Vendor Questions and Answers (Hood and Duct Cleaning).pdf

Hood and Duct Cleaning Vendor Q & A

Q1 - Cleaning Frequency: How often are the hood and duct systems required to be cleaned at each facility?

A1 – This information is provided in the Pricing Schedule posted to the SAM.gov solicitation.

Q2 - Location Prioritization: Among the six identified locations, are there any that require higher priority over others?

A2 – Child Development Center: Inspected monthly by installation Public Health, twice a year by Fire Prevention, and multiple times throughout the year by other agencies. If found out of compliance with annual cleaning, there would be a write-up by inspecting agencies.

Youth Center: Provide daily meals to youth, M-F.

MONTHLY CLEANING_Surf Lanes, B10366: Kitchen

(1)

ANNUAL CLEANING-MAY_Child Development

Center, B16177: Kitchen (1)

ANNUAL CLEANING-FEBRUARY_Breakers Dining

Facility, B13330: Pots & Pans (1), U-Food

Refrigerator (1), Kitchen Steamers (1), Kitchen

Steam Kettles (1), Over Baker's Oven (1)

ANNUAL CLEANING-JANUARY_Youth Center, B16170: Kitchen (1)

MONTHLY CLEANING_Breakers Dining Facility, B13330: Ufood Grill (1), Global Grill (1), Over Kitchen

Fryers (1), Over Ovens (1)

MONTHLY CLEANING_Beachcomber Dining Facility, B9190: Char Grill (2)

BI-MONTHLY CLEANING_Pacific Coast Club, B11070:

Kitchen (2)

QUARTERLY CLEANING_Beachcomber Dining

Facility, B9190: Kitchen (2)

BI-MONTHLY CLEANING_Beachcomber Dining

Facility, B9190: Flat Grill (1)

Q3 - Work Scheduling & Production Impact: Are there specific time restrictions or preferred working hours to avoid disrupting facility operations? Will there be a time limit to complete work at each location?

A3 – Beachcomber and Breakers Dining Hall: 7pm, Mon – Wed* Child Development Center (CDC): Afterhours/approx 4pm start; no time limit if done afterhours. Kitchen opens at 6am M-F.* Youth Center: 8:30am-12:30pm Sep-May; after meals are served in Jun - August (schedule can be flexible) * Pacific Coast Club Restaurant: 5pm, M-Th* Bowling Alley: Mondays (closed) or 8pm Tue-Thu*

*Times provided are approximate. Any time limits to be clarified by each facility manager.

Every service visit requires a scheduling agreement with facility manager pre-approval.

Q4 - Facility Occupancy During Cleaning: Will the locations be occupied during cleaning? If occupied, are there any special considerations to account for?

A4 – Beachcomber: Yes, kitchen staff will be finishing their shifts; an on-site Representative will oversee facility activities.

CDC: Daily kitchen operations start at 6pm and end at 5:30pm. During an installation “Family Day”, there are minimal children on-site, and a cleaning could be arranged.

Youth Center: Employees present 6:45am – 5:30pm, M-F. Youth present 2:15-5:30pm Sep-May.

Closed on Family Days.

Special Considerations: Wear head cover or hair net. Per PWS section 2.2, contractor personnel shall present a neat appearance and be easily identified as a contractor employee with clothing or badge bearing the name of the company.

Q5 - Cleaning Agents: Are there specific chemical restrictions? Should food-grade or food-safe cleaning agents be used for compliance with health and safety regulations?

A5 – Beachcomber and Breakers: No use of bleach.

Youth Center: Use of bleach+water and dish soap ok.

Cleaning agents should be food-safe for cooking surfaces. Per PWS section 3.3, contractor shall use non-flammable, non-toxic solvent cleaner.

Q6 - Special Requirements & Security Protocols: Are there specific safety, security, or procedural requirements to follow while working on base?

A6 – Base pass is required; granted upon positive security background check.

CDC and Youth Center: Contractors must check-in with staff upon arrival, sign-in, and wear a visitor badge prior to beginning work.

Q7 – How do we address the identification of components requiring repair or replacement— such as filters, ventilation systems, or other parts that are damaged or not functioning efficiently?

A7– If discrepancies are addressed during the post-cleaning inspection, the contractor is responsible for corrective action (PWS 6.2).

Q8 – How do we address encountering unforeseen issues during the cleaning process, such as duct system malfunctions or safety concerns that could affect operational efficiency?

A8 – Inform the facility manager during the cleaning inspection (PWS 6.1).

Q9 – How do we address the need for additional tools or equipment to complete the service per safety and quality standards?

A9 – The contractor shall provide all equipment and tools to perform cleaning (PWS 1, SCOPE

OF WORK).

Q10 - Are we required to obtain prior approval before performing any additional maintenance work?

A10 – If the work is outside of the usual course of food service hood and duct cleaning, seek approval with the respective facility manager.

Q11 - Will there be a contract modification or additional funding allocated for unforeseen costs?

A11 – Yes, if pre-authorization was approved by the Contracting Officer.

Q12 - If replacement parts or equipment are needed, will they be provided by the base, or will we be expected to procure them and incorporate the cost?

A12 – All replacement parts/equipment that are part of the usual course of cleaning food service hoods and ducts is the responsibility of the contractor in accordance with PWS section 1, SCOPE OF WORK.