Exhaust PWS - Draft.docx

Sol. #: FA480124Q0006 Contract #: FA480125XXXXX

PERFORMANCE WORK STATEMENT (PWS)

FOR

EXHAUSTER SYSTEMS CLEANING

Holloman Air Force Base, NM

31 January 2024

REVIEWED BY:

SAM W. BUTSON, Civ, DAF Date Contracting Officer’s Representative (COR) 49th Civil Engineering Squadron

DALE M. WOOSLEY, Civ, DAF Date COR Supervisor 49th Civil Engineering Squadron

PATTI J. REN, Civ, DAF Date Quality Assurance Program Coordinator 49th Contracting Squadron

ACCEPTED BY:

JOSHUA D. MOODY, Civ, DAF Date Contracting Officer 49th Contracting Squadron

TABLE OF CONTENTS

Paragraph Page

1.0. DESCRIPTION OF SERVICES. The contractor shall furnish all labor, materials, supplies, and equipment required to clean the exhauster systems and affiliated ductwork. All cleaning shall be performed in a professional manner and shall comply with all applicable standards as set forth by the National Fire Protection Association (NFPA) and International Kitchen Exhaust Cleaning Association (IKECA). The government reserves the right to increase or decrease maintenance frequencies or add and remove units from the cleaning schedule, provided that it has been approved by the Base Fire Inspector, and properly coordinated through the Contracting Officer (CO).

1.1. Specific Requirements. In accordance with (IAW) the NFPA 96, Paragraph 11.4.2, Exhaust system cleaning consists of complete removal of all accumulation of grease, chemical coatings, dirt, grime and similar deposits from hoods, grease removal devices, fans, ducts, and other interior and exterior areas of the exhauster and associated ductwork which includes baffles, blowers and blower housing assemblies. The Contractor shall comply with all Occupational Safety and Health Act (OSHA) Standards and NFPA 96, Section 11.4 to provide positive cleaning and to achieve the removal of deposited cooking by-product from the interior and exterior of the exhaust system.

1.1.1. Cleaning Methods. Positive cleaning methods shall include but not be limited to the following processes or a combination thereof:

· Manual removal of solidified, semi-solidified or liquid cooking by-product.

· Low pressure application of United States Department of Agriculture (USDA) or facility approved detergents.

· Wash/rinse processes utilizing high pressure hot water cleaning.

· Wash/rinse processes utilizing saturated steam cleaning.

· Bioremediation.

1.1.2. Job Completion. At the close of cleaning operations exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state.

1.1.3. Clean-up. Resultant debris generated during the cleaning operations will be properly cleaned up and placed into the appropriate job site refuse container for disposal.

1.1.4. Certificate Label. The contractor shall affix a Certificate of Performance label to each hood with the following information: Company name, Date of Service, Next Cleaning Date. The label must be visible and outdated labels removed.

1.1.5. Safety Equipment. The contractor shall provide the necessary equipment required for workers to safely work in the kitchen and serving lines and not stand upon ranges, griddles, or other installed equipment in performing work. Exhausters systems are all typically mounted on the roof tops.

1.2. Scheduling Procedures. The contractor shall contact each facility manager to schedule and coordinate the cleaning date and time. Scheduling notification shall be no less than 24 hours prior to commencement of any work. The cleaning of all base buildings for each particular scheduled month must be completed within a continuous ten (10) working day period. Facility managers are not authorized to make contractual agreements or interpret statements in the contract. Points of contact will be provided upon award and updated as necessary via the Contracting Officer’s Representative (COR) or Contracting Office.

1.2.1. Schedule Submission. Contractor shall submit by fax or e-mail to the COR a list of the buildings and date they plan on conducting the cleanings pertaining to the monthly cleaning schedule. COR contact information to be provided upon award and updated utilizing a CA/CO Appointment or Change letter distributed by Contracting and signed by current CO.

1.2.2. Cleaning Frequencies. All exhaust hood systems require complete cleaning. The frequency of the exhaust hood systems have been determined to be cleaned on a monthly, bi-monthly (every two (2) months) and semi-annually (every six (6) months) interval, as described in paragraph 5.2, (Schedule).

1.3. Duct Cleaning Specifications. Hoods, grease removal devices, fans, ducts and other appurtenances (filters, motors, covers, plenum header, and plenum volume area, fire extinguishing system piping, nozzles and activation devices) shall be thoroughly cleaned in accordance with methods established within industry standards and/or the following publications as applicable, whichever is more stringent: NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations 2014 Edition (or more recent, if applicable), National Fire Protection Handbook, paragraph 11.4.

1.4. Post-Performance Documentation. Contractor must provide the following documentation to the COR within 24 hours of job completion (or close of the following business day) per inspection/site; documentation format and content is subject to contractor discretion; Fire Inspection Report and Performance Summary may be combined into single document.

1.4.1 Fire Inspector Report. Contractor must provide Fire Inspector a report for signature certifying approval of job performance at time of inspection; report must, at a minimum, include company letterhead/identification, contract number, unit identifier [Subcontract Line Item Number (SLIN) e.g. 0001AA], fire inspector’s printed name & signature, date and time of performance. See paragraph 4.2 for Fire Inspection coordination.

1.4.2 Performance Summary. Contractor must provide a summary of performance, to include but not limited to unit(s) identification, any areas of system that could not be reached/cleaned with reasoning, and a summary of any findings necessary to relay to COR and/or CO. This may include suggestions for frequency changes or repairs. A “no findings” summary must be submitted if there is nothing to report.

1.5. Contractor Level I Antiterrorism Awareness Training. Each contract employee must accomplish Antiterrorism Awareness (AT) Training as stated in the provision/clause DFARS 252.204-7004, LEVEL 1 ANTITERRORISM AWARENESS TRAINING FOR CONTRACTORS. This training provides contractor employees with the requisite knowledge necessary to remain vigilant for possible terrorist threats. Coordination for training should be done by the requiring Antiterrorism Representative (ATR) after contract award. Tracking for each contractor or subcontractor employee is the responsibility of the COR or unit ATR. Contractor employees are required to complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. AT certificates for each contract employee must be submitted to the COR or unit ATR. Level I AT awareness training can be taken at JKO https://jkodirect.jten.mil/Atlas2/faces/page/login/Login.seam for non-common access card (CAC) holders. CAC holders must take AT Level 1 training, course name "Force Protection," via Advanced Distribution Learning Center (ADLS) at https://golearn.adls.af.mil/login.aspx.

2.0. SERVICE SUMMARY. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Service Summary (SS) and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance, and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two error(s) on each Performance Objective shall be allowed in an effort to identify normal phase-in problems.

(Notice: 2.3.2. Unsatisfactory Performance)

(Notice: 2.3.2. Unsatisfactory Performance)

2.1. Quality Control. The contractor shall develop and maintain a quality control program (QCP) to ensure exhaust hood system cleaning is performed IAW commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures addressing the areas identified in paragraph 2.0, Services Summary. The written QCP shall be submitted to the CO for review no later than the Pre-Performance Conference. The CO will review and either accept the QCP as written or provide feedback within ten (10) working days. If QCP is returned, contractor shall resubmit within five (5) working days, until plan is accepted. The plan shall specifically address the contractor's strategy to provide quality workmanship, continual process improvement and correction of deficiencies, as required.

2.2. Quality Assurance. The government shall inspect and evaluate the contractor’s performance to ensure services are received IAW requirements set forth in this PWS. The contractor shall provide work schedules to the COR per paragraph 5.2 of this PWS. The COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking the cleaning 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. The COR will use the contractor’s work schedule (1.2.1.) or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the contractor’s performance. When a performance threshold has not been met/unsatisfactory (defect) or contractor performance has not been accomplished, the COR shall record defect and initiate and provide the CO a Contract Discrepancy Report (CDR) DD Form 2772 for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt.

2.3. Performance Assessment.

2.3.1. Periodic Validations. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

2.3.2. Unsatisfactory Performance. Any unsatisfactory inspection or defect due to contractor constraints, to include but not limited to, contractor equipment failure, incomplete job performance, or any performance that results in non-compliance from the fire inspector shall be recorded and the contractor shall re-perform the service after notification by the COR. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two or more consecutive or non-consecutive quarters during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4. Periodic Progress Meetings.

2.4.1. Meeting. The Contract Administrator (CA), CO, Functional Commander or designee, COR, other government personnel as appropriate, and the Contractor shall meet as needed to discuss the contractor’s performance. The following are examples of topics that may be discussed:

· opportunities to improve contract efficiency,

· required contract modification(s),

· unsatisfactory inspections, and

· trends against each performance objective observed, positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future.

The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.4.2. Meeting Minutes. 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 shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES. All reasonable quantities of utilities shall be made available to the contractor without charge.

4.0. GENERAL INFORMATION.

4.1. Safety Data Sheet (SDS). The contractor shall provide legible SDS sheets to the Civil Engineering Service (CES) Contract Office upon signing this contract. At any time during the contract, the contractor elects to use additional or different cleaning aids, the SDS sheet must be provided to and approved by the CES office prior to using.

4.2. Fire Inspection. The cleaning technician (contractor) shall contact the Fire Department Inspectors, upon completion of each building. The government may inspect each task as completed. The contractor shall be notified within three (3) duty days of unacceptable service. The contractor shall re-perform service within five (5) days after notification for unacceptable service. Fire Department contact information will be provided upon award and updated as necessary via the COR or Contracting Office.

4.3. Hours of Operation. Normal duty hours are from 07:00 am to 04:00 pm Monday through Friday. Any work requiring to be conducted outside the normal working hours shall be coordinated with each particular facility manager. Contractors are not required to work during the Federal Holidays. Cleaning services scheduled during a Federal Holiday must be also coordinated with the facility managers accordingly. COR will coordinate with the facility manager of Child Development Center and Youth Center to schedule for afterhours when no children are present.

4.3.1. Special Scheduling Requirements for Child Development Center and Youth Center.

In accordance with DoDI 1402.05, Enclosure 3, procedures 1.e.4. COR will coordinate with Facility Managers to schedule the Contractor to perform work afterhours at the CDC and Youth Centers; so that no children are present.

4.4. Security Requirements. Base passes shall be obtained immediately upon award of the contract. Employees assigned to this contract must have two types of identification at all times. Please submit to the CO and CA a list of names, addresses of every employee that will be involved with this contract via a Visitor Access Request (VAR) application, available upon request. Vehicles and equipment that will be used on this project must be registered with the HAFB Security Forces. Paperwork for base passes shall be obtained from the CO/CA. Base passes are issued on a yearly basis for the duration of the contract and must be updated with each option year.

4.4.1. Illegal Aliens. The contractor shall not hire an illegal alien to work or perform any service on Holloman AFB (HAFB). Employees who are not U.S. citizens can only be persons possessing a current resident alien immigrant status (Green Card) or if a non-resident immigrant must possess a current Employment Authorization Document. While on HAFB, non-U.S. citizen employees must be able to produce for inspection the appropriate credential: Green Card or Employment Authorization Document. Any illegal alien found on the installation shall be immediately detained by the base security forces and barred from the installation.

4.4.2. Foreign National Employees. The contractor must obtain foreign national visitor approval for all employees requiring access to Holloman AFB who are not U.S. citizens. The 49 MSG/CC is the approval authority; the 49 MSG/CC may delegate approval authority to the 49 SFS/CC.

4.4.2.1. Once coordination through the CO has been completed, the Holloman AFB Foreign Visit Request Form shall be forwarded to 49 SFS/S5AV for coordination. 49 SFS/S5AV will submit the completed form to the 49 MSG/CC or 49 SFS/CC (if delegated) for approval. The CO listed on the Foreign Visit Request Form will be contacted when a final decision has been made.

4.4.2.2. The Foreign Visit Request Form will be maintained by 49 SFS/S5AV and the Air Force Office of Special Investigation until the visit end date.

4.4.2.3. Employees who are not U.S. citizens will not be allowed to enter the installation until properly approved via the procedures outlined above in 1 through 3.

4.4.3. Listing of Employees. The contractor shall maintain a current listing of employees that require access to HAFB. The list shall include the employee's name, social security number and type of investigation if contract work involves unescorted entry to Air Force (AF) restricted areas or other sensitive areas designated by the installation commander. The list shall be provided to the Program Manager and sponsoring agency security manager. An updated listing shall be provided when an employee's status or information changes (i.e. terminated for cause, reassignment, retirement, etc.) or when a new employee is added.

4.4.4. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations. Traffic regulations include, but are not limited to:

4.4.4.1. Employees shall wear a seatbelt when operating or riding in any military, contractor-owned, or privately-owned vehicle while on the installation.

4.4.4.2. Speed limits on HAFB are 30 MPH unless otherwise posted. Be aware of reduced speed limits and exercise caution when driving in base housing and school zones.

4.4.4.3. All vehicle operators on the installation shall not use cell phones unless the vehicle is safely parked or unless they are using a hands-free device. The wearing of any other portable headphones, earphones or other listening devices (except for hand-free cellular phones) while operating a motor vehicle is prohibited.

4.4.5. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.4.6. Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.4.7. Security Doors. Door controlled or attached to an intrusion alarm system, such as the Base Exchange (BX), must be coordinated through the building facility manager and Security Forces. Appropriate contact information will be provided upon award and updated as necessary via the COR or Contracting Office.

4.4.8. Special Force Protection Operations. During Force Protection Operations, the Security Forces may deny access to HAFB without notice. Please contact your contract administrator and facility managers as soon as possible in the event this occurs.

4.5. Records Management (RM), Publications and Forms, Freedom of Information Action (FOIA), Privacy Act (PA) Requirements.

4.5.1. Records Management. The contractor shall comply with AFI 33-322, Records Management and Information Governance Program (23 Mar 2020, Incorporating Change 1, 28 July 2021). The contractor shall provide accountability and ensure all records and documents generated during the period of this contract are made available to the government at all times. All information may be maintained electronically. Contractors will comply with AFI 33-324, Paragraph 1.3.6., Records created under contract. Contractors will work with information managers, historians and other government agencies as appropriate to ensure that all government needs are met, especially when the data supports new missions or programs. When the background data includes electronic records, the contractor must deliver enough technical documentation to allow the Air Force or other agencies to use the data. Manage all data created for government use or legally controlled by the government according to the records management procedures in this instruction.

4.5.2. Publications and Forms. All publications and forms will be available for contractor's use through the designated ePublishing Website at: https://www.e-publishing.af.mil/. Any publications or forms that are required for the performance of this contract and are not available electronically are required to be maintained manually. Copies of these publications and forms will be made available by the government office of primary responsibility/program manager.

4.5.3. FOIA and PA. The contractor shall comply with DoDM 5400.07_AFMAN33-302, Freedom of Information Act (FOIA) Program (27 Apr 2018) and AFI 33-332, Air Force Privacy and Civil Liberties Program (12 May 2020). These regulations set policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding Personally Identifiable Information (PII) material.

4.5.4. Training. The contractor shall comply with all training as determined by the program managers for RM, Publications and Forms, FOIA, and PA.

5.0. SCHEDULE

5.1. General information. The government reserves the right to add, remove, or replace units/frequencies as necessary, meaning the schedule is subject to change. Contractor will be notified via modification to the contract of any schedule changes made. Changes will only be authorized by the COR or Contracting Office.

5.2. Cleaning Work Schedule.

Monthly Frequency October through September

Bi-Monthly (Occurs every 2 months) November, January, March, May, July, September

Semi-Annual (Occurs every 6 months) February, August

END OF PERFORMANCE WORK STATEMENT

Attachment 1 Page 9 of 10