PWS__VENTHOODS.pdf

PERFORMANCE WORK STATEMENT

FOR

VENT HOOD SERVICE CONTRACT

PWS – FY20 Vent Hood Cleaning 19 Oct 18 Page 1 of 8

19 Oct 2018

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1. DESCRIPTION OF SERVICES: The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to degrease and decontaminate all vent hoods and their components as defined in paragraph 1.1.1 of this PWS, at Dyess AFB, TX. The period of performance for this contract will be from 1 Oct 2019 – 30 Sep 2020 with four option years. The vent hoods to be serviced are in the following locations:

VENT HOOD LOCATIONS

Bldg. # Function Qty Location 6132 Longhorn Dining Facility 7 2 - serving line C-1&2

5 – food prep area A-1,2&3 B-1&2

5013 Fire Station 1 Kitchen 6219 Chapel 1 Kitchen 8150 Child Development Center 1 Kitchen 11902 Youth Center 1 Kitchen

1.1 MAINTENANCE SERVICES: All vent hoods must be cleaned in accordance with NFPA 96 and pass the Dyess Fire Protection hood and duct cleaning inspection. Decontamination shall consist of the removal and disposal of grease, dirt, lint, dust, oily residue and other combustible or flammable substances from the interior and exterior surfaces of exhaust systems. The contractor shall call the Fire Department at 325-696-2486 when work at each building is nearing completion so that post-cleaning fire inspections can be performed.

1.1.1 The contractor is responsible for the degreasing and decontamination of the vent hoods and their following components:

1.1.1.1 GREASE OR VAPOR EXHAUST DUCT SYSTEMS shall comprise the duct system proper throughout its entirety including the fan and blower housing, fan, fan wheel and other appurtenances, except the exterior of hoods and motor interiors.

1.1.1.2 BLOWER UNITS shall comprise the complete blower assembly including structural frame assemblies, housing, fan blades, shafts, braces, louvers and other appurtenances.

1.1.1.3 EXHAUST FANS shall comprise the complete fan assembly including structural frame assemblies, housing, fan blades, shafts, braces, louvers, 2-inch drainpipe assembly, and other appurtenances.

1.1.1.4 ACCESS PANELS all special access panels, the installation of which is required solely to enable the contractor to utilize his equipment, shall be installed by the Contractor to the satisfaction of the Government Inspector and at no expense to the government. In the event new access panels are required, they shall be installed in the following manner. Openings made shall be fitted with sheet metal screws and properly caulked to prevent a loss of air, and escape of grease or other combustible substances. In addition access panel installation shall be in accordance with NFPA 96 and pass inspection of the Fire Dept. Damage to duct systems occasioned by this function shall be repaired by skilled personnel at no expense to the Government.

1.1.2 Scheduling.

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1.1.2.1 Bldg. 6132: Work shall be performed four (4) times during the year at three (3) month intervals in accordance with scheduling requirements contained in para 1.1.2.4.

1.1.2.2 Bldgs. 5013, 8150, & 11902: Work shall be performed twice during the year at six (6) month intervals in accordance with scheduling requirements contained in para 1.1.2.4.

1.1.2.3 Bldg. 6219: Work shall be performed once during the year at twelve (12) month intervals in accordance with scheduling requirements contained in para 1.1.2.4.

1.1.2.4 Contractor shall notify Contracting Officer and Contracting Officer Representative in writing a minimum of seven (7) days prior to performance. The quarterly cleaning visits shall be accomplished during November, February, May and August. For the semiannual visits, cleaning shall be accomplished during February and August. For the annual visits, cleaning shall be accomplished during February. Each cleaning shall be accomplished in 14 calendar days, starting with the 1st working day of each month. The contractor shall notify the CO and COR by phone, fax, or E-mail if unable to work on the scheduled day. A make-up service call will then be scheduled no later than seven

(7) days after the originally scheduled date of service. The contractor shall notify the COR, either by phone (325-696-2757) or in person at Bldg. 8008, once they have arrived on base to perform scheduled maintenance.

1.1.3 Reports. The contractor shall prepare and submit a written statement to the appointed

COR and CO within 5 business days of the monthly service only if there are any discrepancies to report. The report shall identify the date of service, location, and repairs needed.

1.2 SAFETY PROCEDURES: The contractor shall perform their work in strict accordance with the standards set forth by the National Board of Fire Underwriters (Volume II, National Fire Codes), the National Safety Council and all other accredited standards and codes in order to minimize the possibility of damage to installed machinery and equipment.

1.2.1 The Contractor shall use only electrical equipment and appliances, which have been classified as “Explosion Proof” by the Underwriter’s Laboratories and bear the approval label of that organization. Industrial vacuum machines, pneumatic exhausters, pneumatic blowers, compressors and other equipment shall be of sufficient capacity to insure maximum results and safety.

1.2.2 Mechanical tools, cutting devices, scrapers and similar equipment that are used by the contractor in critical areas shall be non-sparking.

1.2.3 The Contractor shall be prohibited from transporting to or using upon the premises of base any detergent, solvent, decarbonizer or other cleaning agent that possesses flammable, combustible or explosive characteristics.

1.2.4 The Contractor shall also certify that all other chemicals to be utilized in the performance of this work shall be non-toxic, non-corrosive, odorless, and non-flammable.

2. SERVICE DELIVERY SUMMARY:

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Performance Objective PWS Para Performance Threshold All vent hoods must be cleaned and pass the COR and Fire Department inspection.

1.1 100% Compliance with NFPA 96 Standards

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES: The Government shall provide reasonable utilities and work space for the contractor to perform the requested duties. There are no covered or secure storage areas available. The contractor shall provide all equipment and storage media necessary to perform tasks.

3.1 Toilet Facilities. Use of existing toilet facilities in the immediate work area will be permitted.

Contractor personnel shall ensure facility cleanliness is maintained at all times.

3.2 Security Police and Fire Protection. The government shall provide general on-base security police and fire protection service. Security police phone extension is 696-2131 for emergencies, and 696-4100 for routine calls. Fire protection emergency phone is 911 from any on-base phone, 696-2117 from cell phones. Routine fire protection issues can be called in to 696-2486.

3.3 Telephone. The government shall not provide telephone services. If available, contractor may use government phones in a case of emergencies or during field and site work. No long distance telephone calls will be authorized.

3.4 Damage to Property or Equipment: The Contractor, at his own expense, shall repair any damage to Government property or equipment that can be attributed to the Contractor. Said repairs shall be made by a skilled workman, and to the satisfaction or the Contracting Officer or a designated representative.

4. GENERAL INFORMATION:

4.1 Hours of Operation. Working hours for the contractor shall normally be between the hours of 0700-1600 excluding Saturdays, Sundays, and Federal holidays. If the Contractor desires to work during periods other than above, additional government inspection forces may be required. The Contractor shall make his/her request to the Contracting Officer five (5) calendar days in advance of his/her intention to work during other periods to allow assignment of additional inspection forces. If such force is reasonably available from assigned contract administrators or quality assurance personnel, the Contracting Officer may authorize the contractor to perform work during periods other than normal duty hours/days.

4.1.1.1 Because of the meal service schedule at B-6132, Longhorn Dining Facility, the contractor shall be required to conduct maintenance visits at that location during evening hours. The service/maintenance visit schedule will be coordinated so as to meet the end user’s requirements.

4.1.1.2 Maintenance visits at other food service facilities will be coordinated so as not to conflict with the respective meal service schedules. It is anticipated the maintenance visits can be coordinated to occur during the normal work hours specified in para 4.1.

4.2 Performance During a National Crisis. During a declared national crisis, the base commander shall determine which services will be considered essential for performance during a crisis in accordance with DoDI 3020.37, which can be found at:

http://www.dtic.mil/whs/directives/corres/pdf/302037p.pdf This information will be passed down http://www.dtic.mil/whs/directives/corres/pdf/302037p.pdf

PWS – FY20 Vent Hood Cleaning 19 Oct 18 Page 5 of 8 thru the Contracting Officer to the contractor along with the specified hours of operation if applicable.

4.3 Quality Control. The contractor is responsible for maintaining quality control over all services provided under this contract. Records of quality control inspections and corrective actions taken shall be made available to the Government upon request.

4.4 Quality Assurance. A government representative shall be designated to inspect work performed by the Contractor. The COR shall conduct inspections using 100 percent inspection checklists.

Government personnel shall record all surveillance observations. Observations that indicate improper performance will be brought to the attention of the Contractor’s representative for corrective action. The Contractor shall correct the condition at no additional cost to the Government.

4.5 Safety and Health. All holes/pits/trenches/man way openings, etc., that are to be left open shall be surrounded with a 48 inch high mesh fence with highly visible orange plastic coating. The fence shall be securely anchored with tension wires and posts as required to prevent sagging and located a minimum of 3 feet from the opening so as to prevent an individual, should they fall across the fencing, from falling into the opening. Holes shall also be covered, when not being worked in, with three quarter inch plywood or a metal grating that will prevent small children from entering the hole.

4.5.1 OSHA Requirements. All Contractor operations shall be conducted and performed in accordance with Department of Labor, OSHA requirements found in 29 CFR 1910 and 29 CFR 1926, project identified national standards, military manuals, instructions, pamphlets, standards and handbooks, and with the Corps of Engineers (COE) Safety Manual 385-1-1, dated 30 Nov 14, located at: http://www.usace.army.mil/publications/eng-manuals/em385- 1-1/toc.htm.

4.5.2 State Requirements. All companies who conduct business within the state of Texas must, in accordance with Texas Workman Compensation laws (Texas House Bill 62), have an approved company safety policy and an Accident Prevention Plan. The plan, approved by the Texas Workman Compensation Commission (TWCC), shall be submitted For Information Only (FIO) in accordance with paragraph SUBMITTAL REQUIREMENTS.

In addition to meeting the TWCC requirements; the plan must also include the requirements of EM 385-1-1.

4.6 Disposition of Waste, Excess, Scrap, and Salvage Materials. The title to all waste, excess, scrap, and salvage materials generated as a direct result of this contract is vested in the Contractor

- unless specifically excepted below. Further (unless listed below in exceptions), these materials shall be disposed of off the Base by the Contractor in accordance with all applicable Federal, State, and Local Regulations. Following is a list of materials (Exceptions) that will be generated as a result of this contract and shall be turned-into the Government at a location at Dyess AFB designated by the Contracting Officer.

Exceptions: None.

4.7 Radiation Permits and Authorizations. Contractors contemplating the use of devices containing radioactive materials (i.e., soil moisture/density probes) or non-ionizing radiation producing equipment (radio frequency radiation emitters or lasers) while performing work on this contract must obtain written authorization/permit from the Dyess AFB Radiation Safety Officer (RSO), 7 ADOS/SGGB. To obtain the required authorization permit, an application to bring a http://www.usace.army.mil/publications/eng-manuals/em385-1-1/toc.htm http://www.usace.army.mil/publications/eng-manuals/em385-1-1/toc.htm

PWS – FY20 Vent Hood Cleaning 19 Oct 18 Page 6 of 8 radioactive device on Dyess AFB must be forwarded to 7 ADOS/SGGB, 697 Hospital Road, Dyess AFB, TX 79607-1367 (this is mailing address, physical address is 880 Third St.) or (325)696-2325/3289, at least 45 days prior to the anticipated use. Without the proper authorization, Contractors shall not be allowed to bring these devices on base. Also, Contractor shall provide Bioenvironmental Engineering (7 ADOS/SGGB) a copy of contractor’s radioactive materials permit and training certificates, if radioactive material will be brought onto Dyess AFB.

4.8 Confined Space Entry. It is not anticipated a confined space entry program will be required in performance of the vent hood service contract.

4.9 Clean Up. The Contractor shall, at all times, keep the construction site and storage area(s) free from accumulation of waste, rubbish, or construction debris. All loose or lightweight materials shall be secured to prevent blowing or scattering. Each evening and while no one is at the work site, the gate will be secured. The burning of trash or construction debris is strictly prohibited on Dyess AFB. Prior to final inspection, the Contractor shall remove all construction debris, tools, equipment, and materials not the property of the Government. Upon completion of the work, the Contractor shall leave the work site and storage area(s) in a clean, neat and workmanlike condition satisfactory to the Contracting Officer.

4.9.1 Any building or equipment component that must be removed or otherwise moved out of the way by the contractor in order to perform the scheduled cleaning shall be reinstalled and re-secured by the contractor prior to leaving the work area. This includes any roof-mounted components.

4.9.2 The contractor shall ensure all walking surfaces are clean and dry before leaving the work area.

4.10 Security Requirements.

4.10.1 Levels of Security. Dyess AFB security may be viewed as being one of three broad levels, the level in effect being dependent on the location or AREA of Dyess AFB in question.

4.10.1.1 The lowest level of security exists in “GENERAL ACCESS” areas. These areas are all of Dyess AFB outside of the "USAF Controlled" and "USAF Restricted" areas.

4.10.1.2 “USAF Controlled” access areas are the mid-level security areas. Presence within the CONTROLLED ACCESS AREA is by authorization; however, the movement of authorized personnel in and out of these AREAS is generally not impeded.

4.10.1.3 The highest level of security on Dyess AFB is that within the “USAF RESTRICTED AREAS”. These areas are subdivided to be known as Protection Level 1, 2 or 3 AREAS. Work schedule requests or changes to existing schedules for work to be performed in a “USAF RESTRICTED AREA” shall be submitted at least 7 calendar days in advance for approval and coordination of Dyess AFB Security Forces.

4.10.2 Closed Base. Dyess AFB is considered a closed base. All personnel entering must have specific permission of the installation commander for entry. This permission is granted when a Contractor employee is issued an identification card. The Contracting Officer shall provide information necessary to obtain identification cards. The contractor shall be responsible to ensure that all of its employees obtain, and keep on their person at all times while working on the base, a USAF identification card. Upon completion of the work or termination of an employee, the contractor shall be responsible for turn in of identification cards to the Contracting Officer or to

PWS – FY20 Vent Hood Cleaning 19 Oct 18 Page 7 of 8 the Pass and Registration Office of the Security Forces. NOTE: Failure to turn in badges will result in WITHHOLDING OF FINAL PAYMENT and revocation of any future badges issued by Pass and Registration Office to the employee and the contractor.

4.10.2.1 Dyess Form 173. The Dyess AFB Form 173 is subject to the privacy act of 1974, Authority: 10 U.S.C. 8012 and 5 U.S.C. 552a(b)(7). Disclosure is Mandatory:

Failure to provide the information and Social Security Number (SSN) could result in denied access to the Dyess AFB installation.

4.10.2.1.1 Effective 1 Nov 04, a completed signed original Dyess Form 173 (Mar

04) must be delivered to Pass & ID by 0900 on the duty day prior to the desired day of entry onto Dyess AFB. All information on the Dyess Form 173 must be typed and the authorizing signature must be in blue or black ink. Personal information provided on the Dyess Form 173 will be cross-referenced against state and federal criminal databases to identify those individuals possessing outstanding warrants. Those individuals with outstanding warrants will be detained at the Visitor Control Center on the desired day of entry, and turned over to Abilene Police Department..

4.10.2.1.2 The approving authority (individual on the 577) can make “ink changes” in red ink to correct any errors noted on the form. All changes have to be initialed by the approval authority.

4.10.2.1.3 All Contractor day laborers will be processed via the Texas Law Enforcement Terminal System (TLETS—police wants/warrants check). At this time, someone with military credentials or a Trusted Agent will physically have to meet them to sponsor them onto the installation. Once it is determined the individual is cleared from any wants or warrants and their state or federal identification is valid, their pass will be issued.

4.10.2.1.4 Once the Dyess Form 173 has been vetted through TLETS and checked for errors, the Pass and Registration Section shall issue a Contractor badge utilizing the original Dyess Form 173. Once a badge is obtained, they need only show the badge at the installation gate for entry onto the installation.

4.10.2.1.5 The Dyess Form 173 will be maintained at the VCC for 30 days in order to issue badge credentials. If the Contractor hasn’t requested credentials prior to the 30 days expiration, the form will be void and must be resubmitted if credentials are later requested. After one year on file the expired Dyess Form 173 will be destroyed.

4.10.2.2 Trusted Agent Letter for Day Labor Requests.

4.10.2.2.1 Purpose of Letter: To provide sponsoring authority to specific contractor individuals as identified by their sponsoring agency (7 CONS, Army Corp of Engineers, etc.) to sponsor day laborers on for one to thirty day periods.

4.10.2.2.2 The Letter Process: The sponsoring agency, in coordination with their contractor, shall identify contractor individuals that require sponsoring/vouching authority. This authority is given to the contractor for the purpose of sponsoring day laborers/job site personnel sub-contracted as a result of an unexpected or new requirement not previously identified in the current contract. This authority will

PWS – FY20 Vent Hood Cleaning 19 Oct 18 Page 8 of 8 not be given to contractors for convenience only, but should be limited to the smallest group of manager or foreman contractor personnel needed to complete their assigned contract. It is the responsibility of the sponsoring agency to ensure the Trusted Agent Letter remains current. A Trusted Agent must possess a valid driver’s license and have been issued contractor badge credentials for a minimum of six weeks. Additionally, all reasonable actions should occur to prevent use of this process when a known laborer/sub-contractor was required well in advance of the day labor/sub-contractor request. (Effective Date: Immediately)

4.10.2.3. The sponsoring agency shall provide this letter to the Pass and Registration Section who will maintain it on file. The Pass and Registration section shall post a copy of the letter at the VCC, as a reference, to verify which contractor personnel have sponsoring/vouching authority.

4.10.2.4 The Process to get Day Labors/Job Site Personnel Sub-Contracted onto the Installation: The contractor individuals identified in the Trusted Agent Letter will be physically present to sponsor individuals requiring one to thirty days entrance. The VCC clerk will verify the identity of all individuals by checking their valid State/Federal Identification card.. The VCC clerk will check 100% of the individuals via the TLETS.

Should any individual not possess a valid identification card, they will be turned away at the VCC and entry to the installation denied. All information must be validated by the clerk before the contractor will be allowed to proceed onto the installation with the sponsored individuals. Should an AF Form 75 be issued, the driver will be required to produce a valid driver’s license, current insurance card, and current registration for the vehicle being operated. Once on the installation, the Trusted Agent Contractor shall be responsible for the actions of the sponsored individuals. Should an incident occur with a sponsored guest, and negligence be proven on the part of the Trusted Agent Contractor, their vouching/sponsoring authority will be revoked. The Trusted Agent Letter can be adjusted to add and delete names of Trusted Agent Contractors as needed, as long as the provisions of this paragraph are followed. At no time will the Trusted Agent Contractor depart the installation and leave any of his/her sponsored individuals with another contractor that does not have the same vouching/sponsoring privileges.

4.10.2.5. All contractor companies must attend a contractor briefing given by Pass and Registration, who will provide a more detailed explanation regarding contractor badges and their uses. Pass and Registration reserves the right to not issue a contractor badge due to erroneous information or failure to disclose information on the Dyess Form 173.

Any derogatory information received from the background check will result in the non-issuance of the contractor badge.

4.11 Identification of Contractor Vehicles. Contractor vehicles must be marked on each side with company name with either permanent or semi-permanent/magnetic signage. All contractor vehicles shall enter Dyess AFB via the Tye Gate. Exceptions to Tye Gate are on weekends or between the hours of 1800 – 0630 during the weekdays when the Dyess AFB Main Gate may be used.

4.12 Driver’s Licenses and Vehicle Registration/Insurance:

4.12.1 All contractor employees who will be operating a motor vehicle will be in possession of a current state vehicle driver’s license at all times. License must be valid in the State of Texas.

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4.12.2 All contractor vehicles shall be have a current state registration and safety inspection, as well as vehicle insurance recognized by the State of Texas. Proof of insurance will be maintained in the vehicle at all times.

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APPENDIX A

REQUIRED REPORTS AND DATA

The following reports, data, and training are required and shall be given to the Government by the Contractor as specified below:

REPORT/DATA PWS

REFERENCE

REQUIRED DATE DUE TO

1. Quarterly/Semiannual Work Schedule

1.1.2.3 7 days prior to performance COR

CO

2. Discrepancy Report 1.1.3 5 business days after visits if there are discrepancies to report

COR

CO

3. Quality Control Records 4.3 NLT 5 business days after requested by COR or CO

COR

CO

4. Accident Prevention Plan 4.5.2 10 days prior to start of program COR

CO

5. Confined Space Program 4.8 10 days prior to start of program COR

CO

Performance Objective