PWS_Kitchen_Exhaust_New_Buy_2016_Comments.docx

Performance Work Statement

FOR

KITCHEN EXHAUST HOOD CERTIFICATION AND

CLEANING SERVICES

APRIL 2016

FA3020-16-R-0004

1. DESCRIPTION OF SERVICES

The contractor must provide all personnel, equipment, tools, supplies, expertise, materials and other items necessary to perform cleaning kitchen exhaust hoods and ducts at Sheppard AFB, Texas and Sheppard AFB Annex located at Lake Texoma (approximately 2 hour drive/120 miles from Sheppard AFB). Certified, qualified, trained, and efficient personnel skilled in the trade must perform in the best and most workmanlike manner and in compliance with the contract and industry standards. Contractors must be certified. Certification must come from an industry standardized organization such as IKECA (International Kitchen Exhaust Cleaning Association) or comparable. Contractor will be responsible for providing proof of certification for Certified Exhaust Cleaning Specialists on an annual basis or as directed by their certifying industry standardized organization. Contractor must provide a photocopy of certification to the Contracting Officer (CO) and Contracting Officer Representative (COR) within 10 days of certification renewal. During performance of work, at least one certified technician must remain on-site at all times. During the span of this contract, modifications may be required. Modifications are based on a per exhaust hood and duct system by building. Modifications will be generated due to facility utilization, additions and deletions, renovations, demolition, and new construction.

1.1. basic services

The contractor shall clean (to the bare metal) and certify hood and duct systems. Cleaning procedures must adhere to the requirements of the National Fire Protection Association (NFPA) 96, which is entitled “Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.” Contractor must also follow standards set forth in the National Fire Code, Air Force Instruction (AFI) 32-2001, and Occupational Safety and Health Standards (OSHA) requirements. Contractor shall be extremely familiar with the above regulations. Contractor shall perform all work in strict accordance with the highest safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment and building structures. Contractor is responsible for cleaning from the exhaust exit point, down to the hood which includes exhaust fan, duct work, filters, hood, and drip containers. Some exhaust hood systems will require the use of access panels. Government will be responsible for installing access panels as required. Contractor shall be familiar with multiple types of exhaust hood systems. The contractor shall be responsible for cleaning the exhaust fan drip containers on the roof prior to tipping the exhaust fan (to avoid roof decay from excess grease). Contractor shall not dispose used filters on base. Contractor shall be responsible to replace the filter in the exterior (rooftop) drip container. If a filter is not in the drip container, contractor is required to place a new one in the container and shall annotate the filter was missing on the after service report (ASR). Kitchen filters (initial interior filtering system) must be removed before any work is done on the hood and duct system, and once contractor has cleaned the filters thoroughly, they shall be returned to their original position at the completion of services.

1.1.1. Definition. For the purpose of this contract, an exhaust hood and duct system is considered a continuous passageway for the transmission of air and vapors that, in addition to the containment components themselves, must include duct fittings, dampers, plenums, filters, and/or other items of air handling equipment. Exhaust duct and hood systems will comprise of the exhaust duct systems, the fan and blower housing, fan wheel/blades, fan, drip containers, and other features inherent to the operation of the entire systems with the exception of the electric motor interiors

1.1.2. Preparation Work. Contractor shall ensure all interior areas and equipment from the hood to the floor and all exterior areas and equipment around the hood exit point (roof or wall) are protected from being soiled during the cleaning process. If the equipment that requires protection from being soiled conducts heat or flame, the contractor shall use a nonflammable type of protection to cover and protect said equipment. Contractor will ensure equipment which produces flame or heat is turned off or in stand-by mode before services begin and turned on when services are complete. When accessibility requires movement of equipment the contractor will move it. The contractor is responsible for connecting or disconnecting equipment utilities (gas, electric, water, etc.) and will follow all regulations applicable to the task. Contractor shall be responsible for cleaning all areas or equipment that are soiled, dirtied, or damaged during the performance of services at no additional cost to the Government. Cleaning of soiled areas and items shall be done in accordance with the manufacturer’s suggested cleaning methods. Contractor is responsible for all damaged or unusable products, equipment, and items. Clean up procedures must be completed prior to the contractor departing and the facility opening for normal business.

1.1.3. Waste Water Containment. As part of preparation work and prior to any cleaning procedures, the contractor must have an industry standard and environmentally sound method to collect all wastewater generated from cleaning procedures. Wastewater must be contained and directed to an approved location or container during all cleaning processes to include the exterior procedures performed on the roof and the interior procedures performed on the hood. Wastewater may be disposed down a grease trap designed to handle wastewater (See table 2 for list of locations possessing grease traps). The contractor must not allow wastewater to run off the rooftops on to the ground or to enter into storm drains. Roof gutters and down spouts may be used if an industry standard and environmentally sound method of wastewater containment is set up at the bottom to prevent pollution. However, if used, the gutter and down spouts must be cleansed of all residue upon completion. Reference Section 4.6, Environmental Concerns, paragraphs Nuisance and Polluting Activity Prohibited and Storm Water Discharge and Section 5, Environmental Requirements. Within 30 days of award of the contract, the contractor must submit in writing and ensure their collection methods for all wastewater generated are approved and accepted by the CO prior to usage. The method used must be submitted in writing for acceptance. It is the contractor’s responsibility to notify the CO if method changes and re-establish acceptance.

1.1.4. Fire Suppression System. The hood and duct systems are equipped with fire suppression systems. Components of the fire suppression system shall not be rendered inoperable during the cleaning process. Flammable solvents or other flammable cleaning aids must not be used. Cleaning chemicals must not be applied on fusible links or other detection devices of the automatic extinguishing system. Contractor must notify contracting officer representative (COR) immediately if contractor notices any irregularities or non-operational units. Contractor must ensure the latches and trigger points of these systems are free of grease and build up. The contractor’s cleaning technician must be aware of the operations of fire suppression systems. If, in the process of cleaning the hood and duct system, the fire suppression system should let down/release, the contractor is held responsible for cleanup of all affected areas as well as recharging the fire suppression system by a certified technician in the fire suppression field. The contractor will be responsible for clean-up procedures and associated costs as stated in paragraph 1.1.2, Preparation Work.

Service Identification. Each hood is labeled with an identification number. This number is the hood’s identification number shown in the price exhibit/bid schedule and the monthly breakdown of each hood. These numbers are to remain on the hood. If during contractor’s performance of services the number is not present, falls off, or is not legible, the contractor is required to notify the COR. Immediately after cleaning each hood, the contractor must affix a tag or label on each individual hood and duct system. The tag/label must be displayed on the outside of hood, not on the inside where it would be overly susceptible to grease laden vapors. The tag/label must adhere and be legible until the next scheduled service, and it must be able to withstand normal cleaning procedures used by occupant to clean the hood surface. The tag/label must not damage the system or interfere in the operation of the hood and duct system. The tag/label at a minimum must include the following information: the contractor’s company information, the date (month, date, and year) in which that system was cleaned, when the next scheduled service is required per contract (month and year), and the signature of contractor’s cleaning technician. The signature of the cleaning technician certifies that the exhaust hood and duct system has been cleaned to meet all NFPA 96 standards and requirements and all requirements outlined in this statement of work. The month must be spelled out (January, February, March); the abbreviation can be used but to avoid confusion do not use the month number. While cleaning an exhaust system, if the contractor discovers an area that cannot be cleaned because it cannot be accessed, contractor shall annotate on the certification label as such “inaccessible area exists in this system” and shall also annotate it on contractor’s after service report (ASR) in specific detail what areas are not accessible.

1.1.6. After Service Report (ASR). At the completion of all types of services, the contractor is required to fill out a written report to be submitted to the COR within 3 working days after services are completed if a problem was annotated, otherwise ASRs can be submitted at the end of the month with the invoice. Failure to have all required data below will result in a written discrepancy for SS 4, Report Requirements. Contractor shall submit the ASR to the COR. The ASR at a minimum must include the following information:

a. Contractor’s company name, address, and telephone number

b. Contract number

c. The date and time of service (and notification time for emergency requests)

d. Indicate if it is a reperformance by annotating the date the unacceptable service was performed initially

e. The date (month and year) of next scheduled service

f. The facility number

g. The work performed (scheduled or emergency) and the number of hood and ducts serviced

h. The cleaning technician’s signature (the employee who shall sign the certification tag/label, if multiple technicians are used, ensure technician also prints name along with signature.)

i. Annotate if any inaccessible areas were found and contractor’s recommended solution

j. Annotation if drip container filters were present or not

k. A signature from the building occupant and phone number*

l. A place for comments – contractor can alert the Government of any particular problems, hazards, requests or recommendations regarding that particular hood and duct system

m. A place for signature for the COR and the fire department inspector**

*Building occupant’s signature is required. It simply is verification the contractor was present not that work was done to an acceptable or unacceptable level.

**COR and fire department inspectors will not always be on site. If one is not available to sign, contractor shall mark “not present” on the form.

1.1.7. Notify the Fire Department. The contractor must call the SAFB fire department’s 24-hour dispatch telephone number (940) 676-2310 upon arriving at each job site. Contractor must notify the fire department of the facility number and simply state cleaning services of the exhaust hood and duct system are beginning. The contractor shall call the fire department a second time approximately 10 minutes prior to leaving the facility to notify them services are complete. The fire department, at their discretion, may come and inspect or observe performance of contractor’s cleaning services. If the fire department notices a discrepancy, the contractor shall be required to correct discrepancies on the spot. The cleaning of exhaust hood and duct systems is preventive maintenance for potential kitchen fires; it is imperative the contractor’s cleaning technician adheres to NFPA 96 procedures.

1.2. EMERGENCY OR SPECIAL CLEANING SERVICES:

Upon notification, the contractor must perform emergency or special hood and duct cleaning required in any facility located on Sheppard AFB. Areas requiring emergency hood and duct cleaning will not necessarily be on existing contract for scheduled cleanings. The contractor must not reduce efforts elsewhere due to emergency or special event cleaning services. An example of emergency or special cleaning would include a new facility on base that requires a hood cleaning prior to the Government being able to modify the contract to include it, or the volume of cooking drastically changes in a facility and the fire department deems it necessary to increase the frequency of cleaning and in the interest of fire prevention, extra cleanings are necessary prior to the Government being able to modify the contract.

1.2.1. Emergency Services. Emergency or special hood and duct cleaning services fall under the same requirements already defined in the statement of work for hoods. Contractor must begin emergency work within 2 hours of notification for Sheppard AFB and within 4 hours of notification for Lake Texoma during normal duty days (0730 - 1630) and within 3 hours for Sheppard AFB and 5 hours for Lake Texoma during non-duty hours and holidays.

1.2.2. Unscheduled hood cleanings

1.2.3. Notification. The COR or the Contracting Officer (CO) will notify the contract manager when emergency or special cleaning services are required. An After Service Report (ASR) will be used as stated in section 1.1.6.

1.3. CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES

No Government equipment will be provided. Contractor must own or lease a lift to gain rooftop access to certain facilities. Contractor owned or leased equipment such as sprayers or lifts shall be free of leaks (oil, fuel, water, hydraulic fluids, or any other substance). The CO can request removal of equipment from the base, at no cost to the Government, if equipment is not clean and in good repair or presents a fire or safety hazard. Maintenance repair of equipment shall not be done on Government property.

1.3.1. Contractor-Furnished Vehicles. The contractor must provide and maintain vehicles for transportation to meet the requirements of this contract. All vehicles used in the performance of this contract must have the company name prominently displayed on the vehicle and be maintained to present a clean, neat, and professional appearance at all times. All vehicles used in the performance of this contract must be in operable condition and meet the local, state, and federal safety requirements. Vehicles found to be unsafe and unable to function as designed must be removed from the installation. Vehicular repairs must not be done on base. The CO, COR, Security Forces, or base safety office may inspect the contractor’s vehicles at any time and direct the removal of any unsafe or objectionable vehicle from the installation. All vehicles must be registered, licensed, insured, and operated in accordance with state directives and Sheppard AFB traffic regulations by a licensed operator/driver.

1.3.1.1. The contractor’s equipment must be of commercial quality, size, and type suitable for accomplishing the various phases of work specified. All electrical equipment used by the contractor must meet all safety requirements and must be UL approved. It must be the responsibility of the contractor to prevent the operation or attempted operation of electrical equipment, or combinations of equipment, which require power exceeding the capacity of existing building circuits. The contractor’s equipment must be in good repair and able to operate efficiently and safely. Equipment must be maintained to present a neat, professional appearance. The contractor must have a backup plan to provide services should contractor encounter equipment difficulties. The CO, COR, Security Forces, or base safety office may inspect the contractor’s equipment and/or tools at any time and direct the removal of any improper or unsafe equipment/tools.

2. SERVICE SUMMARY (SS)

The contractor’s service requirements are summarized into performance objectives. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to contract success. If the contractor can perform above minimum acceptable levels in a more efficient manner, then the contractor may do so at no additional cost to the Government. The percentages below are based off the total number of hoods scheduled for that month. For example, if 20 hoods were scheduled to be cleaned that month, then 95% would be 19 hoods out of the 20.

SS 1.

Performance of Scheduled Cleaning Services

SS 2.

Notification to Fire Dept.

SS 3.

Performance of Emergency Cleaning Services

SS 4.

Report Requirements

SS 5.

Schedules/Reschedules

SS 6.

Service Identification Tag/labels

2.1. QUALITY CONTROL

2.1.1. Quality Control. Contracts for commercial items rely on contractor’s existing quality assurance systems as a substitute for Government inspection. The Government will rely on the contractor’s assurances that the commercial item tendered for acceptance conforms to the contract requirements. Quality control is the responsibility of the contractor and not the Government.

2.1.2. Quality Assurance. The Government will periodically evaluate and monitor the contractor’s performance by designating one or more representative(s) to monitor performance to ensure services are received in accordance with the contract and the Quality Assurance Surveillance Plan (QASP). The Government may increase or decrease the number of inspections as deemed appropriate.

2.1.3. Surveillance Methods. The COR may conduct surveillance inspections based on the contractor’s submitted schedules. The surveillance method may be determined by, but not limited to, continual valid customer complaints or failure to meet quality standards set forth in the contract. Failure to meet any service summary (SS) threshold(s) for any of the performance objectives will result in and immediate warning or letter or concern from the CO. Failure to any (SS) threshold(s) for two consecutive or non-consecutive months during a contract period will result in an immediate Progress Meeting with the Acquisition Team.

2.3. PERFORMANCE EVALUATION:

Performance of a service will be evaluated to determine whether it meets the performance requirements of the contract. Evaluations will be completed through receipt of customer complaints from the facility, “spot check” inspection by the COR, or inspection by the fire department. When service is unacceptable, the contractor shall be notified by the COR. The contractor shall be given the opportunity to reperform services for that facility during that month. Once service is re-performed, the contractor must contact the COR and send an ASR annotating it is a reperformance.

2.3.1. Deficiencies. The contractor shall be notified of unacceptable service by COR within 3 calendar days of performance. Unacceptable service is logged as a deficiency and the contractor must not invoice for services deemed unacceptable. Contractor may invoice upon acceptable reperformance of service.

2.3.2. Reperformance Timeframe. Reperformance must be done within the same month as that hood was originally scheduled, but in facilities that are scheduled monthly then there must be at a minimum of 14 days in between a reperformance and the next regularly scheduled month’s cleaning. For the facilities and hoods that receive multiple cleanings within the same month (cleaning frequency of every 2 weeks), reperformance must be completed prior to the next cleaning due that month, however there must be 5 days in between reperformance and the new scheduled cleaning. Re-performances are conducted at no additional cost to the Government.

2.4. PERIODIC PROGRESS MEETINGS

The CO, COR, Functional Director, other Government personnel as appropriate, and the Contractor may periodically meet to discuss the Contractor’s performance. The following issues may be discussed; opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and valid customer complaints against each performance objective observed and steps taken by the Contractor to prevent occurrences in the future. The Contractor shall provide a summation of performance to include internal quality inspections and provide insight into any identified trends. The contracting administrator (CA) or CO may request all parties submit agenda items in written form prior to the meeting. All parties may submit agenda items to the CA/CO prior to the meeting.

The minutes of these meetings will be 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 will provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT FURNISHED FACILITIES – None

3.2. GOVERNMENT FURNISHED SUPPLIES AND EQUIPMENT – None

3.3. GOVERNMENT FURNISHED UTILITIES

Electricity, sewage, grease traps and water will be made available, where existing. The contractor must ensure all employees practice utilities conservation. Any alterations or temporary connections must be the responsibility of the contractor. Any and all temporary connections must be restored to original condition. No temporary connections will be allowed until the contractor has submitted a detailed plan for the connection and has received approval from the CO for the connection as planned. The plan must include a detailed description on how the connection will be restored to its original condition or better.

3.3.1. Utility Conservation. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.4. SECURITY, FIRE, AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis. Installation service contracts will include measures to preclude the unmonitored presence of cleaning or other service personnel in vulnerable facilities. If a vulnerable facility, a building representative will be present for security reasons but will not be the authority on whether services were performed acceptable or unacceptable nature.

3.5. SOLID WASTE COLLECTION AND DISPOSAL

The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The Contractor shall adhere to all base level recycling programs. The Contractor shall dispose of trash at the dumpster designated for the building the trash was generated.

4. GENERAL INFORMATION

The Government will make all publications, forms, references, and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil/. Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions - Commercial Items clause. Failure of the Contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the Government to performance IAW such change, at no increase in contract price.

4.1. HOURS OF OPERATION

The Contractor shall perform the services required under this contract outside of normal hours of Base Operation, or when confirmed with facility manager prior to cleaning. The Contractor will be expected to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS, at no additional cost to the Government. The Contractor is not required to perform services on Federal Holidays.

4.1.1. Normal Hours of Base Operation. Base hours of operation are 0730 through 1630 Monday through Friday.

4.2. RECOGNIZED HOLIDAYS

4.2.1. Contractor Holidays. The Contractor is not required to provide service on federal holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance. Sheppard AFB experiences a down time for approximately 2 weeks in December, commonly known as Christmas Exodus. During Christmas Exodus, the majority of our dining facilities are closed. During this time, additional coordination may be required to access the facilities.

4.2.2. Base Closures. Work scheduled but not performed because of base closure due to weather, exercises, or actual alert must be coordinated and rescheduled with the facility manager within two business days after reopening the base.

4.3. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION. Damages to Government buildings, equipment, or vegetation are addressed in FAR 52.237-2 – “Protection of Government Buildings, Equipment, and Vegetation”.

4.3.1. Notification. The Contractor shall immediately report any damage to Government property caused by Contractor employees to the COR and CO. If the security of a facility or the safety of personnel is in jeopardy due to damages, the Contractor will be required to provide immediate corrective action. The CO or COR may make determination of safety or security risks.

4.4. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

Kitchen Exhaust Hood and Duct Cleaning Service at Sheppard AFB is not considered mission essential and only limited service will continue in the event of crisis declared by the National Command Authority under provisions of DoDI 3020.37. The CO will notify the contractor of a crisis condition as soon as possible after security procedures have been implemented. When the Government perceives the mission is endangered, the Government may augment resources to meet surge or crisis requirements beyond the capability of the contractor.

4.5. CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL CLEARANCES AND VEHICLE PASSES

The Contractor shall comply with all requirements and procedures IAW Air Force Federal Acquisition Regulation Supplement (AFFARS) 5352.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

4.6. ENVIRONMENTAL CONCERNS

The contractor must not utilize any chemicals in the performance of this contract that are toxic, corrosive, flammable, hazardous, or having an offensive odor without prior approval. Contractor must store all chemicals in their original, labeled containers. Non-marked containers will not be authorized on Government installations. No chemicals will be stored or left on Sheppard Air Force Base (SAFB) by the contractor. For additional environmental requirements reference Section 5, Environmental Requirements; the contractor must adhere to all previously listed concerns, as applicable to these contracted services.

4.6.1. Hazardous Material Identification. A safety data sheet (SDS) also known as material safety data sheets (MSDS) shall be provided for each chemical item and documented employee training, by the Contractor, on the proper use and disposal of each item. SDS are required as specified in the latest version of Federal Standard No. 313 (including revisions adopted during the term of the contract) for any other material designated by a Government technical representative as potentially hazardous and requiring safety controls. SDSs must be submitted by the Contractor upon contract award. Failure to provide SDSs or certificate when requested could result in the Contractor being considered non-responsive and result in termination of the contract.

4.6.2. HAZMAT. The Government Hazardous Material (HazMat) Program Manager through the COR may request Contractor to submit monthly inventory and usage of all chemicals that the Contractor brings on to SAFB. Any Hazmat brought on installation that may result in the generation of a “Hazardous Waste” must be strongly justified and if authorized will be bar coded and tracked until permanently removed from Government property. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

4.6.3. Spill Response. The Contractor will be briefed on SAFB spill response procedures at the pre-performance conference. The Contractor is responsible to report and promptly cleanup all spills in a manner consistent with current environmental regulations. In the event that it is necessary to utilize Government material, equipment, or personnel to clean up a Contractor caused spill, the Contractor shall be required to reimburse the Government for all associated costs. The Contractor shall not dispose of any remaining cleaning solutions, mop bucket water, etc. down storm drains.

4.6.4. Hazardous Material / Waste Management. The Contractor will be briefed on SAFB Hazardous Material / Waste Management Plan at the pre-performance conference.

4.6.5. Hazardous Material Handling. The Contractor shall provide one copy of the SDSs for each item to the COR. The COR will then provide a copy to the HazMat Program Manager to be reviewed by appropriate agencies prior to any chemicals being brought onto SAFB. The Contractor shall maintain one hard copy of the SDSs for each material line item used for the performance of this contract in the work center.

The Contractor shall not use products that are or contain Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bioaccumulative and Toxic (PBT) chemicals. Any Hazardous Materials (HM) containing one of these banned substances will not be allowed on base.

4.6.6. Training. The Contractor shall ensure all employees complete Environmental, Safety, and Occupational Health awareness training IAW SAFB Environmental, Safety, and Occupational Health Management System (ESOHMS) Plan, Appendix 6 to Annex C, “Implementation and Operations – Competence, Training and Awareness.” Training may also include the local Air Force Hazardous Communication, HAZMAT, and hazardous waste (if generated) training. The Contractor shall appoint an onsite primary point of contact for all HAZMAT and Hazardous Waste concerns. Contractor is responsible for training all Contractor personnel regarding hazardous material and complete SDSs immediately upon receipt of new chemicals, products, or materials. The Contractor shall submit SDSs to COR as required.

4.6.7. Compliance with Environmental Laws. The contractor shall comply, and assure that all subcontractors comply, with all applicable federal, state, and local laws, regulations, ordinances, policies and standards related to environmental matters. The contractor shall also comply, and assure that all subcontractors comply, with all applicable specific instructions, policies, or references contained herein. Copies of local policies and procedures can be reviewed at the Base Environmental Coordinators office, currently at building 1402.

4.6.8. Nuisance and Polluting Activity Prohibited. Polluting, dumping, or discharging of any harmful, nuisance, or regulated materials (such as exhaust hood cleaning washout, concrete truck washout, vehicle maintenance fluids, residue from saw cutting operations, solid waste and hazardous substances) into building drains, storm water drains, sanitary sewer, site drains, streams, waterways, holding ponds or to the ground surface shall not be permitted. The contractor shall be held responsible for any damages that may result. Further, the contractor shall conduct activities in such a fashion to avoid creating any legal nuisance, including but not limited to, suppressing noise and dust, controlling erosion, and implementing other measures as necessary to minimize off-site impacts of work activities.

4.7. TRAFFIC LAWS

The Contractor and its employees shall comply with base traffic regulations.

4.7.1. Use of Cellular Telephones on Air Force Installation is Prohibited: In accordance with Air Force Instruction 31-218(I), Para 4-2c(3), vehicle operators on a DOD installation and operators of Government owned vehicles will 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 hands–free cellular phones) while operating a motor vehicle is prohibited. Use of those devices impairs driving and masks or prevents recognition of emergency signals, alarms, announcements, the approach of vehicles, and human speech. The potential for driver distractions such as eating and drinking, operating radios, CD players, global positioning equipment, and so on should only be done when the vehicle is safely parked, when possible.

4.8. WEAPONS, FIREARMS, AND AMMUNITION

Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their Contractor-owned or privately owned vehicle while on SAFB.

4.9. SECURITY REQUIREMENTS

Contractor employees shall comply with SAFB security requirements imposed by the Installation Commander at all times while on premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all SAFB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to the installation for the purpose of work under this contract only, and are not authorized in other facilities or areas without prior Government authorization. The contractor will also be required to participate in the Government’s in-house and web-based security training program. The Government will provide the contractor with access to the online system.

4.9.1. Homeland Security Presidential Directive 12 (HSPD 12) Driven Investigations. Contractor personnel who require access to the Air Force and/or DoD network are subject to issuance of a Common Access Card (CAC). As a minimum, submission of a National Agency Credit Check with Inquiry (NACI) or higher level investigation and completion of a FBI fingerprint check with favorable results shall be completed before initial CAC issuance. These investigations shall be submitted by the AF, at no cost to the Contractor, through the sponsoring unit’s security manager. The Contractor shall ensure employees requiring a CAC in-process through the sponsoring unit’s security manager who will in-turn coordinate, as necessary, the applicable investigative requirements with the base Information Protection Office.

4.9.2 Contract Employee Security Requirements. The Contractor shall notify the sponsoring unit’s Security Manager no later than 30 days before on-base performance of the contract. The notification shall be sent in writing on company letterhead to the COR or CO and in turn will be forwarded to, sponsoring unit’s Security Manager, and shall include:

· The contract number and contracting agency

· The reason for the contract (i.e., work to be performed)

· The location(s) of contract performance and future performance, if known

· The date contract performance begins

· Any change to information previously provided under this paragraph

4.9.3. Pass and Identification Items. The Contractor shall ensure the following pass and identification items required for contract performance are obtained for employees and non- Government owned vehicles:

· AF Form 1199, USAF Restricted Area Badge, or a locally developed badge.

· AF Form 75, Visitor/Vehicle Pass (AFMAN 31-116). 2.1.2.3.7.7. DoD Common Access Card (CAC), (AFI 36-3026V1_IP) OR a Defense Biometric Identification System (DBIDS) card is required for employees of contracts over 6 months in length. To receive a DBIDS card, the employee must provide a Sheppard AFB Form 151 (see page 31-32 in PWS) to the 82 CES Security Manager and an unexpired, valid picture identification card or other credential IAW AFI 31-113, and accomplish an Installation Access Application with favorable results on the Criminal History Check.

4.9.4. Unescorted Entry to Restricted Areas. When work under this contract requires unescorted entry to controlled or restricted areas, the Contractor shall comply with AFI 31-101, Integrated Defense, DOD 5200.2-R, Personnel Security Program and AFI 31- 501, Air Force Personnel Security Program Management, and supplements as applicable. The Government shall submit NACI investigations, which must be favorably adjudicated for contractor personnel, at no additional cost to the contractor, for contractor personnel requiring unescorted entry to restricted areas.

4.9.5. Listing of Employees. The Contractor shall maintain a current listing of employees. The list shall include employee's name, social security number, and date of investigation if contract work involves unescorted entry to AF restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company program manager or representative and provided to the CO, COR and sponsoring unit’s Security Manager prior to the contract-start date. Updated listings shall be provided to the sponsoring unit’s Security Manager within 7 working days when an employee's status or information changes.

4.9.6. Freedom of Information Act Program (FOIA). The Contractor shall comply with DoD 5400.7-R, AFMAN 33-302, Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material. The Contractor shall comply with AFI 33-332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The Contractor shall remove or destroy official records only IAW AFI 33-322, Records Management Program and AFI 33-324, The Air Force Information Collections and Reports Management Program.

4.9.7. Reporting Requirements. The Contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations Program, and Volume-2, Protective Service Matters, 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. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

4.9.8. Security Requirements. In accordance with DoDM 5200.01 Vol. 1-4, Information Security Program and AFI 16-1404, Air Force Information Security Program, the Contractor shall comply with AFMAN 33-282, Computer Security (COMPUSEC) AFSSI 7700, Emission Security; and applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC) and AFMAN 33-152, User Responsibilities and Guidance for Information Systems.

4.9.9. Physical Security. Areas controlled by Contractor employees shall comply with base Operations Plans/instructions for Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The Contractor shall safeguard all Government property, including controlled forms, provided for Contractor use. At the close of each work period, Government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

4.9.10. Entry Procedures to Controlled / Restricted Areas. The Contractor shall comply and implement local base procedures for entry to AF controlled and restricted areas. Contractors will be responsible for procuring Controlled Area Training from the assigned restricted/controlled area monitors.

4.9.11. Key control. The Contractor shall establish and implement key control procedures to ensure keys issued to the Contractor by the Government are properly safeguarded and not used by unauthorized personnel. The Contractor shall not duplicate keys issued by the Government.

4.9.11.1. Lost Keys. Lost keys shall be reported immediately to the COR. The Government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the Contractor.

4.9.11.2. Government Authorization. The Contractor shall ensure its employees do not allow Government issued keys to be used by personnel other than current authorized Contractor employees. Contractor employees shall not use keys to open work areas for personnel other than Contractor employees engaged in performance of their duties, unless authorized by the CO.

4.9.11.3. Lock Combinations. The Contractor shall establish procedures ensuring lock combinations are not revealed to unauthorized persons and ensure the procedures are implemented.

4.9.12. Anti-Terrorism. SAFB has an anti-terrorism program that is responsible for helping secure and protect the base and its personnel from terrorist attacks. As a Contractor working on SAFB, you and your sub-Contractors are required to obey all orders from Security Forces, and adhere to all security measures implemented as a result of Force Protection Condition changes (security posture changes). Additionally, you and your sub-Contractors are expected to report to base security forces any suspicious activities, packages, or items you see while conducting work on SAFB. Suspicious activities could include personnel conducting surveillance of the installation, unauthorized personnel requesting access to the installation, or somebody asking a lot of questions about the base. In an effort to help familiarize you, your employees, and sub-Contractors about antiterrorism, SAFB has an antiterrorism binder with all of the pertinent information for awareness training available for mandatory review at the Pass and Registration Office located at the Visitor Control Center (VCC) at the Sheppard Main Gate (building 1127) and/or Missile Road Gate (building #1405) of SAFB, Texas. Also, if needed contact the installation Antiterrorism Officer (ATO) at 676-3460.

4.10. CONTRACT PERSONNEL

4.10.1. Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 2 hour of notification by the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR and CO telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the COR and CO the names and phone numbers of Contractor POCs for after business hours including nights, weekends, and holidays. This information will be kept updated by the Contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

4.10.2. Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo and company badges displayed openly. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. The Government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.11. SCHEDULES

The contractor must provide a monthly cleaning schedule 5 working days prior to the beginning of the appropriate month unless another date has been accepted by the CO or COR. For example during Christmas Exodus when dining facilities shut down, the Government will allow extension for contractor to coordinate schedule. Schedules must indicate the day and time each building will receive services. Contractor shall confirm with facility manager the date and time the exhaust hood shall be cleaned. Changes to the schedules from COR or contractor require a revised schedule submitted to the COR and contracting administrator within 3 working days. Schedules must be easy to understand and submitted in an electronic form to the COR and the CO.

4.11.1. Times. Cleaning times of exhaust hoods and ducts must be scheduled to provide the least amount of inconvenience to the operation of that facility; avoiding peak times such as breakfast, lunch, and dinner.

4.11.2. Rescheduling. Occasionally, rescheduling is required. In the event that the contractor cannot perform services at the scheduled date and time, the contractor must notify the scheduled facility and the COR immediately. If rescheduling occurs after normal duty hours, leave a message for the COR explaining the issue and/or reason for the cancellation. All rescheduling shall require the contractor to submit a new schedule for the affected months/facilities and annotate the reason for the reschedule.

4.13 CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER REPRESENTATIVE (COR)

The CO will appoint primary and alternate CORs for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contact award and an acknowledgement by Contractor’s signature will be returned to the CO.

4.14. SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

4.15. CONTRACTOR REPORTING OF LABOR HOURS.

Section 2330a of title 10, United States Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD). Section 8108 of Public Law 112-10 provides for Air Force implementation of this requirement. The inventory must include the number of Contractor employees using direct labor hours and associated cost data collected from Contractors.

4.15.1. Labor Hours Collection Site. The Contractor shall report all Contractor labor hours (including Sub-contractor(s) labor hours) required for performance of services provided under this contract for Kitchen Exhaust Hood Certification and Cleaning Services via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil (Electronic Contractor Manpower Reporting Application).

4.15.2. Reporting Schedule. Reporting inputs will be for the labor executed during the period…