SOW-Hoods__Ducts_2015.14Aug15.pdf

STATEMENT OF WORK

FOR

CLEANING VENTILATION SYSTEMS FOR

COMMERCIAL COOKING OPERATIONS

(HOODS AND DUCTS)

Grand Forks Air Force Base (GFAFB), North Dakota

14 Aug 2015

STATEMENT OF WORK

FOR

CLEANING VENTILATION SYSTEMS FOR

COMMERCIAL COOKING OPERATIONS

(HOODS AND DUCTS SERVICES)

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, transportation, and labor necessary to perform the inspection and cleaning of all commercial hoods and ducts, filters, fan assemblies and exhaust systems covered by this Statement of Work (SOW). The contractor shall perform to the standards in the contract as well as all local, state, and federal regulations. Minimum inspections and cleanings are in Appendix A.

1.1 BASIC SERVICES. The contractor shall schedule, inspect and clean hoods and ducts systems in accordance with National Fire Protection Association (NFPA) Standard 96 and all other local, state, and federal rules and procedures. The contractor shall be responsible for protection of government property associated with the work on this contract.

1.1.1 The contractor shall submit a planned work schedule for the base year to the Contracting Officer (CO) for approval no later than fifteen (15) business days after notice to proceed (in option years, submit schedules 15 business days before the beginning of each option year). See Appendix A for minimum frequency and facility point of contacts (POC’s).

1.2 SERVICES TO BE PERFORMED

1.2.1 Inspections. The contractor shall submit an inspection report to the Contracting Officer Representative

(COR) and (CO) on all hood and duct exhaust systems which documents facility number, date completed, inspection results, system impairments, and any recommendations. Contractor shall submit inspection report within five business days after completion of inspection. Shall be performed per Appendix A.

1.2.2. Cleaning. Hoods, fans, ducts, filters, all stainless steel surfaces and other associated appurtenances shall be cleaned to bare metal at scheduled intervals prior to surfaces becoming heavily contaminated with grease or oily sludge. The contractor shall install access panels as needed to ensure all interior surfaces of the duct system are cleaned to bare metal. The contractor shall provide detailed locations of installed access panels to the COR.

1.2.2.1 The cleaning shall encompass the entire hood and duct exhaust system from the opening in the hood to the final air outlet including the hood, filters, fan housing, motors, and all duct works, rain caps, bird/insect screens.

Walls and floors below the hood system shall be cleaned of grease, dirt, debris etc. Contractor shall provide a written procedure describing the process for cleaning and inspection within 15 business days of notice to proceed to the CO and COR for approval.

1.2.2.2 Permanent type grease filters shall be removed, cleaned, labeled and re-installed. Disposable type filters shall be replaced as needed. All waste material shall be disposed of in accordance with local, state, and federal regulations, off base.

1.2.2.3. All metal flashing, rain caps, and duct work shall be sealed to insure no rain, snow or foreign debris will enter the system or facility. All existing and newly installed access panels shall be sealed in accordance with all local, state and federal regulations. Any seam caulking damaged during the cleaning process must be replaced at no cost to the government.

1.2.3. Preparation work. Contractor shall ensure all areas and equipment from the initial kitchen filters to the floor under the hood and duct systems are protected from being soiled or damaged during the cleaning process.

Contractor shall be responsible for cleaning or damages to equipment at no additional cost to the government. Clean up procedures must be completed prior to the facility opening for business.

1.2.4 Fire Suppression System. The hood and duct systems are equipped with fire suppression systems.

Components of the hood and duct fire suppression/protection system shall not be rendered inoperable during the hood and duct exhaust system inspection or cleaning process. If they do the contractor must notify the COR and Fire

Department immediately and make arrangements to have the system repaired by a certified technician in the fire suppression field at no cost to the government. If, in the process of inspecting or cleaning the hood and duct system, the fire suppression system should discharge, the contractor is held responsible for clean up of all affected areas as well as recharging the fire suppression system by a certified technician in the fire suppression field at no cost to the government.

1.2.5 Service Identification. Immediately after cleaning each system, contractor shall affix a tag or label on each individual hood and duct system. The tag/label shall be displayed on exterior of hood, must adhere and be legible until next scheduled service. The tag/label must include the following information: contractor’s name, the date cleaned, date due next scheduled service, and signature of cleaning technician to certify that system was cleaned to meet all NFPA 96 standards and requirements of this statement of work.

1.3 Notifications. The contractor shall notify the COR and facility manager at least seven (7) business days prior to performing an inspection or cleaning on a hood and duct exhaust system.

1.4 Reports. The contractor shall submit a report to the CO and the COR on all hood and duct exhaust systems which documents inspection, cleaning, and needed maintenance work, with noted discrepancies, system impairments, and any recommendations, within five business days after completion of inspection or cleaning.

1.5 Submittals. The following schedule lists the submittals that shall be submitted to the CO or COR as applicable.

Submittals to CO:

Work Schedule, Base year, for each building: Within 15 business days after notice to proceed.

Any revisions within 5 business days of start of work..

Work Schedule, Option years, for each building: Within 15 business days before the beginning of each option year. Any revisions within 5 business days of start of work.

Inspection/Cleaning Method: Within 15 business days after notice to proceed.

Any revisions within 15 business days of start of work.

List of Chemicals and Material Safety Data Sheets (MSDS): Within 15 business days after notice to proceed. Any changes must be prior approved and submitted 15 business days before use.

Inspection/Cleaning Report: Within 5 business days of completion of

The inspection or cleaning.

2. SERVICE DELIVERY SUMMARY.

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

SERVICE DELIVERY SUMMARY

Performance Objective SOW

Para.

Performance

Threshold

Surveillance Method

Performance of scheduled

Cleaning Services

1.2.1 No more than 1

customer complaint per quarter

Periodic inspection and

Customer Complaint

Notification 1.3 100% of the time

(safety)

COR contact Facility

Manager/random check

Service Identification Tag/Labels 1.2.4 100% of time COR inspect 100%

Report Requirements 1.2.1, 1.4 100 % of the time COR 100% check

Schedules/Reschedules 1.1, 4.5 95% accurate for the option year

COR contact Facility

Manager/random check

Perform Inspections

1.2.1

100% of the time

COR random check

Provide required Submittals

1.5

100% of the time

COR 100% check

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1 Utility Service. The government will furnish any electricity, water, or sewage required to support this contract where existing. All temporary connections made to utilities are the responsibility of contractor. All temporary connections must be restored to original condition or better. Contractor shall coordinate with the COR before any temporary connections are made.

3.2 Security Forces, Fire Protection, and Emergency Medical Treatment. Call 911 for emergencies for Security

Forces, or to report a fire, or for medical emergencies. The government will provide emergency medical treatment and emergency patient-transportation service for contract personnel who are injured or become critically ill while performing work on Grand Forks AFB, in accordance with this contract. The contractor must reimburse the government for the cost of medical treatment and patient transportation service at the current rate. The contractor is responsible for the preparing necessary paperwork and reimbursement costs.

4. GENERAL INFORMATION (Records)

4.1 IAW AMC SUP 1/AFI 33-322: paragraph 10. Contractors will comply with the Privacy Act of 1974 (the

Act) and AFI 33-332, the Air Force Privacy Act Program and the agency rules and regulations issued under the Act in the design, development or operation of any system of records. Operation of a system means performance of any of the activities associated with maintaining the system of records, including the collection, use and dissemination of personal information. Systems of Records on individuals are defined as a group of any records under the control of an agency from which information is retrieved by the name of the individual or by some identifying number, symbol or other identification unique to the individual.

4.1.1 All records generated during the performance of a contract for outsourced functions are considered to be government records and will be turned over to the government upon termination of the contract. Contractor generated electronic records created and maintained in performance of the contract will be maintained in the command approved and certified Records Management Application (RMA). Electronic records returned to the government after execution of their contract will be in the authorized RMA and electronic media as specified in the

PWS.

4.1.2 Records are considered to be all books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics, made or received by any agency of the US government under federal laws, or in connection with the transactions of public business, and preserved or appropriate for preservation by an agency, or its legitimate successor, as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational value of data in them. This includes all electronic records, which must meet the requirements of DODSTD5015.2.

4.1.3 Contractors performing outsourced functions will comply with the following Publications, as applicable:

AFMAN 37-139, Records Disposition Schedule. (AFMAN 33-339 will replace AFMAN 37-139 upon publication).

AFI 33-322, AF Records Management Program.

AFMAN 37-123, Management of Records. (AFMAN 33-323 will replace AFMAN 37-123 upon publication).

DoD 5400.7/AF Sup 1, DoD Freedom of Information Act Program.

AFI 33-332, Air Force Privacy Act Program.

AFI 37-138, Records Disposition--Procedures and Responsibilities. (AFI 33-338 will replace AFI 37-138 upon publication).

DODSTD5015.2, Department of Defense Design Criteria Standard for Records Management Applications

Functional Baseline Requirements.

Title 44, U.S.C. Chapters 29 (Records Management by the Archivist of the US and by the Administrator of General

Services).

Title 44, Chapter 31 (Records Management by Federal Agencies) 3101-3107 (Federal Records Act of 1950).

Title 44, Chapter 33 (Disposal of Records 3301-3314).

Title 36 (Code of Federal Regulations), Chapter XII (National Archives and Records Administration, Subchapter B, Records Management).

41 CFR, Chapter 201 (Federal Information Resources Management Regulation (FIRMR)).

Title 8, GAO Policy & Procedures Manual for Guidance of Federal Agencies, Records Management.

Circular A-130, 25 Jun 93, OMB, Federal Information Resource Management (A-130) Revision.

Title 18 U.S.C. 2071, Concealment, Removal or Mutilation of Records.

DOD Directive 5015.2, Records Management Program.

4.1.4. Forms prescribed. AMC Form 14, Office of Record Staff Assistance Visit Report, is available electronically on the AMC Forms web site.

4.2 PERSONNEL

4.2.1 Contract Manager. The Contractor is responsible to provide a fully qualified Contract Manager. The

Contract Manager shall be responsible for management and coordination of the contract and shall be the point of contact with all government representatives. The contractor shall notify the Contracting Officer in writing prior to contract start date of the names of the Contract Manager and the alternate Contract Manager. The Contract Manager and alternate must be able to read, write, speak, and understand English.

4.2.2 Employee Identification. All contractor employees must wear a contractor furnished common identifiable outer garment. (Example: hat, shirt, jacket) Each contractor employee shall wear a contractor provided nametag that has individuals name and company name. Nametag may be a badge, embroidery, or nameplate. Contractor furnished identification items shall be neat and display a professional appearance.

4.3 SECURITY PROCEDURES/POLICIES.

4.3.3.1. Passes. Passes will be issued only until the end date of the specified contract, or the end of the current fiscal year. Personnel can apply for a replacement pass within 30 days of expiration. ALL PASSES, expired, or otherwise must be turned into the visitor control center. Pass issuance will be tracked and failure to account for them may result in payment delays, adverse contract action, or other remedial measures. Long-term passes will not be issued for contracts with a performance period of less than 60 days.

4.3.3.2. Background Checks. All Contractor and subcontractor personnel who enter the installation must undergo a background check. If any employees or the employees of any of your subcontractors do not consent to a background check, such individuals will be prevented from entering the installation. Any derogatory information resulting from a background check or which otherwise comes into the possession of the contracting officer may result in such individuals being prevented from entering the installation. This shall not excuse the Contractor from proceeding with the contract as required. Contractors are further reminded to ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Persons found to be undocumented or illegal aliens will be remanded to the proper authorities. The contractor shall not be entitled to any compensation for delays or expenses associated with removal of unauthorized employees.

4.3.3.3 Material Deliveries. All contractor (including subcontractor) deliveries shall be made through the south gate located off US Hwy 2. In order to gain entry onto Grand Forks AFB, the driver must have a valid driver’s license rated for the type of vehicle being operated, proof of insurance, vehicle registration, social security number, the name and contact (telephone) number of someone receiving the delivery. In some cases, an escort may be required to assist drivers in completing the delivery. Contractors may be required to provide the escort and must be done so without cost, liability, or time extension to the contract. Drivers are required to exit the installation immediately after completing the delivery.

4.4 Environmental Concerns. Contractor shall not utilize any chemicals in the performance of this contract that are toxic, corrosive, flammable, hazardous or having an offensive odor without prior approval from the CO.

Contractor must store all chemicals in their original, labeled containers. Non-marked containers will not be authorized on government installations.

4.4.1 Material Safety Data Sheets (MSDS). An MSDS must be readily available at all job sites for any chemical being used. A copy of all MSDS must be submitted to the CO regardless if the chemical is deemed hazardous or not.

MSDS must be submitted for all chemicals in use at start of contract within 15 business days of notice to proceed with contract. Any new chemical introduced must have prior approval and MSDS submitted to CO and COR before coming onto base. See Submittals 1.5.

4.4.2. Environmental. 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.

Copies of local policies and procedures can be reviewed at the environmental office in Bldg. 410, phone (701) 747-

4590.

4.5. Scheduling of Work. In order to minimize interference with the operation of a facility, the contractor may need to schedule inspection, cleaning on a hood and duct exhaust system for other than normal duty hours i.e., at night, early morning, or weekends. In all instances the contractor shall notify the COR and coordinate with the facility manager at least 7 business days prior to performing inspection or cleaning. Contractor shall provide a schedule for each facility on the contract within 15 business days before the beginning of each option year.

Schedules must indicate the days and time each building will receive services including cleaning requirements.

Schedules must consider holidays and peak hours of each facility in scheduling work; to provide the least amount of inconvenience to facility. The schedule must cover a period of 12 months. Contractor shall immediately inform

COR of any schedule changes. Contractor will provide a revised schedule to CO/COR within 5 business days.

Schedules will be submitted within 15 business days before the beginning each option year.

5. GENERAL INFORMATION (Miscellaneous)

5.1 QUALITY CONTROL. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. All customer complaints shall be documented and submitted to the

COR NLT the end of the 2nd business day after receiving the complaint.

5.2 QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance to ensure services are received. The COR will evaluate the contractor’s performance through intermittent on-site inspections, and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). The contractor shall provide a list of all customer complaints (valid/invalid) to the COR NLT the end of the 2nd duty day after receiving the complaint. The list shall be specific as possible and include the resolution and or the reason the complaint is invalid.

5.3 GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212.4, Contract Terms and

Conditions-Commercial Items (October 2003), for contractor’s failure to perform satisfactory services or failure to correct non-conforming services. Preferred method of resolving complaints is reperformance. Re-performance will be completed within 24 hours of customer complaint or COR inspection. Re-performances will be at no additional cost to the government. If re-performance is unacceptable or contractor refuses to reperform it will be a deficiency.

Deficiencies may result in deductions. Contractor will not be paid for any work deemed unacceptable. Deductions will be calculated for each area found unacceptable.

5.4 HOURS OF OPERATION. The normal business hours for operations on the base are from 0745-1630, Monday thru Friday. Some work is scheduled and completed after normal business hours in order to have the least amount of disruption to services. It is best to contact Facility Managers during this time.

5.4.1 RECOGNIZED HOLIDAYS. The contractor is not responsible to provide service on the following days:

New Years Day, Martin Luther King Day, President’s Day, Memorial Day, Fourth of July, Labor Day, Columbus

Day, Veterans Day, Thanksgiving Day, and Christmas.

5.5 SECURITY REQUIREMENTS. Contractor personnel must apply for a base identification card to be carried while on GFAFB. All Government properties (identification cards, restricted area badges, and Privately Owned

Vehicle (POV) passes must be returned within 24 hours after employment is terminated. It is the responsibility of contract manager to retrieve, turn in, or report any loss or misuse of such items to the QAP and Base Pass and

Identification office.

5.5.1. Contractor Passes: The Contractor Gate Control Center will issue a 319 SFS/SFA Form 74 to the contractor and his/her employees upon completion of screening process. The screening process takes time, and the contractor shall visit the Commercial Visitor Control Center prior to expecting base entry to receive required forms and instruction on the application process, to include estimated time of receiving the contractor pass.

5.5.2. Although contractors will not be issued vehicles passes vehicles are subject to search while on the installation. Employee privately owned vehicles will not be allowed access to restricted/controlled areas without a free zone being established. Company vehicles will be allowed access to restricted/controlled areas.

5.5.3.. All Contractor vehicles should have markings with the company name for quick identification of ownership and notification if they are involved in an incident.

5.5.4. Conduct Requirements. The contractor shall ensure that his/her employees comply with all base traffic regulations and properly conduct themselves while on the base.

5.6. WORK IN CONTROLLED/SECURE AREAS. Contractor personnel shall be escorted as needed.

5.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE PRESIDENT AND OR

SECRETARY OF DEFENSE. Hoods and Ducts cleaning has been identified as all or a portion of the services performed under this contract as “Non-Essential DoD Contractor Services” as defined and described in DoD

Instruction (DoDI) 3020.37. Contracting Officer will contact contractor of crisis condition as soon as possible.

When necessary the government will augment performance to meet surge or crisis requirements beyond the capability of the contractor.

5.8. MEETING/PARTNERING AGREEMENTS. The contracting officer may require the contract manager and other essential personnel to meet with the contracting officer, contract administrator, QAP, and other government personal as deemed necessary. The contractor may request a meeting with the contracting officer when the contractor believes such a meeting is necessary. Written minutes of any meetings must be recorded in the contract file and signed by the contract manager and contracting officer. If the contractor does not concur with any portion of the minutes, he must submit non-concurrence in writing within 10 business days following receipt of the minutes.

Security forces will be included in the contracts Multi-functional Team.

6 INFORMATION PROTECTION

6.1 The security manager for the Sponsoring unit (i.e LRS, CE etc.) will determine individual requirements for contractor personnel to have a background check.

6.2 If a National NACI is determined to be required by the security manager, the security manager will coordinate the check with the wing Information Security Office.

6.3 ANTI TERRORISM

6.3.1 All contractor employees requiring access to any Federally-controlled facility and logical access to Federally controlled information systems except for “national security systems” as defined by 44 U.S.C. 3542(b)(2), should be certified in Level 1 Anti Terrorism Training. The training is accessible from any computer with access to the World

Wide Web and is available at https:/atlevel1.dtic.mil/at. The contractor is responsible for ensuring that the training has been satisfactorily completed and that valid certificates of completion have been submitted to the Contracting

Officers Representative (COR) with a copy furnished to the Contracting Officer. The Certificates are valid for one year; therefore, training shall be completed every year for the duration of the contract.

6.3.2. Unit anti-terrorism managers will be responsible for organizing this level 1 training.

6.4 OPSEC

6.4.1 General. Contractors who have access to mission critical information require a general knowledge of threats, vulnerabilities and their responsibilities associated with protecting critical information. This is accomplished through initial and annual OPSEC training. Standardized AF OPSEC awareness training located on the AF Advanced

Distributed Learning Service (ADLS) is the baseline training required for all personnel. Organization specific training will be provided in addition to this training to ensure all personnel in the Air Force are aware of local threats, vulnerabilities and critical information unique to their duty assignment.

6.4.2. OPSEC PMs/SMO/SMNCOs/Coordinators will provide OPSEC training or training materials to contract employees within 90 days of employees’ initial assignment to the contract.

7. APPENDIX.

APPENDIX A, Minimum Workload Factors

APPENDIX A

MINIMUM WORKLOAD FACTORS

CLEANING VENTILATION SYSTEMS FOR COMMERCIAL COOKING OPERATIONS

(HOODS AND DUCTS)

GRAND FORKS AIR FORCE BASE, ND

The cleaning work on hood and duct exhaust systems shall be accomplished on a recurring basis depending on the type and model of the system, how often system is used, the type of cooking operations performed, and the operational condition of the individual system. Following is the minimum annual workload requirements.

(Contractor shall do Semi-Annual cleaning during the months of April thru September)

Building Location Building Manager Number of fans/hoods

Frequency

Airey Dining Facility, Bldg 315

Carey Moran 747-3278 4 fans - 5 hoods Semi-Annual clean/inspect semi-annual

Burger King, Bldg 105 Sue Humphrees 747-3021 3 fans - 3 hoods Semi-Annual clean/inspect semi-annual

Bowling Alley, Bldg 202 Moira Trevisan 747-3052 moira.trevisan@us.af.mil

1 fan - 1 hood Semi-Annual clean/inspect semi-annual

Golf Course, Bldg 811 Moira Trevisan 747-3052

Moira.trevisan@us.af.mil

1 fan - 1 hood Semi-Annual clean/inspect semi-annual

Child Development

Center, Bldg 168

Carol Cowart 747-3042 1 fan - 1 hood Annual clean/inspect semi-annual

Officer’s Club, Bldg 118 Rick Howard 747-3392 1 fan – 3 hoods Semi-Annual clean/inspect semi-annual

Sunflower Chapel, Bldg

SSgt Webb 747-5673 1 fan – 1 hood Annual clean/inspect semi-annual

Prairie Rose Chapel, Bldg 208

SSgt Webb 747-5673 1 fan – 1 hood Annual clean/inspect semi-annual

Concession Area, Bldg

Sue Humphrees 747-3021 1 fan - 1 Exhaust vent

Annual clean/inspect semi-annual

Note: Due to constant personnel changes contact 319 CES Customer Service 747-5210 for point of contact updates.