FY27 PWS Kitchen Exhaust Cleaning 17 July 2026.pdf

PERFORMANCE WORK STATEMENT

FOR FY27

KITCHEN EXHAUST CLEANING (HOOD AND DUCTS) & REPAIR SERVICES

LUKE AFB, AZ

1.0. Scope of Work. The intention of this solicitation is to obtain commercial kitchen hood and duct cleaning and repair services at Luke AFB. All grease and flammable residues shall be removed from the interior surfaces of the hood canopies, filters, ducts, and exhaust fans, ensuring compliance with all applicable municipal, state, and National Fire Protection Association (NFPA) codes, specifically Standard No. 96. Compliance with NFPA 96 is verified by a Certificate of Performance, which is posted on the hood canopy in plain view of the Fire Marshall, Department of Health, or Facility Manager.

1.1. Standards. All services shall be performed in a workmanlike manner and shall comply with applicable standards as set forth by the NFPA and/or the International Kitchen Exhaust Cleaning Association (IKECA). Cleaning solutions used shall be an alkaline base to prevent damage to metal ductwork and be USDA-approved for food service use. Safety Data Sheets (SDS) shall be available on-site.

1.2. Exhaust System Access. Exhaust system cleaning shall include the interior of all accessible exhaust system ductwork, filters, and the interior of exhaust removal blowers. Issues regarding exhaust system access must be brought to the attention of the Contracting Officer's Representative (COR) and the Base Fire Prevention official.

• 1.2.1. The ductwork shall have adequate access, so all interior portions are visible for inspection by the customer and certified inspectors after cleaning. Additional access panels will be installed at the Government’s expense prior to or during the cleaning if needed. No part shall be left inaccessible without detailed written documentation provided to the COR and Base Fire Inspection office immediately following job completion.

1.3. Certification. Cleaning and repairs shall be performed by certified companies (preferably IKECA), making every attempt to comply with OSHA Standards and using trained technicians to provide positive cleaning that achieves the removal of deposited cooking by-products from the interior of the exhaust system.

1.4. Cleaning Methods. Positive cleaning methods shall include, but not be limited to, the following processes or a combination thereof:

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

• 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.

1.5. Equipment Capabilities. As a minimum, the cleaning process should use hot water at 180 degrees F, 1200 PSI, and 4 gallons per minute if run from a truck.

The equipment shall not be allowed to run over 1750 PSI on aluminum fans (fans, fan blades, etc.) to prevent structural damage. On-site equipment shall meet these minimum capabilities and include specialized wands required to reach long verticals, the back of fan blades, and other difficult areas of the ductwork.

1.6. Post-Cleaning Operations. 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 an operable state.

1.7. Site Cleanup. Any mess generated during cleaning operations shall be properly cleaned up. Job-generated debris shall be placed into the appropriate job site refuse container, and the kitchen facilities left ready for use by the kitchen staff.

1.8. Area Protection. Working areas around and near exhaust vent systems shall be protected and left clean (in the condition found at the start of the job) after completion. This includes areas around/under ducts, fans, roofs, hoods, floors in the working area, and ceilings under ducts.

1.9. Photography Requirements. Digital pictures are to be taken of all systems identified in this contract during the first cleaning of the contract period and electronically submitted to the COR no later than five (5) business days after the scheduled cleaning has been performed (i.e., all systems shall have pictures taken once annually). Subsequent pictures shall be taken upon request by either the COR or Fire Department Inspectors prior to the next scheduled cleaning. Pictures should also be taken of any pre-existing problems or damage caused by the cleaning process.

• 1.9.1. Required Photo Sequence: Please take CLEAR digital pictures in the following order. The first two must be taken before the job starts to walk an inspector through the entire system. Make sure the date stamp is correct on the camera.

• a. Complete "before" pictures showing the outside of the hood(s).

• b. Complete "before" pictures of the entire roof area around exhaust fans (including fans) from at least two opposite sides, capturing any pre-existing conditions.

• c. Any additional relevant shots (optional).

• d. Shot of the intakes of all fans cleaned.

• e. Shot of the back of the fan blades for all fans cleaned using close-up mode.

• f. Shot down the stacks from the roof (if roof-mounted) for all systems cleaned.

• g. Outside of ductwork if it has a horizontal run.

• h. Shot toward the fan from each access plate, with the subsequent picture showing toward the hood for each access plate.

• i. Shot up the stacks for each vertical from the hood (or down any horizontals from the hood).

• j. Close-up setting of the inside chambers of any power-wash hoods

(if applicable).

• k. Complete pictures of the back of the filter rails (top and bottom).

• l. Pictures of the completed hoods with filters out, and another with the filters properly in place.

1.10. Certification Sticker. A certification sticker showing the job completion date and the next recommended cleaning month and year shall be applied to the hoods of the systems cleaned at the end of the job (one per system).

1.11. Documentation & Scheduling. Legible documented reports indicating the date of cleaning, contractor's name, and any areas not cleaned shall be provided for each kitchen exhaust system no later than five (5) business days after cleaning.

Reports can be sent electronically. The Base Fire Inspection office shall review the reports and requested pictures. The contractor shall submit a planned work schedule to the COR no later than five (5) business days prior to the start of the following month.

1.12. Repairs, Inclusions, and Exclusions. The following paragraphs clarify the scope of work regarding equipment improvements and repairs:

• 1.12.1. New Installations: The installation of new or improved equipment, or modifications to existing equipment as directed or required by cognizant authorities, is not included in this contract.

• 1.12.2. Repair Services: This contract includes routine repair and maintenance of hood and duct exhaust systems. The contractor shall perform all necessary repairs to ensure operational compliance and system integrity. All repair work shall be coordinated with, and approved by, the Contracting Officer (CO) or COR prior to execution.

• 1.12.3. Services Not Included: Repairs and parts necessitated by accident, fire, abuse, and/or misuse by Government personnel, as determined by the CO, are not covered under this contract.

1.13. Deferred Facilities (Construction/Remodeling). Building 545 (Hensman Dining Hall) and Building 954 (Flightline Dining Hall) are currently undergoing active remodeling construction projects. All cleaning and repair services for these two facilities are excluded from the initial performance schedule.

• Once construction is finalized and the facilities are cleared for operation, the Government reserves the right to phase these facilities into the active service schedule via a bilateral contract modification.

• Upon activation, Hensman Dining Hall (Bldg 545) will be serviced semi-monthly (2 times per month), and Flightline Dining Hall (Bldg 954) will be serviced quarterly.

2.0. QUALITY ASSURANCE. The Government may evaluate the Contractor's performance by appointing a COR to ensure services are conducted in accordance with this PWS. The COR may review each task for compliance with municipal, state, and NFPA codes (specifically Standard No. 96), as well as verify the placement of the Certificate of Performance. The Government reserves the right to inspect each task upon completion and will investigate complaints from customers located on the installation.

3.0. GOVERNMENT REMEDIES. The CO shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items, for the contractor’s failure to correct nonconforming services.

4.0. HOURS OF OPERATION. The contractor shall establish a work schedule allowing maintenance and inspections to be performed during times specified by facility managers (See Appendix B for points of contact).

• 4.1. Cleaning Intervals: Cleaning shall be performed based on the facility requirements outlined in Appendix A. Standard intervals include:

• Quarterly: Oct-Dec, Jan-Mar, Apr-Jun, Jul-Sept

• Semi-annually: October and April

• Semi-monthly: Twice monthly (2 times per month) for 12 months

• Monthly: October through September

• Annually: October-September

5.0. SECURITY REQUIREMENTS. The contractor shall ensure each employee obtains base passes and identification items applicable for contract personnel and non-government-owned vehicles through the CO.

6.0. ENVIRONMENTAL REQUIREMENTS. Contractors shall use chemicals that meet or exceed all Arizona state and federal EPA laws and guidelines. All chemicals used by contractors cannot contain more than 1% boron. The contractor shall dispose of all unused chemicals off base in accordance with all Federal, State, and local regulations.

6.1. Materials Handling. The contractor is responsible for advising employees on Environmental and Hazardous Materials Handling and must maintain Safety Data Sheets (SDS) readily accessible to all employees for all required materials (reference AFI 91-301 and OSHA requirements).

6.2. Hazardous Materials and Hazardous Wastes (HM/HW). Hazardous material includes all material hazardous to health, safety, or the environment (e.g., hazardous chemicals, toxic chemicals) as defined by 29 CFR 1910.1200, 40 CFR Part 302 (Table 302.4), 40 CFR Part 355, and 40 CFR 372.65. Luke AFB operates a Hazardous Material Pharmacy (HMP) to control HM use. The contractor shall use non-hazardous materials whenever possible.

6.3. HMP Approval. All hazardous materials must be approved by the HMP prior to being brought onto the installation. The contractor shall submit a list of all hazardous materials intended for use, along with SDS, to the HMP through the COR at least thirty (30) days prior to beginning work. The listing shall include product name, chemical type, quantity, process for use, and disposal method for empty containers and waste. The contractor shall use the form located in Appendix C.

6.5. Compliance & Liability. The contractor is responsible for complying with all federal, state, and local requirements regarding the proper use, labeling, storage, transport, and disposal of hazardous materials and waste.

• 6.6. Any costs or fines levied against the installation due to the contractor’s failure to comply shall be borne by the contractor.

7.0. SPILL PREVENTION AND RESPONSE. The contractor shall ensure all employees are knowledgeable of spill prevention and response procedures. If a spill occurs, the contractor shall take immediate action to contain it and report the incident to the

Fire Department by dialing 911 from any base phone. The contractor shall also notify 56 CES/CEV at (623) 856-8488. The spill must be reported in writing to the COR within 48 hours.

• 7.1. The contractor shall clean up, containerize, and properly dispose of any spills to the satisfaction of the Government, ensuring no toxic chemicals or hazardous substances enter drainage or sewer systems.

• 7.2. The Government will report hazardous spills to regulatory agencies as appropriate. The contractor is responsible for cleanup/remedial action and may be required to sample the site in the presence of 56 CES/CEV to prove cleanup adequacy.

• 7.3. Spill cleanup using Government resources will be charged to the contractor based on actual costs incurred.

• 7.4. Ozone Depleting Chemicals (ODCs): The contractor shall not use Class I ODCs in the performance of this requirement. If no suitable substitute exists, the Contractor must contact the CO.

8.0. COMPLIANCE WITH ENVIRONMENTAL LAWS. The contractor shall comply with all applicable environmental protection laws and regulations. If regulations change during the contract term, the contractor shall comply and immediately inform the CO for possible contract modification.

9.0. NOTIFICATION OF ENVIRONMENTAL SPILLS. If the contractor spills or releases any substance listed in 40 CFR 302 into the environment, they shall immediately report the incident to the COR and shall be liable for the release.

10.0. MATERIAL STORAGE AND USE. The contractor shall follow manufacturer guidelines and professional recommendations for the control of humidity, temperature, cleanliness, and material handling, including HM.

12.0. PERFORMANCE REQUIREMENTS SUMMARY

APPENDIX A WORKLOAD DATA & POC

APPENDIX B CONTRACTORS ENVIRONMENTAL REPORTING FORM

(Note: B945 and 954 Our main dining halls are under renovation and will be

Deferred facilities and shall be priced under Option CLINs X006 and X007 and may be activated at the unilateral discretion of the Government." )

APPENDIX B: CONTRACTOR'S ENVIRONMENTAL REPORTING ENTRY FORM

HAZMO Office, Bldg. 927 | Phone: (623) 856-4748 | Fax: (623) 856-4747

1. Contract Number: ___________________________

2. Contractor Name: ___________________________

3. HAZMAT Storage Location(s): ___________________________

4. Reporting Month & Year: ___________________________

Chemical Usage Log:

Manufacturer Application Process (e.g., Spray)

Unit of Issue (e.g., 16oz can)

Qty Brought on Base

Qty Used

Remaining Balance

Debris / Waste Removal Log:

Type of Materials Landfilled / Recycled Landfill / Recycle Facility Name Quantity (lbs.)

Contractor’s Signature: __________________________ Date: ___________________

APPENDIX C: CONTRACTOR'S ENVIRONMENTAL REPORTING ENTRY FORM

HAZMO Office, Bldg. 927 | Phone: (623) 856-4748 | Fax: (623) 856-4747

1. Contract Number: ___________________________

2. Contractor Name: ___________________________

3. HAZMAT Storage Location(s): ___________________________

4. Reporting Month & Year: ___________________________

Chemical Usage Log:

Targeted Chemicals Warning:

The Federal Government has targeted the following chemicals for reductions in use. Please avoid the use of these items, plus any confirmed human carcinogens, sensitizers, teratogens, mutagens, or extremely toxic materials when possible:

• Benzene

• Cadmium (and compounds)

• Carbon Tetrachloride

• Chloroform

• Chromium (and compounds)

• Cyanides

• Dichloromethane / Methylene Chloride

• Lead (and compounds)

• Mercury (and compounds)

• Methyl Ethyl Ketone

• Methyl Isobutyl Ketone

• Nickel (and compounds)

• Toluene

• Trichloroethane

• Trichloroethylene

• Xylene

• Tetrachloroethylene

PERFORMANCE WORK STATEMENT