Attachment_1_-_PWS_5.18.17.pdf

Exhaust Systems Cleaning and Maintenance Solicitation Number: FA5004-17-B-0002 Eielson AFB, AK Attachment 1 - PWS

PERFORMANCE WORK STATEMENT

FOR

EXHAUST SYSTEMS CLEANING AND

MAINTENANCE

18 May 2017

Table of Contents

Section Number and Title Page Number

1.0 Description of Services, Maintenance 3

2.0 Description of Services, Cleaning 4-7

3.0 Government Furnished Property and Services 10

4.0 Appendices 7-8

Appendix A, Maintenance Workload 12

Appendix B, Preventative Maintenance Quarterly Inspections Requirements 13

Appendix C, Cleaning Frequency 14

Appendix D, Maps and/or Site Plans 15

Appendix E, Estimated Workload Data 16

SECTION 1

MAINTENANCE

SCOPE OF WORK

1.0 DESCRIPTION OF SERVICES. The Contractor shall furnish all labor, equipment, materials, supervision, tools, supplies, certifications, and transportation as necessary to completely inspect, maintain and repair designated kitchen ventilation, exhaust, make-up air and heat recovery systems at Eielson AFB, Alaska. Maintenance shall include all components of the ventilation systems from the outside air inlets to the final exhaust from the building. This includes, but is not limited to, all dampers, air handlers and total heat recovery units including coils with controls, ductwork, hoods to include wash-down systems where applicable, and all controls including digital components. The Contractor shall perform work in accordance with National Fire Protection

Association Standard (NFPA) 96, AFI 91-203, standard commercial practices to manufacturer’s specifications, and this Performance Work Statement in order to ensure normal, continuous and safe operation. Services include but are not limited to preventive maintenance (both scheduled and unscheduled), incidental repairs, and operations activities necessary to keep the equipment in good working order. Preventive maintenance includes regularly scheduled adjustments, inspections, preventive maintenance tasks, and emergency response and service calls for incidental repairs. The

Contractor’s performance will be based on the Contracting Officer’s (CO) evaluation with input from the Contracting Officer’s Representative (COR) and the results required by the Service

Summary (SS) and not the frequency or method of performance. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. All work shall be executed by fully qualified and experienced individuals. The Contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

1.1. INSPECTION AND PREVENTIVE MAINTENANCE SERVICES.

1.1.1. Inspection Services. The Contractor shall perform recurring inspections of all kitchen ventilation, exhaust, make-up air, and heat recovery systems listed in Appendix A in accordance with, but not less than, the schedule outline in Appendix B. The contractor is responsible for determining if the equipment is covered under a manufacturer’s warranty before doing any work that would void the warranty. The result of all work will ensure that all equipment operates in a reliable, continuous, and safe manner.

1.1.2. Preventive Maintenance Services. The Contractor shall perform all required preventive maintenance (i.e. cleaning, adjusting, lubricating, tightening nuts/bolts, replacing wearable parts and provide wash down detergent) in accordance with manufacturer’s recommendations and as listed in Appendix B on all equipment identified in Appendix A. The Contractor shall provide all required equipment, tools, personnel, materials and supplies necessary to accomplish these services to include (50 Gal wash down detergent quarterly).

1.1.2.1. Preventive Maintenance Schedule. The Contractor shall provide to the Government a written, tentative preventive maintenance schedule that covers the base contract and all option periods within three (3) weeks of the contract award date. In the event of rescheduling, the

Contractor must provide notice to the COR as soon as possible to negotiate a new time.

1.1.3. Training and Certification Requirements. Individuals skilled in the trade of inspection, repair and cleaning of hood systems shall accomplish all work and repair. Workers shall be certified by International Kitchen Exhaust Cleaning Association (IKECA) and have a minimum of three years’ experience with commercial hood systems. The contractor shall provide employee certificates to the COR or CO upon request.

1.1.4. Safety and Fire Protection Requirements. The contractor shall initiate and maintain programs to comply with the provisions of the Occupational Safety and Health Act (OSHA) as well as NFPA Standard 96-14 Standard for Ventilation Control and Fire Protection of

Commercial Cooking Operations.

1.2. SERVICE CALLS AND REPAIRS.

1.2.1. Routine Service Calls and Repairs. The Contracting Officer or Contracting Officer’s

Representative will notify the Contractor of any repairs to be made in addition to the repairs identified during preventive maintenance. Routine service call response shall be within 24 hours after notification. Service calls shall be accommodated during normal hours of operation as listed in Para 3.4; Hours of Operation. Response time for routine service calls placed on the day preceding a weekend or holiday shall be 7:30 a.m. on the day following the weekend or holiday.

The Contractor shall survey the repair, and provide the COR with a detailed line by line quote listing the parts required, their individual prices, the total cost of repairs and estimated time of completion prior to commencing work. The Contractor must obtain approval by the CO before any work is performed on the equipment covered by this contract. Downtime of the equipment shall be kept to an absolute minimum and will not interfere with the facilities normal operations.

The Contractor shall find sources for parts that will result in the best overall value to the government. The Contractor shall be responsible for any equipment that leaves the government site for repair until it is reinstalled at the government site in proper operating condition.

1.2.1.1. The Contractor shall identify replacement parts from the original equipment manufacturer

(OEM). If OEM parts cannot be found, replacement parts purchased for repairs and preventive maintenance shall be of equal or greater quality to the parts replaced. Contractor shall provide a manufacturer warranty for any major replacement part, as applicable, such as motors, exhaust air components, replacement air components, control panels and replacement air heating systems.

1.2.1.2. The Contractor is responsible for procurement of any required replacement parts.

Government furnished parts/equipment are not available. The Contractor shall own all parts until they are installed on the equipment. Unserviceable parts that have been replaced must be disposed of by the Contractor.

1.2.1.3. If the Contractor and COR determine the equipment is 60-70% beyond economical repair1, the Contractor shall recommend to the Contracting Officer, in writing, that such equipment be removed from service and provide a detailed quote for a suitable equipment replacement. The quote must list all part numbers, model numbers, manufacturer’s name and prices. The Contractor shall include substantiating data to support the demolition recommendation. All quotes must be approved by the CO prior to any work beginning. The Contractor is responsible for disposal of all demolished government equipment that has been removed from service.

1.2.2. Emergency Call-outs. Contractor shall provide emergency repairs on an as needed basis when contacted by the CO/COR. The contractor must respond within 4-hours of receiving a call for an emergency repair. Will provide CO/COR with a letter of recommend repair.

1.2.3. Reports. The Contractor shall prepare and submit a written summary of work within seven calendar days after all work is completed. The summary of work shall include the date and time of the work, the location of the equipment serviced, equipment model number and serial number, the repairs performed, the designation (Routine or Preventive Maintenance, and the full name and job title of the technician performing the repairs. All summaries of work will be retained by the

COR.

1.3. REIMBURSABLE PARTS.

1.3.1. The Contractor is responsible for the procurement of parts that total a cost of $100 or less.

All parts that cost more than $100 must have an approved quote by the CO (as described in para.1.2.1) prior to installation. The Contractor will then be reimbursed 100% for these items.

1.4. 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. These thresholds are critical to mission success. The method of assessment for the performance objectives described will be periodic inspections.

(Service Summary 1 of 2)

1 Beyond economical repair is defined as the state of a repairable item where its estimated repair cost significantly exceeds an identified percentage of its replacement value.

Performance Objective

PWS

Paragraph

Performance

Threshold

Remedy

Method of

Assessment

SS-1

Kitchen Ventilation

Equipment Maintenance

Maintain Kitchen

Ventilation Equipment in proper working condition as identified in the

Performance Work

Statement.

Sect. 1, inclusive

1. Preventive

Maintenance is completed on time within 2 days of scheduling.

2. A random inspection reveals no less than 100% of equipment items are operational.

Re-performance within 4 hours of notification

Periodic

Inspection

Customer Complaint

SS-2

Kitchen Exhaust

Equipment Maintenance

Maintain Kitchen Exhaust

Equipment in proper working condition as identified in the

Performance Work

Statement.

Sect. 1, inclusive

Per NFPA

96 Section

4.1.3

1. Recurring work is completed on time within 2 days of scheduling.

2. A random inspection reveals no less than 95% of equipment items are operational.

Re-performance within 4 hours of notification

SS-3

Kitchen Make-Up Air and Heat Recovery

Equipment Maintenance

Maintain Make-Up Air and Heat Recovery in proper working condition as identified in the

Performance Work

Statement.

Sect. 1, inclusive

Per NFPA

96 Section

4.1.3

1. Recurring work is completed on time 100% of the time.

2. A random inspection reveals no less than 95% of equipment items are operational.

Re-performance within 4 hours of notification

SS-4

Routine Service Calls

1.2.1 Response to

routine service calls within the

Re-performance within 4 hours of notification

1.4.1. Quality Control. The Contractor shall develop and maintain a quality control program

(QCP) to ensure maintenance and repair services are performed in accordance with this PWS, manufacturer’s recommendations and other applicable standards and codes. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor shall maintain the QCP throughout the period of performance of the contract.

1.4.2. Quality Assurance. The government shall periodically evaluate the Contractor’s performance in accordance with the requirements defined by this contract. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The CO or COR will use the

Contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the Contractor. The Contractor shall respond to the CAR in accordance with (IAW) instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

Contractor responds to routine service calls within the specified timeframe.

specified timeframe 100% of the time.

Customer Complaint

SS-5

Emergency Call-outs

Contractor responds to emergency call-outs within the specified timeframe.

1.2.2 Response to

emergency call-outs within the specified timeframe 100% of the time.

Re-performance within 2 hours of notification

SECTION II

CLEANING

SCOPE OF WORK

2.0. DESCRIPTION OF SERVICES. The contractor shall furnish all labor, equipment, materials, supervision, tools, supplies, certifications, and transportation as necessary to completely clean kitchen hood and duct exhaust systems on Eielson AFB, Alaska. Work performed shall be in accordance with National Fire Protection Association Standard 96, AFI 91-

203, and all applicable local, state and Federal safety and fire codes. Reference Para 1.1.4 of the

PWS for Safety and Fire Protection Requirements.

2.1. Clean kitchen exhaust systems. Ensure all grease is removed and cleaned to bare metal from all surfaces of kitchen exhaust systems. 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.

2.1.1. Special Circumstances/Requirements

2.1.1.1. Due to the extreme winter weather conditions, the following are requirements for the identified seasonal dates.

2.1.1.1.1. 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 exterior of the facility due to extreme winter conditions and snow. The winter exclusion will only include the cleaning of interior components of the hoods and duct system. Winter exclusion will not include exterior components or any portion that could freeze or cause damage during cleaning to the facilities exhaust system.

The contractor shall use all available access panels and adhere to par 1.4 and par

2.3 of the PWS if new access panels are required for effective cleaning.

2.1.1.1.2. Between the dates of 1 Apr through 31 October, the contractor is required to clean 100% of all identified facilities in accordance with the PWS. 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 April 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

(Par 2.1.2.3) without approval from the COR and CO.

2.1.2. As Requested Cleaning

2.1.2.1. The facilities identified in the Workload Estimate 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.

2.1.2.3. Workload Estimate:

Building Number/Facility

Name

Number of

Exhaust

Systems

Cleaning Frequency to include required

Month(s)

Cleanings per year

2207, Two Seasons Dining Facility 5 Quarterly 20 2207, Two Seasons In-Flight Kitchen

1 Annually, Jun/As requested

Not to exceed 4

2225, Yukon Club 5 Quarterly 20 3298, Bowling Center 1 Quarterly 4 3298, Bowling Center Pizza Oven 1 Bi-annually, Aug/Feb 2 3303, School Age Program 1 Annually, Jul 1 3307, Chapel 1 Annually, Jul 1 3338, Burger King 2 Monthly 24 3338, Charlie’s 1 Quarterly 4 3338, Papa John’s 1 Bi-annually, Jun/Dec 2 5182, Child Development Center 1 Annually, Jun 1 5223, Aurora Club 2 Annually, Jul/As requested Not to exceed 8

2.2. Remove and replace access openings, panels, and covers as required to perform cleaning in accordance with Par 1.2 of the PWS. Contractor must submit a quote to the COR and CO for approval prior to installation.

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

2.4. 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. The COR and/or the CO shall approve the schedule in writing. The contractor shall provide a copy of completed “Commercial

Cooking Equipment Exhaust System Inspection Checklist IAW NFPA 96”. The contractor shall coordinate schedules and servicing with affected agencies. Scheduled cleanings shall not interfere with using agencies normal duty hours.

2.5. 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. Refer to Par 1.1.3 for Training and Certification requirements.

2.6. Contractor shall have in his possession during all scheduled cleaning a copy of the most up to date NFPA Standard 96, and a copy of the contract.

2.7. 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.

2.8. 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 Fire Inspector and COR.

2.9. 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.

2.11. 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.

2.12. 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.

2.13. 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. These thresholds are critical to mission success. The method of assessment for the performance objectives described will be periodic inspections.

(Service Summary 2 of 2)

Performance Objective

PWS

Para

Performance

Threshold

Remedy

Method of

Assessment

SS-6

Clean Kitchen &

Exhaust Systems:

Clean all hoods & ducts in accordance with PWS requirements.

2.1

No more than 2 valid defects per month

Re-performance

Within 2 hours of notification

SS-7

Safety and Fire

Protection Requirements

(Maintenance and

Cleaning)

1.1.4 No more than 1 valid

defect per month

Notify CO

ASAP after occurrence.

Provide a completed copy of required

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.

The Contractor shall perform work in accordance with National

Fire Protection

Association Standard

(NFPA) 96, AFI 91-203,

standard commercial practices

Accident

Investigation

Reports to the

CO within five calendar days of each occurrence.

SECTION III

Government Special Instructions, Terms and Conditions

3.0 GENERAL INFORMATION.

3.1. GOVERNMENT FURNISHED EQUIPMENT/PROPERTY: The Government will not furnish any facilities or equipment for any work that needs to be accomplished in this Performance

Work Statement. The Contractor shall furnish all supplies needed to perform this contract according to all its terms.

3.2. 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 Safety Data Sheet (SDS) on all first time purchases of hazardous items obtained through local sources of supply and obtain approval prior to purchase.

3.3. EMERGENCY MEDICAL SERVICES: 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. The

Eielson AFB emergency telephone number is 911. If calling 911 from a cellular phone, you must notify the Emergency Call Center to re-route the call to Eielson AFB.

3.4. HOURS OF OPERATION: Services shall typically be performed Monday through Friday before or after the business hours of 7am to 5pm in coordination with the Government, unless otherwise specified.

3.5. SECURITY REQUIREMENTS:

REAL ID compliant IDs can be located at the following website:

https://www.dhs.gov/real-id-enforcement-brief

3.6. 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.

3.6.1. The on-base speed limit while passing military troops performing physical training is 10

MPH and is strictly enforced.

https://www.dhs.gov/real-id-enforcement-brief

4.0 APPENDICES.

A. Maintenance Workload

B. Preventive Maintenance Quarterly Inspection Requirements

C. Cleaning Frequency

D. Maps and/or Site Plans

E. Estimated Workload Data

APPENDIX A

MAINTENANCE WORKLOAD

1. The location of the equipment listed below is subject to change with approval from the

Contracting Officer. There are currently 24 commercial grade, food service quality exhaust, ventilation, and make-up air systems that require inspection, periodic maintenance, and repair on

Eielson AFB.

Building Number/Facility Name Number of Systems Type

2207, Two Seasons Dining Facility 5 HRU’s 1-5

2207, Two Seasons In-Flight

Kitchen

1 HRU 6

2225, Yukon Club 7 5 Exhaust, 2 Make-up Air

3301, Bowling Center 2 Exhaust ONLY

3303, School Age Program 1 Exhaust ONLY

2223, Chapel 1 Exhaust ONLY

3338, Burger King 1 Exhaust ONLY

3338, Charlie’s 1 Exhaust ONLY

3338, Papa John’s Pizza 1 Exhaust ONLY

5182, Child Development Center 1 1 HRU

5223, Aurora Club 2 Exhaust ONLY

APPENDIX B

PREVENTIVE MAINTENANCE

QUARTERLY INSPECTION REQUIREMENTS

1. Quarterly Inspections

1. The following inspection recommendations shall be followed at a minimum; but are not limited to, and shall still be in accordance with all national and local laws, regulations, and commercially practiced standards

1.1 Inspect all ventilation, exhaust, make-up air, and heat recovery systems and clean filters as needed. Inspect and replace air filter if damaged, dirty, or missing.

1.2 Perform routine visual inspections and ensure applicable equipment is functioning properly.

1.4. Check belt tension and adjust/replace as needed.

1.5 Inspect fan blades for secure mounting and damage.

1.6 Inspect all electrical components, to include hood lighting, alarm panels and alarm systems;

for tightness, discoloration or fraying. Also ensure there are no exposed wires and that they are in good operational condition.

1.7. Check and record electrical motor amperage readings while conducting an operating inspection.

1.8. Inspect heating coils and clean as needed. Check all fittings and piping for tightness and leaks.

2. Bi-Annual Inspections

2.1 Oil and grease all motors and bearings as needed.

2.2 Clean heating coils.

3. Reports

3.1. The Contractor shall prepare and submit a written report within two business days of the inspection. The report shall identify each piece of equipment, equipment location, maintenance work performed, repairs needed/performed, date of inspection, name of inspector, and overall condition of the units.\

APPENDIX C

CLEANING FREQUENCY

1. The location of the equipment listed below is subject to change with approval from the

Contracting Officer. There are currently 24 commercial grade, food service quality exhaust, ventilation, and make-up air systems that require inspection, periodic maintenance, and repair on

Eielson AFB.

Building Number/Facility

Name

Number of

Exhaust

Systems

Cleaning Frequency to include required

Month(s)

Cleanings per year

2207, Two Seasons Dining Facility 5 Quarterly 20 2207, Two Seasons In-Flight Kitchen

1 Annually, Jun/As requested

Not to exceed 4

2225, Yukon Club 5 Quarterly 20 3298, Bowling Center 1 Quarterly 4 3298, Bowling Center Pizza Oven 1 Bi-annually, Aug/Feb 2 3303, School Age Program 1 Annually, Jul 1 3307, Chapel 1 Annually, Jul 1 3338, Burger King 2 Monthly 24 3338, Charlie’s 1 Quarterly 4 3338, Papa John’s 1 Bi-annually, Jun/Dec 2 5182, Child Development Center 1 Annually, Jun 1 5223, Aurora Club 2 Annually, Jul/As requested Not to exceed 8

APPENDIX D

MAPS AND/OR SITE PLANS

Government will provide contractor with a detailed site map (depicting street numbers, street names, and facility identification numbers) upon award.

APPENDIX E

ESTIMATED WORKLOAD DATA

Item Name Estimated Quantity

1 Additional Repairs Maintenance $15,000.00 Not To Exceed (NTE)

2 Parts and Materials $20,000.00 Not To Exceed (NTE)

3 Emergency Repairs $18,500.00 Not To Exceed (NTE)

4 Supply Washdown Cleaning Solution $7,000.00 Not To Exceed (NTE)