PWS-Hood and Duct Cleaning Final 200224.pdf

Performance Work Statement

FOR

HOOD AND DUCT CLEANING

BEALE AFB

20 February 2024

1. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, equipment, tools, supplies, materials, and any other items necessary to perform cleaning services of the kitchen exhaust hood and ducts at multiple locations on Beale AFB, California. This is to include, but not limited to, procedures such as using a power jet washer, hand scraping, and hand wiping. The Contractor shall comply with National Fire Protection Agency (NFPA) Standards 17A, 96, Air Force Instruction (AFI) 91-203, the manufacturer’s instructions and all applicable local, state, and federal rules and procedures.

1.1. Scope. The contractor shall clean all commercial cooking hood and duct systems at the frequencies indicated in paragraph 2.3 System Information in the Performance Work Statement (PWS) in accordance with (IAW) the National Fire Protection Agency (NFPA) Standards 17, 96, manufacturer’s instructions and applicable local, state and federal rules and procedures.

All work will be accomplished IAW all OSHA, ANSI, local, state and federal regulations.

1.1.1. Definition. For the purpose of this contract, an exhaust hood and duct system are considered a continuous passageway for the transmission of air and vapors that, in addition to the containment components themselves, must include duct fittings, dampers, plenums, filters, and/or other items of air handling equipment. Exhaust duct and hood systems will comprise of the exhaust duct systems, the fan and blower housing, fan wheel/blades, fan drip containers, and other features inherent to the operation of the entire systems with the exception of the electric motor interiors.

1.1.2. Cleaning Services. Hoods, grease removal devices, fans, ducts, and other apparatuses shall be steam cleaned to bare metal. Cleaning procedures must adhere to the requirements of the National Fire Protection Association (NFPA) 96, which is entitled, “Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.” The contractor must also follow standards set forth in the National Fire Code, Air Force Installation Instruction (AFI) 32- 2001, and Occupational Safety and Health Standards (OSHA) requirements. The contractor is responsible for cleaning from the exhaust exit point, down to the hood which includes exhaust fan, ductwork, filters, hood, and drip containers. The contractor shall be responsible for cleaning the exhaust fan drip containers on the roof before tipping the exhaust fan (to avoid roof decay from excess grease). The contractor shall properly dispose of the used filter off-base. Contractor shall be responsible to replace the filter in the exterior (rooftop) drip container. If a filter is not in the drip container, the contractor is required to place a new one in the container and shall annotate the filter that was missing in the After Service Report (ASR) (see paragraph 1.8 for more information regarding the ASR). Kitchen filters (initial interior filtering system) shall be removed before any work is done on the hood and duct system, and once the contractor has cleaned the filters thoroughly, they shall be returned to their original position at the completion of services.

1.2. Preparation Work. The Contractor shall cover all equipment areas within six feet (6’) of any exhaust systems being serviced with poly construction film, sheet plastic, or Visqueen for protection. Protective covering shall remain in place until the entire cleaning process is complete and shall be removed upon completion.

1.2.1. No cleaning method(s) shall be used that could potentially damage the components and integrity of the system. The Contractor shall protect Government property to the extent necessary to prevent damage to the property. The Contractor shall use drop cloths, shields, and other protective devices necessary to minimize debris and water which could splash onto adjacent equipment and walls.

1.2.2. At the start of cleaning, electrical switches, detecting devices, and system components that may be accidentally activated shall be locked, pinned, protectively covered, and/or sealed. When cleaning procedures are completed, all system components that have been pinned, sealed, etc.

shall be returned to their original operable state. The Contractor shall be responsible for servicing the fire suppression systems at no additional cost to the Government, in the event of a discharge caused by the Contractor. The Contractor shall be responsible for cleaning up all residue from a discharge.

1.3. Post Cleaning Work. Dampers and diffusers shall be positioned for proper airflow. All screws, attaching devices, etc. shall be installed to its original position. Any missing connectors shall be replaced by the Contractor as part of the cleaning contract at no additional cost to the Government.

1.3.1. Re-secure all items removed during cleaning/inspections, i.e., fans, vents, or grills. All kitchen hoods, grease removal devices, fans, ducts, and other equipment (i.e., filters, motors, covers, plenum header, plenum volume area, fire extinguishing system piping, nozzles, and activation devices, etc.) shall be thoroughly cleaned in accordance with manufacturers and NFPA 96 standards. Fixtures or equipment removed by the Contractor shall be operational prior to departing the worksite.

1.3.2. Upon completion of services, the entire exhaust system and surrounding area shall be free from visual accumulations of water, dirt, grease, lint, and oil residue. All methods shall incorporate the use of non-hazardous biodegradable products. The Contractor shall supply all cleaning supplies to include, but not limited to brooms, mops, mop buckets, solvents, pressure washers, hoses, and rags. Only water shall be supplied by the facility.

1.3.3. Label/Equipment Tag. The Contractor shall label immediately after service is completed and apply a new decal (stick-on label) on each individual hood, indicating company’s name, address, and phone number, date work was completed, and month and year when next service will be performed. The Contractor shall use a numbering system on the label to easily identify the kitchen hoods during inspection. The Contractor shall affix the decal to a corner of the hood so that it is readily visible.

1.4. Wastewater Containment. As part of preparation work and prior to any cleaning procedures, the contractor must have an industry standard and environmentally sound method to collect all wastewater generated from cleaning procedures. Wastewater must be contained and disposed of properly off base during all cleaning processes to include the exterior procedures performed on the roof and the interior procedures performed on the hood. The contractor shall not allow wastewater to run off the rooftops onto the ground or to enter storm drains.

1.5. Fire Suppression System. The hood and duct systems are equipped with fire suppression systems. Components of the fire suppression system shall not be rendered inoperable during the cleaning process. Flammable solvents or other flammable cleaning aids shall not be used.

Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system. The Contractor shall notify the COR immediately if they notice any irregularities or non-operational units. The contractor shall ensure the latches and trigger points of these systems are free of grease and build up. The contractor’s cleaning technician must be aware of the operation of fire suppression systems. If in the process of cleaning the hood and duct system, the fire suppression system should let down/release, the contractor is held responsible for cleanup of all affected areas as well as recharging the fire suppression system by a certified technician in the fire suppression field.

1.6. Fire Department. Upon completion of cleaning, the Contractor shall contact the Fire Department at (530) 634-8675 to conduct an inspection of work performed. A Fire Department representative will inspect completed work, and the Contractor will be required to correct any discrepancies on the spot. If a Fire Department representative is not available, the Fire Department will inspect the following day and notify the COR of any discrepancies. In these cases where the Fire Department cannot inspect on the spot, the Contractor will be responsible for correcting any discrepancies within 24 hours of COR notification.

1.7. Initial System Inspection. The Contractor shall have the opportunity to inspect all systems within the first 30 days of contract award to identify any discrepancies for the systems listed in Table 3. The Contractor shall notify results of this inspection to the COR. If during inspection it is noticed that additional cleaning is required outside of the norm, the request shall be submitted to the Contracting Officer prior to performing services.

1.8. After Service Report (ASR). At the completion of all services, the Contractor is required to fill out a written report to be submitted to the COR within 3 workdays after services are completed. Refer to attachment 1 as an example to use for the ASR. While there is no required template to be used, the ASR at a minimum must include the following information:

a. Contractor’s company name, address, and telephone number

b. Contract number

c. The date and time of service

d. The date (month and year) of next scheduled service

e. The facility number

f. The cleaning technician’s name and signature

g. Annotate if any inaccessible areas were found and contractor’s recommended solution

h. Annotation if drip container filters were present or not

i. Printed name and signature of building occupant and phone number*

j. A place for comments – contractor can alert the government of any particular problems, hazards, requests, or recommendations regarding that particular hood and duct system

k. A place for signature for the fire department inspector**

* Building occupant’s signature is required. If there is no occupant, the COR will complete a follow up inspection the next duty day.

** Fire department inspectors will not always be able to respond to site on night of cleaning. If one is not available to sign, the Contractor shall mark “not present” on the form.

2. Schedules. The Contractor shall provide a cleaning schedule at least 30 calendar days prior to cleaning to allow the COR to properly coordinate with the building POC and the fire department.

Schedules must indicate the proposed day and time for each building. The COR will approve or suggest changes to the proposed schedule no later than 14 calendar days prior to cleaning.

2.1. Hours of Operation. Base hours of operation are 0730-1630, Monday through Friday. The Contractor shall perform the services under this contract outside of normal hours of Base Operations, or when confirmed with the facility manager prior to cleaning. The COR will assist with scheduling and notify the Contractor of acceptable times for cleaning at each facility.

2.1.1. Federal Holidays. ACC follows the established Federal Government schedule for holidays provided during each work year. The holidays recognized by the Federal Government are:

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 Juneteenth – 19 June 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.

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation Down-days. (i.e., Family Day) declared by the AETC Commander are considered duty days and are not included in the definition of a holiday.

Table 1- Deliverables

Deliverable PWS Paragraph Due Date Service Schedule Para. 2 Schedules The Contractor shall submit a schedule of scheduled cleanings to the COR and Contracting officer 30 days prior to cleaning

After Service Report

Para. 1.8 After Service Report (ASR)

The Contractor shall fill out a written After Summary Report (ASR) and submit to the COR within 3 workdays after services are completed.

The ASR must include the information outlined in para 1.8

Initial System Inspection Para 1.7 The Contractor shall inspect the systems within 30 days of contract award and send the results to the COR and Contracting Officer.

Table 2- Service 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.

Performance Objective PWS Paragraph Performance Threshold Performed scheduled cleaning in accordance with the established schedule

Para 1.1.1 and 2 No more than 1 missed cleaning monthly

Table 3 – List of Facilities, Frequencies, and Hood Count (22 Hoods)

Building # Name Frequency # of Hoods

11051 Firehouse #1 Annual 1

2443 Child Development Center

(CDC)

Annual 1

3340 Youth Center Annual 1

2490 Contrails Dining Facility Semi-Annual 9

2431 Bowling Alley Quarterly 1

2447 Burger King Quarterly 1

24210 Chicken Coop Quarterly 1

11603 Ramoneda/Kado’s (2) Quarterly, (2) Semi-Annual 4

24081 Recce Club/Moos and Brews (1) Annual, (1) Semi-Annual, (1) Quarterly

Attachment 1

After Service Report Example:

Contractors Name Date of Service

Address

Phone number

Contract Number ex: FA468624XXXXX

1. The date and time of service and facility number

2. The date (month and year) of next scheduled service

3. Were any inaccessible areas found: YES or NO

a. If YES, Annotate contractor’s recommended solution.

4. Drip Container Filters Present: YES or NO

5. Printed name and signature of building occupant and phone number*

6. CTR Comments/Recommendations:

Insert technicians name and signature above

Technician phone number

Building occupant name and signature above or COR

Phone number

Fire department name and signature above

Phone number