Hoods and Ducts PWS 10 July 2020.pdf

PERFORMANCE WORK STATEMENT

FOR

HOODS AND DUCTS

Preventative Maintenance, Cleaning & Hood Exhaust System Repairs

JOINT BASE CHARLESTON, SC

1. PURPOSE

The purpose of this requirement is to acquire commercial contractor services that can provide scheduled preventive maintenance and cleaning for all Hood and Duct Exhaust systems located at Joint Base Charleston (JB CHS), South Carolina IAW NFPA Standard 96, NFPA Standard 17A, ASTM F2975-12, ASTM D6368, UL300 and the manufacturer’s instructions. Repair of hood exhaust to be performed by others.

The contractor shall inspect each hood and duct exhaust system. All work shall be completed 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.

1.1 Scope of Work

Scope of work consist of providing schedule services to five facilities monthly, eight quarterly, four semi-annually, and three annually for 103 service visits per year. See Attachment 01 – Equipment List for a complete list of all services.

1.2 Background

The requirement is a follow-on service contract requirement that is scheduled to expire on 30 Sept 2020. The kitchen facilities for this requirement are located at Two geographical locations within JB CHS jurisdiction. Nine are located on the Air Base, North Charleston; Twelve are at the Weapons Station, Goose Creek.

2. GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1. Non-Personal Services

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

2.2. 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.

2.3. Performance of Services during Crisis

Services under this PWS are not essential to be performed during a crisis. Essential Service Plan is not required.

2.4. Business Management

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

2.5. Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.5.1. Program Management

The contractor shall identify a Program Manager who shall be the primary representative responsible for all work awarded under this contract, participating in Program Management Reviews and ensuring all standards referenced herein are adhered to.

2.5.2. Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at the 628 Contracting Squadron, 628 Civil Engineer Squadron and the contractor's corporate offices. The Contractor shall provide a current escalation contact list. The Contractor shall maintain and provide a current listing of applicable employees to the CO two weeks prior to contact start date. The list shall include employee’s name and contact information (e-mail, phone number, etc.).

Deliverable: A001 - Contact List

2.5.3. Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support the contract. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.5.4. Business Relations

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

2.5.5. Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks for on-site and off-site support. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.5.6. Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

2.6. Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Labor Categories document (see attachment), labor rates, and man-hours utilized in the performance of each PWS line item issued hereunder will be the minimum necessary to accomplish the task The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6.1. Identification of Contractor Personnel

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 for meetings with Government personnel. In addition, the Contractor shall require contractor employees to appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

2.7. Hours of Work

Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight (8) hours per day, 40 hours per week. Flextime workers start not earlier than 0600 and not later than 0900. Core hours of work are from 0900 to 1500 daily. All employees are expected to be available during core hours.

2.8. Travel / Temporary Duty (TDY)

Travel to other government facilities or other contractor facilities may be required and will be specified in the PWS. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the government (subject to local policy procedures), and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy & procedures; may reference FAR).

3. PERFORMANCE REQUIREMENTS

3.1. Preventive Maintenance Schedule

The contractor shall develop a planned work schedule in conjunction with the Appendix 7.1 (A003) to be submitted to the COR for approval no later than five (5) calendar days after notice to proceed. The contractor shall be responsible for coordinating time and date with the individual facility manager at each work location and completing all work identified within the month specified.

Deliverable: A003 - Preventive maintenance schedule

3.1.1. Scheduling Work

The contractor shall notify the COR at least 7 days prior to scheduled cleanings, unless electrical outages are necessary, in which case ten (10) days prior notice shall be provided by the contractor. If scheduled cleanings are missed for any reason, the contractor shall notify the COR of the new scheduled cleaning date and time. The contractor shall coordinate with the COR and building manager to obtain access to roof of building for cleaning of exhaust fans.

3.2. Cleaning and Preventive Maintenance

The contractor shall perform preventive maintenance and operational tests on all hood and duct exhaust system by thoroughly cleaning kitchen and grill exhaust systems beginning with interior of the hood or canopy and extending through to the final point of exhaust. This will include, but not be limited to, cleaning the hood including the filter, the interior above the filter, ceiling grills or registers, fan blades and housing, turning vanes, screens, louvers, contaminated area of roof walls and exhaust wells resulting from kitchen discharge. The contractor shall remove all deposits of grease, dirt and any other foreign substance from the entire grease hood and duct exhaust system. The contractor shall clean the system down to bare metal or surface. The contractor shall replace cover plates and position damper and diffusers for proper air flow. The contractor shall insure that all screws and bolts are secure on access panels, screens and louvers.

If any of the screws or bolts are missing the contractor shall furnish and install new ones. The contractor shall take precautions to ensure that cleaning substances do not come in contact with or adversely affect fusible links, nozzles, or any other detection devices of the automatic extinguishing systems.

3.2.1. Fans

The contractor shall report in writing to the COR defective conditions of any fan which they may discover, e.g. worn bearings, broken belts, burned out motor, insufficient pull and broken wires.

3.2.2. Protection of Buildings and Equipment

The contractor shall use the necessary protective devices, i.e. barriers, drop cloths, shields, barricades, required to prevent damage to buildings and equipment, injury to people, and to prevent contamination to any food or supplies in the performance of this contract. The contractor shall return to its original position any furniture, fixtures or equipment moved during the cleaning process. The contractor shall be responsible for cleaning up and disposing of all waste or water generated during performance of this contract and shall ensure that water does not leak through duct seams. The contractor shall take precautionary measures in the process of cleaning exhaust fans (housing and blades) and louvers in order to keep grease-water off any part of electric motors or the building. The contractor shall not transport or use upon the premises any detergent, solvent, de-carbonizing agent, or other cleaning agent that is toxic or possesses flammable, combustible or explosive characteristics. The contractor shall notify the COR if any system has a leak in the duct system. Any leakage from the system shall be cleaned by the contractor. The contractor shall provide a Written Repair Estimates, IAW par 3.7 for repair of the leak.

3.3. Accidental Discharge

The contractor shall perform clean up due to accidental discharge of a system that happens during periodic cleaning and/or preventative maintenance performed. Cleanup shall include but not be limited to the removal of all residues in the immediate area and any surrounding areas affected by the accidental discharge. The contractor shall also be responsible for getting the system recharged. If an extinguishing system is accidentally discharged, the contractor shall notify the Fire Prevention Branch (843-963-3777/3778) and the COR immediately after discharge. The contractor shall be financially responsible for system restoration and all damages resulting from an accidental discharge during the performance of work.

3.4. Clean-up Procedures

The contractor shall clean all areas affected by the duct cleaning of debris, grease, and residue generated by the cleaning process. The contractor shall not leave the job site until all clean-up activities are complete. The contractor shall adhere an adhesive label to the outer surface of the hood showing the date of cleaning. Upon completion of the cleaning, the contractor shall submit a Preventive Maintenance Reports (par 3.5.) to the COR.

3.4.1. Maintenance and Removal of Equipment

The contractor shall be responsible for installing and maintaining temporary cords, lines, and other equipment in a safe condition. Prior to final acceptance, all temporary cords, lines, and other equipment shall be removed and the existing outlets and lines restored to the condition existing prior to the start of contractor's work.

3.4.2. Refuse Disposal

The contractor shall gather and remove at the end of each work period all grease, lint, dirt, dust, rags and other refuse or debris generated in the performance of this contract. The contractor shall haul all refuse off the installation for disposal in accordance with federal, state, and local laws.

3.5. Preventive Maintenance Reports

The contractor shall submit a preventive maintenance report of all hood and duct exhaust system to the COR within two (2) business days after scheduled maintenance. The report shall include:

• The next service due date.

• Type of equipment

• Equipment location’s building number

• The overall condition of the equipment. For example: fans, bearings, belts, filters, etc.

• What preventive maintenance was accomplished

• The names of the technicians

• Number of man-hours to complete maintenance

• Variances from the referenced requirements (PWS or NFPA, etc.) with regard to inaccessible areas, equipment deficiencies

• Contractor recommendations for continued/improved system or equipment operations.

Deliverable: A004 - Preventive Maintenance Report

3.6. Repair Work

There are no repair requirements under this contract.

4. SERVICE DELIVERY SUMMARY

Performance Objective PWS

Para Performance Threshold

Notify the COR at least 7 to 10 days prior to scheduled cleanings

3.1.1. No more than 2 missed schedule

dates per month

Perform Preventive Maintenance on Hoods and Duct System as specified IAW NFPA) Code 96, Chapter 11 and ASTM F2975-12, ASTM D6368 and the

PWS.

3.2, 3.2.1 and 3.2.2.

No more than 0 failed inspection per month

Accidental discharge of fire extinguishing system

3.3. No more than 1 incident per year

Clean-up, remove temporary equipment and dispose of all grease, lint, dirt, dust, rags and other refuse or debris from service area after completion of service

3.4, 3.4.1 and 3.4.2

No more than 2 failed inspection per month

5. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

5.1. Facilities and Equipment

No addition government furnished facilities and equipment are provided for this requirement other than the access to the facilities in which to service the listed equipment identified under Appendix 7.2.

6. SPECIAL REQUIREMENTS

6.1.1. SPAWAR Facility Access

In addition to the normal base access, the contractor's employees that require access to the SPAWAR facility will be required to complete additional security screening prior to access. The application for this additional security screening will be provided to the contractor upon contract award. Additional copies can be furnished, upon request, from the COR or the Contract Administrator. The contractor shall provide a correctly completed copy of the application, to the e-mail or fax listed at the bottom of the application at a minimum of 5 business day upon the schedule visit. The contractor is required to pick-up their badges at the Visitor Control located at Bldg 3451, Room 1. Upon completion of the work the contractor’s employees shall return the badges back to Visitor Control.

Deliverable: A007 - SPAWAR Access Application

6.1.2. Brig Facility Access

The contractor shall coordinate all visits as indicated under section 3.1.1. All contractors will be required to turn in all keys and cell phones upon issuing of a contractor badges at the front or rear entrances of the Brig. Upon completion of the work, the contractors shall return the badge to security and retrieve personal belongings upon exiting the Brig.

6.2. Safety Requirements

The contractor shall work in accordance with 29 Code of Federal Regulation (CFR) 1910, Occupational Safety and Health Standards for General Industry.

6.2.1. Safety Plan

FAR 5352.223-9001.

Deliverable: A009 - Safety Plan

Deliverable: A011 - Air Force Form 3952 Chemical/Hazardous Material Authorization Request

6.2.2. Environmental Management System (EMS)

JB CHS has implemented an Environmental Management System (EMS) in order to become more fully aware of the adverse environmental impact of our facility and our activities with the focus on reducing or eliminating those impacts, to reduce the amount and cost of resources by eliminating wasteful practices, and to comply with Executive Order 13423. ISO 14001 is the framework on which JB CHS chose to base the EMS. Currently, JB CHS's significant environmental aspects are Energy & Water Consumption/Conservation and Fuel Consumption/Conservation in Vehicles. If a supplier or contractor is supplying goods or services associated with our significant environmental aspects, it is our expectation that the supplier or contractor take action to implement applicable procedures to mitigate, minimize, or otherwise control the potential environmental impacts associated with those significant environmental aspects.

6.3. Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

6.3.1. Quality Control Plan (QCP)

Contractor shall develop and maintain a quality program to ensure maintenance and repair services are performed in accordance with the NFPA Standard 96 and other commonly accepted commercial practices. The contractor shall develop and implement procedures to identify and prevent defective services from occurring/reoccurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 3, Service Summary. The finalized QCP will be accepted by the Government at the time of the award of the contract. The CO may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the CO. Any modifications to the program during the period of performance shall be provided to the CO for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Governments review and approval.

The Government may find the QCP "unacceptable" whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

Deliverable: A009 - Quality Control Plan

7. APPENDICES.

7.1. DELIVERABLES

The contractor shall provide deliverables as referenced in PWS.

Identifier Name Provided A001 Contact List *Prior to performance start date, update as needed A002 Contractor Full-Time Equivalent

Reporting Annually, at the start of contract/option period

A003 Preventive Maintenance Schedule Annually, at the start of contract/option period

A004 Preventive Maintenance Report 2 business days after scheduled maintenance

A005 Written Repair Estimate Deliverable not required. No repairs under this contract

A006 Contractor form 74 and copy of Driver’s license/State ID, SSN Card

Annually or 5 days prior to performance of work

A007 SPAWAR Access Application Annually or 5 days prior to performance of work

A008 Safety Plan *Prior to performance start date, update as needed

A009 Safety Data Sheet (SDS) Prior to performance start date or usage on base

A010 Air Force Form 3952 Chemical/Hazardous Material Authorization Request

Prior to performance start date or usage on base

A011 Quality Control Plan *Prior to performance start date, update as needed

*Provide at Pre-Performance Conference if one is schedule

7.2. Estimated Workload Data

ITEM NAME ESTIMATED QUANTITY

1 Monthly cleaning service. Systems using solid cooking fuels or 24 hour high volume frying, char broiling, or Oriental cooking.

_ _5___

Systems

Quarterly cleaning service. Systems using high volumes of fast food frying, char broiling, or Oriental cooking.

___9____

3 Semi-annual cleaning service. Systems using normal volumes of commercial cooking of baking.

___3____

4 Annual cleaning service. Systems using low vapor producing cooking (pizza ovens, steam tables, etc.).

___3____

6.2.2. Environmental Management System (EMS)