PWS (Cooking Exhaust Maintenance).docx

INSPECT/CLEAN COOKING HOODS, EXHAUST DUCTS & EXHAUST FANS POST WIDE

Table of Contents

1.0 GENERAL INFORMATION………………………………………………………………………………2

1.1 Instructions…………………………………………………………………………………….2

1.2 Operating Hours………………………………………………………………………………2

1.3 Personnel………………………..………………………………………………………………2

1.4 Conduct of Personnel…………………………………………………………………………2

1.5 Identification………………………………………………………………………………….2

1.6 Scheduling………………………………………………………………………………………3

1.7 General Requirements and Procedures………………………………………………….3

1.7.1 Reporting……………………………………………………………………

1.7.1.1 Inspections, Cleaning, Maintenance and Reporting…………………………3

2.0 AREA INFORMATION………………………………………………………………………………….4

3.0 Period Of Performance……………………………………………………………………………4

4.0 Definitions…………………………………………………………………………………………..4

5.0 Inspection, Testing, Report Preparation ….. ……………………………...…………………4

5.1 Preventive Maintenance …………………………………………..…………………………………………4

5.2 Certification ……………………………………………………………………………………………….…4

5.3 Inspection and Testing Record Keeping/Report Preparation………………………………..…4

5.4 Repair…………………………………………………………………………………………………………………….4

6.0 Enviromental Compliance ………………………………………...5

6.1 Solid Waste ………………………………………5

6.2 Notification of Enviromental spoills…… ……………………………………..6

6.3 Materials ………………………………………………………………………………………6

7.0 Quality Control……………………………………………………………………………………..6

8.0 Submittals …………………………………………………………………………………………..6

9.0 Cleaning Timeframes…………………………………………………………………………… .7

Table 1 Building Names and Numbers………………………………………………………….…7

INSPECT/CLEAN COOKING HOODS, EXHAUST DUCTS & EXHAUST FANS POST WIDE

1. General The contractor shall provide all labor, equipment, materials, and supervision necessary to perform inspection and cleaning of commercial cooking related kitchen exhaust systems, in accordance with NFPA 96 requirements and all state and local requirements located at the United States Military Academy (USMA) West Point, NY during one (1) 12-month base period and three (3) 12-month option periods. The services shall be provided in accordance with the following Statement of Work.

1.1 Instructions

The Contractor shall adhere to the instructions given by the COR either verbally or in writing. The instructions will include a date by which the Contractor must respond. Contractor responses shall be made to the COR, who will then coordinate, accompany, and observe contracting personnel during work activities. All work shall conform to referenced state and federal regulations.

1.2 Operating Hours

The contractor shall perform all services during normal work hours (8:00 A.M. to 4:00 P.M.) Monday through Friday, excluding Federal Holidays, except as noted below.

1.3 Personnel

The Contractor shall provide a work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Contractor shall supply provide qualified personnel well versed in all maintenance requirements. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government.

1.4 Conduct of Personnel

The KO may require the Contractor to remove from the job site, any employee working under this contract for reasons of misconduct, security, or if found to be or suspected to be under the influence of alcohol, drugs, or another incapacitating agent. Contractor employees shall be subject to dismissal from the premises. Contractor employee dismissal shall not relieve the Contractor of the requirements to provide sufficient personnel to perform work under this contract, nor shall it allow the Contractor to submit work late.

1.5 Identification

The Contractor shall provide an identification badge for each employee performing services under this contract. The identification badges shall contain the Contractor’s name, employee’s name, contract number and project description. Each Contractor employee shall conspicuously display on their person the identification badge while performing work under this contract.

Security Requirements: Contractor personnel shall have to report to the Security Office Bldg. 1207 Visitors Center and apply and receive an ID to access West Point. Security will do a background check on everyone apply for an ID. The purpose of security screening is to ID those persons who may pose a threat to good order and discipline on West Point by either denying them access or placing restrictions on their movement. The following criteria will be used as a guideline for determining denial of access to West Point:

(I) (U) Any record of a felony conviction for a crime (includes murder, rape, sale of illegal drugs, grand theft, arson, and kidnapping).

1.6 Scheduling

The contractor shall coordinate inspection and cleaning schedule with the Contracting Officer Representative (COR) a minimum of 15 days prior to the anticipated start of services.

The contractor shall submit a tentative itinerary of dates and times of the scheduled inspection and cleanings, listed by building number, so that conflicts and adjustments can be reconciled between the contractor and the COR. The contractor shall perform all services in a safe manner.

1.7 General Requirements and Procedures

The contractor shall perform services to include, but not limited to the following:

1. Cover all stationary equipment, under and adjacent to exhaust systems being cleaned.

2. Inspect and clean all ducts, louvers, fans, exhaust hoods, exhaust fans, filters and building surfaces where system(s) vent to the outside.

3. Disassemble, inspect, clean, and reassemble all components associated with cooking related exhaust systems.

4. Remove coverings, clean and wipe equipment, and wash floors to remove any grease or associated cleaning debris.

1.7.1 Reporting

The contractor shall submit a written report (with before and after pictures) documenting the services performed, the location where the services were performed, the condition of the system prior to the cleaning, and any discrepancies or problems noted during the inspection or cleaning. The report shall be submitted to the COR within a minimum of 10 days following the completion of any services performed. The contractor shall notify the COR immediately when safety or hazardous situations are confronted.

1.7.1.1 Invoicing for Inspections, Cleaning, Maintenance and Reporting Contractor will bill to the clin associated with each building for services provided.

2.0 Area Information USMA is a college campus with a full range of academic, social, and athletic activities. West Point is also a military installation and a national tourist attraction. West Point is a community with over one thousand five hundred (1,500) military personnel. This community has many recreational areas such as Lake Frederick located near Central Valley, and Round Pond. USMA is located just fifty (50) miles north of New York City, along the west bank of the Hudson River.

3.0 Period Of Performance

Contract will be a Base Year with 3 option years.

4.0 Definitions

· Contracting Officer (KO): A person duly appointed with the authority to enter and administer the contract on behalf of the Government.

· Contracting Officer Representative (COR): An individual, designated in writing by the KO, to act as an authorized representative of the KO to perform specific contract administrative functions within the scope and limitations as defined by the KO.

· Contractor: The individual and/or business performing the work described in this SOW. The Contractor is responsible for the proper completion of project activities in accordance with these contract specifications even where a subcontractor has been retained to perform the actual maintenance task.

5.0 Inspection, Testing, Report Preparation

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 cleaning process. The contractor shall provide the government with a written report of each exhaust system after the preventative maintenance and certification process cycle. The contractor shall use the following publications for guidance, American National Standards Institute (ANSI), National Fire Protection Association (NFPA96-2010 or later), Occupational Safety and Health Administration (OSHA), as well as manufacturers’ requirements. Workload and frequencies are listed in Appendix A.

5.1 Preventive 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 if 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.

5.2 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 physically attach a waterproof/grease proof certification label to each exhaust hood containing legible pertinent information.

5.3 Inspection and Testing Record Keeping/Report Preparation

The contractor shall submit a written report (with before and after pictures) documenting the services performed, the location where the services were performed, the condition of the system prior to the cleaning, and any discrepancies or problems noted during the inspection or cleaning. The contractor shall provide a certification document/report for each exhaust system to the COR within two (2) weeks of cycle completion.

5.4 Repair

The contractor will supply the COR with a written report of any needed repairs found during the inspection and cleaning process. COR will review report and repairs will be made by a seprate DWP contract.

6.0 Enviromental Compliance

The contractor is required to comply with all applicable bases, local, state, and Federal environmental laws, and regulations, 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 because of the contractor’s performance, or failure to perform, during 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.

6.1 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 DPW Environmental Compliance office immediately.

6.2 Notification of Enviromental spoills

If 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.

6.3 Materials

All materials used in the performance of services on the installation shall follow 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 to use for approval by the COR.

7.0 Quality Control

The Contractor shall submit a Quality Control Plan outlining their methods to assure the quality of their services.

8.0 Submittals

The Contractor shall submit the following with their Bid/Proposal:

· Company qualifications to perform this work (Project Descriptions, Certifications, Licenses, etc.).

· Qualifications, Certifications and Resumes of the personnel who will be performing the Work.

· Examples of the Inspection and Testing Checklists and Reports proposed to be used for this work.

9.0 Cleaning Timeframes

The contractor shall inspect and clean all exhaust systems, located at USMA West Point once every six (6) months during the life of the contract. In an order to prevent any interference with daily operations, all this major cleaning shall be completed during the periods of late December through early January (during Christmas Break) and mid-June.

The contractor shall inspect and clean the following hoods and exhaust systems two (2) additional times during the year in mid-March and mid-September: BLDG. 602 Grant Hall Snack Bar BLDG. 603 West Point Club BLDG. 622 Bowling Alley BLDG. 635 First Class Club BLDG. 655 Eisenhower Hall Snack Club BLDG 1230 Golf Course BLDG. 745 Cadet Mess Hall (after 7:00 PM) BLDG. 1204 Burger King (after 7:00 PM) The contractor shall inspect and clean each exhaust system at these locations only once per year, in its entirety to include all the hoods, louvers, ducts and fans of the exhaust system. The following exhaust systems are located at Camp Buckner and Camp Natural Bridge. This cleaning shall be completed in mid-September: BLDG. 1701 Camp Natural Bridge and BLDG. 1534 Camp Buckner Barth Hall

TABLE 1