SOW - Hoods Ducts

STATEMENT OF WORK

FOR

CLEAN AND REPAIR KITCHEN

EXHAUST SYSTEMS

SERVICES

Eielson AFB AK

01 September 2012

STATEMENT OF WORK

FOR

CLEAN AND REPAIR KITCHEN EXHAUST SYSTEMS

1. DESCRIPTION OF SERVICES. The contractor shall furnish all labor, equipment, materials, supervision, tools, supplies, certifications, and transportation as necessary to completely clean and repair kitchen hood and duct exhaust systems on Eielson AFB, Alaska. Work performed shall be in accordance with National Fire Protection

Association Standard 96, AFOSH 91-501, and all applicable local, state and Federal safety and fire codes.

1.1. BASIC SERVICES. The contractor shall inspect, clean, and repair kitchen exhaust systems. Ensure all grease is removed from all surfaces of kitchen exhaust systems.

Work performed shall be in accordance with National Fire Protection Association

Standard 96, AFOSH 91-501, and all applicable local, state and Federal safety and fire codes. Cleaning shall include, but is not limited to, grease accumulation on the exhaust fan (blades, housing, shrouds); the roof area adjacent to exhaust areas (fan, rain cap and roof); louvers on exhaust duct; exterior walls adjacent to wall exhaust systems; copulas;

interior/ exterior of hoods over cooking areas; grease filters; duct system and fire protection piping. Repairs shall be performed as needed in coordination and approval of the Contracting Officer’s Representative (COR) and Contracting Officer (CO) prior to start.

2. SPECIAL CIRCUMSTANCES/REQUIREMENTS. Due to the extreme winter weather conditions, the following are requirements for the identified seasonal dates.

2.1. Between the dates of 1 November and 31 Mar, the contractor will be placed in winter exclusion for all facilities that do not have access to clean from the interior of the facility. The winter exclusion will only exclude the cleaning of exterior components of the hoods and duct system and interior ducting systems beyond 10 ft. from the connection of the interior all individual hoods to its ducting. The contractor shall use all available access panels and adhere to para 3.2 and para 3.10 of the Statement of Work (SOW) if new access panels are required for effective cleaning.

2.2. Between the dates of 1 Apr through 31 October, the contractor is required to clean

100% of all identified facilities in accordance with the SOW. The contractor will also clean all components of the hoods and ducts for all facilities identified in the attached workload estimate once in the month of Apr following winter exclusions and/or once in the month of October prior to winter exclusions following the cleaning frequency specifications. The contractor shall not exceed any identified cleaning frequencies per year established in the workload estimate (Para 3) without approval from the COR and

CO.

3. WORKLOAD ESTIMATE. The facilities identified in the Workload Estimate (See

Appendix A) with a cleaning frequency of “As Requested” shall only be serviced at the request of the COR or CO and shall not exceed the estimated cleanings per year without

CO approval.

3.1. Remove and replace access openings, panels, and covers as required to perform in accordance with Para 1.1 of the SOW.

3.2. Install new access covers as required for proper cleaning. Contractor must submit a quote to the COR and CO for approval prior to installation.

3.3. The contractor shall provide to the government a written, tentative schedule at least two (2) weeks prior to date of cleaning as indicated on the Bid Schedule. C.E. shall approve the schedule in writing. The contractor shall coordinate schedules and servicing with affected agencies. Scheduled cleanings shall not interfere with using agencies normal duty hours.

3.4. All contractor employees shall show suitable documentation of attendance of an approved state of Alaska course on exhaust system service, repair, and installation prior to performing any work.

3.5. Contractor shall have in his possession during all scheduled cleaning a copy of

NFPA Standard 96, and a copy of the contract.

3.6. Contractor shall cover all equipment and areas within six feet (6’) of any exhaust system being serviced with poly, 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.

3.7. After cleaning, the contractor shall leave all access panels, filters, cover plates, dampers, and diffusers open and or visible so the exhaust system can be inspected. The contractor shall provide a suitable ladder and flashlight for use by the C.E. inspector and

COR.

3.8. Replace cover plates. Dampers and diffusers shall be positioned for proper airflow.

All screws, attaching devices, etc. shall be installed and missing connectors replaced by the contractor at no cost to the government.

3.9. Contractor shall dispose of all debris. Hazardous wastes shall be disposed of in accordance with appropriate state and federal law. Non-hazardous waste shall be placed in the nearest suitable dumpster. Trash receptacles located inside facilities shall not be used.

3.10. Access Covers. The contractor shall install new access covers in ducting systems where needed to correct a fire hazard or improve cleaning of a system. An opening large enough to permit cleaning shall be provided at each change in direction of the duct for purposes of inspection and cleaning. Contractor must submit a quote to the COR and CO for approval prior to installation.

4. RECOMMENDED REPAIRS

4.1. Within five (5) days after inspection of any component for which the contractor recommends repairs or replacement not already required by the specifications, submit a

Letter of Recommended Repair (LRR). Contractor shall not let the LRRs accumulate.

Each LRR shall include a detailed listing of all components, to include part number, model, descriptive nomenclature, and manufacturer as well as suggested sources of procurement and lead time for arrival on site. Additionally, the contractor will supply the specific reference which identifies the component as being out of compliance with manufacturer requirements and/or recommendations. Each LRR shall also include a description of the component’s condition, recommended repair or replacement, cost proposal and estimated time to complete the recommended work after Notice-to-Proceed has been received. Each cost proposal shall show itemized material and subcontractor costs, as well as labor hours and rates. If defects in components are discovered, which, in the contractor’s opinion, are optional to correct, the contractor shall submit a letter describing the defect. The Contracting Officer will review the information provided by the contractor and decide whether or not to make the optional repair.

4.2. The Contracting Officer will review each LRR submitted. If the recommended additional repair is approved, a fair and reasonable price will be negotiated and the

Contractor will be given permission by the CO to proceed with the repair.

5. GOVERNMENT FURNISHED EQUIPMENT/PROPERTY. The Government will not furnish any facilities or equipment for any work that needs to be accomplished in this Statement of Work (SOW). The contractor shall furnish all supplies needed to perform this contract according to all its terms.

6. VPP REQUIREMENTS. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

7. HAZARDOUS MATERIALS. The Contractor shall comply with base regulations regarding Hazardous Material (HAZMAT) for all issues of hazardous material, and ensure procedures meet all applicable policies, publications, and protocols in this contract. Provide Bio-Environmental Engineer Service with a Material Safety Data Sheet

(MSDS) on all first time purchases of hazardous items obtained through local sources of supply and obtain approval prior to purchase.

8. EMERGENCY MEDICAL SERVICE. The government will provide emergency medical treatment and emergency patient transportation service for contractor personnel who are injured or become critically ill while at Eielson AFB. Treated personnel will be responsible for reimbursing the government for the cost of medical treatment and patient transportation at the current inpatient or outpatient treatment rate.

9. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (Feb 2012), for contractor’s failure to correct nonconforming services.

10. HOURS OF OPERATION. Services shall typically be performed Monday through

Friday after business hours in coordination with the Government, unless otherwise specified.

11. SECURITY REQUIREMENTS. The contractor shall ensure each employee obtains pass and identification items as applicable for contractor personnel and contractor-owned vehicles. The Security Forces Pass and Identification office located at the Visitor’s Center at the front gate issues these forms.

11.1. The contractor shall maintain a current listing of employees. The list will include employee names, social security numbers and driver’s license numbers. This list shall be provided to the contracting officer and servicing security forces organization. An updated listing shall be provided upon change of employees. The Contractor must provide all names, social security numbers and duty hours of all personnel who will be on site at start or anytime during this project.

12. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. During times of crisis or national emergency, the contractor shall continue to provide services as scheduled, with minimal disruption of services if directed by a contracting officer.

13. MISCELLANEOUS. Use of cell phones while operating any motor vehicle on base is strictly prohibited. Driving privileges will be suspended for 30 days for the first violation.

13.1. The on-base speed limit while passing military troops performing physical training is 10 MPH and is strictly enforced.

APPENDIX

APPENDIX A - ESTIMATED WORKLOAD DATA

Building Number/Facility

Name

Number of

Exhaust Systems

Cleaning Frequency to include required

Month(s)

Cleanings per year

2207, Two Seasons Dining

Facility

4 Quarterly, Apr, Oct 16

2207, Tow Seasons In-Flight

Kitchen

1 As requested 1

2225, Yukon Club 5 Monthly 60

3301, Bowling Center 1 Monthly 12

3303, School Age Program 1 Annually, Oct 1

*3307, Chapel 1 Annually, Oct 1

3338, Burger King 2 Monthly, Apr, Oct 24

3338, Charlie’s 1 Quarterly, Apr, Oct 4

3338, Anthony’s 1 Annually, Oct 1

5182, Child Development

Center

1 Annually, Oct 1

5223, Aurora Club 3 As requested Not to exceed 6

* Items that require inside cleaning only (hood system and filters)