Site_Visit_Question_Answers.pdf

Hoods & Ducts Site Visit Questions

Questions in reference to the Burger King on RAF Lakenheath:

Can the broiler be moved?

Answer: Yes

Are the electricity outlets 3 phase? If not, what phase are they?

Answer: Yes

Where are the fan extraction systems at?

Answer: We have the system box in the kitchen where we switch them on and off.

What are the access hours?

Answer: After 2000

Can access be granted on Sundays?

Answer: Yes, after 1800

Do all ducts go straight up to the rooftop?

Answer: Yes

Can all of the fans be isolated?

Answer: Yes they can be isolated

Questions in reference to the dining facility on RAF Lakenheath (Knight’s Table):

Do both systems go straight to the roof?

Answer: No.

Does the DFAC provide midnight chow?

Answer: Yes. Only on Sunday’s through Thursdays. DFAC Hours are as follows:

Mon-Fri Sat-Sun Sun-Thurs

Breakfast: 6-8:15am Breakfast: 6-8:15am Midnight Meal: 11pm-1am

Lunch: 11am-1pm Lunch: 11am-1pm

Dinner: 4:30-7pm Dinner: 4:30-6:30pm

What is the power supply of the extraction systems?

Answer: 220-240 VAC

Do the exhaust systems connect for all hoods in the building?

Answer: Yes

Is there lighting on the roof of the building?

Answer: No

Can the systems be shut off at any period during the day for cleaning?

Answer: No. Only during the day prior to U.S Holidays and during the hours of 1900 to 0100 will cleaning be allowed. A list of U.S. holidays is listed as:

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

Will contractors be escorted by the current contractor?

Answers: No. The gaining contractor will be responsible for gaining access badging and privileges to each base on the contract.

Who has access to/possession of the keys that access the hood and duct systems in each building?

Answer: The Facility Manager will have access to the facilities at all times. The Roof access keys are held by the Civil Engineer Squadron

Questions in reference to the Liberty Club on RAF Lakenheath:

Does the duct work have horizontal runs?

Answer: Yes

The hood system in the kitchen is fairly large, is this considered one hood?

Answer: Yes

Do facility managers have asbestos check records for the ceilings?

Answer: The base has an asbestos program with all the info. The CE Environmental Flight will be able to assist with that. POC is Mr. Nathan Campbell.

Is it possible to provide the contractor who wins the contract award with cleaning reports to give them an idea of the cleaning history?

Answer: Yes, however it can take the current contractor up to 2 months to provide most current.

Questions in reference to the dining facility on RAF Mildenhall (100 FSS Flight Kitchen):

Is there a dry chemical in the sprinkler system?

Answer: No. There is an Ansul dry chemical system present on the serving line but it is not this that has been drained, historically. It is the wet pipe sprinkler system that has been drained in order to prevent accidental activation.

Does fire prevention inspect every building after inspection?

Answer: Yes. The Fire Prevention Office asks to be called approximately 30 minutes prior to the anticipated conclusion of cleaning work so they can arrive in plenty of time to conduct a full inspection of cleaning. All access panels must remain off ductwork and filters out of hoods until a full inspection has taken place.

Which company installs the scaffolding that is used for cleanings in this building?

Answer: Unknown. The current prime contractor, apart from subcontracting the cleaning of hood and ducts, also subcontracts the installation of the scaffolding.

Who pays to have the scaffolding erected for cleanings in this building?

Answer: Unknown. It is assumed that the current prime contractor pays and the costing is figured into their contract costs.

Is erecting scaffolding to clean the hoods and ducts in this building mandatory?

Answer: There is not a mandatory requirement by the Fire Prevention Office. Access hatches are provided throughout the system. Historically, to physically access these and to provide a safe working platform for cleaners a scaffold system has been used. Inspectors have used the same system to inspect although we have cable cameras that may also be used to access areas of ductwork that might be inaccessible by ormal means.

Does the current contractor have to pay to have the sprinkler system drained?

Answer: Unknown. It is our understanding that they utilize services from various subcontracted firms to include suppression system maintenance. It is assumed that the cost for this is calculated into their contract.

If the staff of the building can’t have access to the keys to access the system ducts, will the contractor automatically be given the keys at contract award?

Answer: The current contractor has keys to all areas it is required to clean. Once the newly appointed contracted cleaners have security clearance and base passes they will have access to all areas they are required to clean. Prior to that they will have to be escorted. Details of how this will be conducted are not yet available.

Are there buildings at RAF Mildenhall that require harnesses?

Answer: There is one building in particular that has hard to get to spaces that may require a harness. The current contractor does not use a harness for this system, however, using a harness may be beneficial in the future for better, safer access to those hard to clean spaces.

Who will be the new contact for fire suppression systems?

Answer: The current prime contractor subcontracts another company to deal with the fire suppression system when cleaning certain systems. However, this is not a requirement of the contract.

General questions in reference to all systems:

Who is in charge of asbestos training?

Answer: The Civil Engineering Environmental Flight for each base.

Are there buildings that require harnesses?

Answer: Yes, there are some facilities that need harnesses as they have climbing ladders. Assume all do unless you need an exact list as we are not sure what the UK standard is for using harnesses.

Who are the points of contact for issues that arise with individual buildings?

Answer: The facility managers. The gaining contractor will be given contact details for the facility managers of all the buildings they’ll need to access.

Which standard should contractors clean with? British (TR 19) or American (NFPA 90)?

Answer: The NFPA 96 Standard is the required cleaning standard as outlined in the PWS.

Questions in reference to contracting procedures:

The current method used in the pricing schedule requires the offeror to list prices according solely to "frequency" (i.e., monthly, quarterly, semi-annual, etc.) without regard to size of system, complexity, ease of access to roof exhaust fan, additional materials needed for "unique" systems, etc. Should offerors submit the "average" price for each frequency period (i.e., Monthly, Quarterly, Semi-annual, etc.) or will you provide a system where we can list specific prices for individual hood and duct systems?

Answer: The pricing schedule has now been changed to better reflect the sizing differences of the various systems. Contractors can now price the systems by size rather than giving an overall average price for each cleaning frequency.

Several areas of the solicitation (i.e. the "Technical Capability" heading, page 26 item 1 b), state that "a copy of a standard UK business license" is required for companies bidding for this contract.

Can an American company present a proposal (bid) for this contract? Or, are ONLY British companies authorized to apply?

Answer: The technical capability factors that require contractors to have a standard UK business license and proof of insurance have been removed as evaluation factors. Contractors are now only required to provide this info within 30 days after award. This will ensure that all contractors can submit quotes for this contract. Contractors will still have to submit proof of a Building Engineering Services Association

(BESA) certificate and a Contractor’s Health & Safety Assessment Scheme (CHAS) certificate with their quote. Proof of BESA and CHAS certificates are still required for the technical acceptability evaluation factor.