Hoods_and_Ducts_-_PWS_26Oct15.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

CLEANING KITCHEN EXHAUST SYSTEMS

75 CES/CEOS

Hill AFB, UT

14 May 2015

REV 2 (Dated 26 Oct 2015)

TABLE OF CONTENTS

1. Description Of Services …………………………………………………………………..………….. 3

2. Reports/ Documentation …………………………………………………..……………………….…. 5

3. Government Furnished Property and Services …………………………………………………… 6

4. Services Summary …………………………………………………………………………………….. 7

5. General Information ………………………………………………………………………………….. 8

6. Appendices

Appendix A: Kitchen Exhaust Systems To Be Cleaned .…………………...………………. 14

Appendix B: Contractor Full Time Equivalent Reporting ……………………….…………. 15

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, parts and labor necessary to clean kitchen exhaust systems to include hoods, grease removal devices, fans, blowers, and ducts at Hill AFB, Utah Test and Training Range (UTTR), and at Little Mountain, Utah, in a manner that will ensure continuous and safe operation of such systems and prevent any potential grease fire from spreading past the cook-line into the hood and ductwork. All cleaning shall be in accordance with Chapter 11 of the National Fire Protection

Association 96 Standard 2014 Edition (Standard for Ventilation Control and Fire Protection of

Commercial Cooking Operations).

1.1 REQUIREMENTS. The Contractor shall clean the kitchen exhaust systems identified in

Appendix A of this Performance Work Statement (PWS).

1.1.1 FREQUENCY OF CLEANING. The Contractor shall clean the kitchen exhaust systems as per the frequency of cleanings in Appendix A. Should the Contractor determine that the frequency of cleanings identified in Appendix A requires adjusting, then the Contractor shall notify the Contracting Officer Representative (COR) of that requirement.

1.1.2 CHANGES TO REQUIREMENTS. As requirements change, the government may add/drop kitchen exhaust systems listed in Appendix A. The government shall notify the contractor a minimum of ten (10) days in advance of any additions or subtractions. As a result of any changes, Appendix A of the PWS will be updated and the contract amended to reflect the change. Should the number of kitchen exhaust systems requiring cleaning decrease or increase, then the contractor shall provided to the contracting officer a proposal identifying any cost decreases or increases. Cost adjustments to the contract shall be negotiate between the Contractor and the contracting officer.

1.1.3 SCHEDULING. The Contractor shall coordinate with the using activity for each kitchen exhaust system in Appendix A to determine an acceptable time and date for the kitchen exhaust system to be cleaned as to minimize any disruption to the service provided by that activity.

1.1.4 SPECIAL REQUIREMENTS. Where there is more than one system in the building, the contractor shall complete all work required on one system before starting the next. When two or more hoods vent into one exhaust system going to the roof this is considered one system.

1.2 CLEANING SERVICES. Kitchen exhaust systems shall include all surfaces on which dust and grease can be deposited in normal operations including, but not limited to, grease removal devices, duct systems, including all horizontal and vertical ductwork, from the filters up and throughout its entirety including the fan and blower housing, fan, fan wheel, exhaust fan, and other apparatus thereto, with the exception of the hoods, canopies and motor interiors.

Systems shall be considered clean if there is no visible accumulations of dirt and grease.

1.2.1 GREASE REMOVAL DEVICES. Cleaning service shall include grease filters, baffles, and other approved grease removal devices for use with commercial cooking equipment.

1.2.2 BLOWER UNITS. Cleaning service shall include the complete fan assembly including the housing, wheel shafts, braces, supports, pulleys and all other apparatuses thereto, with the exception of motor interiors.

1.2.3 EXHAUST DUCT SYSTEMS. Cleaning service shall include all horizontal and vertical ductwork beginning at the hood connection and extending to and including the exit stack. Where ducts are joined in sections, they may be removed, cleaned, and reinstalled so joints are opposite to the direction of air flow, using sheet metal screws and new clips. Ducts shall be cleaned to bare metal.

1.2.4 EXHAUST FANS. Service shall include the complete fan assembly including the structural frame assemblies, housing, fan blades, shafts, braces, louvers and all other apparatus thereto, except motor interiors. The contractor shall remove accumulation of all foreign material, such as dirt and grease by dismantling the fan and cleaning with degreasing compound. Fans shall be reassembled and reinstalled in a satisfactory working condition.

1.3 CLEANING METHOD. Acceptable methods of cleaning kitchen exhaust systems shall include but not be limited to the following processes or a combination thereof:

Manual removal of solidified, semi-solidified or liquid cooking by-product.

Low pressure application of USDA or facility approved detergents.

Wash/rinse processes utilizing high pressure hot water cleaning.

Wash/rinse processes utilizing saturated steam cleaning.

1.3.1 PROHIBITED PRODUCTS. As per para 11.6.6 of the National Fire Protection

Association 96 Standard 2014 Edition (Standard for Ventilation Control and Fire

Protection of Commercial Cooking Operations), Flammable solvents or other flammable cleaning aids shall not be used.

1.3.2 ELECTRICAL. At the start of the cleaning process, electrical switched that could be activated accidentally shall be locked out. At the close of cleaning operations exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state. When cleaning procedures are complete, all electrical switches shall be returned to an operable state.

1.3.2 ACCESS PANELS and DOORS. When cleaning procedures are complete, all access panels( doors) and cover plates shall be restored to their normal operating condition.

1.3.2 FIRE SUPPRESSION SYSTEM. Components of the fire suppression system shall not be rendered inoperable during the cleaning process. Cleaning chemicals should not be applied to the fusible links or detection devices of automatic fire suppression systems installed in exhaust equipment.

1.3.2 CLEANUP. The contractor shall keep the service area free from accumulations of waste material or rubbish. When cleaning from roof down through the ducts, plastic film shall be spread directly under the hood to prevent steam from coming into contact with people working below. Upon completion of the cleaning service , the contractor shall leave the work area and premises in a clean and neat condition satisfactory to the COR.

The contractor shall take all trash to an off base site. All condensed steam, grease, and dirt shall be collected and disposed of by the contractor.

2. REPORTS/ DOCUMENTATION. The contractor shall prepare and submit a written report as per para 2.1 to the COR within ten (10) business days of the following month of all scheduled cleanings performed during the previous month.

2.1 CLEANING REPORT. The contractor shall develop and submit to the Government for approval a written cleaning report template within ten (10) days after contract award. The report shall contain but not be limited to the following:

Building number where kitchen exhaust system cleaning was performed

Method of cleaning used

Acknowledgement that a certificate was applied to the exhaust hood as per para 2.2.

Date of cleaning

Name/signature of service technician

Name/signature of facility manager

2.2 CERTIFICATE. When a cleaning service has been completed for each kitchen exhaust system, a certificate showing the date of cleaning shall be maintained on the premises. A label is to be placed in the kitchen area by the Contractor showing the name of the company and the date of cleaning.

2.3 INSPECTIONS. The system shall be inspected by the Hill AFB Fire Department on a random basis for quality control purposes. The COR shall also perform random inspections to verify compliance with the contract requirements.

2.4 SYSREM DEFECTS. Defects in the systems, found by the contractor, that require repair

(e.g. broken fan blades, nonfunctioning blowers, frayed fan belts, broken conduit, excessive grease, missing filters, inaccessible areas, separation of ductwork joints, etc.), and if not corrected, could impact the contractor’s ability to perform the service or would impair the system’s ability to function properly shall be documented and reported to the COR within 5 business days.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. All reasonable quantities of utilities will be available to the contractor without charge. Any temporary lines and connections that may be required shall be installed, maintained and removed by the contractor at his expense and in a manner satisfactory to the COR.

4. SERVICES SUMMARY

Table 1. Performance objectives and performance thresholds.

Performance Objective

PWS

Para

Performance Threshold

Kitchen exhaust systems are cleaned as per the frequency in appendix A.

1.1.1

Performance is acceptable when 95% of kitchen exhaust systems have received cleaning by the end of the scheduled month.

Contractor submits a written report within ten (10) business days of the following month of all scheduled cleanings.

Performance is acceptable when 90% or more of reports are received within ten (10) business days of the following month.

Contractor places a label in kitchen area at the completion of cleaning.

2.2

Performance is acceptable when contractor places a label in the kitchen after each cleaning.

Contractor leave the work area in a clean and neat condition.

1.3.2

Performance is acceptable when contractor leaves work area in a clean and neat condition.

5. GENERAL INFORMATION

5.1 SECURITY REQUIREMENTS

5.1.1 Many of the Kitchen exhaust systems are located in a controlled areas. For the security of the area and the safety of others, the contractor shall prohibit the entrance of persons other than the contractor’s employees into work areas when not engaged in performance of the contract. This does not apply to Government personnel directly assigned to this area. The contractor and his employees shall be required to submit applications for security clearances and identification to the Contracting Office

Representative. All personnel of the contractor must be able to obtain and maintain a security clearance to Hill AFB. The contractor shall comply with all requirements and procedures in accordance with FAR 5352.242-9000, Contractor Access to Air Force

Installations. The contractor shall contact the Contracting Office Representative for appropriate forms prior to starting work. All documentations shall be submitted at the pre-performance conference. All contract vehicles shall be clearly marked on each side with a magnetic or painted sign of the company name.

5.2 QUALITY CONTROL

5.2.1 QUALITY CONTROL PROGRAM. In compliance with the clause entitled

“Inspection of Services”, 52.246–4, the contractor shall establish a complete Quality

Control Program to ensure the requirements of this contract are provided as specified.

The contracting officer will notify the contractor of acceptance or required modifications to the plan before the contract start date. The contractor shall make appropriate modifications (at no additional costs to the government) and obtain acceptance of the plan by the contracting officer before the start of the first operational performance period.

5.3 QUALITY ASSURANCE

5.3.1 The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received.

The government representative will evaluate the contractor’s performance through intermittent on–site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the

Contracting Office Representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

5.3.2 CONTRACTING OFFICER REPRESENTATIVE (COR). The Contracting Officer

Representative (COR) is the authorized government representative who will perform assessments of the contractor’s performance. Subsequent to contract award, the identity of the COR, with a letter defining their duties and authority will be promptly furnished to the successful bidder/offeror.

5.3.3 The COR or alternate will inform the contracting officer in person when discrepancies occur and will request corrective action. The COR or alternate will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist. The contracting officer shall follow the requirements of the FAR 52.212–4, Contract Terms and Conditions for Commercial

Items (Feb 2007), for contractors failure to correct nonconforming services.

5.3.4 Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer and not to the COR.

5.3.5 The services to be performed by the contractor during the period of this contract shall at all times and places are subject to review by the Contracting Officer or authorized representative.

5.4 PHYSICAL SECURITY

5.4.1 The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

5.4.2 KEY CONTROL. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons.

5.4.2.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, notify the Contracting Officer immediately. A report shall be submitted to the Security Manager and Security Forces.

5.4.2.2. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of secured areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

5.5 HOURS OF OPERATION

5.5.1 NORMAL HOURS OF OPERATION. The contractor shall perform the services required under this contract during the following hours: 0700 – 1630 Monday through

Friday, except for recognized federal holidays.

5.5.2 RECOGNIZED HOLIDAYS. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial

Day, Independence Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

5.5.3 EMERGENCY SERVICES. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. The contractor’s responsibilities for emergency support are described in paragraph 1 (Description of Services).

5.5.4 CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DODI 3020.37 As the cranes and hoists in the facilities at Hill AFB, are essential to aircraft repair and maintenance, it is essential that the maintenance and repair of the cranes described in paragraph 1 (Description of Services) be accomplished during a crisis. The contractor shall supply a contingency plan for providing these services during crisis conditions as defined in DODI 3020.37 PARA E2.1.1.

5.6 CONSERVATION OF UTILITIES

5.6.1 The contractor shall instruct employees in utilities conservation practices.

The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

5.6.2 Lights shall be used only in areas where and when work is actually being performed.

5.6.3 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

5.6.4 Water faucets or valves shall be turned off after the required use has been accomplished.

5.6.5 Government telephones shall be used only for official government business.

5.7 RECORDS

5.7.1 The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS, Applicable

Publications and Forms. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

5.8 ENVIRONMENTAL CONTROLS:

5.8.1 GREEN PROCUREMENT:

5.8.1.1 Section 6002 of the Resource Conservation and Recovery Act of 1976

(RCRA) and Executive Order 13101 requires the use of recycled and recovered products identified in the Environment Protection Agency’s Comprehensive

Procurement Guidelines. Contractors at Hill AFB shall assist in compliance with this EO through the:

(a) Use of products with post-consumer recycled content. Paper used in the office should contain 30% post consumer recycled paper.

(b) Use of products that are recyclable

(c) Use of low toxicity or non-toxic products

(d) Use and installation of low-maintenance products

The following items are currently listed for Vehicular Products and Miscellaneous in the EPA Guidelines:

1. Engine coolants

2. Re-built vehicular parts

3. Re-refined lubricating oil

4. Retread tires

5. Sorbents

6. Printing and Writing.

Other Recyclable Materials. The following items shall be recycled: metal beverage containers, glass (clear, brown, green), office paper, newspaper, corrugated fiberboard/cardboard/paperboard, wood and plastics. Contractor may recycle materials not listed above with prior coordination of the CO or COR, and the 75

CES/CEV QRP Manager at 801-777-8791.

All recyclable items shall be stored, shipped and disposed of in accordance with federal and local environmental regulations.

See http: www.epa.gov/epaoswer/non-hw/procure/products.htm for additional items.

The contractor is required to use these recycled or recovered products unless they cannot be procured within a reasonable period of time, at reasonable prices, or the product(s) do not meet technical or performance standards. EPA Guidelines are the minimum requirement. The contractor is encouraged to use other materials and products not listed but commonly used in industry. The contractor shall maintain records and submit an annual report to the Contracting Officer along with the annual certification required by FAR 52.223-9 Certification and Estimate of

Percentage of Recovered Material Content for EPA Designated Items upon completion of the basic year and COMPLIANCE WITH LAWS AND

REGULATIONS: The contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and Local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

5.8.2 MATERIAL STORAGE AND USE. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

5.8.3 NOTIFICATION OF ENVIRONMENTAL SPILLS. If the contractor spills of releases any substance contained in 40 CFR 302 in the environment, the contractor or its employee shall immediately report the incident to the Hill AFB Fire Department at 777-

1911. The liability for the spill or release of such substances rests solely with the contractor and its agent. The contractor shall dispose of all oils, hydraulic fluids and other hazardous waste in accordance with federal, state and local regulations, and dispose of trash or debris off government property in accordance with the same.

5.9 GOVERNMENT OBSERVATIONS

5.9.1 Government personnel, other than contracting officers (COs) and contracting officer representatives (CORs), may from time–to–time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

5.10 SAFETY REQUIREMENTS. In performing work under this contract, the contractor shall:

5.10.1 Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

5.10.2 Take such additional immediate precautions as the contracting officer may reasonably require for safety and mishap prevention purposes.

5.10.3 Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

5.10.4 Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

5.10.5 Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

5.10.6 Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

5.10.7 In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

5.10.8 If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

5.11 PHASE OUT

5.11.1 If there is a change in contractor or if the operation reverts to in–house, the incumbent contractor will provide familiarization, to the government or the follow–on contractor, whichever the case may be. During the phase–out familiarization period, the incumbent will be fully responsible for the operation of one month.

5.11.2 The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow–on contract. In the event the follow–on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor. With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

5.12 PUBLICATIONS

5.12.1 Compliance with all publications, regulations and operating instructions provided by the Government is required when:

5.12.2 The publications prescribe in Appendix “D” outline USAF policies, use of materials, procedures and processes applicable to the work requirements.

5.12.3 The contractor is required to acquire and work on the latest version of the publication.

APPENDIX A: Kitchen Exhaust Systems To Be Cleaned

(Updated 14 May 2015)

Food service exhaust ducts and fans in the building listed below are included in this contract.

Bldg # Description Systems Filters Fans Extinguishing

System

Frequency of Cleaning

230 Cross Winds Base

Restaurant

3 6 North end 3 Yes Quarterly

8 South end

279 Sm Kitchen Hood 1 2 1 Yes Annually

349 Base Fire Dept 1 1 1 Yes Annually

412 Base Exchange 4 Arby's - 3 4 Yes Quarterly

Charlie's - 6

Taco Bell - 5

Anthony's - 4

418 Burger King 1 6 1 Yes Monthly

450 NCO Open Mess 2 24 1 Yes Quarterly

464 New Child

Development Center

1 9 1 Yes Quarterly

470 Child Development

Center

1 6 West side 1 Yes Quarterly

6 East side

507 Restaurant 1 6 East Hood 1 Yes Quarterly

4 Middle Hood

10 West Hood

519 Airmen's Dining

Hall

3 16 kitchen 3 Yes Quarterly

APPENDIX B: Contactor 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 MILSATCOM

Configuration Management Support via a secure data collection site. The contactor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

*Reporting Period: Contractors are required to input data by 31 October of each year.

However, due to the delayed implementation, input of FY12 data is required by 31 Mar 13.

*Uses and safeguarding of Information: Information from 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 contactor name and contract number associated with the data.

*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.

http://www.ecmra.mil/ http://www.ecmra.mil/