PWS_12 AUG 2021_.pdf

PERFORMANCE WORK STATEMENT

FOR

PREVENTATIVE MAINTENANCE & REPAIR

OF

COMMERCIAL KITCHEN EXHAUST SYSTEMS

AT

JOINT BASE MCGUIRE-DIX-LAKEHURST

Joint Base McGuire-Dix-Lakehurst

04 APR 2021

PERFORMANCE WORK STATEMENT

FOR

PREVENTATIVE MAINTENANCE & REPAIR

OF

COMMERCIAL KITCHEN EXHAUST SYSTEMS

AT

JOINT BASE MCGUIRE-DIX-LAKEHURST

1.0. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment, and labor necessary for the preventative maintenance, repair, and certification of commercial kitchen exhaust systems located at Joint Base McGuire-Dix- Lakehurst (JB MDL). Some systems include plenum water wash fire protection systems. All work is to be completed by properly trained, qualified, and certified personnel. The contractor shall maintain records of all completed work and certifications.

1.1. BASIC SERVICES. The contractor shall perform annual, semi-annual, quarterly preventative maintenance and certifications on commercial kitchen exhaust systems to include the plenum water wash fire protection systems. The contractor shall ensure all exhaust systems are certified in accordance with government regulations following the preventative maintenance and repair process. The contractor shall provide the government with a written report of each exhaust system after the preventative maintenance, repair and certification process cycle. The contractor shall use the following publications for guidance: AFI 91-203 Air Force Consolidated Occupational Safety Instruction, American National Standards Institute (ANSI), National Fire Protection Association (NFPA96-2010 or later), Occupational Safety and Health Administration (OSHA), IKECA and NADCA guidelines as well as manufacturers’ requirements. Workload and frequencies are listed in Appendix A.

1.2. PREVENTATIVE MAINTENANCE. The contractor shall perform the preventative maintenance of each kitchen exhaust system which primarily consists of inspecting, cleaning, adjusting, execution of minor repairs, and testing. The plenum water wash fire protection systems shall be inspected/maintained quarterly. The preventative maintenance schedule shall be closely coordinated between the contractor, Contracting Officer Representative (COR), and facility managers as to avoid any conflict with food preparations. These systems shall be cleaned according to industry standards using environmentally approved degreasing/cleaning materials and methods. The inspections shall include but not be limited to: mechanical systems, mechanical components, electrical control systems, fan blades, fan motors, fan belts, filters, fusible links, etc. Documentation of the preventative maintenances shall be maintained by the contractor. Copies shall be provided to the COR and Contracting Officer (CO). The contractor shall secure the exhaust system power in the event that an imminent fire and/or safety concern is discovered. The electrical panel shall be tagged out in accordance with industry standards. The contractor shall notify the COR and Fire Department immediately.

1.3. REPAIRS. The contractor shall coordinate the repair of all mechanical, electrical, and/or structural deficiencies, as a result of the preventative maintenance process, with the COR.

1.3.1. MINOR REPAIRS. The contractor shall make all repairs to the systems at the contractor’s labor and material expense if the material cost is less than $100.00 per system. The contractor shall ensure all minor repair work commences within two (2) days upon notification and shall ensure that all repairs are completed within four (4) days. The contractor is encouraged to keep equipment downtime to a minimum. The contractor shall provide a written report to include but not be limited to: all mechanical / electrical deficiencies, actual parts replaced, parts cost and man hours per repair. A copy of the repair report shall be provided to the COR and CO.

1.3.2. MAJOR REPAIRS. For all repair work above $100.00 in total costs, the contractor shall provide a detailed written repair quote to the COR within twenty four (24) hours of finding the deficiency, and request authorization to proceed. The written repair quote shall include, at a minimum, the following: a complete listing and estimated cost of all material, the labor hours needed to complete the repairs, and the projected time the equipment will be out of service. The contractor shall be financially compensated for material and labor costs only if COR authorization is granted. At no time shall work in excess of $100.00 be completed without COR approval. The contractor shall ensure all major repair work commences within two (2) days of COR approval. The contractor shall ensure that all repair work is completed within eight (8) days of its commencement; however, the contractor is encouraged to keep equipment downtime to a minimum. The contractor shall provide a repair completion report for all repairs to the COR in accordance with par. 1.6.

1.4. CERTIFICATION. The contractor shall certify that each exhaust system, to include plenum water wash fire protection system if applicable, after the preventative maintenance/repair cycle in accordance with NAFP96-2010 (or latest version), OSHA, and/or manufacturer’s recommendations. The contractor shall provide a certification document/report for each exhaust system to the COR within two (2) weeks of cycle completion. The contractor shall physically attach a waterproof/grease proof certification label to each exhaust hood containing legible pertinent information.

1.5. SERVICE CALLS. The contractor shall not be compensated for repeated responses to service calls that are not repaired correctly the first time. In the event a kitchen exhaust system fails or malfunctions the contractor shall respond to service calls within one (1) business day upon notification by COR.

1.6. REPORTS/DOCUMENTATION. The contractor shall prepare and submit legible written reports and documentation for the preventative maintenance, repair, and certification of each exhaust system. The reports/documentation shall be forwarded to the COR within two (2) weeks of the completion of any inspection or service. The reports/documentation shall include but not limited to: exhaust hood/duct number, plenum water wash fire protection system number, work performed; repairs completed (if applicable), date of preventative maintenance, date of repair, date of certification, name of technician, and overall condition of the equipment.

2.0. SERVICE DELIVERY SUMMARY

3.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES. All reasonable quantities of utilities will be available to the contractor without charge. Any temporary lines and connections that may be required shall be installed, maintained and removed by the contractor at his expense and in a manner satisfactory to the COR.

3.1. POLICE PROTECTION. Base Security Forces shall provide initial law enforcement response and services to the contractor. The Base Security Operations Desk can be reached at phone number (609) 562-6001. If dialing 911 from a cell phone, the location must be fully identified to ensure that the proper responder is notified.

3.2. FIRE PROTECTION. Base Fire Departments shall provide initial response and fire protection services to the contractor. The base Fire Alarm Control Centers can be reached at phone number 911 from a base telephone. If dialing 911 from a cell phone, the location must be fully identified to ensure that the proper responder is notified.

3.3. EMERGENCY MEDICAL SERVICE (EMS). The medical treatment facility may provide urgent health care to contract employees (contract employee is not a government employee but is a contractor or an employee of a contractor) for injuries occurring while on duty.

Urgent health care is defined as medical care authorized to the extent necessary to save life or limb and prevent undue pain and suffering. The contract employee will be transferred to a civilian medical facility as soon as the contract employee is stabilized. The cost of such

Performance Objectives

Performance Work

Paragraph

Performance Thresholds

Inspections. Perform inspections of bake hoods / ductwork / plenums semiannually and grill hoods / ductwork quarterly.

1.2

All hoods, ductwork, and plenums shall be inspected

100% of the time.

Cleaning. Perform cleaning of bake hoods / ductwork / plenums semiannually and grill hoods / ductwork quarterly.

1.2

All hoods, ductwork, and plenums shall be cleaned 100% of the time as required.

Repairs. Perform repairs as required and / or authorized.

1.3

All repairs shall be completed within the allotted timeframes

95% of the time.

Certifications. Conduct the certification process in accordance with all of the latest publications and industry standards.

1.4

All certifications shall be completed 100% of the time

Emergency Service Calls.

Respond to emergency service request.

1.5

All repairs shall be completed within the allotted timeframes

100% of the time.

Reports/Documentation. Provides accurate reports and documentation.

1.6

All reports and documentations are current and available 100% of the time.

treatment will be paid for, in full, within a reasonable period of time, by the contract employee and will not be borne by the 87th Medical Treatment Facility, the United States Air Force or the government. A Hospital Invoice/Receipt / Accounts Receivable Record, will be prepared to ensure collection and/or billing of charges. If a contract employee cannot pay for the treatment at the time of discharge, a statement of charges and a letter of indebtedness will be completed and billed to the contract employee for medical services rendered. An accounts receivable record will be established for each contract employee who receives medical care and is unable to pay at the time of discharge. Follow-up on accounts receivable will be completed in accordance with AFMAN 41-120, Medical Resource Management Operations. After an accounts receivable record is established and billing for outpatient medical services has occurred, the SF 558, Medical Record - Emergency Care and Treatment, will be annotated with the date of billing and the voucher number and forwarded to Outpatient Records to be filed in the medical record folder.

The contract employee shall ensure that he/she provides timely notice to his/her medical insurance company and that if the insurance company is to make payment, the insurance company has adequate information and documentation to make payment. A contract employee treated in a natural disaster is not charged for outpatient care.

3.4. RESTRICTED AREA BADGES. The government shall furnish an USAF Restricted Area Badge (AF Form 1199A) to all authorized contractor employees with proper security clearances and a validated need for access to flight line areas to perform maintenance services. The contractor shall coordinate the required request for restricted area badges with the COR.

3.5. RESTRICTED AREA ESCORTS. The government shall provide escort services for contractor employees to provide maintenance services within base restricted areas only until the contractor has been provided with the required AF Form 1199A (with escort authorization) to provide their own escorts. The contractor shall coordinate the necessary government escort services with the COR. The contractor is required to obtain restricted area badges for employees. The contractor shall obtain the appropriate number of employees with badges to escort the workforce.

3.6. PHYSICAL SECURITY. The contractor shall be held fully accountable for any failure to maintain the physical security of all base restricted areas, secured facilities or sites that they are responsible for providing services within. The contractor shall be responsible for the safekeeping and inventorying of all government-furnished keys and combinations issued for the performance of services within secured areas. All losses or damages caused by the contractor, or by the contractor’s failure or negligence in maintaining proper security of these areas will be paid for by the contractor. Upon termination or completion of the contract, the contractor shall secure the previously issued keys and return them to the COR within twenty-four (24) hours.

4.0. GENERAL INFORMATION.

4.1. HOURS OF OPERATION. The normal hours of operation for the contractor to perform normal maintenance and repair services required under this contract are 7:00 AM to 4:00 PM, Monday through Friday. The contractor is not required to provide normal service on the following days: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The Contracting Officer (CO) must approve in advance, excluding legal holidays, any exceptions to work hours and designated workdays. The contractor shall submit their request to the CO no later than two (2) working days in advance of the requested change(s).

4.2. CONTRACTOR PERSONNEL. The contractor and their employees shall comply with all base regulations at all times and shall conduct themselves in a professional manner. Uniforms and badges will be mandatory. The contractor shall provide a complete and current employee roster to the COR and CO within ten (10) working days of the contract award. The contractor’s employee roster shall identify the primary and alternate site manager or foreman and the Quality Control inspector and their telephone or beeper numbers. As required, the contractor shall provide updated copies of their employee roster to the COR and CO.

4.3. CONTRACTOR EMPLOYEE UNIFORMS AND IDENTIFICATION. All contractor employees shall wear a distinctive company logo on their outer garment at all times. The contractor employee shall be neat and professional in appearance and meet current commercial standards. In addition, the contractor’s employees shall wear a company-issued identification badge with the company’s name, employee’s name and employee’s photo prominently displayed on their outer clothing.

4.4. TOBACCO POLICY. The contractor shall ensure that all contractor employees do not use tobacco products within 50 ft. of any base facility, around fuel tanks and generators, within any clearly marked “No Smoking” areas or within 50 ft. of any flight line aircraft parking areas.

4.5. SAFETY AND ACCIDENT REPORTING. The contractor shall be responsible for providing services under this contract IAW all base, local, state and Federal occupational safety requirements. The contractor shall ensure that all services are conducted safely at all times. The contractor shall ensure that all contractor employees are issued and properly use all required safety personal protective equipment. The contractor shall use mechanically sound and safe vehicles and equipment in the performance of services under this contract. The contractors shall take necessary corrective actions if the contractor’s employees are conducting operations in an unsafe manner. In the event of an accident, the contractor shall contact the base emergency 911 service and the COR immediately. Additionally, the contractor and contractor’s personnel will be knowledgeable of and comply with all other base incident-reporting procedures. See the Safety Guide for Civilian Contractors on Appendix B for additional information.

4.6. SECURITY REQUIREMENTS/VEHICLES AND PASSES. All contractor or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. In addition, all vehicles described above must be registered through the Security Police Squadron, Pass and Registration and will comply with JB MDL directives. After award of contract, the contractor shall request through the COR, CO and Security Forces to be issued base passes and identification badges for their employees and work vehicles in accordance with the attached Contractor Security Appendix – 1 Oct 13. Reference: Appendix C.

4.7. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR THE LOCAL INSTALLATION

COMMANDER. This service does not meet the criteria for continuation of performance during a crisis.

4.8. CONTRACTOR MANPOWER REPORTING. The contractor shall report all contractor labor hours (including sub-contractor labor hours) required for performance of services provided under this contract for “U.S. Air Force” via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address https://www.sam.gov.

Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year.

4.9. EXECUTIVE ORDER (EO) 13423 (Strengthening Federal Environmental, Energy, and Transportation Management). The contractor shall assist in compliance with this EO through the:

(a) Use of products with post-consumer recycled content

(b) Use of products that are recyclable

(c) Use of low toxicity or non-toxic products

(d) Use and installation of low-maintenance products

5.0. ENVIRONMENTAL COMPLIANCE. The contractor is required to comply with all applicable bases, local, state and Federal environmental laws and regulations, including Air Force Instructions, in effect at the time of performance of this contract. The contractor shall be responsible for obtaining and complying with any required operating permits. The contractor shall be responsible and liable for penalties, fines, or environmental damage claims that may be required or assessed by the local, state or Federal governments as a result of the contractor’s performance, or failure to perform, during the course of this contract. The government will inspect for environmental compliance at their discretion, and will notify the COR of any discrepancies found. In addition, the contractor may be subject to contractual sanctions including, but not limited to, termination, suspension, and debarment and adverse past performance assessment.

5.1. SOLID WASTE. The contractor is responsible for the proper handling and disposal of solid waste. The contractor shall also be responsible for any enforcement action that may be taken by the State of New Jersey, other State or the Federal Government related to handling, transportation and the proper disposal of solid waste materials. If notification, certifications, documentation, manifests, permits or any other written materials are required by law to be obtained, prepared and/or submitted, the contractor shall prepare same and provide a written copy to the COR. Any action, which violates permit requirements for compliance, must be reported to the Environmental Flight immediately.

5.2. NOTIFICATION OF ENVIRONMENTAL SPILLS. In the event that the contractor spills or releases any un-permitted substance, hazardous substance or hazardous waste into the environment, the contractor shall immediately report the incident to the Fire Department, the COR, and the CO. In the event of a spill or release, the contractor shall immediately contact base emergency 911 services. The contractor shall be liable for the costs of clean up and remediation of any spills or the release of such substance into the environment. The government shall provide the contractor with the following utilities: electricity, and water. The government will only provide reasonable amounts in accordance with the PWS.

5.3. MATERIALS. All materials used in the performance of services on the installation shall be in compliance with industry standards, local, Federal and State laws, and will be used according to manufactures' recommendations. Materials will be used for intended purposes and will be stored and utilized in accordance with industry standards. The contractor will submit Safety Data Sheets on all materials to be used fifteen (15) days prior use for approval by the COR.

6. APPENDICES:

A. ESTIMATED WORKLOAD DATA

B. SAFETY GUIDE FOR CIVILIAN CONTRACTORS

C. SECURITY REQUIREMENTS

APPENDIX A

ESTIMATED WORKLOAD DATA

MCGUIRE

Facility Number Building Name Ductwork Systems / Equipment Frequency Fund

Type

1706 PAX Terminal 2 cooking exhaust hood / duct systems & 1 plenum water wash fire protection system

Quarterly TWCF

1712 Fire Department 1 cooking exhaust hood / duct system Semi Annual O&M

3350 Fire House 1 cooking exhaust hood / duct system Semi Annually O&M

2414 Child Development Center #2

2 cooking exhaust hood / duct systems Semi Annual O&M

2430 Child Development Center #1

2 cooking exhaust hood / duct systems Semi Annual O&M

2503 Base Chapel 1 cooking exhaust hood / duct system Annual O&M

2508 NCO Club 4 cooking exhaust hood / duct systems Quarterly O&M

2635 Dining Hall 10 bake / steam exhaust hood / duct systems & 5 plenum water wash fire protection systems Quarterly O&M

2705 Community Center 2 cooking exhaust hood / duct systems Semi Annual O&M

2840 McGuire Shopette 1 cooking exhaust hood / duct system Quarterly O&M

3452 BX 5 cooking exhaust hood / duct systems Quarterly O&M

3827 Housing Chapel 1 cooking exhaust hood / duct system Annual O&M

3830 Youth Center 2 cooking exhaust hood / duct systems Annual O&M

LAKEHURST

Facility Number Building Name Ductwork Systems / Equipment Frequency Fund

Type

333 American Grill 1 cooking exhaust hood / duct system Quarterly O&M

657 Child Development Center

1 cooking exhaust hood / duct system Semi Annually O&M

687 Fire Station #5 1 cooking exhaust hood / duct system Quarterly O&M

APPENDIX B

SAFETY GUIDE FOR CIVILIAN CONTRACTORS

87th Safety booklet for Civilian Contracto

APPENDIX C

SECURITY REQUIREMENTS

INSTALLATION ENTRY CONTROL PROCEDURES FOR ALL CONTRACTORS

After award of contract, the Contractor shall request through the COR, CO and Security Forces to be issued base passes and identification badges for their employees and work vehicles in accordance with the attached Contractor Security Appendix – September 2020.

SFS ANNEX C -

CONTRACTOR APPEN

PERFORMANCE WORK STATEMENT