Performance Work Statement - PWS DRAFT.docx

Performance Work Statement (PWS)

1. BACKGROUND: VA Central California Health Care System (VACCHCS) requires quarterly cleanings for both the Canteen & Patient Kitchen (Nutrition and Food Service- NFS) hood exhaust systems and grease traps to ensure the safety of patients, staff, and visitors to the hospital. The daily meals prepared using the grills, ovens, stoves, and fryers can cause an enormous build-up of grease and without proper cleaning, may cause a fire. Clogged grease traps may impact the sanitary drain system and overflows cause slipping hazards.

2. GENERAL: The facility requires professional cleaning and maintenance of its exhaust hood systems and grease traps to maintain safe operation of its cooking facilities. This is service contract is to provide regular exhaust system cleaning service for the Canteen & Nutrition and Food Services (NFS) hood exhaust systems and grease traps. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

3. SCOPE OF WORK: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, other items, and non-personal services necessary to provide hood cleaning service for the Canteen & NFS hood exhaust systems and grease traps as defined in this Performance Work Statement (PWS). The contractor shall perform comprehensive cleaning, inspection and maintenance on items listed below.

3.1. The contractor shall provide all management, supervision, labor, parts, material, tools, and transportation necessary to perform the quarterly hood inspection and cleaning service and grease trap servicing. The contractor, without additional expense to the Government, shall obtain any licenses, permits, and insurance required to perform the work in this contract. The contractor shall comply with all current, applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer (CO) and Contracting Officer’s representative (COR) before work commences.

3.2. FREQUENCY: The Canteen and NFS hood exhaust systems and the canteen grease traps will be thoroughly inspected and cleaned once every quarter.

3.2.1. Exception- The Canteen Exhaust Hood #2 (West side) shall be cleaned monthly in lieu of quarterly.

3.3. Cleaning will be completed on the same day of the same week of each quarter (or month). Exceptions are Federal holidays. Cleanings will be completed after work hours, to mitigate any impacts to patient and Veteran care. Canteen work hours end at 5pm. NFS work hours end at 7pm. The contractor shall provide a minimum of 24 hours’ notice of schedule changes. The contractor shall also send an Outlook Calendar invite for all cleanings at least 5 days prior to the work. If a cleaning cannot occur on the agreed upon date, the cleaning will be rescheduled to the next available date that will accommodate the Government’s impacted services.

3.4. Hood Exhaust Systems

3.4.1. Hood exhaust system shall be cleaned per the most current edition of the National Fire Protection Association NFPA 96- Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations (2024 Current Edition) and all other local, state, and federal standards and procedures.

3.4.2. The contractor shall inspect and clean all surfaces on which grease and dust can be deposited in normal operations of each type of equipment to include but not limited to; hoods, grease removal and collection devices, duct systems including horizontal and vertical ductwork from the filters up and throughout the entirety including the fan and blower hosing, fan, fan wheel, exhaust fan and other apparatus thereto. The contractor is not responsible for cleaning the motor or motor interiors. Where there is more than one system in the building, the contractor shall complete all work required on one system before starting the next. Defects in the systems found by the contractor that require repair (e.g. broken fan blades, nonfunctioning blowers, frayed fan belts, broken conduit, excessive grease, inaccessible areas, separation of ductwork joints, etc.,) and if not corrected, could impact the contractor’s ability to perform the service or would impair the system’s ability to function properly shall be documented and annotated on the cleaning/inspection report.

3.4.3. The contractor shall clean all surfaces of hoods to bare metal. This includes, but not limited to outer and undersides of hoods and filter compartments. There shall be no visible grease, either solidified or baked on after cleaning is performed.

3.4.4. The contractor shall clean all grease filters, baffles, collection trays, and other approved grease removal and collection devices for use with commercial cooking equipment.

3.4.5. The contractor shall replace any filters that cannot be satisfactorily cleaned.

3.4.6. The contractor shall clean all horizontal and vertical ductwork to bare metal beginning at the hood connection and extending to and including the exit stack. Where ducts are joined in sections, the contractor may remove and clean if required, to ensure adequate cleaning in accordance with this PWS and all referenced publications. Duct sections shall be reinstalled with joints opposite to the direction air flow using sheet metal screws and new clips.

3.4.7. The contractor shall clean the complete fan assembly including the housing, wheel shafts, braces, supports, pulleys, and all other apparatuses thereto, except for motor interiors.

3.4.8. Acceptable methods of cleaning commercial kitchen exhaust systems shall include but is not limited to the following processes or a combination thereof:

3.4.8.1. Manual removal of cooking by-product.

3.4.8.2. Low pressure application of USDA or facility approved detergents.

3.4.8.3. Wash/rinse processes utilizing high pressure hot water cleaning.

3.4.8.4. Wash/rinse processes utilizing saturated steam cleaning.

3.4.9. In accordance with paragraph 11.6.6 of NFPA 96 Standard, flammable solvents or other flammable cleaning aids shall not be used in cleaning operations.

3.4.10. The contractor shall, at the start of the cleaning process, lock out any electrical switches that could be activated accidentally during the cleaning process. At the close of the cleaning operations, exhaust blowers shall be restarted, all access doors utilized during cleaning shall be replaced and fastened, dampers positioned for proper exhaust airflow and electrical switches and system components returned to operable state. When cleaning procedures are complete, all electrical switches shall be returned to an operable state.

3.4.11. When cleaning procedures are complete, all access panels (doors) and cover plates shall be restored to their normal operating condition. When access panels are removed, a service company label or tag reprinted with the name of the company and giving the date of inspection and/or cleaning shall be affixed near the affected access panel(s).

3.4.12. The contractor shall not render fire suppression system components inoperable during the cleaning process. Cleaning chemicals shall not be applied to fusible links or detection devices of automatic fire suppression systems installed in exhaust equipment.

3.4.13. The contractor shall keep the service area free from accumulations of waste material or rubbish. When cleaning from the roof down through the ducts, plastic sheeting shall be positioned and affixed directly under hoods to prevent steam from coming into contact with personnel working below. Upon completion of cleaning service, the contractor shall ensure the work area and premises are clean and restored to their original condition. The contractor shall collect and remove all trash, condensed steam, grease, and dirt generated from the cleaning and properly dispose in accordance with all local, state, and federal regulations. The contractor shall provide all cleaning equipment and supplies such as, but not limited to, brooms, mops, buckets, rags, paper towels, etc.

3.5. Grease Traps

3.5.1. Grease trap approximate interior measurements are: 23” x 14” x 22” deep (4 ft3 or 30 gallons)

3.5.2. Grease traps shall be cleaned using vacuum suction. All sides shall be fully cleaned, leaving no residue or fats, oils or grease (FOG). FOG shall be removed from the site and disposed of in accordance with EPA regulations.

3.6. Government furnished property and services:

3.6.1. The Government shall provide reasonable quantities of utilities (water and electricity) to the contractor without charge for the sole purpose of fulfilling the services in this contract. Any temporary lines and connections that may be required shall be approved by the COR and installed, maintained, and removed by the contractor at the contractor’s expense.

3.6.2. The contractor shall practice utility conservation and perform work in a manner that prevents the waste of such utilities. Water faucets and/or valves shall be turned off after use. Lights shall be used only in areas where and when work is being performed. The contractor is not authorized to adjust mechanical equipment controls for heating, ventilation, and air conditioning systems unless specially authorized by the person having authority over the system.

4. REPORTS/LABELS:

4.1. A full report of the maintenance and cleaning, including before & after photos of each part of the system are required and will be provided to the Contract Officer’s Representative (COR) and Government Point of Contact (POC) within 5 business days of each service visit. The report shall segregate the “before” from the “after” photos to clearly depict the cleaning work performed.

4.2. The contractor shall affix a Certificate of Performance label to each hood to include the company info and cleaning date. The label must be visible, and all other outdated and previous labels removed. No remnant of previous label or its adhesive shall remain.

4.3. Any deficiencies must be reported on an after-service follow-up report and provided to the COR or POC within 2 business days of being identified.

5. PLACE OF PERFORMANCE: Fresno VA Medical Center - 2615 E. Clinton Ave. Fresno, CA 93703

6. PERIOD OF PERFORMANCE: The period of Performance is for (1) year with (4) one-year options.

6.1. Base Period: June 1, 2026 thru May 31, 2027

6.2. Option Year 1: June 1, 2027 thru May 31, 2028

6.3. Option Year 2: June 1, 2028 thru May 31, 2029

6.4. Option Year 3: June 1, 2029 thru May 31, 2030

6.5. Option Year 4: June 1, 2030 thru May 31, 2031

7. HOLIDAYS:

7.1. 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:

7.1.1. Recognized Holidays

8. PERFORMANCE REQUIREMENTS:

8.1. The Contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules, and regulations. The Contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The Contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes; example: lockout/tagout. All work for the duration of the contract shall be performed by trained technicians. All safety measures shall be approved as adequate by the safety officer in advance.

8.2. Contractor personnel cannot work alone in interstitial spaces or roof tops, at a minimum they must work in teams of two and with the presence of the Fresno VAMC COR or designated POC for escort.

8.3. Contractor to check in with the Fresno VAMC COR/POC prior to start of work and completion of work on a daily, or system basis. The contractor shall ensure the effected systems have been properly shut down and secured.

8.4. Contractor is responsible for all lock-out-tag-out (LOTO) requirements and shall ensure systems are brought back online in accordance with OEM start up requirements and that the VA is notified at the time of shutdown and start up.

8.5. Contractor shall be responsible for the protection of all building floors, walls, roofs, fixtures and other equipment in the vicinity of the equipment that may be subjected to damage while performing this contract. Contractor shall replace any damaged items with exactly matching items or a like item at no cost to the government.

8.6. Work site shall be left free and clean of all debris after completion of work. Contractor shall be responsible for the safety of all VACCHCS employees and visitors while performing contracted work, including slipping and tripping hazards. Contractor shall adequately barricade the immediate work site to prevent unauthorized individuals into the work area.

8.7. Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible, and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any employee that endangers persons, property, environment, Hostile work environment, or federal workplace policy or violates the standards noted in this PWS.

9. QUALITY ASSURANCE SURVEYLANCE PLAN:

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) and PWS. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement may result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts as documented. Government verification inspections of services shall not constitute acceptance nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered. The Quality Assurance Surveillance Plan (QASP) is included in Attachment 1.

10. CONTRACTING OFFICER REPRESENTATIVE:

10.1. The Contracting Officer Representative (COR) will be appointed by the Contracting Officer who will provide technical guidance and clarifications to the Contractor. It shall be noted that interpretation of contractual terms and/or financial matters is the responsibility of the Contracting Officer.

10.2. The COR will monitor the Contractor's performance to assure that services provided, and the standards of performance are met in accordance with this Performance Work Statement and the Quality Assurance Quality Control (QAQC) Plan. In accordance with FAR 52.212-4 (a) “Inspection/Acceptance” the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of non-conforming supplies or re-work of non-conforming services at no additional cost to the Government

11. STANDARD OF CONDUT: Contractor and/or subcontractor personnel must adhere to the contract and shall conduct themselves according to the following standards.

11.1. Neglect of Duties. Contractor, subcontractors, and personnel neglect of duties shall not be condoned. This shall include but not limited to sleeping on duty, unreasonable delay or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions.

11.2. Disorderly Conduct. The use of abusive or offensive language, quarreling, intimidation by works, actions, or fighting shall not be condoned. Also included is participation in disruptive activates which interfere with normal and efficient of government operations. This can result in the termination of the contract or removal of the employee(s), which will be the decision the VA. The CO shall inform the contractor in writing of actions.

11.3. Driving. Contractor and Contractor’s employees shall obey all speed limits and traffic signs. Disobeying traffic regulation could result in court citations, which include monetary fines. Continued violations could result in being restricted from driving on VA facilities.

11.4. Parking. Contractor vehicles will be parked only in lots or areas designated by the COR, if available. The Government will not be liable for any lost, stolen, or damaged vehicles or items. Contractor shall obey all distances from critical areas which are deemed by the VA or code. Continued violations could result in being restricted from driving on VA facilities.

11.5. Smoking. Smoking is prohibited on VA property. Smoking on VA property could result in citations, which include monetary fines. Continued violations could result in removal from VA facilities.

11.6. Intoxicants. The Contractor shall not allow any employee to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects. The use of illegal drugs is prohibited on Federal property. Violators will be prosecuted.

11.7. Posted Signs: The Contractor shall comply will all posted signs on VA property.

11.8. Criminal Actions. Contractor, subcontractor, or contractor’s employees may be sanctioned for criminal actions, but not limited to the following:

11.8.1. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.

11.8.2. Unauthorized use of Government property, theft, vandalism, or immoral conduct.

11.8.3. Unethical or improper use of official authority or credentials.

11.9. Removal of Personnel. The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct or for safety/security violations.

12. SECURITY:

12.1. Security Badge: Contractor and contractor’s employees shall obtain a flash badge / temporary badge from dispatch, VA police on arrival to any campus. The VA Issued Security badge shall be worn on the upper torso and be visible at all times.

12.2. Contractor’s Badge or Uniform: Contractor, Subcontractors, employees, and representatives shall have a company badge or be wearing a uniform or attire with the company name visible at all times.

12.3. Physical Security: The contractor shall be responsible for safeguarding their equipment while on Government property. Additionally, the contractor shall be responsible for any Government equipment, information and property provided for contractor use. Contractor will NOT be provided a staging area for storage of tools, equipment, material, supplies, and other items. The Government will not be responsible for damage or loss of contractor’s property. Contractor is responsible to safeguard its property.

12.4. OI&T Security: Office of Information and Technology (OI&T) certification and accreditation requirements do not apply for this service contract and therefore a Security Accreditation Package is not required. At no time will the vendor be in contact or have access to VA sensitive information, OI&T systems, or the VA OI&T network.

13. SAFETY:

13.1. In performance of this contract, the Contractor shall take such safety precautions as the Contractor Officer or his/her designee may determine to be reasonably necessary to protect both the lives and health of the occupants of the building and property. The Contractor Officer or his/her designee will notify the Contractor of any non-compliance. The Contractor shall, after receipt of such notice, immediately correct the condition to which attention has been directed.

13.2. The Contractor shall provide all necessary Personal protective Equipment (PPE) and attire to personnel and require employees to use it during the performance of their duties as necessary. Employees shall be trained on the use and proper maintenance of PPE. The contractor shall conform to all regulations, federal and local OSHA standards.

13.3. Contractor shall comply with the Federal and State OSHA Blood Borne Pathogens Standard(s) and Airborne Infection Precautions. The Contractor shall ensure:

13.3.1. Methods are in place by which all employees are educated as to the risks associated with Blood Borne Pathogens and Infectious Airborne Diseases in Health Care facilities

13.3.2. Have policies and procedures in place which reduce the risk of employee exposure to Blood Borne Pathogens and Infectious Airborne Diseases

13.3.3. Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens and Infectious Airborne Diseases.

13.3.4. Provide employees with appropriate personal protective equipment (PPE) and/or clothing such as gloves, caps, gowns, masks, and protective eyewear throughout the performance of this contract.

13.4. Supervision. The contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his designee shall be available at all times, when the contract work is in progress, to receive notices, reports or requires from the Contracting Officer or his representative.

14. INVOICING: Contractor shall invoice in monthly increments or as established by the Contracting Officer in arears for work performed. Invoices will not be paid until all required deliverables have been received during the billing period. Invoices shall be submitted to the COR for review and approval prior to submission to Tungsten.

14.1. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

14.2. VA’s Electronic Invoice Presentment and Payment System- The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submissions. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

14.3. More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

14.4. Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e- invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

14.4.1. Tungsten e-Invoice Setup Information: 1-877-489-6135

14.4.2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

14.4.3. FSC e-Invoice Contact Information: 1-877-353-9791

14.4.4. FSC e-invoice email: vafsccshd@va.gov

15. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The following Performance Requirement Services Summary identifies the performance objective and performance thresholds for critical tasks associated with providing support services for this requirement. The performance threshold describes the minimum acceptable levels of service required for each requirement. The Performance Requirements Summary shall not take the place of the PWS. These thresholds are critical to mission success. Failure to meet the standard will result in termination for default.

1. Service frequency/ interval

to ensure that PWS requirement is achieved

No more than 2 late service reports per year.

COR review of documentation supplied by contractor to ensure that PWS requirement is achieved.