PM on FSS. Commercial kitchens. SOW.pdf
PDF 334 KB Posted
- Attached to
- 19WA8025Q0025 - Preventative Maintenance on Fire Suppression Systems in cafeteria & MSGR kitchens.
- Solicitation number
- PR14949574
- Issued by
-
Department of State
About this file
This document is a Scope of Work (SOW) for semi-annual commercial kitchen cleaning services at the U.S. Embassy in Windhoek, Namibia. The contract covers comprehensive maintenance and cleaning of two kitchen areas: the Cafeteria and Marine Security Guard Residence (MSGR) kitchen, with services to be performed every six months. The contract is a firm fixed-price agreement payable in Namibian Dollars, with a base year and four optional one-year extension periods.
Key service requirements include deep cleaning of cooking equipment, exhaust and ventilation systems, refrigeration units, storage areas, floors, walls, plumbing, and fire safety equipment. Specific tasks involve disassembling and sanitizing equipment, inspecting mechanical components, checking for potential hazards, and providing detailed maintenance reports. Servicing must be conducted on Fridays when cooking equipment is not in use. The contractor must provide trained technicians, coordinate with the embassy's Point of Contact, and submit a service certificate upon completion. Repairs are not included in the base contract and will require separate authorization and purchase order.
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Text version
10/22/2024
SCOPE OF WORK
Cafeteria and MSGR kitchen
Malulu, Ihuhwa C (Windhoek)
SAFETY COORDINATOR- U.S EMBASSY NAMIBIA WINDHEOK
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CONTENTS
1.0 INTRODUCTION
2.0 GENERAL REQUIREMENTS
3.0 CERTIFICATIONS
4.0 COMMERCIAL COOKING SYSTEMS
5.0 AREAS TO BE CLEANED
6.0 PRICING
7.0 BREACH OF GOALS
8.0 SUBMISSION OF INVOICES
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U.S. DEPARTMENT OF STATE
U.S. Embassy
Windhoek, Namibia
1.0 INTRODUCTION
The United States Department of State (DoS) requires services to complete every six
(6) months on the two commercial kitchens: Cafeteria and Marine Security Guard
Residence (MSGR) on the embassy compound. These services shall result in all the stated components in the two kitchens being serviced and under this agreement being in good operational condition when activated.
1.1 Type of Contract
This is a firm fixed price contract payable entirely in Namibian Dollars. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.
1.2 Period of Performance
The contract will be for a period of one year, with a maximum of four one-year optional periods of performance for bi-annual services.
2.0 GENERAL REQUIREMENTS
2.1 The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection and maintenance in accordance with this work statement. Under this Contract the Contractor shall provide:
➔ The services of trained and qualified technicians to complete work as outlined in the Statement of Work.
2.2 The Contractor shall coordinate all work with the Point of Contact (POC) at post.
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POC AT POST
The Point of Contact (POC) will be the contractor’s contact at the U.S. Embassy. The
POC will assist and direct the contractor when scheduling work, obtaining approved local supplies, and liaison with Embassy personnel during the course of the Project. All questions concerning coordination of activities while at post shall be directed to the
POC (see below):
Mr. Warren Leong
Facility Manager
LeongW@state.gov
061-202 5086
3.0 CERTIFICATIONS
The Contractor should provide a service certificate upon the completion of the service.
4.0 COMMERCIAL COOKING SYSTEMS
Specific Tasks for Semi-Annual Commercial Kitchen Cleaning
4.1. Deep Cleaning of Cooking Equipment
o Disassemble and deep clean ovens, stoves, grills, and fryers.
o Clean and sanitize all removable parts.
o Inspect and clean heating elements and burners.
4.2. Exhaust and Ventilation Systems
o Ensure proper operation of the exhaust system.
o Check for any blockages or buildup that could pose a fire hazard.
o Thoroughly clean and sanitize exhaust hoods, ducts, and filters.
o Inspect and clean ventilation fans and motors.
o Ensure all components are free of grease and debris.
4.3. Refrigeration Units
o Deep clean and sanitize the interior and exterior of refrigerators and freezers.
o Inspect and clean condenser coils and fans.
o Check and clean door seals and gaskets.
4.4. Storage Areas
o Empty and deep clean all storage shelves and cabinets.
o Sanitize all storage containers and bins.
o Inspect for and address any signs of pests.
4.5. Floors and Walls
o Deep clean and sanitize all floor surfaces, including under and behind equipment.
o Clean and sanitize walls, especially in high grease and food contact areas.
o Inspect and clean floor drains and grease traps.
4.6. Plumbing and Drains
mailto:LeongW@state.gov
4 | P a g e o Inspect and clean all kitchen drains and plumbing fixtures.
o Ensure all grease traps are emptied and cleaned.
o Check for any leaks or blockages and address them.
4.7. Fire Safety Equipment
R102 Ansul Wet Chemical fire suppression system o Inspect and test fire suppression nozzles and piping.
o Check and refill fire suppression agent if necessary.
o Ensure proper operation of the fire suppression system.
o Verify that all components are following local fire codes and regulations o Inspect and clean fire suppression systems.
o Ensure all fire extinguishers are in place and functional.
o Check and clean smoke and heat detectors.
4.8. Detailed Inspection and Maintenance
o Conduct a thorough inspection of all kitchen equipment for wear and tear.
o Perform any necessary maintenance or minor repairs.
o Document any major issues and recommend further action.
4.9. Reporting
o Provide a detailed report of all cleaning and maintenance tasks performed.
o Include recommendations for any additional repairs or replacements needed.
o Maintain records of the semi-annual cleaning for future reference.
These tasks ensure that the commercial kitchen is maintained to a high standard of cleanliness and operational efficiency, while also complying with health and safety regulations.
Servicing will need to be carried out on Fridays as cooking equipment has to be off.
5.0 AREAS TO BE CLEANED
The two areas under this contract:
• Cafeteria kitchen
• Marine Security Guard Residence (MSGR)
6.0 PRICING
The rates below include all costs associated with providing maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST
(if applicable).
The Contractor shall ensure that all items to be used or purchased for the service are included in the price. Servicing will be every 6 months
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6.1 Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.
Description Price (N$) per service
Total price
Cafeteria
MSGR
6.2 Option Year 1: The Contractor shall provide the services shown below for
Option Year 1 of the contract and continuing for a period of 12 months.
Description Price (N$) per service
Total price
6.3 Option Year 2: The Contractor shall provide the services shown below for
Option Year 2 of the contract and continuing for a period of 12 months.
Description Price (N$) per service
Total price
6.4 Option Year 3: The Contractor shall provide the services shown below for
Option Year 3 of the contract and continuing for a period of 12 months.
Description Price (N$) per service
Total price
6.5 Option Year 4: The Contractor shall provide the services shown below for
Option Year 4 of the contract and continuing for a period of 12 months.
Description Price (N$) per service
Total price
6.6 Total for all years:
Base year N$___________________ Option Year 1 N$___________________
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Option Year 2 N$___________________ Option Year 3 N$___________________ Option Year 4 N$___________________
6.7 Repair option. Repairs are NOT included under this agreement and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. Any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the
Contracting Officer.
Repair Labor Rates
Base year N$___________________ Option Year 1 N$___________________ Option Year 2 N$___________________ Option Year 3 N$___________________ Option Year 4 N$___________________
7.0 BREACH OF GOALS
On the discovery of any pricing increase for items and equipment to be used during the service will NOT be included under this agreement and are to be done outside this contract. However, the Government desires current labor rates if there is an issue discovered during the contract validity period. Additionally, any corrective actions will need to be submitted for approval and then billed against a separate Purchase Order
(PO). The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer in writing.
Changes in the contract will be communicated for adjustments in the contract.
8.0 SUBMISSION OF INVOICES
The Contractor shall submit an invoice after each service has been performed. The
Contractor should expect payment 30 days after receipt of invoice at the Embassy’s payment office.
Please upload your invoice on myILMS Payment Portal via https://mygrants.servicenowservices.com/procurement when service is delivered. You can contact our Finance section at WindhoekVoucherExaminers@state.gov for assistance.
https://mygrants.servicenowservices.com/procurement mailto:WindhoekVoucherExaminers@state.gov
File details come from the government source that posted it. Updated .