Hoods and Ducts PWS 2020 FINAL 23 June 2020.pdf

PERFORMANCE WORK STATEMENT

FOR

HOODS & DUCTS CLEANING

SERVICES

AVIANO & GHEDI AIR BASE

23 JUNE 2020

PARA

TABLE OF CONTENTS

DESCRIPTION PAGE

1. DESCRIPTION OF SERVICES 3

1.1 OBJECTIVES 3

1.1.1 GENERAL 3

1.1.2 STANDARDS 3

1.2 WORK SCHEDULE 3

1.2.1 SERVICE SUSPENSION 3

1.3 CLEANING SERVICE 4

1.3.1 AEREA PREPARATION 4

1.3.2 PREPARATION INSPECTION 4

1.3.3 POSTING 4

1.3.4 ACCEPTANCE INSPECTION 4

1.3.4.1 COORDINATION 4

1.3.5 SERVICE COMPLETION 5

2. SERVICE SUMMARY 5

2.1 CONTRACTOR QUALITY CONTROL PLAN (QCP) 5

2.2 MONTHLY SERVICE RECORD 5

2.3 GOVERNMENT QUALITY ASSURANCE 6

2.4 PERFORMANCE EVALUATION MEETING 6

3. PROPERTY AND SERVICES 6

3.1 GOVERNMENT FURNISHED 6

3.1.1 DOCUMENTS 6

3.1.2 UTILITIES 6

3.2 CONTRACTOR FURNISHED 6

3.2.1 EQUIPMENT AND SUPPLIES 6

4. ADMINISTRATIVE REQUIREMENTS 6

4.1 SAFETY AND HEALTH PROGRAM 6

4.2 ENVIRONMENTAL PROTECTION 7

4.2.1 SAFETY DATA SHEET (SDS) 7

4.2.2 ENVIRONMENTAL SPILLS 7

4.3 HAZARDOUS WASTE 7

4.4 NORMAL WORKING HOURS 7

4.5 PERFORMANCE OF SERVICES DURING CRISIS 8

4.6 CONTRACTOR PERSONNEL 8

4.6.1 ORGANIZATION CHART 8

4.6.2 CERTIFICATIONS 8

4.6.3 CONTRACT MANAGER (CM) 8

4.6.4 ENGLISH LANGUAGE REQUIREMENTS 8

4.6.5 IDENTIFICATION OF CONTRACT EMPLOYEES 8

4.7 KEY CONTROL SYSTEM 8

4.7.1 LOST KEYS 8

4.7.2 RE_KEYING OR REPLACEMENT 9

4.8 RECORDS 9

4.9 CONTRACTOR COMMUNICATIONS 9

4.10 LIABILITIES AND RESPONSIBILITIES 9

4.11 CONTRACTOR FULL-TIME EQUIVALENT REPORTING

4.12 USES AND SAFEGUARDING OF INFORMATION 9

4.13 USER MANUALS 9

5. APPENDICES 9

PERFORMANCE WORK STATEMENT

FOR

HOODS & DUCTS CLEANING SERVICES

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 Hoods and Ducts Exhaust Systems at Aviano and Ghedi Air Base. Proper execution of this service is to prevent kitchen fires associated with grease residue in the Hoods and Ducts 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 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 operational with no components missing and all inspection access panels are to be secured.

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 2017 or later), Air Force Instruction (AFI) 91-203, and Italian Safety Legislative Decree (D.Lgs) 81/2008, European Regulation 852/2004/CE and UNI EN 1093-4, Ministerial Decree 12/04/1996 (Italian fire prevention norm).

1.2 WORK SCHEDULE. The Contractor must coordinate with the Facility Manager to develop the monthly Work Schedule. 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 MO for approval. See Appendix A. If the Contractor has coordination issues with a Facility Manager, then it will contact the Mission Owner (MO) for assistance. The schedule should contain information indicating, month/year, building number, building description, hood number, service date, service start time. The Contractor must submit all schedules by the 15th day of every month. Any change to the work schedule will be approved by the MO. Since some buildings have multiple systems, the Contractor may service the individual systems on different days. If the Contractor requires additional hours, it must coordinate and obtain approval as previously indicated at no additional cost to the Government. A sample of monthly work schedule format and list of Facility Managers will be provided after 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 needs to be suspended. The Contractor will coordinate a new date with the Facility Manager, Fire Prevention Office (FPO), and MO if service is still required during the current period. Rescheduling or suspension of service will be at no additional cost to the Government.

1.3 CLEANING SERVICE. The service must be executed IAW NFPA 96 that includes but is not limited to:

A. Cleaning entire system of extraction and components (blades, covers, fans, filters, etc.)

B. Cleaning of all hoods including all grease filters;

C. Removing, cleaning, and reinstalling (airtight) all inspection access panels and covers.

NOTE**: During the cleaning services do not interfere with the Automatic Fire Suppression System located on the Hoods.

1.3.1 AREA PREPARATION. Before initiating cleaning service, the Contractor must ensure that the system is deactivated and any electrical system is disconnected. Open flames must be extinguished, and switches/breakers serving the appliance and cooking area outlets must be turned off, tagged out, and locked out. Contractor must protect all Government property from contamination. Contractor should not move or relocate fire extinguishing system components from their original position or orientation. Contractor shall inform MO of any condition deemed unsafe; MO will notify the Facility Manager to take required action to eliminate all identified safety issues prior to contractor cleaning the system. No service will be provided until area is determined to be safe for the cleaning operation to begin.

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;

Pictures are required for the following, but are not limited to these areas:

A. under and inside the hoods;

B. above the vents;

C. exterior exhaust system fan (once turned off);

D. 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 Representatives (DGR) to verify compliance with NFPA 96 and PWS cleaning requirements. 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 a copy will be stored on the “L” Drive. Re-performance associated with a failed Acceptance Inspection must be executed within same day or as soon as facility operations allow. If facility operations prevent immediate re-performance, then the Contract Manager (CM) will coordinate with the Facility Manager and notify the MO and FPO when the re-performance can take place.

1.3.4.1 COORDINATION. The Contractor must notify the Fire Dept. at least 60 minutes prior to service completion to coordinate the inspection time. If the representative does not arrive, the Contractor must contact the MO for instructions. 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 MO accordingly during the next workday. Contact information for DRG 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 original condition as it was prior to initiating service. All Government property moved by the Contractor during the cleaning service must be placed in its original location.

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.

TABLE: SERVICE SUMMARIZED REQUIREMENTS

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 within 12 hours of notification

2 Cleaning Service Executed IAW PWS Requirements

1.3 No more than 1 validated

discrepancies per Quarter.

Contractor re-performs service within 4 hours at no additional cost to Government, or provide notification of when discrepancies will be resolved

3 Post Required Labeling and Cleaning Certificate

1.3.3 No more than 1 label and

certificates missing or incorrect per Quarter.

Contractor posts required and correct labeling and certificates within 12 hours of notification

4 Acceptance Inspection 1.3.4 No more than 1 failed inspection per year.

Contractor re-performs work within the same day or as soon as facility operations will allow

5 Quarterly 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 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 MO within the first 5 working days of the following month. Pictures (titled by building number, date, hood number and Discrepancy Summary number) will be submitted electronically only. 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. The MO will evaluate Contractor’s performance through on-site inspections of the Contractor’s services and by receipt of customer complaints. If the MO determines a complaint is invalid, the MO will document the findings and notify the Customer. If the MO 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 MO. 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 Government Personnel if deemed necessary. The Contractor may request a meeting with the CO when the Contractor believes a meeting is necessary. If the CO or the MO deems necessary, written minutes of any meetings shall be recorded, submitted to CM, MO, and included in the contract file. If the Contractor does not concur with any portion of the minutes, such non-concurrence must be provided in writing to the CO within 5 working days of receipt of the minutes.

3 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 ensure the operation of electrical equipment, or combinations thereof, do not exceed the capacity of existing building power circuits. The CO, MO, and FPO may inspect the Contractor’s equipment and tools at any time and direct the removal of 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, adequate lighting may not be available at the site.

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 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 MO 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 MO within 2 working days after incident occurrence. If injuries are life threatening, the Contractor shall immediately contact emergency services. Emergency Service contact and phone numbers 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, MO 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 SAFETY DATA SHEET (SDS). Prior to bringing any hazardous material onto Aviano and Ghedi Air Bases, the Contractor must have a 31 CES Environmental Element approved SDS for the hazardous material. The Contractor must submit all SDS’s to the MO at least 10 working days prior to the intended use of the hazardous material. The MO will coordinate with the 31 CES Environmental Element to obtain approval. All approved SDS’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.

4.3 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 MO with copies of all documentation for shipment, handling, storage and disposal of Hazardous Waste from the Aviano and Ghedi AB.

4.4 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 MO and FPO, the Contractor will not provide services on the following American and Italian holidays:

AMERICAN HOLIDAYS

New Year’s Day 1st Jan Martin Luther King’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day As stated on current year calendar Labor Day 1st Monday in September Columbus Day 1st Monday in October Veteran’s Day As stated on current year calendar Thanksgiving Day 4th Thursday in November Christmas Day December 25

ITALIAN HOLIDAYS

New Year’s Day Epiphany Easter Monday Aviano Patrons Day Liberation Day Italian Labor Day Republic Day Assumption Day All Saints Immaculate Conception Christmas Day Saint Stephen Day

1st Jan January 6 As stated on current year calendar As stated on current year calendar April 25 May 1 June 2 August 15 November 1 December 8 December 25 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. Contracting office will provide FY Holiday calendar at the beginning of each option year upon request.

4.5 PERFORMANCE OF SERVICES DURING CRISIS. This is not an essential service.

4.6 CONTRACTOR PERSONNEL. All work under this contract must be performed in a skillful and workman like 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.

4.6.1 ORGANIZATION CHART. After contract award, the Contractor must notify the MO in writing at least 5 working days prior to any changes.

4.6.2 CERTIFICATIONS. Contractor must have all required certifications as per Italian Chamber of Commerce or equivalent. Certifications must be current at the time of submission, and must be valid for the entire duration of the contract.

4.6.3 CONTRACT MANAGER (CM). The Contractor must provide the Government the name of the 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 MO to discuss problematic areas. CM and alternate contact information must be provided to the CO and the MO within 10 working days of contract award.

4.6.4 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.

4.6.5 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.

4.7 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 the following: 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.

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

4.7.2 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 MO, 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.

4.8 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 MO on CD(s) no later than 5 working days after completion of the current contract period; therefore, annually.

4.9 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.

4.10 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.

4.11 CONTRACTOR FULL-TIME EQUIVALENT REPORTING. Contractor Manpower Reporting for Contract Performance Work Statements: The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for cleaning kitchen hoods and duct exhaust systems at Aviano and Ghedi Air Base via a secure data collection site. The Contractor 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 each calendar year. Contractors may direct questions to the eCMRA help desk.

4.12 USE AND SAFEGUARD 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 contractor name and contract number associated with the data.

4.13 USER MANUALS. Data for Air Force service requirements must be input at the Air Force eCMRA link. However, user manuals for government personnel and contractors are available at the Army eCMRA link at http://www.ecmra.mil.

5 APPENDICES

A. Estimate Yearly Workload data 2020-2025 B. Multiple Systems Location Drawings / Sketches C. Sample of 2019 Inspection Checklist http://www.ecmra.mil/