Draft_PWS.pdf

PERFORMANCE WORK STATEMENT

FOR

HOOD AND DUCT CLEANING SERVICES

Cannon Air Force Base, New Mexico

3 March 2015

REVIEWED:

Quality Assurance Program Coordinator Date

Program Manager/Functional Commander Date

APPROVED:

Contracting Officer Date

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3-5

2 SERVICES SUMMARY 5

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES 6

4 GENERAL INFORMATION 6-14

5 APPENDICES 15-20

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform hood and duct cleaning services at Cannon Air Force Base, New Mexico, in accordance with the NFPA Standard 96, manufacturer’s listed procedures, and applicable federal, state, and local laws and regulations.

1.1. BASIC SERVICES. The contractor shall inspect, clean, and operationally test identified kitchen exhaust systems (KES) hoods and ducts and return air vents. The Contractor shall clean and degrease the hoods, grease removal devices, exhaust fans, exhaust ducts, smoke stacks, and other related components/appurtenances. Each item shall be free of all grease, debris, cleaning residue, trash, and standing water after system cleaning.

NOTE: Flammable solvents, caustic cleaners, and toxic materials shall NOT be used.

1.1.1. The contractor shall submit a completed monthly inspection checklist (see Appendix C) to the Contracting Officer’s Representative (COR) on all exhaust systems cleaned during the respective months. The checklist shall include a record of conditions, completed tasks, inspection results, any discrepancies, system impairments, and/or recommendations, within five

(5) calendar days after cleanings for that month.

1.1.2. Cleaning Schedule. The Contractor will contact the facility managers of each facility at least one week in advance, prior to the scheduled cleaning month. The agreed upon date and time, with the facility manager, will be provided to the COR within 24 hours of the agreement.

1.1.2.1. The contractor shall provide for adequate “closed time” to allow for cleaning without facility personnel or customers in the immediate area (within 15 feet of cleaning operations).

1.1.2.2. For all work schedule changes, the contractor shall notify 27 SOCES/CEF at 575-784-4490 at least two (2) days prior to the change(s).

1.2. SPECIAL REQUIREMENTS.

1.2.1. Steam/Hot Wash Cleaning. All exhaust systems shall be cleaned using steam/hot water pressure washing in accordance with standard commercial practices.

1.2.2. Contractor Cleaning. Shall consist of the complete removal of all grease, dirt, lint, dust and combustible or flammable substances from the interior/exterior of all metal surfaces of the exhaust systems. Manual hand scrubbing and scraping may be used when determined by contractor, and approved by the COR, as the best method necessary to facilitate cleaning.

NOTE: Surfaces shall be cleaned to bare metal.

1.2.3. Contractor shall move all furniture and fixtures necessary to provide service and reposition those items at completion of service. The contractor is not required to move cooking pans, utensils, baking sheets, etc. from adjacent counter tops and shelves (this is a facility manager responsibility).

1.2.4. The contractor shall use common commercial/industrial standards (i.e. draped plastic, containers, etc.) to catch water, grease and cleaning solutions so as to prevent damage to areas adjacent to units being cleaned.

1.2.5. Upon completion of exhaust system cleaning, the contractor shall clean the immediate work area, at a minimum, to the condition that existed prior to the cleaning.

1.2.6. The contractor shall coordinate the relighting of all pilot lights after reconnection of any equipment that was disconnected or that had fuel supplies turned off to facilitate the cleaning.

1.2.7. The contractor shall notify the COR of unserviceable filters and equipment which may be discovered during the cleaning. The Contractor may be required to provide reimbursement for any damage resulting from Contractor cleaning actions.

1.2.8. The contractor shall submit a report following each service of all system tests, inspections, and maintenance accomplished. Reports will include a record of conditions, inspection results, and preventative or corrective maintenance performed on the system. A single document may be submitted for all work completed within seven day periods.

1.2.9. Emergency Repair. The contractor shall provide an emergency repair report of malfunctioning or inoperative KES resulting from damage sustained by the contractor’s cleaning operations IAW NFPA 96 and the manufacturer’s listed procedures to return the systems back to service. The contractor shall repair any damaged items due to contractor’s negligence within twelve (12) hours of notification of need for repair and submit a repair report within five (5) calendar days after repairs have been completed. Weekend and holidays are included for repair due to contractor’s negligence.

1.2.10. Accidental Discharges. The contractor shall be responsible for all actions resulting in discharge of the fire suppression system during contractor cleaning, including any required facility cleaning. Resetting of the system will be accomplished by a Government-designated contractor. If discharge was caused by contractor negligence (i.e. dislodging of fusible links, activation of initiating devices, etc.), the payment for resetting shall be at the expense of the cleaning contractor.

1.2.11. Disposal of Waste/Excess Material. Disposal of grease and water shall be to the facility grease trap sewer only. All other waste or excess material generated from hood and duct cleaning shall be removed from the base and disposed of by the contractor IAW applicable federal, state and local laws and regulations.

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery must be in substantial compliance with applicable performance standards. The Performance Threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Thresholds means that contractor Quality Control is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by Government personnel, however, inspection of any contract requirement is authorized.

Performance Objective PWS Para Performance Threshold Method of Assessment Remedy

SS-1: Perform Operational Tests, Inspections on all the Kitchen Exhaust Systems (Hoods & Duct) and Return Air Vents.

1.1

No more than 1 discrepancy per month from Fire Inspector, COR or validated customer complaint. Fire Inspector shall inspect and sign off on each cleaning

Random Sampling

Reperformance within 24 hours

SS-2: Provide emergency repairs due to negligence of the contractor

1.2.10

No more than 1 discrepancy per contract period from Fire Inspector, COR or validated customer complaint. Respond to site within 12 hours of notification of need repair.

Submit repair reports within 5 working days after repairs are completed.

100% Inspection

Reperformance within 12 hours

SS-3: Perform cleaning on all Kitchen Exhaust Systems and Return Air Vents.

1.1 & 1.2

No more than 1 discrepancy per month from Fire Inspector, COR or validated customer complaint. All kitchen exhaust systems shall be cleaned properly and efficiently. All return air vents returned to original position. Fire Inspector shall inspect and sign off on each cleaning.

100% Inspection

Reperformance within 2 hours

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

The Government shall provide the property/services listed below:

3.1. GOVERNMENT FURNISHED PROPERTY. NONE

3.2. GOVERNMENT FURNISHED SERVICES.

3.2.1. Utilities. The Government will furnish the electricity, water, and sewage service (as necessary) for accomplishment of service IAW this PWS.

4. GENERAL INFORMATION.

4.1 QUALITY CONTROL.

The contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality must meet the specified performance thresholds for each requirement in the Services Summary.

4.2 QUALITY ASSURANCE.

The Government will evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The Government representative will evaluate the contractor’s performance through on-site inspections and receipt of customer complaints. The Government will inspect each task as completed. The Government will investigate complaints received from customers. The Government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

4.2.1. The Contracting Officer’s Representative (COR) is the authorized Government representative(s) who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

4.2.2. The COR(s) will inform the contract manager when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to acknowledge the discrepancy.

4.2.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and NOT to the COR(s).

4.2.4. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or authorized representative(s).

4.3. SECURITY REQUIREMENTS.

The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

4.4. PHYSICAL SECURITY.

The contractor shall be responsible for safeguarding all Government property provided for contractor use. At the close of each work period, Government facilities, property, and materials shall be secured.

4.5. HOURS OF OPERATION.

4.5.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours listed within Table 1, Location and Hours of Work. The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the Government.

4.5.1.1. Recognized Holidays. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

Table 1. Location and Hours of Work

Building No. Name of Facility Days Time

54 Youth Center Monday - Friday 1700 – 2000 hrs

58 Chapel Monday – Friday 0800 – 1600 hrs

74 Bowling Center Monday 1430 – 2100 hrs

158 Fire Emergency Svs Sunday – Saturday 0600 – 1100 hrs

1208 Drop Zone Monday - Friday 2100 – 0400 hrs

1225 DFAC Sunday - Saturday 2000 – 0400 hrs

1230 Burger King Sunday 1930 – 0200 hrs

1435 Base CDC Monday – Friday 1330 – 2000 hrs

1820 Landing Zone Monday – Friday 1330 – 2000 hrs

2206 Golf Club Sunday 1300 – 2000 hrs

7019 Child Development (Chavez) Monday - Friday 1330 – 2000 hrs

4.6. CONSERVATION OF UTILITIES.

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.6.1. Lights shall be used only in areas where and when work is actually being performed.

4.6.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.6.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.6.4. Government telephones shall be used only for official Government business.

4.7.ENVIRONMENTAL CONTROLS.

4.7.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable laws and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

4.7.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Cannon AFB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

4.7.3. Hazardous Material (HM). In the event that hazardous materials will be used in the execution of this contract, the contractor shall comply with all federal, state and local regulations concerning the use, storage, and reporting of HM in accordance with AFI 32-7086, Hazardous Materials Management. The contractor shall be required to obtain authorization per the Installation Hazardous Materials Management Program before ordering or purchasing any hazardous product and may not may not bring a HM onto Cannon AFB, nor use a HM, until the contractor receives all required authorizations. This authorization process may take up to three weeks.

4.7.4. Green Procurement Program (GPP). The contractor shall comply with the Green Procurement Program in accordance with Federal (EO 13423) and DoD and AF (GPP) policy.

Green Procurement is the purchase of environmentally preferable products and services. These products are preferred because they conserve resources, create less pollution and waste, or eliminate health and safety risks. The Green Procurement Program (GPP) includes these mandatory components:

(1) Recycled content products, also known as Comprehensive Procurement Guideline (CPG) Items http://www.epa.gov/cpg/products.htm

(2) Energy Star® and energy-efficient products; energy efficient standby power devices http://www.eere.energy.gov/

(3) Bio-based products http://www.biobased.oce.usda.gov/fb4p/

(4) Non-ozone depleting substances http://www.epa.gov/ozone/snap/lists/index.html

4.8. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall:

4.8.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.8.2. Record and report promptly (within one hour), to the contracting officer or designated COR, all available facts relating to each instance of damage to Government property or injury to either contractor or Government personnel.

4.8.3. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

4.9. TRAINING.

Environmental Management System (EMS). All contractor personnel shall complete EMS Awareness training prior to commencement of any activities. Training is available through the Environmental, Safety and Occupational Health Training Network (ESOHTN) website at https://afsoc.esohtn.com/. The contractor shall submit the Awareness Training Certificates of Completion to the COR.

4.10. SPECIAL QUALIFICATIONS.

The contractor must furnish proof with his bid that he has successfully completed a minimum of five years in the business of cleaning exhaust systems in cooking areas. Additionally, the contractor must demonstrate training/certification to clean hood and duct systems IAW NFPA 96.

4.11. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.41. (MANDATORY) IAW DoDI 3020.41, Operational Contract Support, paragraph 2.c, it is determined that the Hood and Duct Cleaning Service has been identified by the Functional Commander/Director as an essential service.

4.12. CONTRACTOR PERSONNEL.

4.12.1. Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

4.12.1.1. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

4.12.2. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

4.12.2.1. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the https://afsoc.esohtn.com/ name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

4.13. CONTRACTOR MANPOWER REPORTING REQUIREMENTS. The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the help desk at: http://www.ecmra.mil.

5. APPENDICES

A. Facility Cleaning Frequency

B. Publications/Forms

C. Monthly Inspection Checklist http://www.ecmra.mil/ http://www.ecmra.mil/

APPENDIX A

FACILITY CLEANING FREQUENCY

Building No. Facility Name Equipment or Hood

No. Frequency Months

54 Youth Center Grill & Stove 2X Year January, July

58 Chapel Stove & Oven 2X Year June, December

74 Bowling Center Fryer & Grill 10X Year January, February, March, April, May, June, August, October, November, December

158 Fire Emergency Svs Stoves, Ovens 2X Year April, October

1208 Drop Zone Oven, Grill, Stove, Fryer 4X Year February, May, August, November

1225 DFAC Hood 1&2 4X Year March, June, September, December

1225 DFAC Hood 3&4 4X Year January, April, July, October

1225 DFAC Hood 5 2X Year February, August

1225 DFAC Hood 6, 7 & 8 4X Year February, May, August, November

1230 Burger King Fryer 12X Year January, February, March, April, May, June, July, August, September, October, November, December

1230 Burger King Char Grill 12X Year January, February, March, April, May, June, July, August, September, October, November, December

1435 Base CDC Hood, Stove, Oven, Cook Table, 2X Year February, August

1820 Landing Zone Char Grill, Fryer, Oven 4X Year March, June, September, December

1820 Landing Zone Grill, Fryer 4X Year March, June, September, December

1820 Landing Zone Oven, Stove 2X Year June, December 1820 Landing Zone Ovens (3) 2X Year June, December

2206 Golf Club Grill, Char Grill, Fryer 4X Year January, April, July, October

7019 Child Development (Chavez) Grill, Stove 2X Year May, November

APPENDIX B

PUBLICATIONS/INSTRUCTIONS

Publication/Instruction

/Name Date Applicable

Paragraph/Chapter PWS Paragraph

AFI 64-106, AF

Industrial Labor Relations

25 Mar 1994 Entire Document Applicable

PWS Para 4.17.2.2

DoDI 3020.41, Operational Contract Support

20 Dec 2011 Para 2c. PWS Para 4.13

NFPA Standard 96 2014 Entire Document Applicable

PWS. Para 1.1

APPENDIX C

MONTHLY INSPECTION CHECKLIST

Hood and Duct Cleaning Service

The entire exhaust system shall be inspected and cleaned for grease buildup by a properly trained, qualified, and certified company or person(s) acceptable to the authority having jurisdiction in accordance with the requirements of NFPA 96. The inspection and cleaning frequency requirements shall be in accordance with the Performance Work Statement for Hood and Duct Cleaning for Cannon AFB.

Facility Inspected/Cleaned:

Date and Time:

Certified Cleaning Contractor:

Upon inspection, if found to be contaminated with deposits from grease-laden vapors, the contaminated portions of the exhaust system shall be cleaned by a properly trained, qualified, and certified company or person(s) acceptable to the authority having jurisdiction.

(Reference NFPA 96, 11.4.1)

Hoods, grease removal devices, fans, ducts, and other appurtenances shall be cleaned to remove combustible contaminants prior to surfaces becoming heavily contaminated with grease or oily sludge. (Reference NFPA 96, 11.4.2)

At the start of the cleaning process, electrical switches that could be activated accidentally shall be locked out. (Reference NFPA 96, 11.4.3)

Components of the fire suppression system shall not be rendered inoperable during the cleaning process. (Reference NFPA 96, 11.4.4)

Fire-extinguishing systems shall be permitted to be rendered inoperable during the cleaning process where serviced by properly trained and qualified persons.

(Reference NFPA 96, 11.4.5)

Flammable solvents or other flammable cleaning aids shall not be used.

(Reference NFPA 96, 11.4.6)

Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system. (Reference NFPA 96, 11.4.7)

When cleaning procedures are completed, all access panels (doors) and cover plates shall be restored to their normal operational condition. (Reference NFPA 96, 11.4.9)

Dampers and diffusers shall be positioned for proper airflow.

(Reference NFPA 96, 11.4.10)

When cleaning procedures are completed, all electrical switches and system components shall be returned to an operable state. (Reference NFPA 96, 11.4.11)

When a vent cleaning service is used, a certificate showing date of inspection or cleaning shall be maintained on the premises. (Reference NFPA 96, 11.4.12)

After cleaning is completed, the vent cleaning contractor shall place or display within the kitchen area a label indicating the date cleaned, the name of the servicing company, and areas not cleaned. (Reference NFPA 96, 11.4.13)

Where required, certificates of inspection and cleaning shall be submitted to the authority having jurisdiction. (Reference NFPA 96, 11.4.14)

VIOLATIONS AND RECOMMENDED CORRECTIVE ACTIONS: (use separate sheet of paper if necessary) 1.

2.

3.

4.

5.

6.

Certifying Official’s Signature:

Name:

Facility Manager Signature:

Fire Inspector Signature:

5.