PSFB Hoods and Ducts - QandA.xlsx
XLSX spreadsheet 26 KB Posted
- Attached to
- PSFB Hood & Duct Maintenance
- Solicitation number
- PSFBHOOD30
About this file
This is a Questions and Answers document for PSFB Hood and Duct Maintenance solicitation FA2517-26-Q-B0004, addressing 12 clarifying inquiries from potential offerors regarding contract scope, performance requirements, and administrative procedures.
The incumbent contractor is Air Flo Cleaning Systems LLC under contract FA251721P0012, with period of performance ending February 4, 2026. The contract requires inspection, cleaning, and removal of dirt, grease, and paint from 37 unique hood and duct systems at Peterson Space Force Base, Colorado, with approximately 104 cleaning events annually (15 hoods quarterly; 22 hoods semiannually). Pricing should reflect actual work performed each month, with four CLINs established for months containing scheduled work (February, May, August, and November), and no invoicing for months without performance. Personnel must be trained and certified to NFPA standards; any training meeting NFPA requirements is acceptable, including IKECA certification or employer-provided documentation. Contractors may propose alternative cleaning schedules if coordinated with facility managers and the Fire Department. Cleaning product requirements require government approval via submitted form, with no specific chemicals mandated. Site visits are recommended, and the government will provide base maps and facility manager contact information post-award. Standard notification for option year exercise is 15 days, though advance notice to the Contracting Office may allow longer lead time. Employees will require badges for base access but must obtain passes and be escorted at secure buildings 1 and 2. Building 2 presents unique access challenges, utilizing a 100-foot hose from roof access. A hood system renovation at Building 1013 is scheduled for completion in April 2026 prior to contract award.
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Sheet1
Hoods & Ducts: FA2517-26-Q-B0004 Question/Comment Matrix
| Offerors | Government Only | ||
| Question # | Attachment | Comment/Question | Answer |
| 1 | Combined Synopsis/ Solicitation | Incumbent Contractor Information |
Is there a current incumbent contractor performing these services?
If yes, may we know the incumbent contractor's name?
| What is the current contract number and expiration/completion date? | This is a recurring contract. Details can be found under the current contract number FA251721P0012. Awardee. Air Flo Cleaning Systems LLC. PoP ends 4 February 2026. | ||
| 2 | Historical Contract Value |
Can you provide the current or most recent annual contract value for these services?
| Has the scope changed from the previous contract (number of buildings, cleaning frequencies, performance requirements)? | That information is public and can be seen on FPDS-NG | ||
| 3 | Past Performance Considerations |
Were there any recurring performance challenges with previous contracts that offerors should address in their technical approaches?
| Are there specific areas where the Government seeks improved performance or innovation? | Not all systems are the same and the use varies for each unit. A system for service is required for each system. The government will rely on the contract to come up with their own method for servicing. The contractor is welcome to create innovative approaches as long as the system cleaning requirements are satisfied. | |||
| 4 | Combined Synopsis/ Solicitation | Site Access for Pre-Proposal Coordination |
Will base maps and facility manager contact information be provided before quote submission?
| A base map and Facility Manager information will be provided post award (see PWS Section V, Technical Exhibits). | |||
| 5 | PWS: Technical Exhibit 1 | Pricing/Cleaning Frequency Clarification |
Technical Exhibit 1 lists 37 unique hoods with cleaning frequencies resulting in approximately 104 cleaning events annually (15 hoods quarterly × 4 = 60 events; 22 hoods semi-annually × 2 = 44 events).
Please confirm for pricing purposes:
(a) Should pricing be based on 104 total cleaning events per year?
(b) Or 37 unique hoods with cleanings at the specified quarterly/semi-annual frequencies?
| (c) What is the correct total number of cleaning events per year? | Each unit is unique and should be priced accordingly based on frequencies. | |||
| 6 | PWS: Technical Exhibit 2 | Cleaning Schedule Requirements |
Technical Exhibit 1 shows "suggested times" for buildings (e.g., "After 1400", "Before 0900").
Are these suggested times REQUIREMENTS or PREFERENCES?
| May contractors propose alternative schedules if coordinated with facility managers and the Fire Department? | Yes, if the Fire Department and Facility Managers agree, alternate time may be suggested. | |||
| 7 | PWS: Section 4.4.2 | NFPA Training Documentation |
PWS requires personnel to be "properly trained, qualified, and certified" with documentation available upon request.
Please clarify acceptable documentation:
| • | IKECA (International Kitchen Exhaust Cleaning Association) certification? | |||
| • | NFPA 96 training completion certificates? | |||
| • | Employer-provided training documentation meeting NFPA standards? | |||
| • | Other specific certifications? | Any training meeting requirements under NFPA is acceptable. | ||
| 8 | PWS: Section 1.2.6 | Fire Department Inspection Checklist |
PWS references a "Hood and Duct Cleaning Inspection Checklist" provided after contract award.
Can this checklist be provided before quote submission to inform our technical approach?
| If not available pre-award, can you describe the key inspection criection Checklist | The checklist is a standard checklist ensuring all areas of the hood and duct system are clean and free of grease as well as ensuring all componants are put back in their operatoipnal status. It is a standard checklist for this service and will be provided upon contract award. | ||
| 9 | Site Access for Pre-Proposal Coordination | ||
| Can interested contractors arrange site visits to assess specific building conditions? | A site visit is recommneded. | ||
| 10 | Option Year Exercise Timeline |
Approximately how far in advance will the Government notify the contractor of option year exercise decisions?
| Is there a standard notification period (e.g., 30, 60, 90 days)? | Standard notice is 15 days but can be more if the Contracting Office is notified well in advanced of the continued need for the service. | ||
| 11 | Monthly Pricing Presentation |
The solicitation states: "The quote must include the four months of performance and the total price per month."
Should monthly pricing reflect:
Actual work performed each month (February/August higher due to semi-annual buildings, May/November lower)?
| Or an averaged monthly rate across all 12 months? | We intend to establish four CLINS for the months of service. There will be no invoices for the months with no performance. The quote should reflect the actual work performed Feb/Aug/May/Nov. | |||
| 12 | PWS: Section 4.4.1 | Cleaning Product Requirements | ||
| Can you clarify on allowable degreasing chemicals. If proprietary caustic degreasing agents that are properly handled and disposed of in compliance with all applicable regulations would be acceptable? Or are there specific products required (ex. environmentally friendly)? | See PWS, section 4.4.1. A form will have to be submitted for approval for all chemicals used. There are no specific chemicals required to be used. | |||
| Badges for secure buildings | ||||
| Will badges be issued to employees to enter the secure buildings 1 & 2 according to the PWS | If employees will be servicing the facilities regularly, it is possible, but if employees rotate constantly, the facilities will not issues badges. The employees will be badged to gain access to the installation bt will have to obtain passes and be escorted for building 1 and 2. | |||
| Renovations | ||||
| Will there be any renovations to the hoods and ducts during the life of the contract? | At this time a renovation of the hood system at the Hub, Building 1013, is scheduled and should be completed in April 2026, prior to contract award. The current hood is a good indicator of the size and expectation of the replacement system. There are no other known renovations at this time. | |||
| Unique Dactors | ||||
| Are there any additional details that could be provided to assist developing an accurate quote? | There are a few secure facilites which will likley require an escort. Building 2 is the most unique based on the security and location of the system. There is a 100 foot hose available for use that can be lowered from the roof to the water/power access behind the building. The system the contractor uses to servcie the unit can be hooked up and powered from surface level to the roof access. There are internal stairs for roof access. Additionally, several of the facilities, although only 1 level, will require a ladder to gain roof access, as outlined in the PWS. The hours of operation and for the facilities are annotated in the PWS Technical Exhibit 1. |
&"Arial,Bold"SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104
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