Attachment 4 - Questions and Responses 15 Oct 25.xlsx
XLSX spreadsheet 17 KB Posted
- Attached to
- Hoods & Ducts Cleaning Services Federal contract opportunity
- Solicitation number
- FA558725Q0033
About this file
This document is a Questions and Responses spreadsheet for a federal solicitation (FA558725Q0033) for Hoods & Ducts Grease Extraction Systems Cleaning Services across multiple RAF bases in the United Kingdom. The solicitation covers cleaning services for hood and duct systems at RAF Alconbury, Croughton, Fairford, Mildenhall, Molesworth, and Welford, with a contract start date of 15 December 2025. The document contains 32 detailed questions and corresponding government responses addressing critical operational aspects such as site access, safety protocols, emergency response procedures, HAZMAT reporting, certification requirements, and scheduling flexibility.
Key operational details include: contractors must provide system mapping, CISRS certification, and individual personnel clearances; emergency cleaning can be requested with no annual cap; cleaning will occur during base hours (07:30-16:30) with allowance for off-hours work; roof access and safety protocols are strictly defined; and no central scheduling exists - each base will independently manage access and performance. Contractors must comply with UK safety standards, Health and Safety at Work Act 1974, and BESA TR19 guidelines. The solicitation is issued by the Department of the Air Force United States Air Forces in Europe - Air Forces Africa, with multiple amendments extending quote submission deadlines and revising technical specifications.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| RFQ Atch 1 - Performance Work Statement Revised 15 Oct 25.pdf | ||
| RFQ Atch 2 - Pricing Schedule Amended.xlsx | XLSX spreadsheet | |
| FA55825Q0033 - Revised (10.01.25).pdf | ||
| FA55825Q0033 - Amend 0002.pdf | ||
| FA55825Q0033 - Amend 0001.pdf | ||
| FA558725Q0033 - Revised (09.29.25).pdf | ||
| RFQ Atch 3 - PE Questionnaire.docx | DOCX document | |
| RFQ Atch 1 - Performance Work Statement (05 Sep 25).pdf | ||
| RFQ Atch 2 - Pricing Schedule.xlsx | XLSX spreadsheet | |
| FA558725Q0033 - Solicitation (09.05.25).pdf |
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Sheet1
| RFQ Document | Reference | Section Title | Question | Answer | ||
| 1 | Solicitation | Site visit | Accessibility / Certification | During the RAF Mildenhall site visit at K1 Road House Grill, full access was not available, which under BESA TR19® does not allow a full clean certification — only a partial. Is the Government already aware of this limitation (and others like it across different systems at all bases)? Should contractors assume partial certifications will be acceptable where physical access restrictions prevent full compliance? | K1 Roadhouse Grill has complete access. The Roadhouse system is a straight up and down duct with access points all the way along its ducting, there is a header tank to the left of the hood above the false ceiling in the ceiling void which has an access hatch, and access to the ducting, fan and exhaust on the roof is all completely accessible. | |
| 2 | PWS | 4.3 | Schedule/Timing | Scheduling/Timing: The Performance Work Statement (PWS) specifies base hours of 07:30–16:30 with allowance for off-hours work, but some systems may run over. What degree of flexibility or discretion will be given if cleaning operations run past scheduled hours, especially in sensitive facilities that have more complexities? | Cleans are scheduled in advance with the Facility Manager, current schedules state start time but no end time for the clean. | |
| 3 | PWS | 1.2.14 | Emergency Response | PWS Section 1.2.14 requires emergency cleanings within 24 hours of CO/COR request. How is “emergency” defined and triggered? Is there a cap on the number of emergency cleanings expected per year, or should contractors plan for an unlimited number within the period of performance (PoP)? | There is no cap on the number expected per year but RAF Mildenhall has never had an “Emergency” clean as far as we are aware. Both Alconbury and Molesworth have had an emergency clean. | |
| 4 | PWS | Appendix F | HAZMAT Reporting | HAZMAT Reporting: Appendix F requires monthly HAZMAT usage logs and COSHH risk assessments. Will COSHH risk assessments need to be submitted per chemical per site, or will one consolidated submission covering all bases be sufficient each month? | RAF Mildenhall would require all COSHH Risk Assessments for any chemical to be used at Mildenhall over the life of the Contract up front to get approval, would also require on a monthly basis details a report of how much of each chemical was used on this site. This is also required for Molesworth and Alconbury and it is expected that the other installations require the same. | |
| 5 | PWS | 1.2.11 | Remedial Works | PWS Section 1.2.11 requires road salt application in freezing conditions. Should this be interpreted as a contractor health & safety obligation (i.e., protecting our own work areas), or as a government site protection service performed | ||
| for the base? | Believe the paragraph explains fully that if road or sidewalk become wet due to cleaning operations and there are freezing temp or threat of freezing temp the road salt is to ensure the safety of everyone. Contractor and Govt employees | |||||
| 6 | PWS | 4.6.5 | Host Agency Check (HAC) Vetting | HAC vetting timelines are listed as up to 90 days, with contract start 15 Dec 2025. Will interim passes or escorted access be available to enable performance until HAC vetting is complete? For specialist personnel brought in as needed (e.g., scaffolding teams, abseil- certified cleaners), what is the expected clearance process? Given natural staff turnover on a contract of this size, is there an expedited clearance mechanism for replacements to avoid performance disruption | Escorted access will be arranged. Clearances are completed by the Defence Vetting Agency via COR and RAF Mildenhall MOD Office. The length of time a clearance takes depends on each individual. There is no “fast track” clearance process we are aware of. The other CORs concurr that this is the same for the other bases. | |
| 7 | PWS | 1.2.15 | Modifications, Repairs, and Corrective Actions | PWS Section 1.2.15 requires the contractor to report corrective actions but not perform them without CO/COR approval. Will corrective actions or repairs be funded under separate CLINs/vehicles? | This will be answered at a later date by the Contractinig Officer. | |
| 8 | PWS | 1.2 | Specific Support Services | The PWS also requires CISRS (Construction Industry Scaffolders Record Scheme) certification. According to the CISRS scheme, certification applies to the individual, not the company. Can on-site personnel rely on their individual CISRS certification, or must the contractor company itself also hold CISRS accreditation? | We are advised that the contractor should be held liable for providing this certificate. | |
| 9 | PWS | 1.2.8 | Specific Support Services | |||
| System Mapping / Baseline Data | PWS Section 1.2.8 requires the contractor to produce schematics and as-installed drawings of each system. Will the Government provide any existing maps, diagrams, or as-installed drawings for each site at contract award, or should contractors assume no baseline mapping will be available? | As per Para 1.2.8 The Contractor is to provide | ||||
| 10 | PWS | 4.6.9 | Access Coordination | The PWS references six different installations. | ||
| Will scheduling of access and performance be coordinated centrally by one COR, or will each base facility manager independently manage scheduling? | The designated COR for each individual site will schedule access and performance | |||||
| 11 | PWS | 1.2.3 | Specific Support Services | |||
| Fire Suppression / Lockout-Tagout | PWS Section 1.2.3 notes Mildenhall electricians will isolate electrical switches, with suppression kept active unless approved. Will equivalent support be provided at all other bases, or must contractors provide their own qualified personnel for lockout/tagout and suppression system oversight? | This has been clarified for Mildenhall in the PWS. Isolation will be provided for Alconbury and Molesworth. | ||||
| 12 | PWS | 5.3.6 | Hazardous Material Disposal | PWS Section 5.3.6 requires contractors to remove and dispose of hazardous waste off base. Is there a preferred MOD/USAF-approved disposal contractor or facility, or should contractors establish and certify their own disposal chain? | The Govt does not have a preferred or approved disposal contractor. However, but the Contractor is required to use appropriate permitted disposal facilities. | |
| 13 | PWS | 3.1.2 | Government Furnished Training | The PWS requires Level 1 Anti-Terrorism Training and OPSEC training for contractor personnel with >30-day access. Will the Government provide access to official JKO/CDSE training portals, or must contractors arrange and fund equivalent UK-recognized training? | There is a link in the PWS | |
| 14 | PWS | 4.4 | Hours of Operation | Are all works to be undertaken out of hours? | No some works are currently being performed in normal duty hours -RAF Mildenhall. RAF Molesworth & Alconbury - all cleand differ, althouhg most will commence out of hours. | |
| 15 | PWS | 4.4 | Hours of Operation | If works are out of hours, is the Contractor able to bring in temporary lighting for roof areas? | PWS 1.1.1 The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision , and other items and services necessary to ensure that cleaning of hood and duct grease extraction systems (to include but not limited to hoods, ductwork, and fans/ motors) is performed. Therefore, the contractor is to supply their own lights. | |
| 16 | PWS | If there is no roof edging in place, is the Contractor to include this within their costs? | PWS 1.1.1 The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision , and other items and services necessary to ensure that cleaning of hood and duct grease extraction systems (to include but not limited to hoods, ductwork, and fans/ motors) is | |||
| 17 | PWS | 1.2.2 & Appendix B | Specific Support Services | If there is no fixed ladder in place to access roof areas, is the Contractor to allow for roof access within our costs? | PWS 1.1.1 The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that cleaning of hood and duct grease extraction systems (to include but not limited to hoods, ductwork, and fans/ motors) is performed | |
| 18 | PWS | 1.2 | Specific Support Services | Are the extract systems gas interlock systems? | Yes – but only at Burger King in Building 163 as it is the only location using gas (from a tank, there is no gas pipeline serving RAFM), and the reason I originally answered “no” was because it has only recently had the gas interlocking safety system installed. |
There is no gas interlock system at Alconbury or Moleswort.
| 19 | PWS | 1.1.1 | Scope | Please confirm all site health and safety rules for roof working, taking into account that it is an airfield. | PWS 1.1.1 Abide by all UK safety standards when it comes to roof working. Airfield Management will be notified and communication established prior to any work commencing on the flightline |
| 20 | PWS | 1.1.1 | Scope | Can lone work take place? | No. The potential dangers of roof work are simply too significant to allow anyone to work alone. If someone were to fall, become injured, or become suddenly ill, there wouldn't be anyone immediately present to provide assistance, call for help, or offer basic first aid |
| 21 | Can multiple kitchens be cleaned on the same visit? | At RAF Mildenhall frequently more than one Asset is cleaned per visit, it depends on the Schedule. |
Alconbury & Molesworth cleans would be dependent on the current schedule. The have currently never received multiple cleans at the same time.
| 22 | When booking work, will the Contractor be able to clean more than one system on each visit? | At RAF Mildenhall frequently more than one Asset is cleaned per visit, it depends on the Schedule | |||
| 23 | Vertical riser cleaning where rope access is required, this will be carried out by the Contractor’s in-house rope access team, as a company we use our own rigging equipment i.e. a Dead Weight or A-Frame Deadweight Anchor. Can we bring this on to the RAF Base ? | From Structural standpoint, there’s no concern for using their equipment as long as they are NOT puncturing any surfaces for mounting the temporary equipment to conduct the cleaning. Safety & Security Forces may speak to whether they can or cannot use their specific equipment on base. | |||
| 24 | PWS | 1.2 | Specific Support Services | BESA TR19 is not the standard for cleaning industrial and commercial ventilations systems. BESA TR19 is a guidebook and does not meet UKAS or Current Building Regulations/Legislation and the Government’s insurance company needs to be made aware of this. The standard is National Occupational Standards BSEHV11. All our operativities have been assessed to or are working towards these standards. All our reports and certifications are cleaned to BSEHV11 standards, BESA TR19, and NADD21 Guidelines. Will these be accepted by the Government’s insurance company? | In the UK, commercial kitchen hood and duct cleaners are not legally required to be NOS BSEHV11 qualified to clean. However, they must be trained and qualified to clean according to the standards set forth in the Health and Safety at Work Act 1974 and the Occupiers Liability Act 1984. These acts impose a duty of care on employers to ensure a safe and healthy environment for employees and visitors. The Occupiers Liability Act 1984 specifically requires employers to provide a safe and healthy environment, including maintaining indoor air quality and ensuring that mechanical ventilation systems are regularly cleaned and maintained. |
While there is no statutory requirement for NOS BSEHV11 qualification, it is recommended for cleaners be trained to the highest standards to ensure they are competent in performing their duties. This includes understanding the importance of maintaining clean ductwork to prevent fire hazards and poor indoor air quality.
BESA TR-19 – Guide to Good Practice provides practical advice on testing and cleaning of air distribution and ventilation systems to meet required standards. Commercial kitchen hood and duct cleaners are required by law to clean these systems following BESA TR19 in the UK. The TR19 guidelines are widely recognized as the industry standards for kitchen ventilation cleaning and are essential for compliance with UK fire and health safety laws. Regular cleaning of kitchen extraction systems is crucial to prevent fire hazards, poor indoor quality, and system malfunctions. Compliance with TR19 helps ensure a safe, efficient and healthy work environment for employees and customers.
| 25 | Solicitation | Part II. Page 37 | Pricing Schedule | The Pricing Schedule attachment already includes GBP but in the solicitation document under “PART II – PRICE – 2” there is a line that says any quote submitted in a currency other than U.S. Dollar (USD) will be converted to USD. Does the Government prefer the quote in USD or GBP? | Offerors may quote in their currency of business. This statement was to notify the offeror that any currency other than USD will be converted to USD for evaluation purposes. |
| 26 | PWS | 4.6 | Base Access | How many operatives are permitted on site at any one time? For example, are only two-person teams allowed, or would larger teams of 6-9 operatives be permitted to attend a shift? | Security Forces have confirmed for RAF Mildenhall 1 person can escort up to 10 people but the escort has to always maintain line of site of each person. Escort will be required until contractor personnel have obtained security clearance. For Alconbury and Molesworth 1 base cleared person can escort up to 6 persons. |
| 27 | PWS | 4.4 | Hours of Operation | Is there a standard time when the systems are scheduled for cleaning (i.e. after 1700)? Do the cooking facilities have a set operating end time across all sites that allows the cleaning teams to begin? Does the start time vary depending on the base and system? | The closing time for kitchens will be provided by RAF Mildenhall, start time will vary across the site. depending on each facility and their closing time. |
| 28 | If additional access panels need to be installed or existing panels replaced during the contract term, should these be quoted separately as additional works, or should the associated costs be built into the overall 5-year pricing submission? | Quoted separately | |||
| 29 | PWS | Appendix B | PWS Appendix B: Is the scaffolding to be included within the contract pricing for cleaning or should it be treated as a separate cost that will be invoiced outside the cleaning scope? Can the Government clarify whether the scaffolding needs to be fixed or mobile? Fixed requires erecting it along the length of the building a few days prior to service and dismantling it a few days afterwards – which will require additional installation visits. Mobile scaffold is on wheels, assembled, used, and removed on the day of the service – requiring no additional installation visits. | The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that cleaning of hood and duct grease extraction systems (to include but not limited to hoods, ductwork, and fans/ motors) is performed |
From Structural standpoint, either fixed or mobile can be used. Again, as long as the equipment doesn’t cause structural damage, it would be up to the contractor as to how they go about conducting their work.
| 30 | PWS | Appendix B | The Community Activities Center RAF Fairford is listed twice on page 18 of the PWS. Please confirm that this is intentional (i.e. the site contains two separate systems) and not an error. Additionally, item #51 includes the word “Extra” – does this refer to “Extra Large” system? | Item 50 & 51 have now been deleted from the PWS as building 179 is now programmed for demo. |
| 31 | Will there be a separate solicitation for RAF Lakenheath? | RAF Lakenheath will be added the Base Maintenance Contract. | ||
| 32 | Will RAF Lakenheath be transferred onto the UK base maintenance contract? If so, are there any contact details available to interested contractors so they can communicate with the UK base maintenance contract holder? | Yes, RAF Lakenheath will be added to the Base Maintenance Contract. We don have any contact details. |
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