Fume Hood Cleaning SOW for RFI.docx

DRAFT - STATEMENT OF WORK

FOR REQUEST OF INFORMATION PURPOSES ONLY

Kitchen/Canteen Exhaust Hood Cleaning

DESCRIPTION OF SERVICES The Contractor shall provide all management, labor, transportation, tools, supplies, and equipment necessary to provide cleaning services for the Iowa City VA Healthcare System Inpatient Kitchen and Canteen exhaust hoods, using a certified professional kitchen hood cleaning service. The cleaning is necessary to keep the kitchen safe, by pulling heat, smoke, and grease vapors out of the air as you cook, to reduce the risk of fires. The Joint Commission requires compliance with NFPA 96. List for the period of 09/01/2025 – 08/31/2030.

SERVICE REQUIRED

Equipment to be cleaned by a properly trained, qualified and certified company or person(s) to provide professional kitchen exhaust cleaning services for the Iowa City VAHCS inpatient kitchen and canteen exhaust hoods. The process will include removing grease and other contaminants from the kitchen ducts, fans, hood, and vent of commercial kitchen exhaust systems. Cleaning will be in accordance with NFPA #96 standards to remove flammable grease, reducing the risk of fire outbreak.

The process includes:

1. Pre-cleaning inspection

2. Plastic protection of kitchen area

3. Scraping of kitchen exhaust system to rid high density grease and oil collection.

4. Application of Food-Safe chemical to soak into remaining build up.

5. Power washing of hood, vents, ducts, fans, and filters

6. Clean up

7. Polishing of hood and workstation

8. Re-testing of exhaust system fans

9. Post-cleaning inspection

10. Certificate of cleaning posted on hood

CLEAN-UP:

The Contractor shall keep the service area free from accumulations of waste material or rubbish.

Upon completion of the service, the Contractor shall ensure the work area and premises are clean and restored to their original condition. Contractor shall be responsible for ensuring the area is in the same condition in which they were prior to the calibration and maintenance. At the completion of each area, the Contractor shall complete a walk through with the facility POC prior to acceptance.

GENERAL INFORMATION

DATES of SERVICE:

Base Year – 07/01/2025 – 06/30/2026 Option Year 1 – 07/01/2026 – 06/30/2027 Option Year 2 – 07/01/2027 – 06/30/2028 Option Year 3 – 07/01/2028 – 06/30/2029 Option Year 4 – 07/01/2029 – 06/30/2030

EQUIPMENT/ LOCATION

Department of Veterans Affairs, Iowa City VA Health Care System 601 Highway 6 W Iowa City, IA 52246

1. Inpatient Kitchen Hood Model 4824VHB-G-REM, Serial number JOB1364172; Model AXWPWC01, Serial number 916329A – Bldg. 1 1 South

2. Canteen Kitchen Hood -Model – AWWI, Serial number 334848: Model AWII, Serial number 33484A – Bldg 1 – 3 South

HOURS OF SERVICES:

Contractor shall perform services Monday through Friday or as scheduled in coordination with ICVAHCS Maintenance employees.

Unavailable service days are Federal holidays, unless otherwise coordinated with VA POC.

If the holiday falls on a Saturday, the previous Friday will be observed and if the holiday falls on a Sunday, the following Monday will be observed.

A list of federal holidays is available at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2024

CLOSURES:

Work scheduled, but not accomplished due to unforeseen weather conditions, facility exercises, or actual alert, will be rescheduled as soon as possible after reopening.

REPORTS AND DOCUMENTATION

Vendor to supply documentation with the following information within 10 days of hood/exhaust cleaning completion.

At a minimum, the report shall contain:

· Building number/name of facility where cleaning is performed

· Date and time of cleaning

· Name and signature of service technician

· Defects (if applicable)

· Sticker verifying cleaning placed on exhaust hood

SECURITY REQUIREMENTS / BADGES:

Contractor and/or all sub-contracted personal are required to always wear and have visible a VA Vistor Badge/Contractor Badge.

Badges are issued by Facilities Management (FM), B-2, second floor. FM Office hours are Monday – Friday, 7:30 am – 4:00 pm.

The Contractor shall be required to obtain and display identification badges for all employees requiring access to the Iowa City VA Healthcare System.

These badges will be Government furnished and issued to Contractor employees upon initial entry, under contract.

Identification shall be always worn on the outer clothing between the neck and waist on the front of the body and visible with the Contractor’s name plainly displayed.

Loss of a contractor badge shall be reported to the VA POC no later than the following workday.

All contract personal shall be checked in by Facilities Management (FM) located in building 2, second floor.

Contractor personnel will be escorted by VA staff.

SAFETY REQUIREMENTS AND REPORTS:

The Contractor is solely responsible for compliance with all federal, state, and local laws, the Occupational, Safety and Health Act (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926, as applicable and shall perform all work in a safe manner as required by these standards.

The Contractor shall implement an Occupational Safety and Health Plan to ensure the safety of their personnel, as well as the protection of Government personnel and property. Additionally, the Contractor is responsible for the safety and health of all sub-Contractor employees.

The Contractor shall provide a verbal report to the CO within 24 hours of an accident resulting in injury, death, occupational disease, or adverse environmental impact.

The Contractor shall provide a completed copy of required accident investigation reports to the CO within five calendar days of each occurrence.

DAMAGE TO GOVERNMENT EQUIPMENT AND PROPERTY:

The Contractor shall take all necessary precautions to prevent damage to Government equipment and property.

The Contractor shall report damage of Government property or equipment to the Contracting Officer and/or VA POC within 24 hours of the incident.

SPECIAL CERTIFICATIONS AND QUALIFICATIONS:

To be considered eligible for consideration, bidders must be able to provide documentation that the technicians performing calibration services are NASED-certified, and the equipment used to calibrate must be able to calibrate to ANSI standards.