18Q0011_Attch_1_-_Hoods__Ducts_Final_PWS.pdf

PERFORMANCE WORK STATEMENT

FOR HOODS & DUCTS GREASE

EXTRACTION SYSTEMS ON UK/US

RAF FACILITIES ISLAND-WIDE

18 JULY 2018

ISLAND-WIDE, UNITED KINGDOM

Table of Contents

Section Number and Title

Page Number

1.0 Description of Services 3

2.0 Performance Requirements Summary/Service Summary 6

3.0 Government Furnished Property and Services

4.0 General Information 7

5.0 Specific Tasks 13

6.0 Appendices 14

Appendix A, Estimated Workload Data 15

Appendix B, Cleaning Checklist 16

Appendix C, Required Publications 17

Appendix D, Cleaning Frequencies and Measurements

Appendix E, HazMat Monthly Usage Log Template 18

Contract Bid Schedule

PERFORMANCE WORK STATEMENT FOR CLEANING OF HOODS AND DUCTS

IN FACILITIES ON ROYAL AIR FORCE (RAF) ALCONBURY, CROUGHTON,

FAIRFORD, FELTWELL, LAKENHEATH, MENWITH HILL, MILDENHALL,

MOLESWORTH, AND WELFORD.

1.0. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The contractor shall provide all management, cleaning schedules, tools, supplies, equipment, and labor necessary to perform cleaning of hood and duct grease extraction systems (to include but not limited to hoods, ductwork, and fans/motors) in facilities on US Visiting Forces Royal Air Force bases to include RAF Alconbury, RAF Croughton, RAF Fairford, RAF Feltwell, RAF Lakenheath, RAF Menwith Hill, RAF

Mildenhall, RAF Molesworth and RAF Welford (which from this point on and throughout the rest of this performance work statement will be known as the UK/US RAF Bases) in a manner that will ensure continuous and safe operation.

1.1. GENERAL SERVICES. The contractor shall clean hood and duct grease extraction systems in accordance with (IAW) National Fire Protection Association (NFPA) Standard 96 Chapter 11.6, 2017 Edition (Appendix C). The contractor shall execute scheduled cleanings in accordance with the approved cleaning schedule and execute unscheduled services as requested. The contractor shall have all required and applicable certifications and licenses to perform hood and duct cleanings including: a Contractor’s Health & Safety Assessment Scheme (CHAS) certificate, and a Building

Engineering Services Association (BESA) certificate. Thirty (30) days prior to contract performance all licenses, insurance documentation, and registrations required by UK Law (proof of company insurance and company registration) must be submitted to the Contracting Officer for approval.

1.1.1. CLEANING OF HOOD AND DUCT GREASE EXTRACTION SYSTEMS

1.1.1.1. Inspect each system IAW NFPA Standard 96 Chapter 11.2 through 11.6, 2017 Edition.

1.1.1.2. Document and report to the Contracting Officer Representative (COR) any area of the hood and duct grease extraction system not accessible for proper cleaning as well as any damaged, defective, or leaking ducts discovered, noting system impairments and recommendations within 5 business days of cleaning.

1.1.1.3. Clean systems down to their original exposed surface (bare metal) removing all combustible contaminants in accordance with NFPA Standard 96 Chapter 11.6, 2017 Edition

(Appendix C) and perform all work in strict accordance with commercial safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment and building structures (masonry and roof surfaces). Flammable solvents or other flammable cleaning aids shall not be used. Additionally, the contractor shall clean all masonry and roof surfaces at a minimum of 1.0 meter in diameter surrounding exhaust ducts. If the contractor moves outside 1.0 meters in diameter of the surrounding exhaust ducts, the contractor will be responsible to clean the area and 1.0 meters in diameter surrounding the area of cleaning. In the event contamination occurs, the contractor shall thoroughly remove it at no additional cost to the U.S. Government.

1.1.1.4. At the start of the cleaning process, electrical switches that could be activated accidently should be locked out. Secure all electrical switches, motors, and fans to prevent accidental starting of fans and activation of the automatic extinguishing systems. Components of the fire suppression system shall not be rendered inoperable during the cleaning process.

1.1.1.5. Remove and reinstall all items, including items to access areas, to be cleaned. Return systems and items back to a clean state, their original location, and normal operating condition. Additionally, dampers and diffusers must be positioned to allow proper airflow.

1.1.1.6. Prevent grease or oil contamination to equipment and surfaces underneath and around hoods and ducts. Prior to commencement of cleaning operations, ceilings and walls shall be protected from damages due to accessing ducts or other parts of the exhaust system. Any contamination to equipment, surfaces, or objects, as a result of cleaning operations, must be thoroughly cleaned at no additional cost to the government. Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system. Powder or other substances shall not be used to coat any parts of the grease extraction system once it has been cleaned.

1.1.1.7. Wastewater generated by bio-degradable degreasers/cleaners can be disposed of through the facilities’ drain system upon approval by each UK/US RAF Base Environmental Office. To gain approval, submit the proposed bio-degradable degreasers/cleaners’ Safety Data Sheet to the CO, COR, each UK/US RAF Base’s Environmental Office, and RAF Lakenheath’s Bioenvironmental

Engineering Office (01638 528047) (48amds.sgpb@us.af.mil) a minimum of 10 business days prior to usage. Wastewater and debris generated by any degreasing/cleaning agent other than bio-degradable degreasers/cleaners must be disposed o f at an approved off-base location in accordance with Final Governing Standards – UK and UK Duty of Care Waste Regulations.

1.1.1.8. Take before and after photos of the exhaust system, including but not limited to, hoods with filters installed and taken out; the ducting both top and bottom views (e.g., exhaust end looking down, and from the underside facing up to the exhaust end); and all exhaust fans.

1.1.1.9. Notify the appropriate UK/US RAF Base Fire Department and/or facility manager/building

POC approximately 30 minutes after cleaning and prior to reassembly for each cleaning.

1.1.1.10. A preprinted label or tag of the servicing company shall be affixed near any and all access panels used during the cleaning of any grease extraction system. As a minimum, these labels/tags shall include the company’s name and date of cleaning. Upon passing of a cleaning inspection by the appropriate UK/US RAF Base Fire Department and/or facility manager/building POC, place a certification decal on the hood exterior that shows the name of the servicing company, the people/person who performed the work, the date cleaned, and the next cleaning IAW the individual system’s cleaning frequency.

1.1.1.11. Distribute a uniform layer of road salt to any exterior road or sidewalk surface becoming wet due to cleaning operations during freezing temperatures or threat of freezing temperatures.

1.1.1.12. Ensure cleaning checklist (Appendix B) is completely filled out by the appropriate UK/US

RAF Base’s Fire Department and/or facility manager/building POC.

1.1.1.13. Submit completed and signed cleaning checklists for each scheduled/unscheduled cleaning and reports of all corrective actions accomplished on any hood and duct exhaust system no later than the 10th day of the following month.

1.1.1.14. Re-performance of any failed cleanings must be rescheduled and re-cleaned IAW para

1.1.1.1. through 1.1.1.12. within 48 hours at no additional costs to the US government. All cleaning checklists from failed and re-performance cleanings must be submitted IAW para 1.1.1.13.

1.1.1.15. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this cleaning of hoods and ducts grease extraction systems contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

1.2. CLEANING SCHEDULES. The cleaning shall be carried out to the frequency and satisfaction of the appropriate UK/US RAF Base’s Fire Department stated in Appendix D. Each UK/US RAF Base

Fire Department reserves the right to adjust the cleaning frequencies for any system at their respective installation and will inform the contractor via the CO and/or COR of changes. The contractor shall coordinate with facility managers/building point of contact (POC) or alternate on a monthly/as needed basis to schedule cleanings to maintain the established cleaning frequencies. The contractor shall submit the following month’s cleaning schedule to the CO and/or COR no later than

5 business days prior to the beginning of each month.

1.3. DEVIATIONS TO CLEANING SCHEDULE. If the cleaning schedule must be changed for a specific facility, the contractor and facility manager/building point of contact (POC) or alternate must agree on the change and in turn must notify the CO and/or COR of the change in writing. The contractor must notify the CO and/or COR of any deviations to scheduled cleanings 48 hours prior to the originally scheduled cleaning date. E-mails are an acceptable form of communication.

1.4. MISSED CLEANINGS

1.4.1. CONTRACTOR. In the event the contractor cannot keep an appointment, the contractor shall notify the building POC or Alternate and the COR a minimum of 24 hours in advance, in writing, and a new cleaning appointment within the same cleaning interval must be rescheduled and successfully completed within seventy-two (72) hours. E-mails are an acceptable form of communication.

1.4.2. U.S. GOVERNMENT. In the event the cleaning is missed due to the U.S. Government during office hours, the contractor needs to immediately inform the COR. In the event the cleaning is missed due to the U.S. Government after office hours, the contractor shall contact the COR’s office immediately at the start (0730) of the next duty day to inform them of the missed appointment. The contractor must then contact the Building POC/alternate and reschedule the cleaning within the same cleaning interval. The COR must be notified of all rescheduled cleanings prior to commencement of the rescheduled cleaning on the new cleaning date. The COR must verify all missed cleanings.

1.5. UNSCHEDULE CLEANINGS. Provide unscheduled cleaning services of hood and duct exhaust systems within 24 hours. These cleanings will not be part of the regularly scheduled monthly cleanings and will follow the same standards/guidance stated in para 1.1.1.1. through 1.1.1.13. Failed cleanings must be re-performed as outlined in para 1.1.1.14.

1.6. MODIFICATIONS, REPAIRS, AND CORRECTIVE ACTIONS. The contractor shall notify the COR in writing when modifications, repairs, and/or corrective actions are required. The contractor shall provide the list of modifications, repairs, and/or corrective actions required within 5 business days of notification. The contractor shall not commence on any modifications, repairs, and/or corrective actions unless authorized by the Contracting Officer.

http://www.ecmra.mil/

2.0. SERVICES SUMMARY

Performance Objective SOW Para Performance

Threshold

Perform Inspection and Cleaning Operations on

Hood and Duct Grease Extraction Systems.

Systems are properly and efficiently inspected and cleaned as specified.

1.1.1.1. through

1.1.1.11.

All systems are cleaned as specified

100% of the time.

Perform Unscheduled Cleaning Services.

Contractor responds within 24 hours and properly and efficiently cleans as specified

1.5.

Response is made within 24 hours and system is cleaned

100% of the time.

Perform Re-performance Cleaning Services.

Contractor schedules and re-performs failed cleanings within 48 hours as specified

1.1.1.14.

Failed cleanings are re-cleaned within 48 hours and system is cleaned 100% of the time.

Completion and Submission of All Schedules, Reports and Other Documents.

All schedules, reports, and other documents accurately completed and submitted in a timely manner.

1.1.1.2., 1.1.1.7., 1.1.1.12, 1.1.1.13, 1.1.1.15., 1.2.

through 1.4., 4.3.3.8., and

4.3.3.9.

Reports are delivered

97% of the time with no more than 2 late submissions per base.

3.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

3.1. UTILITIES.

The UK/US RAF Base will furnish electricity and water for the performance of services in this contract. The UK/US RAF Base is not responsible for furnishing adaptors for connecting contractor-furnished equipment to UK/US RAF Base -furnished utilities. In buildings the Government is not able to provide electricity the Contractor must use Generator power at no additional cost to the Government.

3.2. DAMAGE TO U.S. GOVERNMENT PROPERTY.

The contractor shall report all damage to UK/US RAF Base property to the COR before 0800 hours the next business day. The contractor shall be responsible for reimbursing the UK/US RAF Base no later than 30 calendar days after receipt of claim for all costs associated with damages to UK/US RAF Base property in the performance of services in this contract.

3.3. GOVERNMENT FURNISHED TRAINING: Level I Anti-terrorism Training: All employees under this contract must complete Level 1 Anti-terrorism training located at http://jko.jten.mil/courses/atl1/launch.html and have certificates available upon request from the COR.

All new employees hired by the Contractor to perform under this contract after the commencement of the period of performance, must complete Level 1 Anti-terrorism training.

4.0. GENERAL INFORMATION

4.1 QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with the NFPA Standard 96 and other commonly accepted commercial practices. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Services Summary. Contractor must designate a quality control inspector for the UK/US RAF Base to notify in case of customer complaints. Contractor shall provide the name, address work, and phone numbers of their quality control inspector and a copy of their quality control program to the COR and CO for approval no later than 14 business days after contract award.

4.2. QUALITY ASSURANCE. Each UK/US RAF Base will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan. Each UK/US RAF Base Fire Department is the final inspection approval authority for all kitchen exhaust systems. Prior to any systems being reassembled after a cleaning, UK/US RAF Base Fire Department, COR, and/or facility manager/building POC must verify the cleaning to bare metal. If systems are re-assembled prior to verification, the contractor must disassemble the system for verification. Any discrepancies after the cleaning will be noted on the checklist.

4.3. ENVIRONMENTAL PROTECTION/HAZMAT REQUIREMENTS

4.3.1. ENVIRONMENT PROTECTION. No flammable solvents or other flammable cleaning aids shall be used in accomplishing services described in this contract. All methods used shall incorporate the use of non-hazardous biodegradable degreasers, scraping, scrubbing, and wiping to bare metal.

The contractor shall submit the Safety Data Sheet, written in English, of all degreasers to the CO, COR, and the appropriate UK/US RAF Base’ Environmental Office, at contract award and for any new degreaser/cleaner introduced, prior to usage.

4.3.2. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS. The

Contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conserves water, energy and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities. Furthermore, the Contractor shall give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the Contractor shall ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract.

4.3.2.1. All on-site contractor personnel shall receive the installation EMS awareness level information.

4.3.2.2. The contractor shall perform all work in accordance with applicable United Kingdom and US

Air Force environmental laws, regulations and operating standards, including but not limited to the

Final Governing Standards (FGS) for the United Kingdom. The contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract.

4.3.3 HAZMAT REQUIREMENTS

4.3.3.1. Environmental, Health, And Safety. The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), federal and local laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

4.3.3.2. Pollution Prevention. Pollution Prevention and Source Reduction are defined in the Pollution

Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

4.3.3.3. The contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

4.3.3.4. Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to Bioenvironmental Engineering (BE) at

01638528047 or 48amds.sgpb@us.af.mil at least 10 business days prior to the date required to bring them on base.

4.3.3.5. Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS: Contact

BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 business days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

4.3.3.6. Ionizing sources: Contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference:

AFI 48 -148, Ionizing Radiation Protection.

4.3.3.7. Hazardous Materials/Chemical Management: Hazardous Materials/Chemical Management:

All hazardous material use requires prior authorization before bringing the hazardous material on base.

Hazardous material includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

4.3.3.8. The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto any UK/US RAF Base using the HazMat Authorization Request

Template (Appendix E). The Contractor shall submit completed inventories and SDSs to the CO, COR, each UK/US RAF Base’ Environmental Office, and RAF Lakenheath’s Bioenvironmental

Engineering Office (01638 528047) (48amds.sgpb@us.af.mil) at least 10 business days prior to the date required to bring them on base.

4.3.3.9. Once approved, the Contractor shall maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor shall track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration shall be reported at the end of the contract period. Hazardous material usage for any contract over a month in duration shall be reported no less than monthly.

Hazardous material usage shall be reported using the attached HazMat Monthly Usage Log Template.

4.3.3.10. The Contractor shall not leave any excess hazardous materials or empty containers on site following completion of the project. The Contractor is responsible for the removal of all unused hazardous materials and proper disposal of all hazardous waste generated. Reference: AFI-32-7086, Hazardous Materials Management

4.3.3.11. Controls of other hazards: Contractors must coordinate with Bioenvironmental Engineering

(BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 business days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel. Work shall be performed IAW all applicable occupational health and safety regulations.

4.3.3.12. Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas.

4.4. HOURS OF OPERATION. The contractor shall coordinate all work to be accomplished IAW contract with the building custodian. Cleaning services may be required during non-business or off-hours (early AM or late PM), Monday through Saturday, with the exception of US Government holidays, US Government installation down days, and United Kingdom national holidays. The time for cleaning services to be performed shall be coordinated before any work is scheduled.

List of US Holidays:

1. January 1 New Year’s Day

2. 3rd Monday in January Martin Luther King’s Day

3. 3rd Monday in February Washington’s Birthday

4. Last Monday in May Memorial Day

5. July 4 Independence Day

6. 1st Monday in September Labor Day

7. 2nd Monday in October Columbus Day

8. November 11 Veteran’s Day

9. 4th Thursday in November Thanksgiving Day

10. December 25 Christmas Day

Note: When the holiday is on a Saturday, the preceding Friday will be the US Holiday. When the holiday is on a Sunday, the following Monday will be the US Holiday.

List of UK Holidays:

1. 1 January New Year

2. Friday before Easter Good Friday

3. Monday after Easter ` Easter Monday

4. 1st Monday in May May Day Bank Holiday

5. Last Monday in May Spring Bank Holiday

6. Day after Spring Bank Holiday Queen’s Birthday (MOD only)

7. Last Monday in August Summer Bank Holiday

8. 25 December Christmas Day

9. 26 December Boxing Day

4.4.1 Mission Essential: These services are not considered mission essential. The contractor is not required to perform services under crisis or emergency conditions.

4.5. Contractor Employee Base Pass and Identification, Special Clearances, and Vehicle

Registration. The Contractor shall comply with all requirements and procedures IAW AFFARS

5352.242-9000, Contractor Access to Air Force Installations.

4.5.1. SECURITY REQUIREMENTS.

4.5.2. Contractor employees shall comply with the UK/US RAF Base’ security requirements imposed by the Installation Commander for each installation at all times while on the premises. The Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at each installation. The Contractor is responsible for accountability of all such media, which shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the Contractor. The

Contractor shall comply with all policies regarding entry to each installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to each installation for the purpose of work under this contract only, and are not authorized in other facilities or areas without prior government authorization.

4.5.3. BASE ACCESS: The Contractor must be aware that entry requirements are subject to change due to installation and world situations. All employees may be subject to a background check through the appropriate host nation agency checks to include but not limited to SFMIS, MODLO, FBI, and/or other MOD agency for base access.

4.5.4. Current security access requires all contractor vehicles to enter through each installation as indicated below only. Contractor vehicles may be subject to search prior to gaining base entry. The

Contractor should plan and allow for delays to accommodate security procedures. Driver and any passengers must present a valid (Base issued) Contractors ID Card.

RAF Lakenheath – Gate 8.

RAF Feltwell – Main Gate.

RAF Mildenhall – Gate 15 or Main Gate.

RAF Alconbury – LVIS Gate on Mon – Fri during 0700 – 1400. If the LVIS Gate is closed, the contractor must use the main gate.

RAF Molesworth – Main Gate.

RAF Croughton – Main Gate.

RAF Welford – Main Gate

RAF Menwith Hill – Nessfield Gate (Bldg #96635)

4.5.5. SECURITY REQUIREMENTS: The Security Forces Pass & Registration office hours of operation are typically 0700 - 1600 and are located at each installation’s Main Gate with exception of the bases indicated below. All offices are closed on US Federal Holidays and Wing and Family down days. During normal duty hours all base access and vehicle passes must be obtained at this office prior entering the base. After hours passes may be obtained from the gate personnel.

RAF Mildenhall – building 438, Monday thru Friday from 0800 - 1600.

RAF Alconbury and RAF Molesworth – located in building 334 on RAF Molesworth, Monday thru

Friday from 0830- 1530.

RAF Croughton – Main Gate until 1300 Mon – Fri. Gate House from 1300.

RAF Welford –

RAF Menwith Hill –

4.5.6. REQUIREMENTS FOR CONTRACTOR CREDENTIALS: Must present a current identification card issued by their country of residence.

4.5.6.1. DARB FORM 5: Must be filled out completely prior to proceeding to the Pass & Registration office. The contractor shall complete Blocks 1, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, and 16. The

Contractor or authorized representative must also sign Block 7a. Upon completion of the form by the contractor, the DARB Form 5’s must be signed by the Contracting Officer before being issued a pass from Security Forces. (NOTE: No individual should sign Block 20 until they receive their ID card from the Security Force individual processing the request.)

4.5.6.2. DD FORM 2583: Unescorted Entry Authorization Certificate, and USAFE Form 79 must be filled out completely prior to proceeding to the Pass & Registration office. The contractor shall complete Blocks 1-3, 5-14 on DD Form 2583 and sections 1-4 down to the Approving Official on the

USAFE Form 79 (once complete, the Pass and Registration office will fill out section 5). The contract will then sign a Receipt of Acknowledgement after issuance of a pass.

4.5.6.3. For access to multiple installations, the contractor must follow procedures identified in

AFMAN 31-113 USAFE Supplement (section 2.10.4.1.1). This section states the following: “If multiple installations are required for an installation pass, the sponsoring official will route a memorandum request thru each installation to justify access and acquire approval. The sponsoring installation will be responsible for performing all components of the background/Host Agency Check and/or equivalent and providing copies of the results to other installations upon request. Only one host nation check is required. Once the approving installation provides a favorable host-government law enforcement check and the approval of the installation commander, then the requesting installation may issue an installation pass with the requested regions.”

4.5.6.4. EMPLOYEE BACKGROUND CHECKS: All Contractor employees who do not have a current security investigation acceptable to the Security Forces, and who require a Host Agency Check

(HAC) for the performance of their duties, shall complete an AF Form 2583, USAFE IMT 19, a Basic

Check Verification Record and MODLO Proforma. Once all forms are filled out they are routed through the Ministry of Defense Liaison’s Office to the Defense Vetting Agency.

4.5.6.5. PRE-APPROVAL COORDINATION: The Civil Engineering Agency (CEA) Security

Manager at each UK/US RAF Base is the source for the necessary forms and will provide instructions for receiving, preparing, and processing these forms. The Contractor shall coordinate with all required facilities to process all necessary paperwork. After forms have been properly completed, the CEA

Security Manager at each UK/US RAF Base will make an appointment for contractor employee(s) to go to the Security Forces for submittal of paperwork and fingerprinting into IACS database.

Appointments will be scheduled within two weeks of request.

4.5.6.6. BADGE ISSUANCE: A minimum of 180 days is required to process contractor employee’s applications through HAC. Additional time will be required if results are unfavorable and may result in denial of entry to any escorted/unescorted restricted/controlled areas and/or the installation. The CEA

Security Manager will notify the Contractor of any HAC results. After completion of a favorable HAC, each eligible employee shall report to the CEA Security Manager for processing of AF Form 2586. The

CEA Security Manager or designate at each UK/US RAF Base will schedule appointments for issuance of badges.

4.5.6.7. ACCESS REVOCATION: Each UK/US RAF Base’ Installation Commander reserves the right to deny restricted area entry to any contractor employee whose HAC is unfavorable, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to a secure area is not in the best interest of national security.

4.5.6.8. BADGE VALIDITY: Controlled area badges will be valid only for the actual period of employment or the term of the contract, whichever occurs first. Contractor employees must display the controlled area badge on their outer garment above waist level, and must, upon request, surrender the badge to any DoD member for identification verification. Violations or deviations from established security procedures by contractor employees may result in confiscation of controlled area badges and denial of future entry to restricted areas.

4.5.6.9. RESTRICTED/CONTROLLED AREAS: Contractor performance within any and all restricted and/ or controlled areas shall require Contractor compliance with various levels of security and established personnel security entry control procedures. The Contractor shall ensure all contractor employees performing services in secured areas are processed for a controlled area, limited access, or visitor badge by the Entry Controller of the restricted/controlled area. Outside contents to include but not limited to bags, containers, vehicles, etc. are subject to inspection prior to entering and leaving a restricted/controlled area and prohibited and/or misappropriated items will be confiscated

4.5.6.10. ACCESS COORDINATION: The facility manager/user/occupant/requester for each

UK/US RAF Base building will be responsible for providing access, escorts, or temporary visitor access badges for contractor personnel while performing their duties. The Contractor shall be responsible for scheduling access/escorts/badges by contacting the facility manager/requester no less than 14 calendar days prior to the date requiring access to the Entry Control Point of the restricted/controlled area.

4.5.6.11. ESCORTS: At all times while on any restricted/controlled areas, contractor employees shall be under direct surveillance of a person from that facility who is cleared to wear a controlled area badge and perform escort duties. Visitor badges shall be returned to the Entry Controller each time the employee completes the duties and leaves the area. This requirement is waived for contractor personnel who have unescorted access privileges and display a controlled area badge for the restricted/controlled areas. Escorts for entering the main base will only be provided with prior coordination between the contractor and the appropriate points of contacts at each UK/US RAF Base. Requests for escorts must be coordinated and approved a minimum of 14 calendar days prior to the date needed.

4.5.6.12. CONTRACT PERSONNEL REQUIREMENTS: The Contractor shall not employ persons for work on this contract who are identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.5.6.13. CONTRACTOR VEHICLES: Contractor vehicles must be properly registered and maintained in a safe and operational condition at all times while on each UK/US RAF Base.

4.5.6.14. FOR OFFICIAL USE ONLY (FOUO). The contractor shall comply with DoD 5400-7-R, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.5.6.15. REPORTING REQUIREMENTS: Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security or well-being of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.5.6.16. PROHIBITED ITEMS: All offensive weapons as dictated in UK Criminal Justice Acts and Prevention of Crime Acts are prohibited on all UK/US RAF Bases. Any weapon made or adapted for use for causing injury to another person, or intended by the person having it with him for such use will be apprehended and charged under applicable UK laws.

4.5.6.17. PHYSICAL SECURITY: The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

5.0. SPECIFIC TASKS

5.1. eCMRA REPORTING. Section 2330a of title 10, United States Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD) by 31 Oct. The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data. Contractors for other than Army components can visit the site below.

https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf

*REPORTING PERIOD: Contractors are required to input data by 31 October of each year.

However, due to the delayed implementation, input of FY19 data is required by 31 Mar 20.

USES AND SAFEGUARDING OF INFORMATION: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

USER MANUALS: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army

CMRA link at http://www.ecmra.mil.

When filling out the required information please utilize “FFBX70 - USAF IN EUROPE” as the UIC if you cannot locate the UIC for this contract among the provided options. Also, the FSC for this specific contract is 7320.

5.2. CONTRACTOR PERSONNEL.

5.2.1. CONTRACT MANAGER. The contractor shall provide a contract manager (primary and alternate) who shall be responsible for the performance of work and shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The contract manager shall be available during normal duty hours (0700-1600). The contractor shall be able to meet with the

CO or COR to resolve any contract issues. The contract manager and alternate shall be able to understand, read, speak and write basic and technical English. The contract manager and alternate shall https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf http://www.ecmra.mil/ be able to speak English with sufficient structural accuracy and vocabulary to participate in most formal and informal conversations on practical, social, and professional topics. The contractor shall provide to the CO, within 5 business days after contract award, the names, addresses and phone numbers of the contract manager’s supervisor, contract manager, and an alternate with authority to act for the contractor if the contract manager cannot be contacted. Any required changes to this listing shall be submitted in writing to the CO within 10 business days prior to the change taking effect.

5.2.2. OTHER PERSONNEL. At least one individual per work team shall be able to understand and speak a minimum level of conversational English at language proficiency level I (Able to satisfy minimum courtesy requirements and maintain very simple face-to-face conversations on familiar topics. Sufficient comprehension to read very simple written material). Supervisors and management personnel shall be able to read, write and understand conversational and technical

English. Contractor shall provide a list of names including passport number of all the people working under this contract to the CO and COR. If changes occur, the contractor must provide a new list 10 business days prior to the change taking effect.

5.2.2.1. ROSTERS: Contractor shall provide a complete roster of all personnel (including contract manager and alternates) to CO no later than pre-performance conference. Roster must include name, address, telephone number, and identification number of employee. Contractor shall maintain a current listing of employees, providing updates as changes occur and provide to CO when updated.

5.2.2.2 Contractor shall not employ persons for work on this contract if such employees are identified to contractor by CO as a potential threat to health, safety, security, general wellbeing, or operational mission of the installation and its population in accordance with DoDD 5500.07, Standards of Conduct.

5.2.2.3. CONTRACTOR APPERANCE. Contractor personnel who enter UK/US RAF Base shall present a neat appearance and be easily recognized as contractor employees. The contractor will provide employees with a smock, vest, or similar outer garment that easily identifies them as contractor personnel, and should be worn at all times while on a UK/US RAF Base . The contractor shall also provide each employee with an identification badge that shall include the employee’s name, employee’s photograph, and contractor’s name, and shall be distinguishable from a distance of 3 meters. Identification shall be available prior to employment and shall be worn or attached to the outer garment at all times.

5.3. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Work stoppages may occur during the execution of this PWS due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or prohibited. During scheduled and unscheduled exercises or operations, the contractor should be prepared to move to other work locations or suspend operations at no additional cost to the U.S. Government.

6.0 APPENDICES.

A. Estimated Workload Data

B. Cleaning Checklist

C. Required Publications

D. Hood and Duct Frequency and Measurements

E. HazMat Monthly Usage Log Template

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM

SERVICE DESCRIPTION

ESTIMATED QUANTITY

General Cleaning Hood and Duct Systems 102 Systems

1 No cleaning service. Systems are under renovation. 0 Systems

2 Once a year cleaning service (Annually). 5 Systems

3 Twice a year cleaning service (Semi-annually). 40 Systems

4 Four times a year cleaning service (Quarterly). 32 Systems

5 Six times a year cleaning service (Bi-monthly). 0 Systems

6 Twelve times a year cleaning service (Monthly). 20 Systems

7 Twice a month cleaning service (Bi-weekly). 7 Systems

Unscheduled cleanings. Systems not on the regular schedule.

0 Cleanings

9 Modifications, repair, and corrective actions. X Repairs

APPENDIX B

BUILDING NUMBER: DATE OF CLEANING: START TIME: END TIME:

Cleaning Checklist for Hood and Duct Grease Extraction Systems YES NO N/A

1 Did cleaning of hoods and duct systems commence from the top down, beginning with the roof area and ending in the kitchen?

2 Did contractor properly secure all electrical switches, motors, fans, detection devices, and system supply cylinders to prevent accidental starting of fans and activation of fire extinguishing systems? (PWS para 1.1.1.4.)

3 Did contractor remove and reinstall all items to be cleaned, to include items to access areas to be cleaned? (PWS para 1.1.1.5.)

4 Did the contractor cover all surfaces underneath hood & ducts to prevent grease and oil damaging all surfaces? (PWS para 1.1.1.6.)

5 Did the contractor ensure that cleaning chemicals do not come in contact with fusible links and other detection devices of the fire extinguishing systems? (PWS para 1.1.1.6.)

6 Are inside and outside surfaces cleaned to bare metal of all hoods and ducts, light fixtures installed on hoods, grease removal devices, fans, impellers, pulleys, V-belts, filters (reusable types only), dampers, louvers, the outside of drive motors, and other parts of the system. (PWS para 1.1.1.3.)

7 Did contractor clean all masonry and roof surfaces at a minimum of 1.0 meter in diameter surrounding exhaust ducts? (PWS para 1.1.1.3.)

8 Did contractor remove all debris including wastewater generated from cleaning operations? (PWS para 1.1.1.7.)

9 After completing cleaning operations did the contractor bring the systems back to original status? (PWS para 1.1.1.5.)

10 Did the contractor distribute a layer of road salt to any exterior road and sidewalk surface becoming wet due to cleaning operations during freezing temperatures or threat of freezing temperatures? (PWS para 1.1.1.11.)

11 Did the contractor placed a preprinted label/tag of the servicing company shall be affixed near any and all access panel used during the cleaning? (PWS para 1.1.1.10.)

12 Did the contractor place a certification decal on the hood exterior? (PWS para 1.1.1.10.)

This block is to be filled out by the contractor at every cleaning (100% of the time).

I have performed the above listed items in accordance with the Performance Work Statement.

Printed Name: Signature: DATE:

This block is to be filled out by the Fire Department Personnel during 100% or Periodic Inspections.

I verify item 6 has been performed by the above contractor personnel.

This block is to be filled out by the facility manager/building POC or alternate during Periodic Inspections.

I verify all items except # 6 have been performed by the above contractor personnel.

IN THE EVENT OF A MISSED APPOINTMENT: During duty hours contact the CORs at each UK/US RAF base; after duty hours: Call by 0700 the next morning.

APPENDIX C

REQUIRED PUBLICATIONS

Publication

No.

Name Date

Applicable

Paragraph PWS Paragraph

NFPA 96

NFPA 96 Standard for

Ventilation Control and Fire

Protection of Commercial

Cooking Operations

Edition

Chapter 11.2 through 11.6 1.1.1.

APPENDIX D

CLEANING FREQUENCIES AND HOOD SIZE

Item Inst

Code Location

Bldg

Frequency

# of

Cleanings

Hood

Size

1 CROG Croughton Crown, Kitchen 92 Quarterly 4 Medium

2 CROG Food Court, Chef Kevin's, Kitchen 105 Monthly 12 Large

3 CROG Bowling Alley, Kitchen 74 Monthly 12 Large

4 CROG

Airmen & Family Readinesss Center, Kitchen

Semi-annually 2 Small

5 CROG CDC, Kitchen 150 Semi-annually 2 Medium

6 CROG DODs School, Kitchen 230 Quarterly 4 Small

7 CROG DODs School, Serving Line 230 Quarterly 4 Medium

8 CROG Fire Station, Kitchen 61 Semi-annually 2 Small

9 CROG Base Chapel Annex, Kitchen 51 Semi-annually 2 Medium

10 CROG SATCOM, Kitchen 180 Semi-annually 2 Small

11 LAKE RAFL BK Boiler 952 Bi-Weekly 24 Medium

12 LAKE RAFL BK Boiler 2 952 Bi-Weekly 24 Small

13 LAKE RAFL Hospital Kitchen 1 932 Monthly 12 Large

14 LAKE RAFL Hospital Kitchen 2 932 Monthly 12 Large

15 LAKE RAFL Hospital Server Area 932 Monthly 12 Medium

16 LAKE RAFL St Café Kitchen 1224 Monthly 12 Medium

17 LAKE RAFL Golf Club Kitchen 1320 Monthly 12 Medium

18 LAKE RAFL Liberty Club 648 Monthly 12 Large

19 LAKE RAFL Bowling Alley Kitchen 657 Monthly 12 Large

20 LAKE RAFL Pizza Place Kitchen 670 Quarterly 4 Large

21 LAKE RAFL Knights Table Kitchen 1 934 Monthly 12 Large

22 LAKE RAFL Knights Table Kitchen 2 934 Monthly 12 Large

23 LAKE RAFL Knights Table Serve Area 1 934 Monthly 12 Medium

24 LAKE RAFL Knights Table Serve Area 2 934 Monthly 12 Medium

25 LAKE RAFL O'Club Kitchen 1 958 Bi-Weekly 24 Large

26 LAKE RAFL O'Club Kitchen 2 958 Bi-Weekly 24 Large

27 LAKE RAFL Charley's Kitchen 998 Monthly 12 Medium

28 LAKE RAFL Taco Bell Kitchen 1078 Quarterly 4 Small

29 LAKE RAFL Elementary School Kitchen 50 Semi-annually 2 Large

30 LAKE RAFL AYA Kitchen 250 Semi-annually 2 Small

31 LAKE RAFL CDC Kitchen 439 Semi-annually 2 Large

32 LAKE RAFL CDC Kitchen 659 Semi-annually 2 Medium

33 LAKE RAFL Intermediate School 800 Semi-annually 2 Medium

34 LAKE RAFL High School Kitchen 1 840 Semi-annually 2 Large

35 LAKE RAFL High School Kitchen 2 840 Semi-annually 2 Small

36 LAKE RAFL High School Kitchen 3 840 Semi-annually 2 Small

37 LAKE RAFL Squad Ops Kitchen 1370 Semi-annually 2 Small

38 LAKE RAFL Chapel Kitchen 990 Semi-annually 2 Medium

39 LAKE RAFL Pizza Hut Kitchen 998 Monthly 12 Small

40 LAKE RAFL Fire Station 1 Kitchen 1200 Semi-annually 2 Small

41 LAKE RAFL Fire Station 2 Kitchen 1511 Semi-annually 2 Small

42 LAKE RAFF Fire Station Kitchen 22 Semi-annually 2 Small

43 LAKE RAFF Elementary School Kitchen 1 95 Semi-annually 2 Large

44 LAKE RAFF Elementary School Kitchen 2 95 Semi-annually 2 Large

45 LAKE RAFF Middle School Kitchen 2 109 Semi-annually 2 Large

46 MERS Steeplebush Cafeteria - Oven 1045 Quarterly 4 Large

47 MERS Steeplebush Cafeteria - Fryer 1045 Quarterly 4 Medium

48 MERS Steeplebush Cafeteria - Serving Line 1045 Quarterly 4 Small

49 MERS Steeplebush Cafeteria - Dishwasher 1045 Quarterly 4 Small

50 MERS Community Pavillion 621 Quarterly 4 Medium

51 MERS Fire Station 624 Quarterly 4 Small

52 MERS Community Club - Oven 418 Quarterly 4 Large

53 MERS Community Club - Fryer 418 Quarterly 4 Large

54 MERS Community Club - Dishwasher 418 Quarterly 4 Medium

55 MERS Community Club - Oven II 418 Quarterly 4 Medium

56 RFMD New Dormitory 111 Quarterly 4 Small

57 RFMD New Bowling Alley 160 Quarterly 4 Large

58 RFMD BK Boiler K4 163 Bi-Weekly 24 Small

59 RFMD BK Chip Fryer K5 163 Bi-Weekly 24 Medium

60 RFMD Taco Bell K1 163 Quarterly 4 Medium

61 RFMD Taco Bell K2 163 Quarterly 4 Small

62 RFMD Pizza Hut K3 163 Quarterly 4 Small

63 RFMD Dormitory 210 Quarterly 4 Small

64 RFMD Dormitory 215 Quarterly 4 Small

65 RFMD CDC Kitchen 1 288 Quarterly 4 Large

66 RFMD CDC Kitchen 2 288 Quarterly 4 Medium

67 RFMD Youth Center 293 Quarterly 4 Medium

68 RFMD MDF Dining K1 436 Quarterly 4 Large

69 RFMD MDF Dining K2 436 Quarterly 4 Large

70 RFMD MDF Dining K3 S 436 Quarterly 4 Medium

71 RFMD MDF Dining K4 S 436 Quarterly 4 Medium

72 RFMD Road House K1 437 Bi-Weekly 24 Medium

73 RFMD Kitchen 1 K2 437 Monthly 12 Large

74 RFMD Kitchen 2 K2 437 Monthly 12 Medium

75 RFMD Kitchen 3 K2 437 Monthly 12 Medium

76 RFMD Pizza Prep K3 437 Semi-annually 2 Small

77 RFMD Plate Wash K4 437 Monthly 12 Medium

78 RFMD Pot Wash K5 437 Monthly 12 Large

79 RFMD O'Club Kitchen 464 Quarterly 4 Medium

80 RFMD Fire Station Hood 1 669 Semi-annually 2 Medium

81 RFMD Fire Station Hood 2 669 Semi-annually 2 Small

82 RFMD South Side Gym 849 Semi-annually 2 Small

83 ALCO NYPD Molesworth Kitchen Area 316 Quarterly 4 Large

84 ALCO Station 1 Fire Department Kitchen 490 Annually 1 Small

85 ALCO Bowling Facility Kitchen 616 Quarterly 4 Large

86 ALCO

Stukeley Club Kitchen (unique system that covers the entire kitchen ceiling) 637 Annually 1 Large

87 ALCO

Conchola House Communal Kitchen 2nd

Floor 675 Annually 1 Medium

88 ALCO Youth Center Kitchen 680 Annually 1 Small

89 ALCO

Alconbury High School Kitchen Class

Room

Semi-annually 2 Large

90 ALCO Alconbury Elementary School Kitchen 694 Semi-annually 2 Medium

91 ALCO Alconbury Elementary School Kitchen 694 Semi-annually 2 Small

92 ALCO CDC Kitchen 700 Annually 1 Medium

93 FRFD

Beldon Diner, Contingency Dining Facility, RAF Fairford

Semi-annually 2 Medium

94 FRFD

Beldon Diner, Contingency Dining Facility, RAF Fairford

Semi-annually 2 Medium

95 FRFD

Beldon Diner, Contingency Dining Facility, RAF Fairford

Semi-annually 2 Small

96 FRFD Bowling Center, RAF Fairford 590 Semi-annually 2 Medium

97 FRFD Community Activities Center, RAF Fairford 179 Semi-annually 2 Large

98 FRFD Community Activities Center, RAF Fairford 179 Semi-annually 2 Medium

99 FRFD Fire Station, RAF Fairford 31 Semi-annually 2 Medium

100 FRFD Security Forces Breakroom, RAF Fairford 491 Semi-annually 2 Small