Kitchen Hoods PWS 23 Jan 2024 Draft.pdf

PERFORMANCE WORK STATEMENT (PWS)

KITCHEN HOOD CLEANING, PREVENTIVE

MAINTENANCE & REPAIR CONTRACT

FORT CAVAZOS, TEXAS

23 January 2023

TABLE OF CONTENTS

PART 1 – GENERAL INFORMATION

1. General

1.1. Description of Services/Introduction

1.2. Background

1.3. Objectives

1.4. Scope

1.5. Period of Performance

1.6. General Information

1.7. Disclosure of Information

1.8. Safety Standards

1.9. Safety Plan

1.10. Safety Measures

1.11. Accident Reporting

1.12. Interface with Government Operation

1.13. Damage Reports

1.14. Energy Conservation

1.15. Fraud, Waste, and Abuse

1.16. Recycling

1.17. Fire Protection

1.18. Smoking

1.19. Items not to be moved

1.20. Environmental Requirements

1.21. Contractor Personnel

1.22. Identification of Contractor Employees

1.23. Conduct of Personnel

1.24. Communication

1.25. Vehicle Registration

1.26. Files

1.27. Post Award Conference/Periodic Progress Meetings

1.28. Modifications to Technical Exhibit

PART 2 – DEFINITIONS & ACRONYMS

2. Definitions and Acronyms

2.1. Definitions

2.2. Acronyms

PART 3 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES

3. Government Furnished Items and Services

3.1. Services

3.2. Facilities

3.3. Utilities

3.4. Equipment

3.5. Materials

PART 4 - CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities

4.1. General Information

4.2. Secret Facility Clearance

4.3. Materials

4.4. Equipment

PART 5 - SPECIFIC TASKS

5. Specific Tasks

5.1. General

5.2. Semi-Annual Service Requirements

5.3. Quarterly Service Requirements

5.4. Annual Service Requirements

5.5. Scheduling Requirements

5.6. Service Standards

5.7 Inspection, Testing, and Maintenance

5.8. Replacement Items

5.9. Work Control, Records, and Reports

5.10. Kitchen Hood System Labeling

PART 6 NON-CONFORMING PERFORMANCE

6. Non-Conforming Performance

6.1. Customer Feedback

6.2. Non-Conformance Report (NCR)

6.3. Performance Requirements Summary (PRS)

PART 7 - APPLICABLE PUBLICATIONS

7. Applicable Publications

7.1. General

7.2. Abbreviations Associated with Publications

7.3. Location of Publications and Forms

7.4. Publications

PART 8 – TECHNICAL EXHIBIT LISTINGS

8.1 Technical Exhibits

PART 9 – CONTRACT DATA DELIVERABLES

9.1 Data Deliverables

PART 1

GENERAL INFORMATION

1. General. This is a non-personnel services contract to provide Commercial Kitchen Hood Cleaning, Preventative Maintenance & Repair Contract in support of the Directorate of Public Works (DPW). The Government will not exercise any supervision or control over the contract service providers performing the services herein. Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction. The Contractor shall provide personnel, labor, tools, equipment, materials, supplies, supervision, management, services and any other items, not identified as Government furnished in Part 3- Government Furnished Property (GFP), necessary to perform the Kitchen Hood services as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards and specifications in this contract.

1.2. Background. This contract encompasses performance of Kitchen Hood services required throughout Fort Cavazos. These services shall be provided at various locations throughout the Main Cantonment (MC), North Fort Cavazos (NFC), West Fort Cavazos (WFC) and the Belton Lake Outdoor Recreational Area (BLORA). Throughout the term of the contract, Fort Cavazos will demolish and construct various buildings and structures, but the overall impact on contract services will be minimal.

1.3. Objective. The objective for performance under this contract is to provide commercial kitchen hood cleaning services and maintain the kitchen hoods in a clean and fully operational state in accordance with manufacturer’s recommendations and in compliance with National Fire Protection Association (NFPA) 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations.

1.4. Scope. The Contractor shall perform to the standards and specifications in this contract. The contract covers approximately 45 facilities across the Installation and requires the Contractor to provide specific Kitchen Hood Services to facilities listed in Technical Exhibit (TE) TE-A Exhaust Hoods Inventory List. Kitchen Hood Services vary between exhaust kitchen hoods, water wash kitchen hoods, ultraviolet kitchen hoods, condensate kitchen hoods and kitchen hood repair.

1.5. Period of Performance (POP). The period of performance shall be for one (1) Base Year of twelve (12) months and four (4) twelve (12) month option periods. The Period of Performance reads as follows:

Base Year: 1 Apr 2025 – 31 Mar 2026 Option Year 1: 1 Apr 2026 – 31 Mar 2027 Option Year 2: 1 Apr 2027 – 31 Mar 2028 Option Year 3: 1 Apr 2028 – 31 Mar 2029 Option Year 4: 1 Apr 2029 – 31 Mar 2030

1.6. General Information.

1.6.1. Quality Control. The Contractor shall implement a complete quality control program that identifies potential and actual problem areas in providing requirements of the contract as specified and results in corrective action throughout the life of the contract. The Quality Control Plan (QCP) shall be provided to the COR at the time of proposal submission. The Government will make final review and acceptance of the QCP and any subsequent changes. Changes to the QCP shall be submitted to the COR not later than five (5) calendar days prior to the effective date of the change.

The basis of the plan is that the Contractor is responsible for quality. All methods, procedures, and forms shall support this concept. The QCP shall:

1.6.1.1. Be structured so that Quality Control is a separate, independent process responsible only to the Contractor’s top level management;

1.6.1.2. Address overall project management and administration;

1.6.1.3. Be a comprehensive program to plan and deliver quality services to the Government;

1.6.1.4. Establish an inspection system that encompasses all services and prioritizes those services based on safety, security and Government guidance;

1.6.1.5. Describe a method acceptable to the Government of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable and address processes for corrective actions, independent of Government direction;

1.6.1.6. Schedule inspections and provide those schedules to the Government prior to implementation.

1.6.1.7. Require documentation of all Quality Control inspections and corrective actions taken.

The documentation shall identify the individual performing the inspection. The inspector shall be at a minimum a Certified Exhaust System Inspector (CESI). The QC individual shall be solely dedicated to performing QC inspections and shall not perform any work other than QC work.

Inspection documents shall be maintained throughout the term of this contract and available to the Government at any time. Electronic or paper copies of any QC documentation shall be provided within one (1) working day of request.

1.6.1.8. Include a customer complaint/feedback system for correction of validated complaints and to inform the customer of corrections. The QC Plan shall describe how users or other interested parties may identify problem areas or issues to the Contractor. The customer complaint/feedback program shall be compatible with the reporting and communications systems of the QC Plan;

1.6.1.9. Describe methods and procedures for routine and urgent communications with the Government.

1.6.1.10. Provide electronic QC inspection reports to the COR no later than 0900 the next working business day.

1.6.2. Quality Assurance. The Government will evaluate the contractor’s performance under this contract in accordance with a Quality Assurance Surveillance Plan (QASP) that is tailored specifically to this contract. The QASP will be used to evaluate Contractor actions while implementing the Performance Work Statement. It is designed to provide an effective surveillance method to monitor contractor performance for each objective listed on the PRS. This plan is for the Government’s use and is not provided to the Contractor for any purpose. The Contractor is solely responsible for management and quality control actions to meet the terms of the contract.

The role of the government is quality assurance to ensure contract standards are achieved. The standards of performance of services performed under this contract are listed in the PRS.

1.6.3. Recognized Holidays. Contractor performance shall not be required on the legal federal holidays listed below.

New Year’s Day 1st of January Martin Luther King Jr.’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19th of June Independence Day 4th of July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11th of November Thanksgiving Day 4th Thursday in November Christmas Day 25th of December

When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday. When one of the designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. This list of holidays relates to Government duty days by the published Army calendar and is not intended to supplement or otherwise alter the provisions of the Wage Determination regarding paid holidays.

1.6.4. Standard Hours of Operation. The Contractor is responsible for conducting business, between the hours of 9:00 a.m.-12:00 a.m. with facility appointment confirmation Monday through Friday except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

1.6.4.1. Other Than Standard Hours of Operation. The Contractor may request authorization from the COR to work outside of the standard hours of operation if working outside of the standard hours of operation is necessary. The Contractor shall NOT work outside of the standard hours of operation unless they have received written authorization from the COR prior to performing work.

Working outside the standard hours of operation shall be at no additional cost to the Government.

No overtime is permitted under this contract. The Contractor shall manage/schedule personnel resources appropriately to preclude the need for overtime while still fulfilling all contractual requirements. Working outside the standard hours of operation shall be at no additional cost to the Government.

1.6.5. Emergency Work. N/A

1.6.6. Place of Performance. The work to be performed under this contract shall be performed at Fort Cavazos, Texas which consists of the Main Cantonment, West Fort Cavazos and North Fort Cavazos areas. Fort Cavazos is located approximately 60 miles north of Austin and 50 miles south of Waco, Texas. The Main Cantonment area is approximately 20 miles west of Interstate Highway 35, Belton, Texas, and adjacent to Killeen, Texas. West Fort Cavazos is immediately adjacent to the Main Cantonment and North Fort Cavazos is approximately 25 miles north of the Main Cantonment. Maps of the Main Cantonment, West Fort Cavazos and North Fort Cavazos are available upon contract award. BLORA is located approximately 9 miles east of the Main Cantonment.

1.6.7. Type of Contract. The Government will award a Firm-Fixed Price (FFP) Contract.

1.6.8. Security Requirements. Contractor personnel and any representative of the Contractor entering Fort Cavazos, Texas, shall abide by all security regulations and shall be subject to security checks. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Cavazos, Texas, while on Fort Cavazos, Texas, and upon leaving the confines of Fort Cavazos, Texas. The Contractor shall be responsible for assuring all Contractor personnel authorized to perform work under this contract obtain installation access as required by DOD Directive 4630.5. Interoperability and Supportability of Information Technology (IT) and National Security Systems (NSS) 23 April 2007. Government furnished identification shall be returned to the Government when the employee no longer performs work for the Contractor under this contract.

1.6.8.1. Physical Security. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge nor release data nor information developed or obtained under performance of this work statement, except to authorize government personnel upon written approval of the KO and COR. The Contractor shall not use, disclose, or reproduce proprietary data which bears a restrictive legend, other than as specified in this work statement.

1.6.8.2. Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government will be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The

Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the

COR.

1.6.8.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock(s); however, the Government, at its option, may replace the affected lock(s) or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.8.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.6.8.2.3. Access to Secure Areas. Contractor employees shall be allowed access to facilities when properly identified on the Contractor’s employee roster, wearing identification badges, and complying with local security procedures. All contract employees, including sub-contractor employees who are not in possession of the appropriate security clearance or access privileges, shall be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas. Rooms found locked shall not be left unattended during the kitchen hood service and shall be re-locked by contractor personnel after completion of their duties.

1.7. Disclosure of Information. Performance under this contract may require the Contractor to access data and information proprietary to a government agency, another Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge nor release data nor information developed or obtained under performance of this work statement, except as authorized, in writing, by the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data which bears a restrictive legend, other than as specified in this work statement.

1.7.1. Disclosure of information regarding operations and services of the activity to persons not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor (or any persons under the Contractor’s control) in connection with work under this work statement, may subject the Contractor, Contractor’s agent, or employees to criminal liability under 18 U.S.C. § 793 : US Code - Section 793: Gathering, transmitting or losing defense information and 18 USC § 798 - Disclosure of classified information. Neither the Contractor, nor the Contractor’s employees, shall disclose or cause to be disseminated, any information concerning the operations of the activity that could result in, or increase the likelihood of, the possibility of a breach of the activities’ security or interrupt the continuity of its operation.

1.7.2. The Contractor shall direct to the Contracting Officer and COR all inquiries, comments, or complaints arising from matters observed, experienced, or learned as a result of, or in connection with the performance of this contract, the resolution of which may require the dissemination of official information.

1.7.3. Inquiries received by the Contractor for work performed under this contract shall be referred to the Government for evaluation under Public Law 93-502, 5 U.S.C., Section 552- Freedom of Information Act of 1975. The determination of whether records will be released will remain with the Government. The Contractor shall be responsible for search and submission of records upon request by the Government.

1.7.4. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Contracting Officer. All documentation showing individuals’ names or other personal information will be controlled and protected. The provisions of Public Law 93-579, 5 U.S.C., Section 552a - Privacy Act of 1974, shall apply.

1.8. Safety Standards. The Contractor and his employees shall comply with accepted industry safety standards including applicable safety precautions and guidelines contained in these publications at all times while performing work under this contract:

o AR-385-1-1 Safety and Health Requirements;

o AR 385-10 Army Safety Program o 29 CFR 1910 Occupational Safety and Health Standards (General Industry).

When requirements in this regulation conflict with a legal standard (such as the OSH Act) or provide a lower degree of protection, the more stringent legal standard will apply. When requirements in this regulation are equal to or exceed such requirements in providing workplace safety, the Army requirements will apply.

1.9. Safety Plan. The Contractor shall develop and implement a safety program for employees performing work under this contract IAW DA PHAM 385-10, Chapter 4-2. The Contractor shall submit the safety plan to the COR and KO no less than ten (10) calendar days prior to contract start date. Revisions shall be submitted five (5) calendar days prior to effective date of change. The KO will provide approval or rejection notice to the Contractor.

1.9.1. Safety Inspections: The Government is authorized to conduct workplace safety inspections on equipment, storage areas, hazardous material handling and transport, and at job sites to ensure safety precautions are being followed. Inspections may be conducted without advance notice.

1.9.2. Fall Protection. The Contractor shall ensure compliance with OSHA and EM 385-1-1 requirements for fall protection. A Fall Protection Plan shall be submitted and approved by the Fort Cavazos Garrison Safety Office prior to performing any work on this contract. A copy of the fall protection plan shall be submitted to the Contracting Officer or designated representative at the same time of submission to the Fort Cavazos Garrison Safety Office. The plan will address fall protection procedures for each facility that is required to be serviced under this contract. A list of the facilities and a description of the roofs is provided in TE-C Roof Descriptions. The contractor shall provide the approved Fall Protection Plan ten (10) calendar days prior to contract start date.

1.9.3. Work Stops. The Contractor shall be responsible for the enforcement of all safety requirements for any work performed under the contract. If the Contractor fails or refuses to promptly comply with safety or environmental requirements, the Contracting Officer may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost, due to any such stop order, shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

1.9.4. Hot Work. The Contractor shall obtain approval from the Fort Cavazos Fire Department (288-5820) prior to performing any hot work or work that will require the use of an open flame.

All Contractor work performance shall be in accordance with FC 420-1, Fire and Emergency Services.

1.9.5. Permits. The Contractor shall obtain all required licenses and permits for performance of work, in compliance with all applicable Federal, State and local laws.

1.10. Safety Measures. Workers shall be trained in appropriate safety measures and shall not place materials, machines, or other equipment in traffic lanes or other locations that could create safety hazards. Appropriate caution signs shall be provided and placed by the Contractor to mark areas that unsafe due to work operations. The Contractor shall maintain a safe job site, clean and free of all foreign debris during progress and upon completion of work. The Contractor shall remove unserviceable parts and components from Government property, unless otherwise directed by the

COR.

1.11. Accident Reporting. The Contractor shall comply with all OSHA reporting requirements and DA PAM 385-40, Army Accident Investigations and Reporting 25 February 2010, for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the Contracting Officer and COR within four (4) hours of each such occurrence, whenever an accident involving personal injury occurs. A written accident report shall be delivered to the Contracting Officer and COR within one (1) work day of occurrence.

1.12. Interface with Government Operation. Performance of work by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled Government operational activities.

1.13. Damage Reports. In all instances where Government property or equipment is damaged by the Contractor, the Contractor shall provide a verbal report to the Contracting Officer and COR within four (4) working hours of the occurrence. A written damage report shall be delivered to the Contracting Officer and COR within one (1) working day of the occurrence, explaining the circumstances of the accident and the extent of damage. The Contractor shall bear all costs of repairing or replacing damaged property.

1.14. Energy Conservation. The Contractor shall observe energy conservation policies established by Fort Cavazos and published in FC Reg. 420-9, Energy Conservation Program, 24 October 2007. Contractor personnel shall practice utilities conservation and shall operate under conditions that preclude waste of government furnished utilities.

1.15. Fraud, Waste, and Abuse. The Contractor shall be responsible for maintaining proper conduct and good discipline within contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this contract.

1.16. Recycling. The Contractor shall comply with recycle program policies established by Fort Cavazos and published in FC Reg. 420-6, Recycle Program.

1.17. Fire Protection. The Contractor shall comply with AR 420-90, Fire and Emergency Services, and FC 420-1, Fire and Emergency Services, for fire protection and fire prevention.

1.18. Smoking. The Contractor shall comply with AR 600-63, Army Health Promotion, 7 September 2010, which establishes uniform policies governing the use of tobacco products in Government facilities and on Fort Cavazos.

1.19. Items Not To Be Moved. Upon request by the Contractor, the building manager or facility POC will show the Contractor’s Project Manager which items of Government equipment are not to be moved, cleaned, or otherwise handled by contractor personnel. However, the Contractor is responsible for coordinating with the building POC to temporarily move these items prior to cleaning services.

1.20. Environmental Requirements. The Contractor shall comply with all federal, state, and local environmental protection laws, regulations, and standards referenced in FC Regulation 200-1, Environment and Natural Resources. The Contractor shall comply with all other contract requirements for clean air, clean water, and toxic substances control (TSCA), pollution control, and resource conservation and recovery (RCRA). The Contractor shall designate an Energy Conservation Monitor and a Recycling Monitor in writing to the COR no later than ten (10) days prior to the contract start date and within five (5) days of implementing any change. All environmental protection matters or questions shall be coordinated with the COR and the Directorate of Public Works (DPW) Environmental Division.

1.20.1 The Contractor shall submit an Environmental Compliance Plan ten (10) calendar days prior to contract start date. The plan shall include how the Contractor proposes to contain all wastewater used for cleaning, how they will properly dispose of the wastewater, and procedures for responding to an accidental illicit discharge of wastewater, cleaning chemicals, or other potential pollutants.

At no time is wastewater allowed to be discharged into storm drains, onto the ground, or into any water bodies. Wastewater from the cleaning of hoods, filters, etc., may only be discharged into the sanitary sewer system. The Contractor shall be required to attend a class on managing Fats, Oils and Grease (FOG) administered by the DPW Environmental Division prior to performing any work on Fort Cavazos, and annually thereafter.

1.21. Contractor Personnel. The Contractor shall provide a work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government.

1.21.1. Conflict of Interest: The Contractor shall not employ any person who is an employee of the United States Government or the Department of Defense (DOD), either military or civilian, if such employment would create a conflict of interest or be contrary to the policies contained in DOD Joint Ethics Regulation (JER), DOD 5500.7-R.

1.21.1.1. The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reason of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. IAW DOD Joint Ethics Regulation 5500.7-R and 18 USC § 1382 - Entering military, naval, or Coast Guard property 13 April 2006, the installation commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this PWS.

1.21.1.2. Contractor personnel shall not wear any part of a military uniform while performing contract duties, nor clothing such as exercise suits, shorts, or tank tops. There shall be no objectionable messages or phrases on the clothing. Contractor personnel working under this contract shall practice high standards of personal hygiene and maintain a clean neat appearance while on duty.

1.21.1.3. Search and Seizure. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Cavazos, Texas, while on the installation, and upon leaving the confines of Fort Cavazos, Texas.

1.21.2. Pre-Screen Candidates Using E-Verify Program. The Contractor shall pre-screen Candidates using the E-verify Program http://www.uscis.gov/e-verify website to meet the established employment eligibility requirements. The Contractor shall ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than three (3) business days after the initial contract award and updated as new employees are hired.

1.21.2. Installation Access. The Contractor shall be responsible for assuring all Contractor personnel authorized to perform work under this contract. The Contractor shall obtain installation access as required by DOD Directive 4630.5, Interoperability and Supportability of Information Technology (IT) and National Security Systems (NSS). Government furnished identification shall be returned to the Government when the employee no longer performs work for the Contractor under this contract.

http://www.uscis.gov/e-verify

1.21.3. Minimum Personnel Requirements. All Contractor personnel shall be able to read, write and speak the English language. The Contractor shall provide proof of required licensure and/or certifications shown below prior to commencement of work in the specific area of expertise. Such written proof shall be provided, in writing, to the COR no later than five (5) business days prior to commencement of work in that area of expertise under each new work assignment. The Contractor shall ensure that its employees and/or agents acquire and maintain all required licenses and certifications current during the entire contract period. The Contractor shall be responsible for continually reviewing industry codes and standards, and State requirements to obtain certification for new licensing requirements as they are mandated. The Contractor shall comply with International Kitchen Exhaust Cleaning Association (IKECA) Certification. All certifications obtained by the Contractor shall be maintained current throughout the entire period of performance of the contract.

1.21.3.1 Project Manager. The Contractor shall designate a Project Manager to the Government for performance of all work under the contract. The Project Manager shall be the point of contact with the Government and shall have the authority to act or make decisions for the Contractor on all matters pertaining to this contract. The Project Manager shall be available 9:00 a.m. to 12:00 a.m. Monday through Friday except Federal holidays or when the Government facility is closed.

The Project Manager shall be a Certified Exhaust Cleaning Specialist (CECS).

1.21.3.2. Alternate Project Manager. The Contractor shall designate an alternate who shall be authorized to act on behalf of the Contractor when the Project Manager is not available. The alternate shall meet the same personnel requirements as the primary Project Manager.

1.21.3.3. Quality Control Manager. The Quality Control Manager shall be a Certified Exhaust System Inspector (CESI). Experienced in Quality Control Inspection and Audit management, with previous work history in a position of similar complexity and type of work required by this contract.

1.21.4. Antiterrorism Training. All Contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within thirty (30) calendar days after contract start date and thirty (30) calendar days after new employee commence work or performance. The Contractor shall complete recertification on an annual basis from date of completion. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee, to the KO, COR and cc the KS within five (5) calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website:

https://www.mepcom.army.mil/Home/Contractors.aspx.

1.21.5. iWATCH Training. The Contractor and all associated sub-contractors shall watch video from the following site: https://www.mepcom.army.mil/Home/Contractors.aspx. This training shall be completed within thirty (30) calendar days after contract award and thirty (30) calendar days after new employee commence work or performance. The Contractor shall submit certificate or letter of completion for each affected Contractor and subcontractor employee, to the KO and COR and cc the KS, within five (5) calendar days after completion of training.

https://www.mepcom.army.mil/Home/Contractors.aspx

1.21.6. OPSEC Training. All employees shall complete Level I OPSEC training within thirty

(30) calendar days after contract award and thirty (30) calendar days after new employee commence work or performance. Additionally, all Contractor employees shall complete annual OPSEC awareness training. The Contractor shall submit certificates of completion for each affected Contractor and subcontractor employee, to the KO and COR and cc the KS, within five

(5) calendar days after completion of training. OPSEC awareness training is available at the following websites: https://www.mepcom.army.mil/Home/Contractors.aspx.

1.21.7. Management Contact Information: The Contractor shall provide the name, address, work assignments, and telephone number(s) for the Project Manager, Alternate Project Manager, Management, and Quality Control to the COR within ten (10) working days after contract award.

The Contractor shall verbally notify the COR of changes as they occur and provide written changes not later than twenty-four (24) hours after effective date of the change.

1.21.8. Personnel List: The Contractor shall provide in writing to the COR a list of all Contractor employees no later than five (5) calendar days after the contract performance start date. The list shall include each employee's name, job title, telephone numbers and employment date with the Contractor, and a legible photocopy of each employee's certifications and licenses. The Contractor shall revise and resubmit it to the COR within five (5) calendar days of any changes of personnel.

1.22. Identification of Contractor Employees: The Contractor shall ensure all personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees. The Contractor shall ensure all correspondence and reports produced are marked as Contractor products or that Contractor participation is disclosed. All Contract personnel attending meetings, using Government email and network, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties, are required to identify themselves as Contractor employees to avoid creating an impression in the minds of members of the public that they are Government officials. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as Contractor employees to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.23. Conduct of Personnel. The Contracting Officer may require the Contractor to remove any employee working under this contract for reason of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. In accordance with DOD 5500.7-R and 18 U.S. 1382, the installation commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this work statement.

1.24. Communication. The Contractor shall provide a means of communication among the main office, all Contractor-furnished vehicles, key Contractor personnel, and the Government. The communication equipment shall be capable of transmitting and receiving from all locations on the Fort Cavazos military reservation where contract work is to be performed. Citizen band radios are not acceptable. Cellular telephones (I.E. Verizon, AT&T, etc.) are the preferred means of contact with the Government cell phone service. Contract personnel shall carry the portable communication equipment assigned to them on their person at all times while on the installation.

The Contractor shall provide to the Contracting Officer a twenty-four (24) hour toll-free telephone number where the Project Manager may be contacted during all normal working hours and during off duty hours. The use of telephone recording, answering machines, or services is not an acceptable means to satisfy this contract requirement.

1.25. Vehicle Registration. Vehicles entering Fort Cavazos, Texas, shall have a valid state license and shall be registered with the Vehicle Registration Section of the Provost Marshall Office.

Vehicles shall be registered prior to the commencement of contract work.

State license and registration shall be maintained current during the time the vehicle is in use on this installation. Contractor personnel shall return registration decals to the Vehicle Registration Section of the Provost Marshall Office at the Visitor Information Center within twenty-four (24) hours after termination or completion of work under this contract, when state license is no longer valid, or upon sale of the vehicle. Contractor personnel shall return visitor passes to the Vehicle Registration Section of the Provost Marshall Office at the Visitor Information Center immediately upon conclusion of business authorized on the installation. All vehicles shall display a valid state license plate and safety inspection sticker, if applicable, and shall be maintained in good repair.

1.25.1. Contractor Vehicle Identification. Contractor owned or privately owned vehicles used in the performance of services under this contract on this installation shall be marked as commercial Contractor vehicles with the Contractor’s company name in 3” block letters or a company logo of a color that contrasts with its background on both sides of the vehicle. The Contractor shall provide the Government an electronic photograph of the company logo. The Contractor shall provide a list of vehicles, with their corresponding identification numbers to the COR, no later than ten (10) normal working days prior to contract start date, and one (1) normal working day prior to vehicle changes.

1.25.2. Vehicle Operation. Contractor personnel operating motor vehicles on the installation shall have a valid state operator’s license for the category of vehicle being operated and shall comply with FC Reg. 190-5, Fort Cavazos Traffic Code, 30 April 2013, regarding motor vehicle use on the installation.

1.26. Files. The Contractor shall maintain complete and accurate files of documentation required under the terms of this contract in accordance with AR 25-1, Army Information Technology, 25 June 2013, and AR 25-400-2, The Army Records Information Management System (ARIMS), 2 October 2007. The Contractor shall not allow access to the files by any government agency, non-governmental agency, or individual unless specifically authorized by the COR. Files shall be made available to the Contracting Officer upon request. All files will become the property of the Government and shall be turned over to the COR at the completion or termination of this contract.

1.27. Post Award Conference/Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5 Post award Orientation. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.28. Modifications to Technical Exhibit A Building Inventory List. TE-A is a living documents which lists the buildings/facilities covered under this contract. Due to the nature of the Fort Cavazos installation and the Army mission, requirements are expected to change however, the anticipated change is expected to be minimal. Changes to TE-A will not require a contract modification. Anytime a change to TE-A is made, an updated document will be provided to the Contractor.

PART 2

DEFINITIONS and ACRONYMS

2. Definitions and Acronyms.

2.1. Definitions.

2.1.1. Acceptable Quality Level (AQL). The maximum percentage defective or the maximum number of defects per hundred units that, for the purpose of a sampling inspection, can be considered satisfactory on the average. It is the allowable deviation from a standard before the Contracting Officer will reject the specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory manner, but rather exerts a realization that perfect performance is not possible.

2.1.2. Act of God. Means events outside of human control, such as sudden floods or other natural disasters, for which no one can be held responsible.

2.1.3. Army Regulation (AR). The U.S. Army’s principle, rule, or law that governs the conduct of applicable personnel.

2.1.4. Buildup. A gradual accumulation or increase of grease, dust, water residue, or debris.

2.1.5. Cantonment. Includes all Fort Cavazos (FC), West Fort Cavazos (WFC), North Fort Cavazos (NFC), and Belton Lake Outdoor Recreation Area (BLORA) except housing areas.

2.1.6. Contract Administrator. A person from the Mission Installation Contracting Command (MICC) who administers the contract. This person will be the main point of contact for the Contractor in resolving administrative matters.

2.1.7. Contracting Officer (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government.

The term includes certain authorized representatives of the Contracting Officer acting within the limits of their authority as delegated by the Contracting Officer.

2.1.8. Contracting Officer’s Representative (COR). An individual designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

2.1.9. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.10. Contractor Employee(s). The term Contractor Employee(s) applies to all Contractor and Subcontractor employees performing work on this contract.

2.1.11. Defect. Each instance of noncompliance with a contract requirement. A defect may be caused by either nonperformance or poor performance. Each defect is subject to deductions.

2.1.12. Designated Representative. This is the representative established by the Contracting Officer to act as the Contracting Officer’s Representative or contract inspector. This individual may change per the Contracting Officer’s direction.

2.1.13. Directorate of Public Works (DPW). The directorate with the responsibility for maintenance of all facilities and grounds.

2.1.14. Duct System. A continuous pathway for the transmission of air that, in addition to ducts, contains duct fittings, dampers, plenums, fans and accessory air handling equipment and appliances.

2.1.15. Exhaust Fan. A fan for ventilating an interior by drawing water vapor, fumes, odors, and warm air from the interior and expelling it outside.

2.1.16. Government-Furnished Property (GFP). Means property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor. Government property includes both Government furnished property and Contractor acquired property as defined in FAR 45.101.

2.1.17. Grease Filter. A device that is installed in the exhaust hood in such a way as to remove grease from the exhausted air by entrapment, impingement, adhesion, or other similar means and allow it to drain to a grease trough.

2.1.18. Hazardous Materials. Materials that are designated by a Government technical representative as potentially hazardous and requiring safety controls (e.g. pesticides, herbicides, fertilizers). Any ignitable, corrosive, explosive, radioactive, reactive or toxic material that may pose a threat to human health or the environment; and the disposal and handling of which is regulated by Federal Law.

2.1.19. Hood. An air intake device used to capture by entrapment, impingement, adhesion or similar means, grease, moisture, heat, and similar contaminants before they enter a duct system.

2.1.20. Immediately. Acting within thirty (30) minutes during normal Government working hours; and within one hour during other than normal Government working hours.

2.1.21. Lot. A collection of service outputs from which a sample is drawn and inspected to determine conformance with acceptance criteria.

2.1.22. Lot Size. The number of service outputs in a lot.

2.1.23. Management Information System Inspection. Surveillance of Contractor and Government records and reports, through any data or word processing system or report.

2.1.24. Non-Conformance Report (NCR). A report initiated by the Government, which the Contractor is required to complete, whenever performance is unsatisfactory. The NCR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and the corrective action that will be taken to prevent recurrence.

2.1.25. Normal Government Working Hours/Days. 0730 to 1630 hours Monday through Friday, excluding Federal holidays.

2.1.26. 100 Percent Inspection. Surveillance of the entire Contractor's work on a scheduled basis.

2.1.27. Paragraph. For the purpose of the contract, all instances within the contract text of the term "paragraph" shall be understood to include the stated or referenced paragraph and all levels of subparagraphs below the stated or referenced paragraph.

2.1.28. Performance Requirements Summary (PRS). A system and table that summarizes the work of the Contract, and how the work will be measured and the Contractor paid.

2.1.29. Performance Work Statement (PWS). A document that describes the essential requirements of the contract for the items, materials, or services to be provided and the standards to be met.

2.1.30. Privately Owned Property. For the purposes of this PWS, means property ownership by a nongovernmental organization (e.g. privately owned vehicles).

2.1.31. Quality Assurance (QA). Those actions taken by the Government to determine that the services received meet the contract requirements.

2.1.32. Quality Assurance Evaluator (QAE). A Government person responsible for surveillance of contractor performance.

2.1.33. Quality Assurance Surveillance Plan (QASP). A written document used by the Government for quality assurance surveillance. The document is for Government use only and contains specific methods to perform surveillance of the contractor’s performance.

2.1.34. Quality Control (QC). Those actions taken by the Contractor to ensure that the standards and requirements of the contract are met.

2.1.35. Random Number Table. A table of numbers arranged in random fashion and used to select random samples.

2.1.36. Random Sample. A sampling method by which each service output in a lot has an equal chance of being selected.

2.1.37. Random Sampling Inspection. Inspection of recurring tasks using criteria from ANSI/ASQC-Z1.4, American National Standard, based on the lot size, sample size, and APL for each contract requirement; and following developed surveillance schedules. Lots used to identify inspection areas are described in the APL column of the PRS. Defects are computed for each task listed in the PRS with a designated APL.

2.1.38. Safety Data Sheet (SDS). A document that chemical manufacturers supply with their products to describe the chemical's general properties, its hazards, and how to safely use, handle, and store the product.

2.1.39. Sample. A collection of service outputs drawn from a lot, being chosen on a…