentation

2.3, 3.3, 4.2, 5.3

- 100% of inspection reports, cleaning reports, and deficiency reports submitted within 5 business days of service

- 100% accuracy in documentation

- Monthly performance reports submitted by the 5th of each month

Communication and Coordination

5.1, 5.2

- 95% of scheduled services coordinated at least 7 days in advance

- 100% of accidental discharges reported immediately

- Rescheduling notices provided within 24 hours for any missed services

Health, Safety, and Environmental Compliance

- Zero safety incidents or violations

- 100% compliance with OSHA standards

- Environmental compliance plan submitted within 15 days of contract award

Quality of Service 1.3, 3.1

- 95% of cleaned areas pass post-cleaning inspection

- All temporary equipment removed and work areas restored after each service

- No more than 2 instances of inadequate cleaning per quarter

Deficiency Reporting and Corrective Actions

- 100% of observed deficiencies reported within 24 hours

- Corrective action recommendations provided for all reported deficiencies

9. Service delivery and scheduling.

9.1. Service frequency: Reference appendix 12.2.

9.2. Service hours: Reference appendix 12.2.

9.3. Rescheduling procedures: In the event that services cannot be performed as scheduled, the contractor shall notify the COR within 24 hours and submit a revised schedule for review and approval by the CO/COR.

9.4. Performance of essential services: Services under this PWS are not essential to be performed during a crisis. Essential Service Plan is not required.

10. Security and access requirements.

10.1. Personnel security screening: The COR is responsible for turning the Contractor Access Form into the respective visitor center a minimum of 72 hours prior to the start of the project.

Failure to do so may delay entry for personnel and delay project construction. The 628 SFS will conduct a fitness determination prior to a base credential being issued for base access. All contractors shall abide by state and federal laws while conducting work on the installation.

Contractor will be charged and prosecuted to the fullest extent of the law and referred to the barring authority for debarment, in the event there is a failure to fully comply with all federal and state law on or off Joint Base Charleston.

10.2. Facility access procedures: Gaining access to facilities, including issuing additional identification badges and escort for personnel is coordinated between contractor and facility manager.

10.3. Antiterrorism.

10.3.1. The contractor shall comply with all Antiterrorism requirements at Joint Base Charleston at all times.

10.3.2. In accordance with Department of Defense and Air Force Anti-terrorism (AT) program implementation instructions, all contractors must successfully complete Level 1 AT Awareness training within 30 days of requiring installation access, and annually thereafter for all contracts awarded on or after 1 October 2025. This provision shall not apply to deliveries, contractors requiring access using single day passes, or all contractors requiring access for less than or equal to 180 continuous calendar days in a one-year period.

10.3.3. The primary method of training delivery will be via Computer Based training (CBT) and can be located at: https://jko.jten.mil/courses/AT-level1/launch.html

10.3.4. The host webpage is Joint Knowledge Online (JKO), and the provided link does not require a Common Access Card (CAC) for access to the training. The course number and title is JS-US0007, Level 1 Antiterrorism Awareness Training, and the course is expected to take between 1-2 hours to complete. A certificate will be issued after successful completion of the https://jko.jten.mil/courses/AT-level1/launch.html training. To obtain initial and continued access to the installation, a copy of a valid completion certificate must be submitted to the COR.

10.3.5. Special considerations for alternative options to satisfy this Level 1 AT Awareness training may be available upon request to the COR and approved by the Contracting Officer (CO).

Failure to provide documentation of training will result in denial or revocation of base access credentials.

10.3.6. The contractor shall provide monthly reports indicating all employees providing service to the base have received training and maintains a current Level 1 AT Awareness certificate.

10.4. Identification of contractor personnel and vehicles: The contractor’s employees shall identify themselves as contractor personnel by introducing themselves or being introduced as contractor personnel and displaying distinguishing badges or other visible identification while on the installation. Vehicles should display company name and contact information while on the installation.

11. Deliverables Table.

Item Description Due Date

Contact List Provide contact information 15 days after contract award

Safety Plan Details on procedures for safe working environment 15 days after contract award

Environmental Compliance Plan

Ensure cleaning and disposal procedures comply with standards 15 days after contract award

Safety Data Sheets Copies of all product Safety Data Sheets for approval 15 days after contract award

Quality Control Plan Plan to ensure adherence to standards and prevent defective services

15 days after contract award

Inspection Reports Document system condition, compliance, and deficiencies

To facility manager at completion; to COR within 2 business days after inspection

Cleaning Reports Detailed accounts of cleaning activities with before-and-after photos

To facility manager at completion; to COR within 2 business days after cleaning

Deficiency Reports List deficiencies with recommendations for corrective actions

To facility manager at completion; to COR within 2 business days after inspection

Monthly Performance Reports

Overview of activities, inspections, cleaning, and corrective actions By 5th business day of each month with invoice

Monthly Invoice Monthly billing statement By 5th business day of each month

Monthly AT Awareness Certificate completion dates for all contractor employees By 5th business day of the month

12. Appendices

12.1. Sample inspection checklist.

Inspection Stage Area Checklist Item Completed Comments

Before Cleaning General Condition Inspect hood, ducts, and equipment for physical damage

Check for excessive grease buildup

Measure grease thickness at hood connection using a grease gauge Grease Measurement

Measure grease thickness at mid-duct using a grease gauge Grease Measurement

Measure grease thickness at exhaust fan using a grease gauge Grease Measurement

System is free of obstructions

Take photos of all areas

Cleaning Records Verify and document last professional cleaning date

Confirm cleaning frequency compliance

Filters and Fans Filters are properly installed and secure

Check filters for grease accumulation

Inspect exhaust fan blades for damage or grease buildup

Verify fans operate without unusual noises

Ductwork Inspect for leaks or blockages

Check interior grease buildup

Access panels are secure

Airflow Measurements

Measure airflow at hood connection using an anemometer Airflow Measurement (CFM, FPM)

Measure airflow at mid-duct using an anemometer Airflow Measurement (CFM, FPM)

Measure airflow before the exhaust fan using an anemometer Airflow Measurement (CFM, FPM)

Fire Suppression Check nozzles for cleanliness and proper positioning

Inspect fusible links for proper condition

After Cleaning General Condition Confirm all visible grease has been removed

Verify no damage occurred during cleaning

Take photos of all areas

Filters and Fans Reinstall clean filters securely

Confirm exhaust fans are clean and operational

Check fan blades are free of grease or residue

Ductwork Verify interior duct surfaces are free from grease buildup

All access panels are properly re-secured

Airflow Measurements

Re-measure airflow at hood connection using an anemometer

Re-measure airflow at mid-duct using an anemometer

Re-measure airflow before the exhaust fan using an anemometer

Fire Suppression Confirm fire suppression nozzles are clean and unobstructed

Verify fusible links remain intact and properly positioned

12.2. Service delivery and scheduling.

ITEM BLDG #

Facility

Description Equipment under hood Approximate

Hood Size

Access hours available for services

Inspection and cleaning interval

Service Schedule

1 DKFX_168

Fire Department Range 36" X 48" 0700-1600 Annually April

2 DKFX_214

Bowling Alley

Flat top griddle, deep fryer

26" x 102" 1400 to 1600 Monthly Monthly

3 DKFX_227

Child Development Center

Stacked oven, flattop griddle, 8 burner range 54" X 130" 1700 to 1900 Quarterly Dec/Mar/Jun/Sep

4 DKFX_468

Dining Facility Hood 1

Double hood, 1 tilt Grill, 2 kettles, 1 steamer, 6 burner stove top 108" X 192" 0100 to 0500 Monthly Monthly

5 DKFX_468

Dining Facility Hood 2

Double hood, 2 convection ovens, 2 fryers (6 baskets) 108" X 192" 0100 to 0500 Monthly Monthly

6 DKFX_468

Dining Facility Hood 3 Flat top griddle 48" X 108" 0100 to 0500 Monthly Monthly

7 DKFX_468

Dining Facility Hood 4 Pizza area, ovens 48" X 57" 0100 to 0500 Quarterly Dec/Mar/Jun/Sep

8 DKFX_468

Dining Facility Hood 5

Pizza area, warming counter 48" X 57" 0100 to 0500 Quarterly Dec/Mar/Jun/Sep

9 DKFX_601

Golf Course Club House

AB

Flat top griddle, deep fryer 51” X 108" 1500 to 1800 Monthly Monthly

10 DKFX_1005 Base Chapel Flat top griddle, range 63" x 144" 1300 to 1600 Quarterly Dec/Mar/Jun/Sep

11 DKFX_1990

BX -

Charley's

Flat top griddle, deep fryer 54" X 144" 1700 to 1900 Monthly Monthly

12 DKFX_1993 Youth Center

Convection oven, 6 burner range, warming oven 48" X 120" 1000 to 1300

Semi- Annual Jan/Jul

13 DKGV_02

NEW CE

Ops Household range 36" X 48" 0600 to 1600

Semi- Annual Jan / Jul

Description Equipment under hood Approximate

Hood Size

Access hours available for services

Inspection and cleaning interval Service Schedule

14 DKGV_717

Chapel Annex

Flat top griddle, 6 burner range 40" x 120" 1300 to 1600

Semi- Annual Jan/July

15 DKGV_784

NWS

Bowling Alley

Double Fryer, Flat top griddle, Pizza oven 36" x 105" 1300 to 1600 Quarterly Nov/Feb/May/Aug

16 DKGV_788

Youth Center

Stacked oven, range 51" x 108" 0800 to 1600

Semi- Annual Jan/July

17 DKGV_1680 Capt.’s Dive

Double Fryer, Flat top griddle, Char broiler, 2 burner range 40" x 120" 0600 to 1800 Monthly Monthly

18 DKGV_1693

Child Development Center

Double Stack Convection steamer, 8 burner range 51" X 108" 1300 to 1600 Annually May

19 DKGV_2402

NNPTC

Galley Double Hood Section 1 Fryers 65" X 164" 1830 to 2130 Monthly Monthly

20 DKGV_2402

NNPTC

Galley Double Hood Section 2 Flat top 65" X 164" 1830 to 2130 Quarterly Nov/Feb/May/Aug

21 DKGV_2402

NNPTC

Galley Double Hood Section 3 Flat top 65" X 164" 1830 to 2130 Quarterly Nov/Feb/May/Aug

22 DKGV_2402

NNPTC

Galley Double Hood Section 4 Spices 65" X 164" 1830 to 2130 Quarterly Nov/Feb/May/Aug

23 DKGV_2402

NNPTC

Galley Double Hood Section 5 Pressure Cookers 130" X 324" 1830 to 2130 Quarterly Nov/Feb/May/Aug

24 DKGV_2402

NNPTC

Galley Double Hood Section 6 Ovens 43" X 108" 1830 to 2130 Quarterly Nov/Feb/May/Aug

25 DKGV_2402

NNPTC

Galley Double Hood Section 7 Ovens 43" X 108" 1830 to 2130 Quarterly Nov/Feb/May/Aug

Description Equipment under hood Approximate

Hood Size

Access hours available for services

Inspection and cleaning interval Service Schedule

26 DKGV_2402

NNPTC

Galley Double Hood Section 8 Ovens 43" X 108" 1830 to 2130 Quarterly Nov/Feb/May/Aug

27 DKGV_2402

NNPTC

Galley Hood 9 Ovens 54" X 123" 1830 to 2130

Semi- Annual Nov/Feb/May/Aug

28 DKGV_2402

NNPTC

Galley Hood 10 Ovens 54" X 123" 1830 to 2130

Semi- Annual Nov/Feb/May/Aug

29 DKGV_2402

NNPTC

Galley Hood 11 Flat top 20" X 120" 1830 to 2130 Quarterly Nov/Feb/May/Aug

30 DKGV_2402

NNPTC

Galley Hood 12 Flat top 20" X 120" 1830 to 2130 Quarterly Nov/Feb/May/Aug

31 DKGV_3107

Brig Hood 1 Double 108" X 244" 1800 to 2200

Semi- Annual Jan/July

32 DKGV_3107 Brig Hood 2 Flat top 26" x 102" 1800 to 2200 Semi-

Annual Jan/July

33 DKGV_3107 Brig Hood 3 Flat top 26" x 102" 1800 to 2200 Semi-

Annual Jan/July

34 DKFX_325

RESERVED

Charleston Club Double hood

Fryers, griddle, ovens, char broiler 108" X 244" 0600 to 1100 Monthly On Hold

35 DKGV_290

RESERVED

Golf Course Club House

WS

2 basket fryer, flat top griddle 51” X 108" 1500 to 1800 Quarterly On Hold

36 DKGV_3147

RESERVED

NIWC

Atlantic Flat top, deep fryer 36" x 120" 1400 to 1700 Quarterly On Hold

37 DKGV_3270

RESERVED

Army Reserve 51” X 108" 1500 to 1800 Annually On Hold

38 DKGV_942

RESERVED

Red Bank Community

Fryers, griddle, ovens, char broiler 101" x 162" 1300 to 1600 Quarterly On Hold

12.3 Sample cleaning report.

Category Elements Details

Cleaning company details

- Full company name

- Contact information

- Technician name

Areas cleaned

- Kitchen hood - Specify exact locations

- Grease removal devices - List all inaccessible areas

- Exhaust fans

- Ductwork

- Related appurtenances

Cleaning process

- Methods used - Chemical agents

- Cleaning techniques - Mechanical cleaning

- Pressure washing

- Scraping

Documentation

- Before and after photos - Clear, dated images

- Cleaning effectiveness verification - Grease disposal method

- Waste disposal procedures - Compliance with regulations

Technical details

- Equipment inspection - Structural issues

- System defects - Maintenance needs

- Recommendations - Safety observations

Certification

- Technician signature - Date of service

- Facility manager signature - Cleaning certificate and label placement

- NFPA 96 compliance label

12.4. Environmental.

12.4.1. Hazmat: The Government’s (Hazardous Materials (HAZMAT) Program Manager) requires contractor to submit to COR a monthly inventory and usage of all chemicals that the contractor brings on to Joint Base Charleston or all property under the control of Joint Base Charleston. All products that meet the criteria of “Hazardous Materials” must follow Joint Base Charleston policy to track until permanently removed from government property. The inventory shall be performed prior to commencement of work. A hazardous material is all product of which the manufacturer has prepared a Safety Data Sheet. Criteria for identifying hazardous materials, is contained in Subpart C of 40 CFR, Part 261.

12.4.2. Spill Response: The contractor will be briefed on Joint Base Charleston spill response procedures at the preperformance conference. The contractor is responsible to report (within 24 hours) and promptly cleanup all spills in a manner consistent with current environmental regulations, if government material, equipment or personnel are utilized to clean up a contractor caused spill, the contractor shall reimburse the government for all associated costs. The Government shall be notified when a spill gets into a water body such as a pond, or storm drain with moving water. Waste water with cleaning chemicals shall not be dumped on the ground.

12.4.3. Hazardous material waste management: The contractor will be briefed on Joint Base Charleston Hazardous Material Waste Management Plan at the pre-performance conference. The contactor shall dispose of materials under their control at their cost. Waste that meets the definition of a RCRA Hazardous Waste (40 CFR 261) shall have a manifest prepared prior to disposal. The contractor shall arrange for and package the wastes, but personnel in the 628 CES CEIE Environmental Element shall sign the manifest as the waste generator.

12.4.4. Hazardous material handling: The contractor shall have approval from the base Bio- Environmental (BEE) and HAZMART sections prior to purchasing, handling, using, and storing all chemicals, solvents, lubricants, and other products that require SDSs. The contractor shall identify these materials and products on Air Force Form 3952 Chemical Hazardous Material Authorization Request, Process Identification Form, Shop Disposal Form, or equivalent local form. The contractor shall provide one copy of the SDSs for each item to BEE and HAZMART sections for review prior to all chemicals being brought onto JB Charleston. The contractor shall maintain one copy of the SDSs for each hazardous material line item used within the work center.

The contractor shall not use products that are or contain Toxic 17 chemicals, Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), or Persistent Bio accumulative and Toxic (PBT) chemicals. All HM containing one of these banned substances will not be allowed on base.