RFQ Atch 1 - Performance Work Statement Revised 15 Oct 25.pdf

PERFORMANCE WORK STATEMENT

GREASE EXTRACTION SYSTEMS ON

UK/US RAF FACILITIES ISLAND-WIDE

05 September 2025

Revised 15 October 2025

1. DESCRIPTION OF SERVICES

1.1. SCOPE

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 at United Kingdom/United States

(UK/US) bases to include, but not limited to RAF Alconbury, Croughton, Fairford, Mildenhall, Molesworth and

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 results in continuous and safe operation of hood and duct grease extraction systems. The Contractor shall perform services in adherence to the requirements of this Performance

Work Statement (PWS). The Contracting Officer (CO) and Contracting Officer Representative (COR) will evaluate Contractor performance based on the results required by the Services Summary (SS). The Contractor shall comply with applicable federal, regional, and local laws and commercial standards.

1.1.2. Non-Personal Services – This requirement is a non-personal services contract, defined by Federal

Acquisition Regulation (FAR) as a “contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.” The Government will not supervise or otherwise direct Contractor employees. The Contractor shall not supervise or otherwise direct Government employees, nor shall the Contractor supervise employees of other Contractors outside the Contractors’ own subcontracting/teaming arrangements.

1.2. SPECIFIC SUPPORT SERVICES

The Contractor shall inspect and clean hood and duct grease extraction systems in accordance with (IAW) the current National Fire Protection Association Standard 96(NFPA 96), Building Engineering Services Association

(BESA) TR19® Grease Specification For Fire Risk Management Of Grease Accumulation Within Kitchen

Extraction Systems (TR19® Grease), and the standards dictated by this PWS. The Contractor shall follow the more stringent standard in the event of a conflict between the two publications. The Contractor shall maintain certifications and licenses to perform hood and duct grease extraction system cleanings including: a standard UK business license; standard company insurance; a Contractors Health & Safety Assessment Scheme (CHAS) certificate; Construction Industry Scaffolders Record Scheme (CISRS); and a BESA certificate.

1.2.1. Cleaning Of Hood And Duct Grease Extraction Systems – The Contractor shall inspect each system IAW publications mentioned in paragraph 1.2. The Contractor shall document and report to the Contracting Officer

Representative (COR) areas of hood and duct grease extraction systems not accessible for complete cleaning as well as any damaged, defective, or leaking ducts discovered. The Contractor shall document system impairments and notify the COR with recommendations for resolution within 5 business days of cleaning.

1.2.2. The Contractor shall clean systems down to their original exposed surface (bare metal), removing all combustible contaminants. The Contractor shall perform all work in strict accordance with commercial safety standards and applicable codes. The Contractor shall not use flammable solvents or other flammable cleaning aids. The Contractor shall clean all masonry and roof surfaces within a 1-meter diameter surrounding exhaust ducts at a minimum. If the contractor moves outside 1.0 meters in diameter of the surrounding exhaust ducts, the

Contractor shall be responsible for cleaning a minimum of 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

Government.

1.2.3. At the start of the cleaning process, the Contractor shall lock out electrical switches that could be activated accidentally. The Contractor shall secure all electrical switches, motors, and fans to prevent accidental starting of fans and activation of the automatic extinguishing systems while the cleaning is in process. The Contractor shall not render components of the fire suppression system inoperable during the cleaning process.

1.2.3.1. RAF Mildenhall - Before cleaning begins, a 100th CE electrician will isolate/lock out all electrical switches to prevent accidental activation. During the cleaning process, the electrician will ensure that the electrical supply to all switches, motors, and fans is isolated to prevent accidental start up. The fire suppression system must remain operational at all times unless the RAF Mildenhall Fire Department (RAFMFD) approves the contractor's qualified technician to disable it.

1.2.4. The Contractor shall reinstall all items that were removed to be cleaned, returning systems and items back to a clean state, their original location, and normal operating condition. The Contractor shall position dampers and diffusers to allow proper airflow. The Contractor shall clean and remove items used to access areas of the hoods and ducts (e.g., ladders, stools) back to their original location and operating condition.

1.2.5. The Contractor shall prevent grease or oil contamination to equipment and surfaces underneath and around hoods and ducts. Prior to commencement of cleaning operations, the Contractor shall protect ceilings, walls, and nearby surfaces from damage or contamination. The Contractor shall remove and thoroughly clean contamination to equipment, surfaces, or objects resulting from hood and duct cleaning operations. The Contractor shall not apply cleaning chemicals 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.

1.2.6. The Contractor shall provide the equipment and services required to fulfill complete cleaning of the ventilation system such as providing and assembling scaffolding, removing metal ceiling tiles or ballast, unique systems, abseil or other access methods, isolating fan etc.

1.2.7. The Contractor shall take before and after photos of the hood and duct grease extraction system, including but not limited to, hoods with filters installed and taken out; top and bottom views of ducting (e.g., exhaust end looking down, and from the underside facing up to the exhaust end); and all exhaust fans.

1.2.8. At each service, the Contractor shall complete the Verification of Cleanliness Report and the Cleaning

Checklist for Hood and Duct Grease Extraction Systems (Appendices D and E) and acquire the necessary signatures. The Contractor shall provide a schematic diagram or as-installed drawing of the system layout showing the system in its entirety, including known components, changes of direction, and access panels. The schematic diagram shall show areas that have been cleaned during the service and areas that could not be cleaned.

The Contractor shall provide a written summary with the reasons why areas that were not cleaned could not be cleaned.

1.2.9. The Contractor shall notify the appropriate UK/US RAF Base Fire Department POC after cleaning and prior to reassembly for each cleaning to enable inspection.

1.2.10. The Contractor shall affix a preprinted label or tag of the servicing company near all access panels used during the cleaning of grease extraction systems. As a minimum, these labels/tags will include the company’s name and date of cleaning. Before leaving the site, the Contractor shall ensure the cleaned area is inspected and passed by the appropriate UK/US RAF Base Fire Department POC and a certification decal placed on or near the hood exterior showing the people/persons/company who performed the work, the date cleaned, and the date of the next cleaning IAW the individual systems cleaning frequency.

1.2.11. During freezing temperatures or threat of freezing temperatures, the Contractor shall distribute a uniform layer of road salt to exterior road or sidewalk surfaces that become wet due to cleaning operations.

1.2.12. Cleaning Schedules - The Contractor shall perform cleanings IAW the frequency stated in APPENDIX B.

The Contractor shall coordinate with Government CORs on a monthly/as needed basis to schedule cleanings. The

Contractor shall submit the following month’s cleaning schedule to the COR no later than 10 business days prior to the end of each month.

1.2.13. Deviations to the Cleaning Schedule – In order to request a change to the cleaning schedule, the

Contractor must notify the COR in writing. The COR must agree to the change in writing before the Contractor may proceed with deviations to the cleaning schedule. The Contractor must request deviations to scheduled cleanings at least 48 hours prior to the originally scheduled cleaning date.

1.2.14. Emergency Cleanings – The Government may require hood and duct cleaning in addition to the scheduled cleanings listed in Appendix B. For these emergency cleanings, the Contractor shall provide cleaning of hood and duct exhaust systems within 24 hours of COR and/or CO written request via e mail. These cleanings shall not take the place of regularly scheduled cleanings. During unscheduled cleanings the Contractor shall follow the same standards/guidance as regularly scheduled cleanings.

1.2.15. Modifications, Repairs, and Corrective Actions – The Contractor shall notify the COR in writing within 5 business days of any proposed modifications, repairs, and/or corrective actions identified during routine or emergency cleanings. The notification shall include a description of the issue, location, potential safety impact, and photo documentation where applicable. For safety critical conditions (e.g., fire hazard, structural failure, etc.), the Contractor shall notify the COR within 24 hours. The Contractor shall not commence on any modifications, repairs, and/or corrective actions unless authorized by the CO or COR. Failure to report observed deficiencies may result in a Corrective Action Report (CAR).

1.3. DELIVERABLES

Contract Data Requirements List (CDRL)

DATA

Item

Number

PWS

Paragraph

Title Delivery Date/Description

A001 1.2.8 Verification of Cleanliness Report

(Appendix D)

Due NLT the 10th calendar day of the month following the service date. Attach to payment invoice in Wide Area Workflow system.

A002 1.2.8 Cleaning Checklist for Hood and

Duct Grease Extraction Systems

(Appendix E)

Due NLT the 10th calendar day of the month following the service date. Attach to payment invoice in Wide Area Workflow system.

A003 1.2.8 Schematic Diagram, Report, and

Pictures

Due NLT the 10th calendar day of the month following the service date. Attach to payment invoice in Wide Area Workflow system.

A004 5.3.5 HAZMAT Monthly Usage Log

(Appendix F)

Monthly NLT 5th workday each month.

Contract Data Requirements List (CDRL)

DATA

Item

Number

PWS

Paragraph

Title Delivery Date/Description

A005 5.3.5 Safety Data Sheet (SDS), Control of

Substances Hazardous to Health

(COSHH) Risk Assessment, and

Hazardous Materials (HAZMAT)

Authorization Request Template

Due NLT 10 days prior to bringing hazardous materials on the installation.

A006 1.2.15 Modifications, Repairs, and

Corrective Actions Report

Due NLT 5 business days from encounter.

2. SERVICES SUMMARY

The Services Summary (SS) is a tool for identifying the major performance objectives of the contract, where they can be found in the PWS, and the performance threshold describing the minimally acceptable levels of service required for each performance objective. Government inspection is not limited to SS objectives.

Services Summary (SS)

Performance

Objective

PWS

Para

Performance Threshold Remedy Ratings

Perform inspection All services performed shall Re-performance within Compliant/ and cleaning of 1.2. – meet professional standards 48 hours. Noncompliant hood and duct 1.2.16 and the requirements set grease extraction forth in contractual systems documentation. No more than 2 corrections from inspectors per task.

Perform emergency 1.2.14 All services performed shall Performance within 2 Compliant/ cleaning services meet professional standards hours of notification. Noncompliant and the requirements set The contractor shall forth in contractual apply a 10% price documentation. Response reduction to the invoice time is met with 100% for CLINs 0002 if compliance. failure to meet response time was not due to an

“excusable delay” as defined in FAR Clause

52.212-4(f) or pre-approved in writing by the CO or COR.

Completion and 1.2.8 No more than 2 late Late report must be Compliant/ submission of 1.2.13 submissions for each submitted to COR Noncompliant schedules, reports, 1.2.12 location per year. within 1 business day

Services Summary (SS)

Performance

Objective

PWS

Para

Performance Threshold Remedy Ratings and other 1.2.14 of the initial due date.

documents 5.3.5 Contractor shall complete a written

CAR.

2.1. QUALITY CONTROL

2.1.1. Contractor Quality Control – The Contractor shall develop and implement procedures to identify and prevent recurrences of defective services. The Contractor shall ensure quality service is maintained throughout the life of the contract, and shall prepare and implement a written quality control plan (QCP), which includes identification of the practices and procedures used, such as those of the NFPA 96 and TR19® Grease. The QCP shall reflect the Contractor’s overall approach to quality and internal controls, and procedures for evaluating each of the major service areas (who, method, how often), reporting to the government, resolving deficiencies, identifying potential improvements, documenting quality control inspections, corrective actions taken, and maintaining quality control documentation. The written QCP shall be submitted to the Contracting Officer for review, feedback, and approval no later than the pre-performance conference. Contractor must designate a quality control inspector for the UK/US RAF Base. Contractor will provide the name, address work, and phone numbers of his quality control inspector and a copy of his quality control program to the COR and CO for approval no later than 14 business days after contract award.

2.2. QUALITY ASSURANCE

2.2.1. Government Quality Assurance – The Government may inspect and evaluate to ensure that the Contractor’s performance is in accordance with requirements set forth in this contract. When Contractor performance does not meet the performance threshold, the CO or COR may initiate a Performance Assessment Report (PAR) or

Corrective Action Report (CAR) to the Contractor. The Contractor shall respond IAW the instructions provided and return it to the CO on or before the due date.

2.3. PERFORMANCE ASSESSMENT

2.3.1. Surveillance – The COR may inspect by watching actual task 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. Results of the surveillance inspection become the official Air Force record of the Contractor’s performance. The Contractor shall re-perform any unsatisfactory inspection result

(defect) IAW the SS remedy timelines. Failing to meet the performance threshold as outlined in the SS for any performance objectives in any 1-month period may result in a warning or letter of concern from the CO, or a reduction in the applicable CLIN price. Failing to meet the performance threshold for two or more consecutive or non-consecutive months during a contract period, may result in an immediate Progress Meeting with the Multi-functional Team.

2.3.2. Periodic Progress Meetings – The CO, COR, COR Supervisor, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. Discussion may include the following issues: opportunities to improve the contract, proposed contract modifications, unsatisfactory inspections, trends in relation to performance objectives, positive performance, and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contracting Office may draft the meeting minutes, acquire signatures as deemed appropriate, and distribute to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. GOVERNMENT PROVIDED SERVICES

3.1.1. Utilities

3.1.1.1. The Government may furnish electricity and water for the performance oof services in this contract.

The Government is not responsible for furnishing adaptors for connecting contractor-furnished equipment to existing utilities. There may be areas where the Government cannot provide electricity for Contractor use. In these cases, the Contractor shall supply their own electricity source (e.g., generator).

3.1.1.2. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which includes turning off water faucets or valves after using the required amount

3.1.2. Government Furnished Training

3.1.2.1. Level 1 Anti-terrorism Training: Contractor employees performing under this contract shall complete

Level 1 Anti-terrorism training located at https://jkodirect.jten.mil/Atlas2/page/login/Login.jsf and present certificates upon request by the COR.

4. GENERAL INFORMATION

4.1. CONTRACTOR KNOWLEDGE, SKILLS, AND ABILITIES (KSA)/CERTIFICATIONS

4.1.1. Contract Manager – The Contractor shall provide a contract manager who shall direct contract performance and an alternate who shall act for the Contractor when the manager is absent. The Contractor shall designate these individuals in writing to the CO. The contract manager and alternate shall have full authority to act for the

Contractor on all matters relating to daily operation of this contract. The contract manager and alternate shall be available during business hours, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. The contract manager and alternate shall be able to understand, read, speak and write basic and technical English.

4.1.2. Contractor Appearance – Contractor personnel who enter UK/US RAF Base shall present a neat appearance and be easily recognized as Contractor employees. The Contractor shall provide employees with an 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 will include the employee’s name, employee’s photograph, and the Contractor’s name, and must be distinguishable from a distance of 3 meters. Identification must be available prior to employment and shall be worn or attached to the outer garment at all times.

4.2. PERIOD OF PERFORMANCE

This Indefinite Delivery Indefinite Quantity (IDIQ) contract consists of a five year ordering period, which is scheduled to begin on 15 December 2025 to 14 December 2030.

4.3. PLACE OF PERFORMANCE

Performance shall take place in facilities on United Kingdom/United States (UK/US) bases including, but not limited to, RAF Alconbury, Croughton, Fairford, Mildenhall, Molesworth and Welford.

4.4. HOURS OF OPERATION

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.

4.4.2. Continuity of Operation – The Contractor shall ensure continuity of operations during periods of personnel turnover and long-term absences. Long-term absences are considered those longer than two weeks’ duration.

4.4.3. Normal Base Hours – Base hours of operation are 07:30 – 16:30. The Contractor may find it necessary to deviate from the normal base hours of operation. The Contractor shall coordinate all work to be accomplished with the COR. Cleaning services may be required during non-business or off-hours (early AM or late PM, Monday through Saturday), to ensure timely completion of work under this PWS at no additional cost to the

Government.

4.4.4. Holidays.

4.4.4.1. U.S. Federal Holidays – The Contractor is not required to work the following United States federal holidays: New Years’ Day, Martin Luther King Jr Day, President’s Day, Memorial Day, Juneteenth National

Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and

Christmas Day. When a US holiday falls on a weekend, a ‘substitute’ weekday becomes a holiday – the preceding Friday for holidays falling on a Saturday, and the following Monday for holidays falling on a

Sunday.

4.4.4.2. U.K. Bank Holidays – The Contractor is not required to work the following U.K. bank holidays: New

Year’s Day, Good Friday, Easter Monday, Early May Bank Holiday, Spring Bank Holiday, Summer Bank

Holiday, Christmas Day, Boxing Day. If a bank holiday is on a weekend, a ‘substitute’ weekday becomes a bank holiday, normally the following Monday.

4.5. SECURITY REQUIREMENTS

The content and details of security documentation developed and maintained under this contract is and shall remain the property of the U.S. Government.

4.6. BASE ACCESS

4.6.1. The Contractor must be aware that entry requirements are subject to change due to installation and real-world situations.

4.6.2. 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. The driver and any passengers must present a valid (Base issued) Contractors ID Card.

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 shall use the main gate.

RAF Molesworth – Main Gate. RAF Croughton – Main Gate. RAF Fairford – Main Gate.

RAF Welford – Main Gate.

4.6.3. The Security Forces Pass & Registration office hours of operation are typically 0700 - 1600 and location are at each installation’s Main Gate with the exception of the bases indicated below. All offices are closed on US

Federal Holidays, Wing and family down days. During normal duty hours all base access and vehicle passes must be obtained at this office prior to 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 (closed for lunch 12.00 – 13.00).

RAF Croughton – Main Gate until 1300 Monday thru Friday. Gate House from 1300.

RAF Fairford – building 478, Monday thru Friday from 0700 – 1600 (closed for lunch 1200 – 1300).

RAF Welford – No pass and identification office.

4.6.4. Base Pass Requirements – The Contractor shall submit a roster of all employees requiring access to the installation within 5 days of issuance of an agreement/award. The roster shall include the full name, current address, and date of birth of all contract personnel that will require access. Additionally, Contractor employees shall submit their United States Social Security Number (SSN) and passport number, or two other documents (i.e.

driver’s license and national insurance number) with corresponding issue and expiration dates. Please note that unescorted base passes take an estimated 90 calendar days to process (see para 3.3.3.).

4.6.5. Host Agency Check (HAC) Vetting – All local national Contractor employees must undergo Host Agency

Check (HAC) vetting prior to accessing RAF installations. The Contractor shall relay all employee information to the requiring activity’s HAC manager for processing. The Contractor shall complete the required documents and return them to the HAC Manager/COR within five (5) days. Documents include but are not limited to the following: NAC Cover Sheet; AF Form 2583, Request for Personnel Security Action; USAFE IMT 19, Residency Check for Employment with the United States Air Forces in Europe; Basic Check Verification Record

(BCVR); and Ministry of Defense Liaison Office (MODLO) Proforma Packet for Security Clearance. If the

MODLO Proforma Packet is required (for foreign nationals), Contractor personnel will receive an online application link via the personal email address provided. Contractor employees shall complete the online application for background check within five (5) calendar days of receipt. If Contractor employees do not receive the email within seven (7) days, they shall notify the HAC manager. This process may take up to eight (8) weeks.

During the processing of the background check, the Defense Vetting Agency (DVA) may contact the employee via email, phone or post to request further information. Contractor employees are responsible for staying abreast of DVA email communications (to include monitoring of personal inboxes and junk mail folders) in order to respond to the DVA in a timely manner. Approved security clearances are valid for five (5) years. The

Government will not accept any employee with a federal conviction (or host nation equivalent) in their background check. Contractor employees who are U.S. citizens shall complete all required documents except

MODLO Proforma Packet. Security clearance will be processed with requiring activity’s Security Manager.

4.6.6. Processing – The HAC manager is the initial approval authority who forwards the paperwork to the 48th

Security Forces Squadron (SFS) for processing. The HAC manager will receive an email confirmation when 48

SFS submits the documents to MODLO. At that time, the employee may receive a “Red Top” escorted temporary installation pass. Upon completion of MODLO checks, the employee may receive a “Green Top” unescorted installation pass.

4.6.7. Base Pass Return – The Contractor shall return all employee base passes to the CO, COR, or HAC manager if employees are terminated or no longer employed for this contract. If the Contractor cannot return the base pass, the Contractor must report the First and Last Name, Date of Birth, and the reason they are no longer employed to the CO, COR, and HAC manager within three (3) calendar days of termination or leave of absence.

4.6.8. 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.

4.6.9. 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 schedule 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.

4.6.10. Escorts – At all times while on any restricted/controlled areas, Contractor employees shall perform under direct surveillance of a person from that facility who is cleared to wear a controlled area badge and perform escort duties. The Contractor shall return visitor badges 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.

4.6.11. Contractor 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. The CO may request that the contractor remove such persons from the contract.

4.6.12. 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.

4.6.13. Reporting Requirements – Contractor personnel will 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.

4.6.14. 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.

4.7. OPERATIONAL SECURITY (OPSEC)

4.7.1. The Contractor shall adhere to the following minimum requirements in support of this requirement:

4.7.2. Contractor personnel shall not discuss Government operations in public or over unprotected or unencrypted communications. The Contractor shall only transmit Controlled Unclassified Information (CUI) as directed in this

PWS.

4.7.3. The Contractor shall not post to company websites, publications, newsletters, or other media any images, data or information that reveal sensitive Government operations, personnel, equipment, CUI or classified information. When in doubt, the Contractor shall coordinate company press releases related to this contract through the COR and CO.

4.7.4. Because observation of events, operations, physical changes, etc. may reveal National Security Information, specific restrictions are needed to preclude unintentional release of this information to unauthorized parties.

Unauthorized disclosure and transfer of National Security Information is punishable under 18 USC § 793.

Therefore, Contractor personnel shall not disclose to unauthorized third parties, post to unofficial sites (including social networking sites) any images, data/information, or observed events that reveal sensitive Government operations, personnel, and/or equipment, including, but not limited to:

4.7.4.1. Tactics, techniques, and procedures; production or work schedules; any visible or concealed modifications, upgrades, additions to vessels, aircraft, weapons or equipment; increases, changes, or decreases in work/deployment frequency or government personnel, vehicle, vessel, or aircraft movements; specialized equipment orders, deliveries, shipments, etc.

4.7.4.2. The Contractor shall report unauthorized disclosures and attempts to solicit this type of information by unauthorized third parties or others not affiliated with this contract to the COR and CO.

4.7.5. The Contractor shall remove Government-issued badges, and identification and/or conceal from plain sight when off base. The Contractor shall not leave Government-issued identification in vehicles or unprotected areas.

The Contractor shall not duplicate, copy, or loan badges and passes to others. The Contractor shall immediately report lost or stolen identification badges, vehicle passes etc. to the COR, CO, and Installation Security Office.

4.7.6. The Contractor shall practice OPSEC and implement countermeasures to protect critical information (CI) and other sensitive unclassified information, if applicable. Protection of CI shall include the adherence to and execution of countermeasures which the Contractor initiates or as provided by the COR and/or CO, for CI on or related to this PWS. The Contractor shall utilize the Wing OPSEC Policy and Critical Information and Indicators

List (CIIL) per 48 FW, 100ARW and 352 SOW directive(s) as applicable, to protect critical but unclassified information.

4.7.7. If the Contractor shall have access to on-base facilities or other government facilities for 30 days or longer, such as embedded contractors or participates in operations, the Contractor must complete applicable training and awareness familiarization.

4.7.7.1. Initial training may be provided by computer-based training, live training, or a combination of both.

Live training may be accomplished by an OPSEC coordinator, Wing OPSEC Signature Manager, or POC from the unit requesting the contract. Online training may be accomplished at https://www.cdse.edu/Training/eLearning/GS130/.

4.7.7.2. The Contractor shall ensure all employees with 30 days or longer access to on-base facilities complete

OPSEC training before starting performance on this contract.

4.7.7.3. The Contractor must maintain individual training records for compliance purposes and provide training records to the COR and/or CO when requested.

4.8. SECURITY CLEARANCES

Contractor employees and subcontractor employees shall possess the proper credentials to work in the United

Kingdom. Persons later found to be undocumented, or illegal aliens will be remanded to the proper authorities.

The Contractor shall not receive compensation for delays or expenses incurred as a result of these actions.

Furthermore, this shall not excuse the Contractor from proceeding with the contract as required.

4.9. PHYSICAL SECURITY

http://www.cdse.edu/Training/eLearning/GS130/

The Contractor shall safeguard all UK/US Government-owned facilities, equipment, and materials in the

Contractor’s possession or used in the day-to-day performance of the contract. The Contractor shall report damage to the COR no later than the morning of the following day the damage occurred. Within 30 days of reporting damage to the COR, the Contractor shall repair Contractor-inflicted damage to UK/US Government-owned facilities, equipment, and materials to the same standard (at a minimum) that existed before the damage was caused.

4.10. ENVIRONMENTAL, HEALTH, AND SAFETY

The Contractor shall provide their employees with the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), and local UK environmental, health, and safety laws including but not limited to the Final Governing Standards (FGS) for the United Kingdom. The

Contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

4.11. ENERGY CONSERVATION

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

5. BIOENVIRONMENTAL ENGINEERING/ HAZARDOUS MATERIALS (HAZMAT) REQUIREMENTS

5.1. POLLUTION PREVENTION.

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 contract.

5.2. IONIZING AND NON-IONIZING RADIATION

Contractors shall obtain authorization from Bioenvironmental Engineering (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 BE at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to the date required to bring them on base.

5.2.1. Non-Ionizing Radiation – Electromagnetic Frequency (EMF) Radiation and LASERS: The Contractor shall contact BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 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)

5.2.2. Ionizing Sources – The Contractor shall contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, the Contractor shall 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.

5.3. HAZARDOUS MATERIALS (HAZMAT)/CHEMICAL MANAGEMENT

5.3.1. Hazardous Materials/Chemical Management – The Contractor shall obtain authorization for hazardous material use prior to bringing the hazardous material on site. Hazardous material includes any material for which mailto:48amds.sgpb@us.af.mil mailto:(48amds.sgpb@us.af.mil mailto:(48amds.sgpb@us.af.mil there is a manufacturer Safety Data Sheet (SDS), such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

5.3.2. The Contractor shall use methods that incorporate use of non-hazardous, biodegradable products and processes to the maximum extent possible. The Contractor shall give preference to less toxic materials when available and reliable to achieve required results.

5.3.3. The Contractor shall perform consistent with policy and objectives identified in the installation

Environmental Management System (EMS). In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations is identified, the Contractor shall take corrective and/or preventative action. 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. The Contractor shall ensure that all employees performing under this contract are aware of the EMS and how these requirements affect their performance.

5.3.4. Inventory – The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the SDS and Control of Substances Hazardous to Health (COSHH) Risk Assessment for each chemical product before bringing any potentially hazardous material onto RAF Mildenhall. The Contractor shall submit completed inventories, SDSs, and COSHH Risk Assessments to:

• The CO and COR;

• CE Environmental for RAF Mildenhall -- jamie.griffin.6@us.af.mil (01638 545831); and

• Bioenvironmental Engineering -- usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil (01638 528047), at least 10 days prior to the date required to bring them on base.

5.3.5. Usage Report – 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” (Appendix F).

5.3.6. Hazardous Material Disposal – The Contractor shall not leave excess hazardous materials or empty containers on site following completion of the project. The Contractor shall remove unused hazardous materials and properly dispose of hazardous waste off base. Reference: AFMAN 32-7002, Env Compliance and P2.

5.3.7. Control of Other Hazards – Controls of other hazards. Contractors shall coordinate with Bioenvironmental

Engineering (BE) at 01638528047 or usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil at least 10 days prior to start of performance, 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.

5.3.8. Safety Brief – Contractors shall coordinate with facility managers and receive a safety brief of hazards present within work areas prior to the start of performance.

mailto:jamie.griffin.6@us.af.mil mailto:usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil mailto:usaf.lakenheath.48-mdg.mbx.sgpb@mail.mil

APPENDICES

Appendix A – Estimated Workload Data

Appendix B – Cleaning Frequency and Measurement

Appendix C – Required Publications

Appendix D – Verification of Cleanliness Form

Appendix E – Cleaning Checklist for Hood and Duct Grease Extraction Systems

Appendix F – HAZMAT Monthly Usage Log Template

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM SERVICE DESCRIPTION SYSTEM CLEANING

General Cleaning Hood and Duct Systems 53 170

Small Systems Hoods & Ducts Cleaning

2 Medium Systems Hoods & Ducts Cleaning

Large Systems Hoods & Ducts Cleaning

4 Extra Systems Hoods & Ducts Cleaning 6 17

5 Emergency Cleanings

Systems not on the regular schedule.

6 Modifications, repair, and corrective actions. 0 0

APPENDIX B

CLEANING FREQUENCIES AND MEASUREMENTS

Item Inst

Code Location and Asset Name Bldg. # Frequency Hood Size # of

Cleans Specifications and Notes

RFMD

Base Chapel Kitchen

Annually

Small

A special lift may be required, somewhat sealed system.

2 RFMD BK Boiler K 163 Monthly Small 12

3 RFMD BK Chip Fryer K5 163 Monthly Small 12

4 RFMD CDC Kitchen 1 288 Semi-Annually Large 2

Dormitory 1

Semi-Annually

Medium

Fan needs removing. HVAC required to reseal before fan is reinstated.

6 RFMD Fire Station Hood 1 669 Semi-Annually Small 2 Limited access

Kitchen 1 K2

Quarterly

Large

5' x 5' x 30' duct requires abseil clean or other suitable method.

Kitchen 2 K2

Kitchen 3 K2

MDF Dining K1

Extra Large

Scaffold required. Access to fans limited without removal

MDF Dining K2

Scaffold required. Access to fans limited without

MDF Dining K3 S

MDF Dining K4 S removal.

Bowling Alley

Fan requires isolating.

New Dormitory 1

New Dormitory 2

17 RFMD Pizza Hut K3 163 Quarterly Small 4

Pizza Prep K3

Ansul system pipework in the way of access to Pizza

Prep Header area. Consult

Code Location and Asset Name Bldg. # Frequency Hood Size # of

Cleans Specifications and Notes Fire Dept for isolation of the

Ansul system.

Plate Wash K4

Coordination for light ballast removal is required to access duct above.

Pot Wash K5

Coordination for light ballast removal is required to access duct above.

21 RFMD Road House K1 437 Monthly Large 12

South Side Gym

Roof access only. Remove 180 degree exhaust, clean down 20' duct, vacuum debris removal.

23 RFMD Taco Bell K1 163 Quarterly Small 4

24 RFMD Taco Bell K2 163 Quarterly Small 4

Youth Center

Bob Hope

Fan can be cleaned from the roof.

27 ALCO

Alconbury Elementary School Kitchen 1 694 Annually Medium 1

28 ALCO

Alconbury Elementary School Kitchen 2 694 Annually Small 1

29 ALCO

Alconbury High School Kitchen Classroom 691 Annually Medium 1

30 ALCO Bowling Facility Kitchen 616 Quarterly Large 4

31 ALCO CDC Kitchen 700 Annually Medium 1

32 ALCO

Vosler Hall RAFM Kitchen Area 316 Quarterly Large 4

ALCO

Station 1 Fire Department Kitchen

ALCO

Stukeley Inn Kitchen Area

Unique Hedal System covers the entire ceiling

35 ALCO Youth Center Kitchen 680 Annually Small 1

36 ALCO Daily Grind 685 Annually Small 1

37 ALCO AAFES RAFM 342 Annually Small 1

CROG

A&F Readiness Center, Base Chapel Annex, 40 CROG Bowling Alley, Kitchen 74 Monthly Medium 12

Code Location and Asset Name Bldg. # Frequency Hood Size # of

Cleans Specifications and Notes

41 CROG CDC, Kitchen 150 Semi-Annually Small 2

Croughton Crown, 43 CROG Fire Station, Kitchen 61 Quarterly Small 4

44 CROG SATCOM, Kitchen 180 Semi-Annually Small 2

FRFD

Beldon Diner, Troop Cafeteria Facility, RAF Fairford 1

RAF Fairford 2

RAF Fairford 3

RAF Fairford 4

Bowling Center, RAF Fairford

50 FRFD Fire Station, RAF Fairford 31 Semi-Annually Small 2

Munitions Squadron, RAF Welford

Security Forces Breakroom, RAF Fairford

Security Forces Breakroom, RAF Welford

APPENDIX C

REQUIRED PUBLICATIONS

Publication No.

Name

Date Applicable

Paragraph/Section

PWS Paragraph

NFPA96

NFPA 96 Standard for Ventilation

Control and Fire Protection of

Commercial Cooking Operations

Edition

Chapter 12

1.1.1.

TR19Grease

BESA Fire Risk Management of

Grease Accumulation within

Kitchen Extraction Systems

Aug

Section 1 through 10

1.1.1.

I/we have performed the cleaning and measurements as stated above in accordance with the Performance

Work Statement.

Printed Name: Signature: .Date:

I/we have performed the cleaning and measurements as stated above in accordance with the Performance

Work Statement.

Printed Name: Signature: Date:

APPENDIX D

VERIFICATION OF CLEANLINESS FORM

Hood and Duct Grease Extraction Systems

Ref: PWS para 1.2.8

Base Name and Building Number:

Location and Asset Name:

Current Cleaning Date:

Cleaning Frequency:

Previous Cleaning Date:

Next Cleaning Date:

Starting Time of Cleaning:

Ending Time of Cleaning:

Number of employee(s):

Total Labor Hours:

Area of Hood and Duct Grease Extraction System

Grease Thickness Measurement (micron)

Before Cleaning After Cleaning

Canopy(s) extract plenum(s) behind filters

Duct I m from each canopy

Duct 3 m from each canopy

Duct midway between canopy(s) and fan

Fan

Duct upstream of fan

Discharge duct downstream of fan

MEAN (Average)

This block is to be filled out by the person who took the measurements.

This block is to be filled out by the facility manager/building POC or alternate who was the witness while taking measurements.

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

Printed Name: Signature: DATE:

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

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

APPENDIX E

CLEANING CHECKLIST FOR HOOD AND DUCT GREASE EXTRACTION SYSTEMS

BUILDING NUMBER: DATE OF CLEANING: START TIME: END TIME: 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? (PWS para 1.2.2)

2. Did the 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 1.2.3)

3. Did the contractor remove and reinstall all items to be cleaned, to include items to access areas to be cleaned? (PWS para 1.2.4)

4. Did the contractor cover all surfaces underneath hood & ducts to prevent grease and oil damaging all surfaces? (PWS para 1.2.5)

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 1.2.5)

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 1.2.2)

7. Did the contractor clean all masonry and roof surfaces at a minimum of 1.0 meter in diameter surrounding exhaust ducts? (PWS para 1.2.2)

8. Did contractor remove all debris including wastewater generated from cleaning operations? (PWS para 1.2.8)

9. After completing cleaning operations did the contractor bring the systems back to their original status? (PWS para 1.2.4)

10. Did the contractor measure before and after grease thickness and note them to Verification Form with the cleaning date, time and labor hours? (PWS para 1.2.8.)

11. Did the contractor draw a diagram of the system layout showing the system have been cleaned and any areas that could not be cleaned. (PWS para

1.2.8)

12. 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 1.2.11)

13. Did the contractor place a preprinted label/tag of the servicing company near all access panels used during the cleaning? (PWS para 1.2.10)

14. Did the contractor place a certification decal on the hood exterior? (PWS para 1.2.10)

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

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

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

APPENDIX F

HAZMAT MONTHLY USAGE LOG TEMPLATE

Hazardous Materials Usage Report

POC Name/Number: PAGE of

Date: Project/Contract Name:

Projector Facility Location/Building Number:

Usage Reporting Start Date:

Usage Reporting End Date:

***IMPORTANT! ATTACH A COPY OF THE SDS FOR EACH ITEM BELOW***

Item#

Manufacturer

Name

Product Trade Name

Container

Size

Container

Type

Quantity

Needed

# of

Containers Used

For HMMP

Use Only example1

The Clorox Company

Clorox Bleach

1 Gallon

Plastic Bottle example2

3M Company

3M Dust Remover

AV152B-10

10 Ounce

Aerosol Can

SEND COMPLETED DOCUMENTS TO: CO, COR, CES Environmental, RAFL Bioenvironmental Engineering