Attachment 4. Site visit Questions and Answers.pdf

Hood and Duct Solicitation #FA462125Q0023 Site Visit Q&A 24 June 2025

1. Are there times already scheduled for the cleaning to happen per location?

• Cleaning times have been established based on the hours the kitchen is open. The Fire Department will coordinate a couple of weeks out to come up with a date that works for the contractor and kitchen managers.

2. Is there a possibility for annual cleanings to be converted over to Quarterly cleanings if usage increases via more events or new kitchen equipment being installed?

• No, the hoods that are cleaned annually have minimal cooking and grease accumulation. There is no need to clean them more often.

3. Will we be provided a site contact to always be present during our visits to allow access to buildings and ensure we can navigate smoothly while on base?

• Mr. Garlow or Mr. Clark from the fire department will be your contact. They will not be present during your cleaning, but the kitchen manager should be there. If there are any issues, the contractor can contact the fire department, and they will come out. The fire department will get the employees contractor badges to access the base and provide them with a map. If needed, they will sign the employees on at the contractor’s gate for the day but prefer the badge.

4. What are the hours we are eligible to work on this scope of work? What is the time frame this is expected to be completed in at each service interval? One day? Multiple days?

• The fire department prefers cleanings occur Mon-Friday. They can happen anytime during the day/night. Currently, all cleanings occur between 0800-1700 hrs except for the dining facility that occurs between 2330-0300 hrs. The fire department prefers that because they do an after-cleaning quality inspection and are available at the fire station. If you want to work on the weekends, then we would have to discuss.

5. The Appendix 2 checklist provided has points that fall outside of fire code. One point mentions if the extraction motors in stacks have been cleaned. Can you specify what exactly you are looking for here? By code, there should be no obstructions in the grease duct, so I am looking for a bit more information as to what this is alluding to. What extraction motor is being referenced

• The motor that is referenced is on the upblast fan at the end of the duct. The motor isn’t in the duct, but is referenced in the checklist just to make sure there is no grease accumulation on the motor. We are not looking for the motors to be taken apart and cleaned. We are looking for grease in the hoods, fans, ducts, and other appurtenances to be cleaned to remove combustible contaminants. In the past, we haven’t generated enough grease to worry about the extraction motors.

6. Are we responsible for replacing belts if needed, or does only the kitchen exhaust system cleaning fall under our scope of work, no repairs/maintenance?

• The contractor is not responsible for any repair or maintenance to the system. The fire department requests that if there is a problem with the system, the contractor notifies them so they can contact their craftsmen to repair the deficiency.