PWS_Hoods_ _Ducts_Cleaning_-_19_Feb_15.pdf

PERFORMANCE WORK STATEMENT

FOR

CLEANING KITCHEN HOOD AND DUCT

EXHAUST SYSTEMS

AT

AVIANO AND GHEDI AIR BASE

19 February 2015

PERFORMANCE WORK STATEMENT FOR

CLEANING KITCHEN HOOD AND DUCT

EXHAUST SYSTEMS AT

AVIANO AND GHEDI AIR BASE

1. DESCRIPTION OF SERVICES

1.1 OBJECTIVE. The objective of this service contract is to ensure the maximum cleanliness and functionality of the Commercial Kitchen Hood and Duct Exhaust Systems at the Aviano and

Ghedi Air Base (AB). Proper execution of this service will prevent kitchen fires associated with grease residue in the Hood and Duct Exhaust Systems. Facility closures or operation limitations due to unclean or inoperable systems must be prevented to the maximum extent possible and will directly reflect on the quality of services provided under this contract.

1.1.1 GENERAL. The Contractor must provide all management, supervision, tools, supplies, equipment, vehicles, qualified personnel, services, and any other items necessary to clean the

Commercial Kitchen Hood and Duct Exhaust Systems at the Aviano and Ghedi AB, in accordance with (IAW) the requirements specified in this Performance Work Statement (PWS).

The buildings and exhaust systems requiring Contractor Services are indicated in Appendix A.

Appendix B has locations sketches for buildings with multiple systems. The exhaust system includes the equipment and ducts starting at the hood system in the kitchen, through the exhaust duct system, to and including the exterior exhaust fan system. Work must be accomplished in such a manner to prevent disruption to the building operations. When the Contractor completes its service on a system, that system must be clean and fully operational with no components missing.

1.1.2 STANDARDS. All workmanship must meet the standards specified herein and be accomplished in accordance with applicable industry standards, equipment manufacturers guidelines, applicable regulations, and applicable laws. Standards include, but are not limited to the United States National Fire Protection Association (NFPA) 96 (version 2011 or later), Air

Force Instruction (AFI) 91-203, and Italian Safety Legislative Decree (D.Lgs) 81/2008. Specific attention should be given to NFPA 96 Section 11.6 Cleaning of Exhaust Systems and related

Annex A Sections.

1.2 WORK SCHEDULE. The Contractor must coordinate with the building Facility Manager to develop its monthly Work Schedule. Appendix A lists the days and times which have been previously approved, but the exact day and time must be coordinated with the Facility Manager.

If the Contractor is unable to get in contact or has coordination issues with a Facility Manager, then it will contact the Contracting Officer Representative (COR) for assistance. Within 10 working days of contract award and prior to the commencement of services, the Contractor must submit a Facility Manager coordinated Work Schedule to the COR for approval. The schedule must be in tabular form and indicate the month/year, building number, building description, hood number, service date, service start time. Subsequent monthly schedule submission will require the same coordination, indications, and approvals. The Contractor must make all subsequent schedule submissions by the 15 th day of the current month. Any change to the Work Schedule will be evaluated and approved by the COR. The Contractor must start and finish the service on a system on the same day. Since some buildings have multiple systems, it is possible for the

Contractor to service the individual systems on different days. If the Contractor requires additional hours, it must coordinate and obtain approvals as previously indicated at no additional cost to the Government. A sample monthly Work Schedule format and List of Facility Managers will be provided within 5 working days of contract award.

1.2.1 SERVICE SUSPENSION. The Government will notify the Contractor at least 48 hours prior to the scheduled service date if a system service will or needs to be suspended. The

Contractor will coordinate a new date with the Facility Manager, FPO, and COR if service is still required during the current frequency period. Rescheduling or suspension of service will be at no additional cost to the Government.

1.3 CLEANING SERVICE. The Hood and Duct Exhaust System cleaning service must remove all dirt and grease deposits from the system. The service must be executed IAW NFPA

96 which includes but is not limited to:

A. Cleaning interior and exterior of all ducts and vents in the exhaust system.

B. Cleaning interior and exterior of all hoods; dismounting and remounting as required.

C. Cleaning exhaust fans and related components (blades, covers, etc…).

D. Removing, cleaning, and reinstalling (air-tight) all inspection access panels and covers.

E. Removing, cleaning, and reinstalling all grease filters.

F. Cleaning all system drip pans, including those located on the roof.

G. Cleaning all fire extinguishing system components.

1.3.1 PREPARATION. Before initiating cleaning service, the Contractor must deactivate the entire exhaust system and disconnect any electrical motors. Open flames must be extinguished, and switches/breakers serving the appliance and cooking area outlets should be turned off, tagged out, and locked out. Contractor must protect Government property in the cleaning area to prevent contamination by cleaning byproducts and damage by using industry standard practices which includes but is not limited to covering property with plastic tarps. Unless approved in writing by the COR, the Contractor may not move or relocated fire extinguishing system components from their original position or orientation.

1.3.2 PREPARATION INSPECTION. The Contractor will inspect the work area and document the system condition prior to initiating service. This documentation will be included with the Monthly Service Record submission. Documentation must consist of a numbered

Discrepancy Summary along with date and time stamped digital pictures. Conditions to document are:

A. Damage to Government Property

B. Malfunctioning system equipment

C. Missing protective caps on fire extinguishing nozzles

D. Damaged fusible links, refer to NFPA 96

E. Prior to service cleanliness pictures of dirt and grease accumulation

Cleanliness picture locations must include, but are not limited to:

A. Under the hood

B. Inside the hood and above the vents

C. At every access panel opening looking down the duct in the direction of the hood

D. Exterior exhaust system fan once turned off.

E. Locations of heavy accumulation which may mandate increasing the service frequency.

1.3.3 POSTING. Upon completion of the service the Contractor must post Labeling and

Certificates in IAW NFPA 96.

1.3.4 ACCEPTANCE INSPECTION. When the scheduled cleaning is complete, there will be an Acceptance Inspection executed by the Designated Government Representative to verify compliance with NFPA 96 and PWS cleaning requirements. To be ready for an inspection, cleaning services must be complete, and exhaust system must be open and disassembled with filters removed. Appendix C is a copy of the Inspection Checklist. The Contractor is required to read and sign the completed checklist(s). Original report will be kept at the FPO and it will deliver a copy to the COR for inclusion in its file. Re-performance associated with a failed

Acceptance Inspection must be executed immediately if facility operations permit. If facility operations prevent immediate re-performance, then the Contract Manager (CM) will coordinate with the Facility Manager and notify the COR and FPO when the re-performance can take place

IAW with the required frequency.

1.3.4.1 COORDINATION. The Contractor must notify the Designated Government

Representative at least 30 minutes in advance of service completion to coordinate the inspection time. If the representative does not arrive at the coordinated time, then the Contractor will contact them again and allow them 10 minutes additional to arrive. If the representative still does not arrive, the Contractor must contact the COR for instruction. If service is being executed after Normal Working Hours, then the Contractor will complete the Inspection Checklist, restore system to full operation and notify the COR accordingly during the next work day. Contact information for Designated Government Representatives will be provided within 5 working days of contract award.

1.3.5 SERVICE COMPLETION. The Contractor must clean walls, floors, and equipment adjacent to and behind ducts to restore the site to the same conditions as it was prior to initiating service. Water spilled on floor and equipment must be dried and cleaned up. All Government property moved by the Contractor during the cleaning service must be placed in its original location. Prior to closing the system the Contractor will take pictures at the same locations and orientations of those taken during the Preparation Inspection to document the after service cleanliness.

2. SERVICE SUMMARY. The contract service requirements are summarized into performance objectives that relate to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each objective. These thresholds are critical to mission success. The Contractor’s performance will be assessed against these objectives and thresholds.

Item Performance Objective

PWS

Par.

Performance Threshold Remedy

1 Work Schedule Submittal 1.2 No more than 1 late submittal per year.

Contractor submits schedule within12 hours of notification

2 Cleaning Service Executed

IAW PWS Requirements

1.3 No more than 2 validated

discrepancies a month.

Contractor re-performs service at no additional cost to the Government 3 Post Required Labeling and

Cleaning Certificate

1.3.3 No more than 1 label and

certificates missing or incorrect per month.

Contractor posts required and correct labeling and certificates within 12 hours

4 Acceptance Inspection

Coordination

1.3.4 No more than 1 delayed

inspection or insufficient advance notifications per month resulting from

Contractor error.

Contractor complies with

PWS requirements.

5 Monthly Record Submittal 2.2.1 No more than 2 late or incomplete submittals per year.

Contractor submits or resubmits complete submittal within 12 hrs of notification

2.1. CONTRACTOR QUALITY CONTROL PLAN (QCP). The Contractor must establish and maintain a QCP to ensure all services are performed in accordance with this PWS, commercial standard practices, applicable laws, and regulations. After contract award, proposed changes to the plan must be submitted to the Contracting Officer (CO) and COR for approval no later 10 working days prior to the proposed implementation date. The QCP must include, but is not limited to:

A. Addressing how Contractor will meet Service Summary Table Performance Objectives

B. Contractor corrective action procedures to remedy unsatisfactory performance.

C. Description and sample copies of required contract records.

2.2.1. MONTHLY SERVICE RECORD. The Monthly Service Record is a combination of the

PWS and NFPA required documents generated by the Contractor during the previous month.

The Contractor will submit an electronic copy on Compact Disc (CD) and signed paper copies to the COR within the first 3 working days of the month. Pictures will be submitted electronically only, but must be titled by building number, date, hood number, and Discrepancy Summary number. This record will include but is not limited to:

A. Preparation Inspection Discrepancy Summary

B. Before and after service cleanliness pictures

C. Certificates of Cleaning IAW NFPA 96

D. Reports of areas not cleaned or accessible IAW NFPA 96

2.3. GOVERNMENT QUALITY ASSURANCE. In addition to the Acceptance Inspections, the COR will evaluate Contractor’s performance through on-site inspections of the Contractor’s services and by receipt of customer complaints. If the COR determines a complaint is invalid, the COR will document the findings and notify the Customer. If the COR determines the complaint is valid, it will inform the CM, and the CM must initiate corrective actions and return the written Customer complaint with the annotated corrective actions to the COR. The Contactor has 4 work hours to respond with service re-performance or notification of when the discrepancy will be resolved. If Contractor disagrees with the complaint, the CO will be informed and will make the final determination of action to be taken.

2.4. PERFORMANCE EVALUATION MEETING. The Contractor may be required to meet with the Government Personnel as or if deemed necessary. The Contractor may request a meeting with the CO when the Contractor believes such a meeting is necessary. If the CO or the

COR deems necessary, written minutes of any such meetings shall be recorded, submitted to

CM, COR, and included in the contract file. If the Contractor does not concur with any portion of the minutes, such nonoccurrence must be provided in writing to the CO within 5 working days of receipt of the minutes.

3. FURNISHED PROPERTY AND SERVICES.

3.1 GOVERNMENT FURNISHED.

3.1.1 DOCUMENTS. Within 5 working days of contract award, the Government will allow the

Contractor to access and view available documentation: System Drawings and Operation and

Maintenance Manuals. These documents are provided for informational purposes only. The

Government makes no representation as to the completeness or accuracy of these documents.

3.1.2 UTILITIES. The Government will furnish the following utility services at existing outlets for use in those facilities provided by the Government and as may be required for the work to be performed under this contract: electricity and fresh water. The Government will not make alterations to existing utility systems to specifically supply the Contractor with their utility needs.

If utilities are not available, the Contractor must provide the required utility to perform service.

3.2 CONTRACTOR FURNISHED

3.2.1 EQUIPMENT AND SUPPLIES. Equipment and supplies must be EN/UNI approved and in compliance with all Italian and Air Force safety laws/standards. All equipment must be of commercial quality, size, and type suitable for accomplishing the various types of work specified and must be able to operate from existing sources of Government furnished electrical power. It is the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment, or combinations thereof, which require power exceeding the capacity of existing building circuits. The CO, COR, and FPO may inspect the Contractor’s equipment and tools at any time and direct the removal of any improper or unsafe equipment and tools. These items must be removed from the job site by the Contractor and replaced with compliant equipment at no additional cost to the Government. If using a steam cleaner, operator must protect all fusible links on automatic fire extinguishing system from possible activation due to cleaning fluid

(steam or hot water) temperature. Due to the nature and the work hours (often after dark) to perform this work, adequate lighting may not be available at the site. In this case, the Contractor is responsible for providing any additional lighting necessary to perform cleaning.

4. ADMINISTRATIVE REQUIREMENTS.

4.1. SAFETY AND HEALTH PROGRAM. Contractor must develop and maintain a Safety and Occupational Health plan which meets all applicable Aviano Air Base and Italian Standards to include, but not limited to, requirements outlined in the Air Force Consolidated Occupational

Safety Instruction, AFI 91-203, and Italian D.Lgs. 81/2008. The Contractor must furnish and personnel must use Proper Protective Equipment (PPE) and clothing to safely perform duties.

Refer to NFPA 96 Section A.11.6.1 for minimum requirements. The Contractor must immediately notify the COR and CO of any adverse safety and occupational health conditions pertaining to its employees, Government personnel, and Government property while performing contractual services. A written report detailing the occurrence must be given to COR within 2 working days after incident occurrence. If injuries are life threatening, the Contractor shall immediately contact emergency services. On base Emergency Service contact and phone number info will be provided after contract award.

4.2 ENVIRONMENTAL PROTECTION. The Contractor must ensure the purchase, use, handling, storage, and disposal of all toxic, hazardous materials, special materials, and wastes are in accordance with all applicable environmental protection standards. Contractor is required to pay any fines for which it is determined to be responsible, and complete the appropriate paperwork to be submitted to the proper authorities with copies provided to the 31 Civil

Engineer Squadron (CES) Environmental Element, COR, and CO. No chemical or hazardous products shall be brought onto Government property without the approval of the 31 CES

Environmental Element.

4.2.1 MATERIAL SAFETY DATA SHEET (MSDS). Prior to bringing any hazardous material onto the Aviano and Ghedi Air Bases, the Contractor must have a 31 CES

Environmental Element approved MSDS for the hazardous material. The Contractor must submit all MSDS’s to the COR at least 10 working days prior to the intended use of the hazardous material. The COR will coordinate with the 31 CES Environmental Element to obtain approval.

All approved MSDS’s must be kept updated with the latest manufacture information and be consolidated in a binder. At a minimum, the Contractor must keep a binder at its office location, Service Call Reception location, and on site where service work is being performed that day.

4.2.2 ENVIRONMENTAL SPILLS. If the Contractor spills or releases any substance listed in

40 CFR 302 into the environment, it must immediately report the incident to the Government

Representative.

4.2.3 HAZARDOUS WASTE. At no time will the Contractor release or dispose of any

Hazardous Waste into the environment or sanitary sewer system. The Contractor is responsible for all coordination and approvals from all appropriate agencies prior to any disposal of agents.

All approvals must be in writing and kept in the contract record. Contractor is responsible for the complete removal and disposal of Hazardous Waste through legal and approved methods.

The Contractor must also provide the 31 CES Environmental Element and COR with copies of all documentation for shipment, handling, storage, and disposal of Hazardous Waste from the

Aviano and Ghedi AB.

4.3 NORMAL WORKING HOURS. The Normal Working Hours of the Aviano AB are

Monday through Friday, from 8:00 A.M. to 5:00 P.M., except American and Italian holidays. To limit the impact to building operations the Contractor will be required to work outside these hours. Unless coordinated and approved by the COR and FPO, the Contractor will not provide services on the following American and Italian holidays:

AMERICAN HOLIDAYS

New Year’s Day January 1

Martin Luther King’s Birthday 3 rd

Monday in January

President’s Day 3 rd

Monday in February

Memorial Day Last Monday in May

Independence Day As stated on current year calendar

Labor Day 1 st Monday in September

Columbus Day 1 st Monday in October

Veteran’s Day As stated on current year calendar

Thanksgiving Day 4 th

Thursday in November

Christmas Day December 25

ITALIAN HOLIDAYS

Epiphany January 6

Easter Monday As stated on current year calendar

Aviano Patron Saint’s Day As stated on current year calendar

Liberation Day April 25

Italian Labor Day May 1

Republic Day June 2

Assumption Day August 15

All Saints November 1

Immaculate Conception December 8

Saint Stephen Day December 26

NOTE: American holidays falling on a Saturday are normally observed on the previous Friday.

American holidays falling on a Sunday are observed on the following Monday.

4.4 PERFORMANCE OF SERVICES DURING CRISIS. This service is mission essential;

therefore, must be performed during declared crisis. This may include required services during weekends and after Normal Working Hours. The Contractor shall be notified as soon as practicable prior to the required service, but not less than 24 hours.

4.5 CONTRACTOR PERSONNEL. All work under this contract must be performed in a skillful and workmanlike manner. Contractor employees must conduct themselves in a proper, efficient, courteous, and businesslike manner. The Government reserves the right to require removal from the job site of any employee who endangers persons or property, whose continued employment is inconsistent with the interests of military security, or whose presence deters the accomplishment of work.

4.5.1 ORGANIZATION CHART. After contract award, the Contractor must notify the COR in writing at least 5 working days prior to planned changes in personnel. The Contractor must notify the COR in writing of any unplanned changes as soon as possible, but not later than the next working day.

4.5.2 CERTIFICATIONS. Certifications must be current, not expired, at the time of submission, and maintained current for the duration of the contract.

4.5.3 CONTRACT MANAGER (CM). The Contractor must provide the Government the name of the responsible supervisory person, CM, authorized to act for the Contractor. The CM must be available during Normal Working Hours, and within 4 hours of notification, be able to meet at Aviano AB with the CO or COR to discuss problematic areas. CM and alternates contact information must be provided to the CO and the COR within 10 working days of contract award.

4.5.4 ENGLISH LANGUAGE REQUIREMENTS. The Contractor’s CM, Call Reception

Personnel, as well as the lead service technician must have a good command of the English language in order to properly and independently coordinate services with United States

Government personnel.

4.5.5 IDENTIFICATION OF CONTRACTOR EMPLOYEES. While performing services

Contractor personnel must wear clothing and badges that clearly identify their name and the name of the Contractor.

4.6 KEY CONTROL SYSTEM. The Contractor must establish and implement a key control system to ensure keys issued to the Contractor are not lost, misplaced, or used by unauthorized personnel. The Contractor must establish a log to show: facility, name signing out/in the key, date and time out/in, and any other pertinent information necessary to control keys. The

Contractor must not duplicate any keys issued by the Government.

4.6.1 LOST KEYS. The Contractor must immediately report to the COR any occurrences of lost, unauthorized use, or unauthorized duplication of keys.

4.6.2 RE-KEYING OR REPLACEMENT. In the event keys other than master keys are lost or duplicated, the Contractor is required, upon written direction of the COR, to re-key or replace the affected lock or locks without cost to the Government. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the Government and the total cost of the re-keying effort will be deducted from any payment due to the Contractor.

4.7 RECORDS. Records include all documentation generated by the Contractor in the performance of its contractual services. All contract records must be in English and, when applicable, Italian. The only acceptable software formats for the records are Microsoft Office, Microsoft Excel, AutoCAD, Adobe PDF and JPEG/JPG for pictures. Records must be maintained by the Contractor and be made available to the Government upon request. An electronic copy of all records must be provided to the COR on CD(s) no later than 5 working days after completion of the current contract period; therefore, annually.

4.8 CONTRACTOR COMMUNICATIONS. To facilitate communication between the

Government and the Contractor, the Contractor must designate and maintain an email account(s) and contact telephone number(s) for the life of the contract.

4.9 LIABILITIES AND RESPONSIBILITIES. The Contractor is responsible for all damages to persons or property that occurs during the performance of this contract as a result of the

Contractor’s fault or negligence. The Contractor is also responsible for all work performed until completion and acceptance of the entire work. The Contractor must safeguard all building occupants while performing the service under this contract.

CONTRACTOR FULL-TIME EQUIVALENT REPORTING.

“The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Performance

Work Statement for Cleaning Kitchen Hood and Duct exhaust Systems at Aviano and Ghedi Air

Base, dated 19 February 2015, via a secure data collection site. The contractor is required to completely fill in required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil/”

4.10.1 USES AND SAFEGUARDING OF INFORMATION. Information form 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.

4.10.2 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.

5 APPENDICES

A. Workload

B. Multiple Systems Location Sketches

C. Inspection Checklist http://www.ecmra.mil/ http://www.ecmra.mil/