Performance Work Statement.pdf

36C24826Q0190

PERFORMANCE WORK STATEMENT

1. OBJECTIVE: The VA Caribbean Healthcare System (VACHS) has a requirement for a contractor to provide cleaning service of its kitchen exhaust hoods and ductwork associated systems at Ponce Outpatient Clinic (POPC). The intention of this contract is to remove combustible contaminants from hoods, fans, ducts, and other appurtenances to reduce potential fire hazards from cooking operations.

2. PERIOD OF PERFORMANCE: The period of performance for this service contract is one (1) base year from the date of award, plus one (1) additional option year.

3. REQUIRED SERVICES: The Contractor shall clean the internal components of the exhaust systems. This includes all hoods, all connecting ductwork to and including each exhaust fan, in strict accordance with the latest edition of the National Fire Protection Association (NFPA) 96 Standard.

3.1. Exhaust Hoods: This comprises the exhaust hood and all of its components, leading up to the ductwork. It also comprises all surfaces on which dirt and grease can be deposited in normal operations. The Contractor shall remove all accumulations of foreign matter, such as dirt and grease from the exhaust hoods.

3.2. Exhaust Fans: These comprise the complete fan assembly including the structural frame assemblies, housing, fan blades, braces, louvers and all other parts in the direct path of the grease-laden air, except for the motor interior. It also comprises the duct system from the filters up and throughout its entirety including the exhaust fan, housing and fan wheel leading up to the exhaust hood. The Contractor shall remove all accumulations of foreign matter, such as dirt and grease.

Fans shall be reassembled and reinstalled in a satisfactory working condition.

3.3. Cleaning Standards: The Contractor shall clean all exhaust systems (duct hoods, fans, fan housings and ductwork) by removing all foreign material such as dirt and grease and in accordance with NFPA 96 Standard.

3.4. Equipment and cleaning frequencies:

Description Equipment Location Procedure description Frequency

Exhaust Hoods VCS - Clean exhaust hoods, Monthly

Canteen Service plenums, and filters

Ductwork & Exhaust Fans

Main Building - Canteen

Service

Clean the ductwork and exhaust fans entirely from the exhaust hoods to the external fan hoods

Quarterly

4. GENERAL REQUIREMENTS:

4.1. The Contractor’s personnel providing the cleaning services shall possess all the required training and certifications to perform duties as required by NFPA 96, The Joint Commission (TJC), and other applicable regulations. All certifications and training requirements shall be provided to the Contracting Officer (CO) and the Facility Point of Contact (POC) 5 calendar days prior to the start of the contract (see PWS section 5.5 for a complete list of the required certificates).

4.2. Services rendered under this contract shall be performed in accordance with the International Kitchen Exhaust Cleaners Association (IKECA) and the NFPA. All services to be managed by an IKECA “Certified Exhaust Cleaning Specialist”

(CECS).

4.3. The Contractor shall provide all labor, associated materials, personnel protective equipment (PPE), and all necessary equipment required for the cleaning of exhaust hoods and ductwork systems included in this contract. If the Contractor damages any facility equipment or material in the performance of the tasks included in this contract, they shall immediately notify the CO and Facility POC, and proceed to repair it within twenty-four (24) hours.

4.4. Contractor shall inspect the equipment that will be cleaned prior to the rendering of services. If the Contractor finds any deficiency within the exhaust hood or ductwork, they shall notify the Facility POC prior to starting the scheduled task.

4.5. All cleaning services for this contract shall be conducted after POPC normal hours of operation, which are 7:00 AM – 4:00 PM, Monday through Friday, and shall be coordinated though the Facility POC at least five (5) calendar days prior to the service date.

4.6. De-energizing/energizing Equipment: All de-energizing/energizing of exhaust fans shall be coordinated through the Facility POC. The Contractor shall not perform these tasks at any time.

4.7. Environmental Health & Safety Requirements: Contractor’s personnel must:

4.7.1. Wear head cover (a hat or hairnet) while in food preparation areas. They shall not enter these areas with shoes or boots that are heavily laden with mud or dirt, to avoid contaminating such area.

4.7.2. All food contact surface kitchen equipment shall be protected, covered or shielded from extraneous dirt, dust, soil, or any accumulated substances (contaminants) that can be generated into airborne suspended particulates or sprays that can wind up being deposited later onto food prep surfaces over time.

4.7.3. The Contractor personnel shall wash their hands with the facility’s approved soap and water prior to entering the food preparation area.

4.7.4. The Contractor shall not send personnel to POPC to perform services if they are experiencing any flu-like symptoms.

4.7.5. When maintaining and cleaning kitchen exhaust units, Contractor personnel shall be responsible for cleaning any debris generated while performing their duties. This includes environmental surface cleaning on kitchen walls, floors, ceiling, air exhaust vents, among other surfaces. They shall also dispose of generated dry trash appropriately.

4.7.6. Contractor's tools, once soiled, or contaminated, shall not be washed or cleaned by solvents in any of the hand-wash sinks, produce sinks, or three-tub sinks used by the VACHS food preparation personnel.

4.7.7. Contractors shall not use the POPC kitchen facilities for their personal use.

4.7.8. POPC personnel will ensure all pre-packaged beverages, pre-packaged foods, or any food item are either removed to a protected area or are adequately covered to avoid contamination while exhaust hood and ductwork cleaning services are being performed. However, in the case that the Contractor personnel see any of the previously mentioned items exposed, they shall notify the Facility

POC.

4.7.9. Contractor shall always ensure Safety Protection Protocols for unexpected fires, falls, trip hazards, cuts, abrasions, burns, electric shock are in place, and shall set-up stepladders for climbing inside the kitchen exhaust hoods and ductwork, as needed.

4.7.10. Contractor personnel shall possess trainings to work around asbestos materials and shall use appropriate PPE when working close to materials containing asbestos. Contractor personnel shall always avoid making contact or disturbing any material containing asbestos while performing services under this contract.

5. ADDITIONAL REQUIREMENTS:

5.1. Every cleaning service shall be documented with before and after photos of the serviced equipment and sent via email to the Facility POC no later than three (3) calendar days after completing each service.

5.2. The Contractor shall have all cleaning products approved by the VACHS Environmental Regulatory Section (ERS) and Safety Section. Furthermore, the Contractor shall have Safety Data Sheets (SDS) for every substance and product used in the performance of his tasks readily available upon the Government’s request. Cleaning products shall be a “green” cleaning product that creates no EPA recordable waste by-products and if not available, the Contractor shall provide the Facility POC the disposal records of all waste by-products.

5.3. Prior to performing any cleaning procedure, the Contractor shall submit to the CO/ Facility POC the method of cleaning procedure to be used, including the exact type and amount of equipment to be used. Work plan shall be submitted within 5 calendar days after award date.

5.4. Contractor shall provide a written report including photos, findings, and recommendations within five (5) calendar days of the completion of any given service.

5.5. Contractor personnel shall provide evidence of the following certifications:

5.5.1. Certified Exhaust Cleaning Specialist (CECS) certification from the International Kitchen Exhaust Cleaning Association (IKECA)

5.5.2. Occupation Safety and Health Administration (OSHA) 10-hour General Industry Course

5.5.3. Confined Space Certification

5.5.4. Fall Protection Certificate

5.5.5. Any other certification required by law to perform the services entailed in this PWS.

6. ADDITION OR REDUCTION OF SERVICES: During the life of this contract, due to constructions, projects, or emergencies, there may be exhaust hoods added or reduced from this facility. In such case(s), cleaning services for these, as well as their ducts and other components, may be added or deleted from this contract via supplemental agreement. Service frequencies may also increase or decrease, due to the same situations previously described. If such situation arises, these service frequencies shall also be adjusted via supplemental agreement.

7. INFLUENZA VACCINATION:

7.1. All contract employees shall comply with VHA Directive 1192.01, Seasonal Influenza Vaccination Program for VHA Healthcare Personnel. This policy applies to all individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other Health Care Personnel (HCP) as part of their duties.

7.2. Masking requirements for unvaccinated HCP: HCP who do not receive influenza vaccination due to medical or religious exemptions must designate this at the VA Employee Health Unit on the HCP Influenza VA Form 10-9050 and wear a face mask while in any VHA location, including both clinical and non-clinical areas. In addition, HCP are required to wear a face mask during performance of their assigned duties and responsibilities. The face mask shall be worn throughout the influenza season, or until the individual HCP receives a flu vaccination and completes the required VA Form 10-9050.

8. LIST OF FEDERAL HOLIDAYS: Legal holidays recognized by the Federal Government in accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

New Year’s Day January 1 Martin Luther King Day Third Monday of January

President’s Day Third Monday of February Good Friday Last Friday in March

Memorial Day Last Monday in May Juneteenth June 19

Independence Day July 4 Labor Day First Monday in September

Columbus Day Second Monday in October Veterans Day November 11

Thanksgiving Day Fourth Thursday of November Christmas Day December 25

*Note: Or any other federal holiday as declared by the President of the United States.

9. PERFORMANCE REQUIREMENT SUMMARY (PRS):

Performance

Objective (Task)

Performance

Standard

Monitoring

Method Acceptable Quality Level

(AQL)

Incentive (Positive /

Negative)

Perform cleaning services of exhaust hoods

PWS Section 3.1

Periodic surveillance

Inspections

100% accuracy – exhaust hoods assembly and subsystems shall be cleaned, and the surrounding area returned to the original state

Immediate corrective action taken at no additional cost to the Government

Perform cleaning service of exhaust ductwork

PWS Section 3.2

Periodic surveillance

Inspections

95% accuracy – ductwork assembly and subsystems shall be cleaned, and the surrounding area returned to the original state

Immediate corrective action taken at no additional cost to the Government

Perform cleaning service of exhaust fans

PWS Section 3.2

Periodic surveillance

Inspections

95% accuracy – fan assembly and subsystems shall be cleaned, and the surrounding area returned to the original state

Immediate corrective action taken at no additional cost to the Government

Coordinate service with Facility POC prior to work performance

PWS section 4.5

Email/Phone call validated through

CO/Facility

POC

95% accuracy of all services

Immediate corrective action taken at no additional cost to the Government

Provide before and after photos of cleaning service no later than 3 days after service

PWS section 5.1

Photos receipt validated through

CO/ Facility

POC

95% accuracy of all services

Immediate corrective action taken at no additional cost to the Government

PERFORMACE WORK STATEMENT (PWS)