Performance Work Statement_Clean Kitchen Hoods and Exhaust Systems.pdf

Performance Work Statement (PWS)

Clean and Inspect Kitchen Hoods and Exhaust Systems

12 May 2022

Table of Contents

1.0 Introduction

1.1 Background

1.2 Objectives

1.3 Facility Access

2.0 Requirements

2.1 Description of Services

2.1.2 Inspection

2.1.3 Re-Performance

2.1.5 Non-Personal Services

2.1.6 General Information

2.1.7 Place of Performance and Hours of Operation

2.1.8 Federal Holidays

2.1.9 Emergency Services

2.1.10 Contract Administration and management

2.1.11 COR Functions

2.1.12 Quality Control (QC)

2.1.13 Contractor Employee

2.1.14 Qualification Standards

2.1.15 Standards of Conduct

2.1.16 Business Relations

2.2 Special Requirements

2.2.1 Security

2.2.2 Security Training

2.2.3 Safety

2.2.4 Training, Physical Requirements, or Other Expertise Required

2.2.5 Environmental Requirements

2.2.6 Contingency Plans

3.0 Performance Requirements and Standards

3.1 High Level Objectives (HLO)

3.1.1 Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs)

4.0 Performance Requirements Summary (PRS) Matrix

4.1 Quality Assurance

4.2 Quality Control Plan

5.0 Specific Tasks

5.1 Cleaning

5.1.1 Clean Exhaust Hood System

5.1.2 Clean Ductwork

5.1.3 Clean Fans

5.1.4 Clean Ultra Violet bulbs

5.1.5 Re-Performance

5.1.6 Broken or missing part notification

5.2 Inspection

5.2.2 Label

5.3 Airflow

5.3.1 Velocity

5.4 Monthly Service Reports

5.5 Annual Kitchen Hoods and Exhaust Systems Inventory

5.6 Department of Defense Safe Access File Exchange (DoD SAFE)

5.7 Service Schedule

5.7.1 Monthly Schedule

5.7.2 Emergency/Out of Cycle/Unscheduled Services

5.8 Transition of Contractor Operations

5.8.1 Phase-In (7 calendar days)/Phase-Out (7 calendar days) Period

5.9 Payment

6.0 Deliverables

7.0 Related Documents

7.1 Definitions and Acronyms

7.1.1 Definitions

7.1.2. Acronyms

7.2 Applicable Directives, Publications

7.3 Technical Exhibit (TE)

1.0 Introduction.

This is a non-personal services contract to provide Kitchen Exhaust Hood maintenance cleaning and inspection on Joint Base Lewis McChord (JBLM) and Yakima Training Center (YTC). The Government will not exercise any supervision or control over the contract service providers. The contractor shall perform to the standards specified in this Performance Work Statement (PWS). Contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary as defined in this PWS.

1.1 Background.

Joint Base Lewis-McChord (JBLM) is located in Tacoma, Pierce County, Washington and consists of approximately 86,000 acres and over 1,000 buildings. Yakima Training Center (YTC) is located three hours east of JBLM in Yakima, WA. Both JBLM and YTC experience frequent mission changes, which may increase or decrease the requirement. The contractor shall be flexible and shall be prepared to adjust the schedule to accommodate changes within 48 hours of notice.

1.2 Objectives.

The objective of this contract is to perform maintenance services for kitchen hood exhaust systems at various facilities throughout Joint Base Lewis McChord.

Performance of these maintenance services requires specialized technical skills currently provided through contract services. Maintenance includes, but is not limited to, all cleaning, inspections, and routine service in compliance with Technical Exhibit (TE) #6 National Fire Protection Agency NFPA 96, Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations Chapter 11 and Section 507 Commercial Kitchen Hoods, Technical Exhibit (TE) #2, 2015 International Mechanical Code (IMC).

Kitchen Hoods and Exhaust Systems are cleaned on a monthly, quarterly, semi-annual, and annual schedule. Services shall have a thirty day (30) day interval between cleanings. In accordance with NFPA 96 Chapter 11, Table 11.5, Inspection shall be inspected every semi-annually or by moderate-volume cooking operations.

The contractor shall compile inspection reports and submit all information as specified by the Deliverables presented in the contract. The contractor shall ensure all work in support of mission requirements tendered to the Government for acceptance conform to the measurable performance standards of quality, timeliness, and quantity specified in the PWS of this contract.

1.3 Facility Access.

The contractor shall have access to all Kitchen Hoods and Exhaust Systems. It is up to the contractor to arrange service with the building manager which may be after business hours.

2.0 Requirements.

2.1 Description of Services.

2.1.1 Cleaning.

Contractor shall gain access into the duct, however many exhausts systems are not designed or installed to allow for sufficient access. The Contractor shall clean what can be reached either by mechanical or chemical means or both. In accordance with NFPA 96, Section 11.6 prior to cleaning switches and controls must be locked out, open flames are extinguished, no flammable solvents are used for cleaning, all access panels, dampers, and other controls must be returned to their operational state, and the exhaust system shall not be coated with powder after cleaning. Hoods, grease removal devices, fans, ducts, and other appurtenances shall be cleaned to remove combustible contaminants to a minimum of 50 microns (0.002 inch).

2.1.2 Inspection.

In accordance with NFPA 96, Section 11.5 Inspection, Testing and Maintenance of Listed Hoods Containing Mechanical, Water Spray, or Ultraviolet Devices shall be inspected semiannually by the contractor’s Quality Control.

2.1.3 Re-Performance.

Re-Performance shall be ordered as a result of paragraph 1.2 Objectives not being met.

All work must be re-performed shall be completed within two (2) calendar days.

2.1.4 Calibrate Airflow

2.1.5 Non-Personal Services.

The personnel rendering the services are not subject; either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Non-personal service contracts are authorized by the Government in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 37.104, under general contracting authority, and do not require specific statutory authorization.

2.1.6 General Information.

2.1.6.1 Period of Performance (PoP).

Base Period 01 December 2022 – 30 November 2023 Option Period 01 December 2023 – 30 November 2024 Option Period 01 December 2024 – 30 November 2025 Option Period 01 December 2025 – 30 November 2026 Option Period 01 December 2026 – 30 November 2027

2.1.7 Place of Performance and Hours of Operation.

2.1.7.1 Place of Performance

The work to be performed under this contract will performed on JBLM. The locations are subject to change depending on situational conditions, requirements at the moment, and without official notice.

2.1.7.2 Hours of Operation

Hours of Operation are subject to need versus specific hours in the day. Contractor shall schedule services around facility hours and events in order to minimize impact to daily operations to include weekends, Day of No Scheduled Activities (DONSA), and Training Holidays. Under regular (normal) hours, business hours are from 0700 – 1600 Hours, except Federal Holidays or when the Government facility is closed due to administrative closings, training, or unplanned facility closing.

2.1.8 Federal Holidays.

New Year’s Day Martin Luther King Jr’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

2.1.8.1 Installation Closures.

When an unforeseen installation closure occurs on a regularly scheduled day or work, the contractor shall re-schedule the work to be performed the following day unless the following day is a weekend, Federal holiday, Day of No Scheduled Activities (DONSA);

or reschedule the work on any day mutually satisfactory.

2.1.8.2 Inclement Weather Delay.

This region is subject to inclement weather with ice, snow, freezing fog, and black ice any morning in the winter. When inclement weather occurs, JBLM information will be communicated via social media and Official JBLM website. The Inclement Weather phone message is (253) 967-1733.

Safety is the utmost concern, however for the purpose of this contract, sustaining kitchen hood requirements are important. The contractor shall be required to provide services when inclement weather delays coincide with emergencies. However, during Road Condition ‘Black’ where hazardous road conditions present itself, the contractor, by notifying the KO within 24 hours, shall suspend service until road conditions become ‘Red’. Under Black or Red Road Conditions, the contractor shall refer to Technical Exhibit (TE) # 3 for locations where service is required even under these conditions.

2.1.9 Emergency Services.

JBLM Joint Base Emergency Communication Center (JBECC) is the central point for all requests for fire, medical or law enforcement assistance/response or to report any suspicious incidents or illegal activity 24 hours a day.

https://home.army.mil/lewis-mcchord/index.php/about/weather-and-road-conditions

2.1.9.1 The contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The contractor shall notify the KO or COR immediately, not later than (NLT) two (2) hours of the incident.

2.1.9.2 The contractor shall be responsible for the emergency medical treatment services for contractor personnel.

2.1.10 Contract Administration and management

2.1.10.1 Post Award Conference/Performance Evaluation Meetings.

The contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The KO and COR will meet quarterly with the contractor to review the contractor's performance. Written minutes of meetings will be recorded by the Government and signed by both the Program Manager and the KO. The written minutes will be distributed within five (5) workdays after the meeting. If the contractor does not concur with any portion of the minutes, recorded by the Government, the non-concurrence shall be provided in writing to the KO within two

(2) calendar days following receipt of the minutes.

2.1.10.2 Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination and cooperation between the Government and the contractor.

2.1.10.3 The following provides the roles and their respective authority during the performance of the contract:

2.1.10.4 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event the Contractor makes any change at the direction of any person other than the KO, the change shall be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be effected by the KO.

Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes. The KO will approve all submittals and plans required in this PWS.

2.1.10.5 Contracting Officer’s Representative (COR). The KO will appoint a COR during the performance of this contract. Additional Government personnel may be assigned to assist in contract oversight IAW AR 70-13, Management and Oversight of Service Acquisitions.

Other surveillance personnel may be designated as COR or ACOR, and shall be trained and appointed IAW DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification and DFARS 201.602-2. The ACOR will serve as on-site representatives of the COR in performance of actual contract surveillance, if they meet all COR training, experience requirements, and are appointed by the KO as an ACOR.

The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR will perform IAW the responsibilities and duties identified in the appointment letter.

2.1.10.6 COR Authority. A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

2.1.10.7 The contractor shall not in any way represent the United States (U.S.) Government, or that it has the authority to contract or procure supplies for the account of the United States of America (USA).

2.1.11 COR Functions.

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor, document, and report Contractor's performance and notify both the KO and Contractor of any deficiencies;

coordinate availability of Government-Furnished Property, and coordinate site entry of Contractor personnel.

2.1.12 Quality Control (QC).

Quality Control is the responsibility of the Contractor. The Contractor shall provide a Quality Control Plan (QCP) five (5) business days before contract start. The Contractor shall provide and maintain a QCP that is acceptable to the KO. Changes to the Contractor’s QCP shall be submitted to the KO for review and acceptance within five (5) business days prior to implementation.

2.1.12.1 The Joint Appointment Module (JAM) and Surveillance and Performance Monitoring (SPM) in Procurement Integrated Enterprise Environment (PIEE) shall be used for nomination, tracking, documentation, and management of CORs IAW DoDI 5000.72, DFARS 201.602-2 and PGI 201.602-2.

2.1.13 Contractor Employee.

2.1.13.1 Key Personnel

The contractor shall provide a Program Manager who is responsible for the performance of the work. The Program Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of the contract. The name of the Program Manager shall be provided by the Contractor to the KO. Generally, the Program Manager shall be available by telephone and email between 0700 - 1600 hours, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. For the purpose of this contract, emergency conditions shall require the Program Manager to be available outside these hours.

Contractor personnel performing work under this contract shall not have and maintain a security clearance at time of the contract start date and for the life of the contract. The Program Manager and any individuals designated as key personnel shall be able to understand, speak, read, and write the English language.

2.1.13.2 All Contractor employees shall be legal U.S. residents. The contractor shall immediately remove any employee that is not a legal U.S. resident. The contractor personnel shall be able to communicate clearly in the English language.

2.1.14 Qualification Standards.

2.1.14.1 Contractor Identification.

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.

2.1.14.2 In accordance with NFPA 96, 11.4 and 11.6 (Inspections and Cleaning) inspections shall be performed by a properly trained, qualified, and certified person(s) (TQC) acceptable to the authority having jurisdiction for monthly, quarterly, semiannual, and annual inspections.

2.1.15 Standards of Conduct.

Contractor personnel’s conduct shall not reflect discredit upon the Government. The contractor shall ensure all personnel present a professional appearance while working on the Government installation. The contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The contractor shall ensure all contractor employees, providing services under this contract, conduct themselves and perform services in a professional, safe, and responsible manner. The contractor shall remove, from the job site, any employee for reasons of misconduct or security. The contractor shall ensure employee conduct complies with 41 USC 423, Procurement Integrity. The contractor shall also ensure that no contractor employees conduct political related activities or events on the installation.

2.1.15.1 Contractor Hiring Restrictions.

The contractor shall not hire or sub-contract with off duty or former Government employees whose employment would result in a conflict with AR 600-50, Standards of Conduct.

2.1.15.2 Organizational Conflict of Interest (OCI).

Contractor and subcontractor personnel performing work under this contract may receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.), or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO, and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.1.16 Business Relations.

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement of this PWS. The contractor shall manage the timeliness, completeness, and quality of problem identification to a degree acceptable to the Government. The contractor shall provide to the COR corrective action plans, timely identification of issues, and effective management of subcontractors within fourteen (14) days or at a mutually agreed upon date. The contractor shall ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.2 Special Requirements.

2.2.1 Security.

For contractor not eligible for Common Access Card (CAC), but require access to a DoD facility or installation, the contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or at OCONUS locations, in accordance with status forces agreements and other theater regulations.

2.2.1.1 All contractor and subcontractor personnel shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services or Security Office.

Contractor workforce must comply with all personal identification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

2.2.1.2 Motor Vehicle Operators.

Contractor’s personnel, whose tasks involve operation of any vehicles, shall possess a valid driver’s license, certificates, and permits applicable for the type and class of vehicle being operated.

2.2.1.3 Contractor Vehicle Registration.

The contractor shall register all contractor-owned or operated vehicles and trailers operating on the installation within fourteen (14) working days of contract start date. The contractor shall complete all applications with the Provost Marshal Vehicle Registration section located in Building 5901. Evidence of vehicle ownership and vehicle liability insurance must be presented upon application of vehicle registration.

2.2.1.4 The Contractor shall provide all information required for background checks to meet installation access requirements, to be accomplished by the installation Provost Marshall Office, Director of Emergency Services, or Security Office.

2.2.2 Security Training.

2.2.2.1 iWATCH Training.

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within five (5) calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award. iWATCH Army information is available at the following website: iWATCH Army

2.2.2.2 Anti-Terrorism (AT) Level 1 Awareness Training.

All Contractor and sub-contractor personnel requiring access to Army installations, facilities, and controlled-access areas shall complete AT Level I Awareness training within 14 calendar days after the contract start date. The Contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR, or to the contracting officer, if a COR is not assigned, within seven (7) calendar days after completion of training by all employees and sub-contractor personnel. AT Level I Awareness training is available at the following website: AT Level I Awareness Training https://www.youtube.com/watch?v=vlzYhQp7fPw https://jkodirect.jten.mil/

2.2.2.3 Level 1 OPSEC Training.

Per AR 530-1 Operations Security, Contractor and subcontractor personnel must complete Level I OPSEC Awareness training. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR within [insert number of calendar days] calendar days after completion of training by all employees and subcontractor personnel. New employees shall be trained within [insert number of calendar days] calendar days of their reporting for duty and annually thereafter. Level I OPSEC Awareness training is available at the following website:

OPSEC Awareness Training

2.2.3 Safety.

The contractor shall safeguard and maintain all Government and contractor property, as well as provide for the safety and well-being of personnel employed under this contract.

The contractor shall comply with AR 385-10, The Army Safety Program.

2.2.3.1 Safety Plan.

The contractor shall develop and implement a safety program for its employees. The contractor shall submit the Safety Plan to the KO for review and acceptance within ten

(10) days of commencement of work. Revisions shall be submitted five (5) calendar days prior to the effective date of change.

2.2.3.2 Occupational Safety and Health.

The contractor shall comply with the Occupational Safety and Health Administration (OSHA) standards. The Contractor shall comply with all applicable Federal, State, and local laws, regulations, and directives.

2.2.4 Training, Physical Requirements, or Other Expertise Required.

2.2.4.1 Certificates, Fees and Licenses.

The contractor shall ensure all Contractor’s employees and associated subcontractors are certified or licensed in the specific areas required by the State of Washington. The contractor shall ensure all required documentation of certification or licensure for contractor personnel are filed with the COR within twenty-four (24) hours prior to employees commencing performance. Contractor shall pay for and maintain in a current status, any license fees, assessments, permit charges, etc., which are necessary for contract performance. It is the contractor’s sole responsibility to monitor and determine any changes or the enactment of any subsequent requirements for said fees, assessments, or charges and to immediately comply with said changes during the entire term of this contract.

2.2.4.2 Hazardous Materials Endorsement (HAZMAT)

Commercial drivers are required to have the hazardous materials endorsement (HME) in Washington State. Details on obtaining this are found on the Washington State Department of Licensing website.

https://securityawareness.usalearning.gov/opsec/index.htm https://www.dol.wa.gov/driverslicense/cdlhazmat.html https://www.dol.wa.gov/driverslicense/cdlhazmat.html

2.2.5 Environmental Requirements.

2.2.5.1 Green Procurement.

Section 6002 of the Resource Conservation and Recovery Act of 1976 (RCRA) requires the use of recycled and recovered products identified in the EPA’s Comprehensive Procurement Guidelines.

2.2.5.2 The contractor shall use these recycled or recovered products unless they cannot be procured within a reasonable period of time not to exceed seven (7) calendar days; at prices not to exceed five (5) percent of prevailing rates; or the product(s) does not meet technical or performance standards. EPA Guidelines are the minimum requirement.

The contractor shall use materials and products commonly used in industry. The Contractor shall maintain records and submit an annual report by the 15th of April each year to the COR/ACOR, along with the annual certification required by FAR 52.223-9 (Certification and Estimate of Percentage of Recovered Material Content for EPA Designated Items), upon completion of the base year and each option year.

2.2.5.3 Environmental Compliance.

The contractor shall comply with all federal, state, local, and installation environmental laws, rules, plans, and policies. The contractor shall use and store all materials, chemicals, and equipment used in the performance of services on the installation IAW with industry standards, local, State and Federal laws, and according to manufactures' recommendations. The contractor shall be financially responsible for all fines and associated costs for hazardous waste management, transportation, and disposal of waste due to the contractor's non-compliance.

2.2.5.3.1 Hazardous Materials.

For any hazardous materials, the contractor shall submit an initial list of hazardous materials to be used (including unit of measure and Safety Data Sheet for each product). A copy of these documents must be submitted to the Joint Base Lewis- McChord (JBLM) Pollution Prevention Program (usarmy.jblm.imcom.list.dpw-hm-inventory@mail.mil) prior to commencement. These items must be reviewed by Pollution Prevention and authorized for use if they are not already on the JBLM installation Authorized Use List. The contractor shall not use any hazardous materials not authorized by Pollution Prevention.

2.2.5.3.2 In-Use Hazardous Materials.

For any in-use hazardous materials, the contractor shall submit a hazardous material inventory on HJB Form 953 noting the hazardous materials used, the units of measure, quantities used, storage locations, and other information indicated on the form. This inventory shall be submitted at the end of the project. [If the project goes into a new calendar year, the contractor shall also submit a copy of this inventory (accounting for all hazardous materials) by 15 January.] For any hazardous materials stored on JBLM, this inventory shall be submitted by the 15th day following the calendar year quarter in which the hazardous materials were used or stored. All HJB 953 inventories shall be submitted electronically and addressed to the KO or their representative with usarmy.jblm.imcom.list.dpw-hm-inventory@mail.mil included in the carbon copy (“cc”) line of the email. Questions regarding the form may be directed to the JBLM Pollution Prevention Program (253-966-6469).

2.2.5.4 Spill Notification.

The contractor shall notify the COR immediately but NLT one (1) hour by phone followed by email, if the contractor spills or releases any hazardous substances, i.e., substances listed in 40 CFR 302, Designation, Reportable Quantities, and Notification.

2.2.5.5 Asbestos Materials.

The performance of the work as described in this PWS may include the contact or disturbance of asbestos (as fire door core insulation or other materials) or lead paint (as door skin or framework/trim paints). The contractor shall train their workers for potential contact or limited disturbance of these regulated materials as required by applicable regulations (29 CFR 1926.1101 (k) and WAC 296-62-07721(Asbestos); Puget Sound Clean Air Agency Regulation III Article 4.02(b) (Asbestos); 29 CFR 1926.62 and WAC 296-62-07521 (Lead in Construction)) and/or to approach the performance of work that potentially disturbs these materials that is out-of- scope, as required by other sections of this PWS. Select asbestos and lead paint surveys for buildings listed in this PWS may be available at Building 2012, floor 3, room 308.

2.2.5.6 Environmental Management System (EMS)

The JBLM Environmental Management System (EMS) conforms to the criteria defined in the international standard, ISO14001:2004 Environmental management systems– Requirements with guidance for use. IAW EMS procedures, the contractor shall be familiar with the JBLM environmental policy and shall ensure that this information is considered and incorporated into this project. Information regarding the JBLM EMS is available from the installation EMS Coordinator (253-966-6470).

2.2.6 Contingency Plans.

2.2.6.1 General.

The contractor shall establish and maintain a plan for labor dispute contingencies. The plan shall assume no Government support to the contractor workforce. The contractor shall, within thirty (30) calendar days of contract award, designate in writing to the KO a single contact Designated Contingency Coordinator (DCC) within the Contractor’s organization.

2.2.6.2 Dispute Contingency Plan.

This plan shall establish procedures and identify responsible personnel to provide the services below, with no interruption in the event of labor dispute. The plan shall establish procedures and time frame to secure replacement personnel in the event of a strike. The contractor shall submit a Labor Contingency Plan to the KO NLT contract start date.

2.2.6.3 Plan Updates.

The contractor shall update the Dispute Contingency Plan as changes occur and shall submit a copy of the proposed plan revision(s) to the KO for approval at least thirty (30) days prior to the proposed effective date of the updated plan.

3.0 Performance Requirements and Standards.

3.1 High Level Objectives (HLO).

3.1.1 Performance Task Requirements, Standards and Acceptable Quality Levels (AQLs).

3.1.1.1 Damage Caused by contractor.

Damages caused by contractor employees shall be repaired at no cost to the Government. The contractor shall notify the COR by phone or by email within one (1) workday after damage has occurred and return the damaged area to its previous condition. The contractor shall furnish all labor, materials, and equipment to perform the repair work.

3.1.1.1.1 Damage Report.

If damage has occurred, the Contractor shall submit a monthly damage report in pdf format to the COR by the 15th of the following month that annotates the damage, corrective action, and date corrected.

4.0 Performance Requirements Summary (PRS) Matrix.

Required Services

Performance Standard

Acceptable Quality Level

(AQL)

Method of Surveillance

Incentive (Positive and/or

Negative) # 1.

Cleaning

The Contractor shall provide services IAW PWS, para. 2.0 and 5.0

2% Deviation from performance Standard;

% calculated by dividing the number of defects by the number of observations.

Random Sampling and Customer Complaints;

Inspections and complaint validations performed by the COR/ACOR.

Contractor compliance rate shall be utilized as objective evidence of contract compliance and documented into the CPAR System;

Contractor shall re-perform the service.

# 2.

Key Personnel

The Contractor shall provide a central point of contact IAW PWS, para 2.1.13.1

97% from performance standard

100% Inspection with verification/confirmation by the COR/ACOR.

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

# 3.

Standards of Conduct

Employee conduct complies with 41 U.S.C. 2101- 2107, Procurement Integrity, IAW PWS para.

2.1.15

Zero Deviation from performance standard

The COR/ACOR will review 100% of Contractor reported occurrences of Contractor employee misconduct, including but not limited to violations of any provision indicated at 41 U.S.C. 2101-2107 , and/or security violation to ensure the offending employee is removed from the job site.

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential equitable adjustment by the Contracting Officer.

# 4.

Trained, Qualified, and Certified persons

The Contractor shall perform

IAW PWS,

para. 2.5.4.

97% from performance standard

(Risk assessed high risk)

100% Inspection of copies of these licenses or certifications

Non-conforming services will result in Non- Conforming Reports issued and a potential negative CPARS narrative

# 5.

Quality Control Plan

The Contractor shall provide a

QCP IAW PWS,

para, 4.2.

Zero Deviation from performance standard.

Review and acceptance by the by the KO on submission of QCP and each revised QCP.

Non-conforming services will result in Non- Conforming Reports issued and a potential negative CPARS narrative.

#6 Damages caused by contractor

The Contractor shall IAW paragraph 3.1.1.1

Zero Deviation from performance standard.

Review and acceptance by the COR of monthly damage report.

Non-conforming services will result in Non- Conforming Reports issued and a potential negative CPARS narrative.

4.1 Quality Assurance.

The Government will evaluate the Contractor’s performance under the contract IAW the Government’s Quality Assurance Surveillance Plan (QASP). QASPs are considered to be "living documents," dynamic, adaptable, and subject to modification based on Contractor performance surveillance results. The QASP is not part of the PWS and will not be issued with the solicitation. The QASP focuses on the procedures and processes the Government will implement to assure the Contractor is performing IAW the performance standards within the PWS. The Government plan defines the criteria of how the Contractor’s performance will be evaluated, the frequency of surveillance, and the items to be inspected. Although the Government will develop a QASP, Government surveillance of Contractor performance is not limited to the QASP, or the performance objectives, outlined in the Performance Requirements Summary (PRS). The Government retains the right to evaluate all services required by the contract. The Government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Contractor shall perform the services again at no additional cost to the Government.

4.2 Quality Control Plan.

Quality Control is the responsibility of the Contractor. The Contractor shall develop, implement, and maintain an effective Quality Control program which shall be documented in a QCP to ensure services are performed IAW this PWS. The Contractor shall develop and implement procedures to identify and prevent the recurrence of defective services. The Contractor’s QCP is the means by which they assure themselves that the work conforms to contract requirements. The basic principle of the plan is that the Contractor is responsible for Quality Control. The QCP shall be constructed in such a manner that each service can be extracted and not contain extraneous information. The Contractor's QCP shall include a separate section, which addresses the Contractor's method of managing quality of work. The QCP shall include a description of the inspection system to address services listed in this PWS, and a description of the methods to be used for identifying and preventing defects in the quality of services performed. The plan shall include a description of the Contractor’s inspection system to include specifics as to areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the Contractor’s inspectors. No lead person or first line supervisor shall be considered a Quality Control Inspector. The Contractor shall develop, maintain, and submit a QCP to the KO for acceptance within thirty (30) calendar days after the contract is awarded. The Contractor shall submit any proposed changes in the QCP to the KO for written approval within five (5) workdays prior to implementation.

5.0 Specific Tasks.

5.1 Cleaning.

5.1.1 Clean Exhaust Hood System.

Contractor shall remove grease accumulation and clean kitchen hood assembly and components in accordance with NFPA Standards 96, International Mechanical Code (IMC), and applicable local, State, and Federal rules and procedures.

5.1.2 Clean Ductwork.

Contractor shall remove grease accumulation and clean vertical and long horizontal Ductwork in both single and multiple systems in accordance with NFPA Standards 96, International Mechanical Code (IMC), and applicable local, State, and Federal rules and procedures. The following surfaces shall be cleaned: (a) all interior surfaces of the designated kitchen exhaust ducts that are exposed to the contaminated air stream, beginning downstream from the grease filters at the hood and including all connected ductwork through to where the vapors exit the duct to the atmosphere; (b) all existing plenum chambers within the hood; (c) all exposed or exterior surfaces of the kitchen exhaust hood systems within the cooking area; (d) where grease filters do not exist, the surface to be cleaned shall begin at the throat of the grease extractor or at the first portion of the duct or hood; and (e) exterior surfaces of ductwork and any equipment or building surfaces, including the roof, to remove grease runs or accumulations originating from within the duct system. Contractor shall re-secure all items removed during cleaning/inspection, such as fans, vents, or grills. All kitchen hoods, grease removal devices, fans, ducts, and other equipment, including filters, motors, covers, plenum header, and plenum volume area, fire extinguishing system piping, nozzles and activation devices shall be thoroughly cleaned in accordance with methods established in NFPA 96.

5.1.3 Clean Fans.

Contractor shall remove grease accumulation and clean Fan assembly in accordance with NFPA Standard 96, International Mechanical Code (IMC), and applicable local, State, and Federal rules and procedures. Proper cleaning shall direct air away from the rooftop to prevent roof and building damage.

5.1.4 Clean Ultra Violet bulbs.

Contractor shall remove coating caused by chemical reaction as grease-laden air passes around the UV bulbs. Contractor shall provide routine maintenance according to usage timers and/or manufacturer’s recommended service interval.

5.1.5 Re-Performance.

If re-performance of a service is required, the original inspection result shall be recorded as unsatisfactory. When the overall performance for a required service meets or exceeds the performance threshold, quality control is satisfactory. Failure to meet the performance threshold for a required serviced means that quality control for that service during the observation period is unsatisfactory. All work that must be re-performed due to unsatisfactory service shall be completed within two (2) calendar days.

5.1.6 Broken or missing part notification.

The contractor shall verbally report all broken or missing parts to the COR immediately upon discovery, and shall follow-up with an electronic email no later than two (2) calendar days after notifying the COR.

5.2 Inspection.

In accordance with NFPA 96, Section 11.5 Inspection, Testing and Maintenance of Listed Hoods Containing Mechanical, Water Spray, or Ultraviolet Devices shall be inspected Semi Annually by the contractor’s Quality Control. The entire exhaust system shall be inspected for grease in accordance with Table 11.4 Schedule of Inspection for Grease Buildup, NFPA 96.

5.2.1 Contractor shall report inspection findings. Reportable information shall include inaccessible areas, ability of the fan to be tipped, the condition of all the various components of the system, and any other exhaust problems.

5.2.2 Label.

Contractor shall affix on each exhaust hood. All work (schedule and unscheduled) shall be labeled immediately after service with the following information:

DO NOT REMOVE

OR ALTER BY

ORDER OF DPW

KITCHEN HOODS AND EXHAUST SYSTEMS

Company:

Address:

Phone:

Areas of kitchen exhaust system not cleaned – refer to service cleaning report (Punch Out): O For additional information on service cleaning refer to service cleaning report (Punch Out): O Cleaning Service Date (Punch Date):

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Month: Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Year: 2023 2024 2025 2026

Expiration Date (Punch Date):

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Month: Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Year: 2023 2024 2025 2026

System Status: Refer to monthly reports, if comments are needed.

When a label on equipment is loose, unreadable, or missing, the label shall be replaced within 2 calendar days. If label is not on a system, it will be reported as not completed and re-performance shall be completed. The contractor shall submit for approval a physical sample of the label to be used in accordance with the submittals section of this contract.

5.3 Airflow.

5.3.1 Velocity.

In accordance with Chapter 8 Air Movement, section 8.2, NFPA 96 air velocity through any duct shall be not less than 152.4 m / min (500 ft. / min).

5.4 Monthly Service Reports.

A monthly report shall be electronically emailed to the COR every first Monday before 12:00 pm (PST) commencing January 2023. When submitting the Monthly Service Report, a before and after picture shall be included of each system that as serviced.

Each picture shall be stamped with the time and date when the service was completed and the facility number. When submitting pictures, the title must include the date, time, and facility number on the picture. The monthly reports shall cover all systems that were serviced the month prior with a minimum of the following information:

• Contract and Task Order number

• Date and time of service (and notification time for emergency requests)

• Indicate if this is an initial service or re-performance, if it is a re-performance, annotate the date the unacceptable service was performed initially.

• The facility number

• The work performed (scheduled or emergency) and the number of hoods and ducts serviced

• The cleaning technician’s printed name

• Annotate if any inaccessible areas were found and contractor’s recommended solution

• Signature from building occupant and phone number

• Comments; potential problems, recommendations, repairs needed to that particular hood and duct system.

• Current airflow measurement

5.5 Annual Kitchen Hoods and Exhaust Systems Inventory.

An annual inventory report shall be delivered electronically to the COR on the 1st Monday of June each calendar year. The report shall be created in Microsoft Excel spreadsheet. The report shall state the following:

• Hood count

• Location / Facility Number

• Manufacturer

• Model

• Type

• Size (Small = <10’; Medium = 10’ – 18’; Large >18’)

• Applicable Special Components

5.6 Department of Defense Safe Access File Exchange (DoD SAFE) Reports are large files. Reports shall be submitted through DoD SAFE.

5.7 Service Schedule

5.7.1 Monthly Schedule

The contractor shall utilize the Government-provided, Kitchen Hoods and Exhaust System schedule Technical Exhibit (TE) #1 Schedule Kitchen Hoods and Exhaust Systems, to ensure the service intervals are evenly distributed throughout the year. Any deviation from the service schedule must be discussed with and approved by the COR.

5.7.2 Emergency/Out of Cycle/Unscheduled Services.

In the event of emergency service on JBLM, MAMC, or YTC, the contractor shall https://safe.apps.mil/ complete cleaning and inspections on identified hoods and exhaust systems within 48 hours for JBLM and MAMC; and 72 hours for YTC after notification from KO or COR.

Emergency service calls are identical to services completed during business hours, but will not appear on contractors regular service schedule. Emergencies may include, but are not limited to: out of schedule, system(s) not used for a long period of time, cleanings after normal business hours and due to excessive use (beyond normal wear and tear). The contractor shall begin emergency work, as determined by COR.

5.8 Transition of Contractor Operations.

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 7 calendar days’ phase-in and 7 calendar days’ phase-out periods.

5.8.1 Phase-In (7 calendar days)/Phase-Out (7 calendar days) Period.

The contractor shall provide sufficient experienced personnel during the phase-in and, phase-out periods to ensure that the services called for by this contract are maintained at the required level of proficiency. The contractor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the contractor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor.

5.9 Payment.

Contractor shall receive payment only when scheduled tasks or work, as outlined in this PWS, are completed. Partial payment is not authorized for incomplete tasks or work unless approved by the COR and the KO. Contractor reports shall be submitted and approved by the COR before payment is authorized.

6.0 Deliverables.

Deliverable Frequency # of copies Medium/Format Distribution (PWS, para. 2.1.9.1) Accident Requiring Emergency Medical Treatment

Immediate. Not later than two (2) hours after the incident

N/A Email and Telephone

COR

(PWS, para 4.2) Quality Control Plan

Initial: within five (5) days of contract award. Updates:

All QCP updates shall be submitted to the KO for acceptance within five (5) business days for approval

1 electronic copy PDF COR

(PWS, para 2.1.13.1) Program

Initial: within ten (10) business days from

1 electronic copy PDF COR

Manager contract start, submit the name of the Program Manager.

(PWS, para.2.1.14 ) Qualification Standards

Submit applicable training certificates of employees.

1 electronic copy PDF or digital scan COR

(PWS, para 3.1.1.1) Damages caused by contractor

Report damages within one (1) day.

Repair or replace parts with products similar in appearance to the original.

1 electronic copy PDF COR

(PWS, para 1.3) Access and General Protection/Security Policy and Procedures

Submit employee roster within ten (10) workdays of contract award and within ten

(10) workdays of new employees commencing performance.

Submit Long-Term Access Badge Application form for each employee

1 electronic copy PDF COR

(PWS, para 2.5.2.1) iWATCH Training

Complete the training within thirty

(30) calendar days of contract award and within five (5) calendar days of new employees commencing performance.

1 electronic copy PDF COR

(PWS, para 2.5.2.2) Anti-Terrorism (AT) Level I Awareness Training

Complete within fourteen (14) calendar days of contract start date and within fourteen

(14) days of new employees commencing performance.

1 electronic copy PDF COR

(PWS, para. 2.5.2.3) Level 1 OPSEC Training

Complete within fourteen (14) calendar days of contract start date and within thirty (30) days of new employees commencing performance.

1 electronic copy PDF COR

(PWS, para 2.5.4) Certificates and Licenses

Provide documentation of employee and subcontractor certificates and licenses within twenty-four (24)

1 electronic copy PDF COR hours prior to employees commencing performance.

(PWS, para 2.5.3.1) Safety Plan

Submit within ten

(10) days of commencement of work

1 electronic copy PDF COR

(PWS, para 2.5.4.2) Hazardous Materials

Submit an initial list of hazardous materials to be used.

1 electronic copy PDF COR

(PWS, para 2.5.5.4) Spill Notification

Within one (1) hour notify if any hazardous substances are spilled or released.

Phone NA COR

(PWS, para 2.5.6) Contingency Plan

Establish procedures and time frame to secure replacement personnel in the event of a strike.

Submit NLT the contract start date.

Submit updates within thirty (30) days prior to proposed effective

1 electronic…