PWS - Hood and Duct.docx

PERFORMANCE WORK STATEMENT

FOR

Hood & Duct Cleaning

Mountain Home Air Force Base, Idaho 14 Dec 23

Table of Contents

Section Number and Title Page Number

I Description of Services 3

II Services Summary 5

III Government Furnished Property and Services 6

IV General Information 7

V APPENDICES 8

Appendix A, Exhaust System Locations 10

Appendix B, Hood and Duct Cleaning Checklist 11

SECTION I

DESCRIPTION OF SERVICES

1. SCOPE. The contractor shall provide all management, tools, supplies, equipment, risk assessment and labor necessary to inspect, deep clean, commercial kitchen exhaust (grease laden vapor extraction) systems located on Mountain Home Air Force Base, Idaho. All services will be accomplished in accordance with the National Fire Prevention Association Fire Codes (NFPA), Air Force Instructions (AFI), Department of Defense Instructions (DoDI), Occupational Safety and Health Administration (OSHA), any other applicable recognized National Consensus Standards, in effect at time of award, and to the acceptance of both the Contracting Officers Representative (COR) and the Chief of Fire Prevention.

1.1. KITCHEN EXHAUST SYSTEM SPECIFIC REQUIREMENTS. The contractor shall inspect and clean hood and duct systems in accordance with NFPA 17A, NFPA 96, manufacturer’s instructions, and applicable local procedures as well to the satisfaction of the COR and the Fire Dept. representative. Hood and duct systems shall mean the entire hood covering kitchen cooking appliances designed to exhaust smoke and fumes generated by the cooking appliances; to include fan, fan shafts, fan blades, sheaves, shrouds, duct work, all wash system components within each hood downstream of the first shut off valve controlling the flow to the wash system, fire suppression equipment located within each hood, pull stations, and alarm components within the hood upstream to the control module.

1.1.1. Cleaning-Inspection/Testing. The contractor shall inspect each hood and duct exhaust system in accordance with NFPA Standard 96 (NFPA 96 lists numerous other NFPA and ASTM publications for adherence) and the manufacturer’s instructions and perform operational tests on hood and duct exhaust systems in accordance with NFPA Standard 96 and manufacturer’s procedures. Work includes, but is not limited to:

1. Clean hoods inside and out

1. Clean grease filters and filter racks

1. Clean connected ducts from roof down

1. Clean fan, fan blades, fan housing and supports

1. Clean attached louvers, deflectors and dampers

1. Disassemble, clean, and reassemble spray nozzles on self-cleaning hood systems,

1. Protect all adjacent equipment during any cleaning or painting process

1. Contractor will provide their own fire extinguisher with a 4-A: 60-B: C rating for extinguishment of any fire that may occur during work on hoods

1.1.2. Residue/Solidified Products. The contractor shall remove all deposits and residue from equipment and surrounding surfaces leaving the equipment and surrounding surfaces in a clean and hygienic condition. Residue to be removed may include any food particles, grease, oil, carbon, dust, chemical waste, cleaning material and other dirt adhering to any surface. The contractor shall carry out decarburization, removing any burnt on or dried material which has adhered to any surface and carry out de-scaling, removing solidified products such as calcium, rust and any other deposit from the internal or external surfaces of equipment. The contractor shall adhere to Federal, State and local regulations for disposal of solidified grease. Grease laden wastewater shall be disposed in each facility’s grease trap located in ground next to the facility. If no grease trap is available at the facility being cleaned the contractor shall transport to next facility being cleaned and dispose in the grease trap. Contact the CORs for location.

1.1.3. Safety. The contractor shall perform all work in strict accordance with the highest safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment and building structures. All walking areas are to be clean at all times during and after work. Precautions must be taken to ensure that grease, wash water or cleaning compounds are not dispersed to other areas.

1.1.4. Inspection. Upon completion of any work the contractor shall notify the on duty manager at each facility that the facility or system is ready for inspection. The on duty manager shall sign the established checklist (Appendix B) indicating a thorough inspection has been conducted to assure cleanliness of the extraction system and to ensure that the entire hood system is operational.

1.1.4.1. Document Submittal - Cleaning. The contractor shall submit a report on all pre and post cleaning inspections and the cleaning that is accomplished on hood and duct exhaust systems. Reports will include a record of conditions found, any completed tests, and final cleaning inspection results, on all systems cleaned. A copy of this report is due to government COR, and the Fire & Emergency Services Department within 10 calendar days after the completion of the inspection and/or work.

1.1.4.2. Certificates. The contractor shall provide for the premises a certificate from the servicing company indicating the date of cleaning, place and display a label within the kitchen area indicating the date cleaned, name of the servicing company and area(s) not cleaned.

1.1.4.3. HAZMAT. The contractor shall provide notification and HAZMAT assessments for any chemicals used before transporting them to the premises. The contractor shall remove all chemicals used in accordance with correct procedures.

1.1.5 ENVIRONMENTAL CONTROLS.

1.1.5.1 Hazardous Material Inventory and Safety Data Sheets: SDS are required as specified in the latest version of Federal Standard No. 313 for all potentially hazardous materials. SDSs must be submitted by the Contractor upon contract award to the Hazardous Materials Program Manager (366 CES/CEIE) at 208-828-1684/6351 for a determination of whether or not a product is a hazardous material (HAZMAT) and what additional requirements may be applicable/necessary. Approval is required before bringing any HAZMAT onto the installation. The government (HAZMART personnel) will inventory all chemicals that the Contractor brings on to Mountain Home AFB or any property under the control of Mountain Home AFB. Any products that meet the criteria of “Hazardous Waste” must be bar coded and tracked until permanently removed from government property. The inventory will be performed prior to commencement of work. Criteria for identifying hazardous waste, is contained in Subpart C of 40 CFR, Part 261.

1.1.5.2 Material Storage and Use. The contractor shall follow manufacturer's guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes HAZMAT.

1.1.5.3 Notification of Environmental Spills. If a spill occurs, the person discovering the spill will make every effort to stop the product flow (if possible), warn personnel, shut off ignition sources, contain the spill, make notifications, and begin cleanup. If the spill is considered an emergency and there is a potential life, health, fire, or other safety hazard, the MHAFB Fire Department will be notified IMMEDIATELY. Responsible units/activities will clean up small spills safely and within their capabilities to do so. Generally, a spill of only a few gallons will be recovered by the responsible unit/activity using absorbent materials or a spill kit located by the site. Recovered product and contaminated materials will be packaged and staged for disposal in accordance with the installations hazardous waste procedures. Contact the Environmental Office (208-828-6351) for guidance. All spills, regardless of size, must be immediately reported to the Environmental Office (208-828-6351) by the responsible party. The liability for the spill or release of such substances rests solely with the contractor and its agent.

1.1.5.4 Waste. Identify, label, handle, store, and dispose of hazardous waste or debris in accordance with federal, state, and local regulations. Ensure all waste has undergone the appropriate hazardous waste determination and documentation is retained for these determinations. Do NOT remove any soil from base until authorized by Environmental at 828-6351. If hazardous wastes are generated, the contractor will be required to setup and maintain a hazardous waste accumulation point. All hazardous waste generated must be disposed of at a RCRA permitted treatment storage or disposal facility. Do not dispose of hazardous waste on Government property. Do not discharge any waste to a sanitary sewer, storm drain, or to surface waters or conduct waste treatment or disposal on Government property without written approval of the Contracting Officer and Environmental. Consult with the Hazardous Waste Program Manager (366 CES/CEIE) at 208-828-1684/6351 prior to disposal of any waste.

1.1.5.5 ASBESTOS. The Contractor shall comply with Section 29 CFR 1910.1001(j) (7) (iv). Asbestos may be located in facilities which contain Asbestos Containing Material (ACM) or Potential ACM. The Contractor (not the Government) shall determine if any exposure to ACM may result in performing work under the contract.

1.1.5.6 Historic Preservation. MHAFB houses numerous historic properties (buildings, structures, objects, archaeological sites) managed in compliance with the National Historic Preservation Act (NHPA), and its implementing regulations at 36 CFR 800. In order to avoid inadvertent adverse effects to historic properties, coordination with 366 CES/CEIE Cultural Resources Manager (828-8003/6351) is required prior to implementation.

1.2. Other. The contractor shall be responsible to repair or replace any equipment, or portion of a structure that is damaged during services performed under the scope of this contract.

1.3 Obstructions. The restaurant or facility personnel shall be responsible for moving or positioning any movable cooking equipment or other obstruction away from hood systems requiring cleaning or repair to prevent damage prior to the contractor performing scheduled cleaning, inspection or repair services.

SECTION II

SERVICES SUMMARY

2. The contractor service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. The Services Summary (SS) and the contractor’s Quality Control Plan provide information on contract requirements and the expected level of contractor performance. These thresholds are critical to mission success. Procedures as set forth in FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Perform Cleaning & Inspections, on Hoods and Duct Systems.

Systems are inspected as specified. Hoods perform properly and efficiently. Ducts are clean. Accurate reports submitted timely.

Document Submittal Required reports, statements, certificates and other documents are accurate and are submitted on schedule.

1.1, 1.2, Appendix A, Appendix B, Appendix C Reports are on time 100% of the time.

2.1. QUALITY CONTROL. The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure required services are performed in accordance with commonly accepted commercial practices and this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor shall submit the QCP to the CO for approval within 15 days of the notice of award. Any subsequent changes to the plan shall be coordinated with the CO 30 days prior to its implementation.

2.1.1. Quality Control Plan. The plan shall include a description of the inspection system to cover all services listed in the PWS. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any Government-provided keys or lock combinations shall be included. A description of the methods and checklists to be used for identifying and preventing defects in the quality of service performed. The records of inspections and follow-up corrective actions taken shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract. Finally, the QCP shall include a method of documenting and certifying employee training. This documentation will be kept on file for Government review upon request.

2.2. QUALITY ASSURANCE. The Government will evaluate the contractor's performance under this contract. For those tasks listed throughout this PWS and SS, the appointed COR will follow the methods of surveillance specified in this contract. Government personnel will record all surveillance observations. The COR will evaluate the contractor's performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The COR will inform the contractor of validated customer complaints. In case of customer disagreement, the COR and CO will make final determination of the validity of customer complaints.

2.2.1. Deficiencies. When an observation indicates defective performance, the COR or facility manager will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observations, only acknowledgment that he or she has been made aware of the defective performance. In the event a contractor’s representative is unavailable, the COR will fax a copy of the observation findings of defective performance to the contractor’s head office, annotating the time contact was attempted, and retains the transmission verification to validate contractor notification.

2.2.2. Re-performance. If required to re-perform work due to a missed or incomplete service, the contractor shall immediately notify the COR upon completion of the work re-performance.

2.2.3. Other. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the CO as a result of surveillance will be according to the terms of this contract. The SS indicates the services required and the satisfactory performance level required of the contractor. The government expects the contractor to perform at the satisfactory level throughout the life of the contract. The contractor’s performance will be a significant consideration when exercising contract option years and evaluating recommendations for award of future government contracts.

2.3. PERIODIC PERFORMANCE MEETINGS. Performance Evaluation Meetings. The Contracting Officer may require the contract manager to meet with the CO, COR, and other Government personnel as deemed necessary. The contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any meetings shall be recorded in the contract and signed by the contract manager and the CO or Government personnel designated by the CO. If the contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the contracting officer within ten calendar days following receipt of the minutes.

SECTION III

GOVERNMENT FURNISHED PROPERTY AND SERVICES

1. The Government will provide the following:

0. Ample electricity and, water.

SECTION IV

GENERAL INFORMATION

4. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. All work shall be performed as per paragraphs 1.1 and 1.2.2 between the hours of 1500-0400 in accordance with the customer approved schedule. Requests to work outside these hours shall be submitted in writing to the COR/Contracting Officer (CO) 14-days in advance of the requested time. Contractors will ensure they minimize disruption to other building users.

4.1.2. Work Scheduling. The contractor shall be responsible to contact each facility on the contract to determine a quarterly schedule depicting the date and time for which hoods within the facility shall be cleaned. see appendix A for a list of facilities The contractor shall submit the agreed upon schedule to the Contracting Officers Representative (COR) for all proposed work for the upcoming quarter 15 business days prior to commencing work. Changes to cleaning or inspection frequency schedules shall only be approved by the COR after any necessary consultation with the fire prevention office. If deemed necessary, the contractor may be called out by an authorized representative to clean a system on an emergency case-by-case basis. If contacted, the contractor shall have a maximum of 12-hours to respond to the request and 48-hours to perform the work.

4.1.3. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening of the base.

4.2. SECURITY REQUIREMENTS.

4.2.1. Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW FAR 5353.242-9000, contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference.

4.3. HEALTH AND SAFETY. The contractor shall provide a Safety Plan and Work Plan immediately following contract award. The contractor shall detail how he intends to keep his workforce safe, as well as others who may be in the building. The work plan shall detail how the cleaning and maintenance shall be performed for each system.

4.4. QUALIFICATIONS. Contractors shall be fully qualified and or certified to perform all pertinent cleaning work.

4.5 SECURITY REQUIREMENTS.

4.5.1 Safeguarding. The contractor shall be responsible for safeguarding all government property provided for contractor use. When unoccupied, all government facilities, equipment, and materials shall be secured. The contractor shall establish and implement methods to ensure all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor’s PM shall be responsible for complying with the on-site security requirements as established by the 366th Fighter Wing Commander. The contractor shall support annual government security inspections and unscheduled spot inspections. A spot inspection is defined as any unscheduled security inspection.

4.5.2. Installation Access The Contractor shall provide a completed 366 SFS Form 30 for each employee requiring installation access to the CO within five (5) business days following contract award. After approval, the CO shall notify the Contractor of completion of background checks. The contractor shall notify their employees of background check completion and advise to proceed to obtain their installation access ID at the MHAFB Main Gate Visitor’s Center.

4.5.3. Identification Media. The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires i.e. terminated for cause, retirement, etc.

4.5 4. Traffic Regulations. The Contractor and their employees shall comply with base traffic regulations.

4.5.5. Weapons, Firearms, or Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on MHAFB.

4.5.6. FOIA. The Contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Action (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material.

4.5.7. Threat to Security. Contractor personnel shall report to an appropriate authority any information or circumstances which they are aware of and may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

4.5.8. Restricted/Controlled Areas. The Contractor must request specific access to Restricted/Controlled Areas through the appropriate government representative at least 2 weeks prior to requiring access. The government representative shall ensure access to Restricted/Controlled Areas is approved by owning agency and that any required training and Entry Authority Lists (EALs) are completed prior to contractor personnel entering the Restricted/Controlled Area. The Contractor is responsible for ensuring all personnel accessing the Restricted/flightline Controlled Area meet all access requirements. The contractor will be provided a format for the EAL as needed.

4.5.9. Driving Training. Any work within the within the flightline Controlled Area will require all personnel to receive the appropriate flightline driving training. The Contractor shall be issued a “Drop Arm” access code by 366 CES or 366 SFS. The contractor shall be responsible to ensure only authorized personnel have access to this code.

4.5.10 IAW Department of Defense Instruction (DoDI) 3020.37. Continuation of Essential contractor Services During Crisis, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined WWTP services under this PWS are essential and must be performed during a crisis. The contractor shall continue providing service to the requesting organization 24 hours a day until the crisis is over. The contractor shall submit a contingency plan for operating under said conditions. This plan is due to the CO and COR within 30 days after contract award and shall include how the contractor will ensure continuation of services, contain the employee’s name, address, home phone number, cell phone number, social security number, security clearance, and duty title. Contractor employees, with approved background checks will be allowed unescorted access to the installation for performance of work in a FPCONs except “Delta”. The CO, PM, or COR shall notify the contractor of a “Delta” condition as soon as possible after security conditions have been implemented.

4.6 ANTITERRORISM REQUIREMENTS.

4.6. Level I Antiterrorism (AT) Awareness Training. IAW DFARS 252.204-7004 and Department of Defense Instruction O-2000.16 Volume 1, DoD Antiterrorism (AT) Program Implementation. Contractor personnel who require routine physical access to MHAFB shall complete Level I Antiterrorism (AT) Awareness Training within 30 days of requiring access and annually thereafter IAW the unit AT program. Training shall be completed through a DoD-sponsored/certified computer or, web-based distance learning instruction or, under the instruction of a Level I AT Instructor. Routine physical access is defined as any contractor issued a CAC, any contractor having installation access for a year or more, any contractor requiring a security clearance, or any contractor requiring access to specific secure areas (e.g., SAP, SCIF, etc.).

4.6.1. DoD Level I AT Training site Contractor personnel can complete DoD Level I AT Training at https://jko.jten.mil/. If the Contractor has personnel who can’t access the DoD Level I AT Training site, they notify the Contracting Officer Representative (COR) to arrange for access to the training site or to coordinate other Level I AT Training.

4.6.2. Certificates of Completion. Initial and annual training shall be maintained by the prime contractor and, shall be readily available for review upon request All Certificates of Completion shall be maintained by the individual and the Unit AT Representative (UATR). .

4.6.3. All personnel, to include contractors, on MHAFB shall comply with directed/implemented Force Protection Condition (FPCON) and/or AT measures, unless specifically exempted by the 366 FW Commander. Contractor personnel shall submit requests for exceptions to FP/AT Measures through Contracting Representative, who will submit the request to 366 FW Antiterrorism Officer (ATO) for submittal to 366 FW/CC.

4.6.4. During periods of increased threat or raised FPCONs, contractor access to the installation, or specific parts of the installation, may be limited or denied. The Contracting Representative will, when possible, notify contractor personnel before the limitations/restrictions are implemented. Contractor personnel shall coordinate with the Contracting Officer regarding possible affects limited/restricted access will have on contract completion or wastewater treatment plant operations and maintenance functions. The Contractor or his on-site manager shall coordinate with the Contracting Officer on assignment of Mission Critical Contractor status as needed.

4.6.5. During periods of increased threat or raised FPCONs, personnel, to include contractors, may be required to be escorted while on MHAFB. While being escorted, personnel shall remain with their escort at all times. If personnel become separated from their escort, they shall remain where they are and notify the 366 SFS at 828-2256/57/58.

4.6 6. The Contractor shall include the DFARS 252.204-7004 clause (DoD Level I AT Training), as well as all other above identified AT items, in all subcontracts, including subcontracts for commercial items, when subcontractor performance requires routine physical access to MHAFB.

4.6.7 Operations Security. Operations Security (OPSEC) requirements are required in an effort to reduce program vulnerability from successful adversary collection and exploitation of critical information. OPSEC will be applied throughout the lifecycle of the contract. The contractor shall comply with 366 FW OPSEC requirements and countermeasures to protect critical information as defined in IAW DoD Directive 5205.02E, DoD Operations Security (OPSEC) Program and AFI 10-701 Air Force OPSEC Program. Contractors shall receive unit-specific OPSEC training from CE Unit Security Manager within 90 days of assignment to a contract. Training documentation should be provided to the respective unit OPSEC coordinator. OPSEC personnel will provide guidance on protecting critical information, training materials and other instructions as needed.

SECTION V

APPENDICES

5. APPENDICES.

A. Exhaust / Suppression System Locations

B. Hood and Duct Cleaning Checklist

APPENDIX A

KITCHEN EXHAUST/SUPRESSION SYSTEMS LOCATION AND CLEANING SCHEDULE

Burger King Building 2700 Monthly

Popeye’s Building 2700 Monthly

Bowling Alley Snack Bar Building 2805 Monthly

Airman’s Dining Serving Line/Grill Building 2316 *Quarterly

Airman’s Dining Kitchen Building 2316 *Quarterly

Airman’s Dining Over-Flow Grill Building 2316 *Quarterly

Gunfighters Club Serving Line Fryer Building 195 *Quarterly

Gunfighters Club Serving Line Grill Building 195 *Quarterly

Fire Station #1 Building 206 *Semi-Annual

Gunfighters Club Kitchen Building 195 *Semi-Annual

Youth Center Snack Bar Building 2830 *Semi-Annual

Child Development Center Building 2623 **Semi-Annual

Taco Bell Building 2700 **Semi-Annual

Pizza Hut Oven Building 6200 **Semi-Annual

Pizza Hut Fryer Building 6200 **Semi-Annual

Quarterly services shall be performed: January, April, July, and October

*Semi-Annual services shall be performed: April and October

**Semi-Annual services shall be performed: May and November

Changes to the scheduled day must be approved in advance by both the contractor and the government.

Note: Government reserves the right to add or delete facilities or change cleaning frequencies at its discretion. Cost to the contract for additions or deletions shall be fair and reasonable, and adjusted accordingly.

APPENDIX B

KTICHEN HOOD AND DUCT CLEANING CHECKLIST

Bldg. Number ___________ Date ________________

(Cleaning solvents should not be applied to the fusible link)

REMARKS:

Overall condition of the cleaning operation: SAT. ______________ UNSAT. ______________

Inspector’s Signature/Date: _______________________________________________________