Attch 6 - RFI Responses_13Feb26.pdf

DEPARTMENT OF THE AIR FORCE

1OTH CONTRACTING SQUADRON

USAF ACADEMY COLORADO

Request for Information – FA700026Q0012 (Grease Laden Vapor Exhaust System Cleaning)

Below are the responses to requested information regarding Grease Laden Vapor Exhaust System Cleaning Services at the United States Air Force Academy

1. Question: For facilities with multiple exhaust systems, such as Mitchell Hall, does the Government permit the cleaning to be performed in sections (e.g., hood-by-hood on separate days) within the required service period, provided all systems are completed within the scheduled month and all inspections, documentation, and Fire Department approvals are obtained?

Response: Yes, you can if the Facility Manager agrees to your proposed schedule. The contractor will schedule all cleaning service through the Facility Manager (FM). The FM knows when the facility can shutdown operations to allow cleaning to occur. Mitchell Hall is the largest food operation on USAFA, and they serve over 12K meals daily. Therefore, it can be challenging at times to schedule the services. We have not experienced many issues with scheduling Mitchell Hall for service. The incumbent contractor is from out of town and prefers to clean everything within a specific timeframe at Mitchell Hall.

2. Question: Could you please clarify if the following was a mistake as these dates don’t make sense:

“An organized one-day pre-quote site visit took place on 14 January 2026. Access to the site visit was restricted to two individuals per interested party. Interested parties were asked to email the Company Name, Attendee Name(s), Email(s) and Phone Number(s) to PCO Mr. Travis Martin at travis.martin.17@us.af.mil and Contract Specialist Ms. Aurora Santos at aurora.santos@us.af.mil NLT 12:00 PM MDT, 06 January 2026, to ensure the forum could accommodate all attendees.”

Response: The following information and dates are correct. There was a Special Notice posted to SAM.gov 19 December 2025 that pertained to the site visit. No additional site visits are anticipated to take place.

3. Question: Our company was previously certified under the Phil Ackland Commercial Kitchen Exhaust Cleaning program but the certificate is no longer current. This program was in accordance with NFPA. The IKECA website states that they are not doing the testing now because they are revising their test and it won't be available to take before the contract is due. Is this certification mandatory? Will this certification be required prior to contract start?

DEPARTMENT OF THE AIR FORCE

1OTH CONTRACTING SQUADRON

USAF ACADEMY COLORADO

Response: NFPA 96 does state the system shall be cleaned by a properly trained, qualified, and certified person(s) acceptable to the authority having jurisdiction (AHJ) NFPA 96, Para. 12.6.1.

This requirement is to be met when an inspection finds the exhaust system is contaminated with deposits from grease-laden vapors. The Government, like many users, follow a cleaning schedule that aligns with NFPA 96 inspection frequency schedule, but that in and of itself would not drive a cleaning unless the above contamination is noted. (Historically, USAFA has followed this as the timelines have shown build up/contamination to appear). The Government does not feel that it is not following the intent of the code to have them cleaned on an inspection/cleaning schedule, thus it would require a certified person(s). The AHJ in this matter is unique as it would be the Fire Marshal (CE Commander) typically, but fire departments are typically the default as the code rests with us. NFPA 96, Appendix A.12.6.1 states: ANSI/IKECA C10 provides guidance for cleaning the exhaust system. So, to summarize NFPA 96 will be the guidance that allows the Performance Work Statement (PWS) to ask for certified person(s) to clean our systems. Long story short, yes, the contractor will need to be certified.

In accordance with PWS paragraph 3.2.1, each individual performing work under this contract shall maintain a current certification which “shall be provided to the COR prior to starting work under this contract.”