PWS draft v3 Kitchen Hoods and Ducts Fire Suppression Maintenance (NEW).docx

Performance Work Statement Kitchen Fire Suppression System Maintenance & Hoods and Ducts Cleaning Services Offutt AFB 12 April 2025

NOTE: Closing paren is missing for (SS in 2.0 below. Sec. 4.3 in Table of Contents is blank. In the PWS it is “Contract Manager”. Sec. 5.9 in Table of Contents is blank. In the PWS it is “Seat Belts”. Edit all accordingly.

Contents

1. Major Items of Work. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to perform inspection, preventative maintenance, and corrective maintenance services on kitchen fire suppression systems and kitchen exhaust systems located at Offutt Air Force Base, Nebraska. This includes all tasks necessary to keep these systems operating in a reliable, continuous, and safe manner, adhering to all applicable National Fire Protection Association (NFPA), Department of the Air Force (DAF), Occupational Safety and Health Administration (OSHA), and local, state, and federal codes.

1.1 Fire Suppression Systems.

1.1.1 Inspections: The Contractor shall perform semi-annual inspections for the Kitchen Fire Suppression Systems listed in Table 2 in accordance with the most current editions of National Fire Protection Association (NFPA) 17A Standard for Wet Chemical Extinguishing Systems, NFPA 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations and Uniform Fire Code (UFC) 3-601-02 Fire Protection Systems Inspection, Testing, And Maintenance. The Contractor shall immediately inform the Contracting Officer’s Representative (COR) in writing of any system deficiency which would deem any Fire Suppression Systems out of service per NFPA 17A, NFPA 96 or UFC 3-601-02.

1.1.2 Required/Corrective Maintenance: The Contractor shall provide and replace fusible links and nozzle covers required to keep systems to optimum working conditions at the time of the inspections at no cost to the Government. At a minimum, the Contractor shall perform tasks listed in Table 1 below. The COR or the Contracting Officer (CO) shall notify the Contractor of repairs to be made from the inspection reports or customer service calls. The Contractor shall report to the work location, survey the repair, and provide the COR and CO an estimated cost of repair. The estimate shall include all parts with part numbers listed individually, labor, including costs for all electrical repairs, overhead & profit and all other incurred cost broken down individually. The Contractor shall commence repair work within 72 hours after notification from the CO or authorized representative to proceed.

Table 1. Kitchen Fire Suppression Systems Inspection Tasks

· Verify storage pressure to the propellant

· Inspect detection devices (fusible links or heat detectors) for contamination, and clean or replace as necessary

· Test actuation system without agent release. (Coordinate with annual replacement of fixed temperature sensing elements)

· Verify Interfaces (gas shutoff, power shutoff) operate properly

· Visually inspect conduit and location of appliance, duct, and plenum nozzles

· Inspect link line and position of detectors

· Inspect the automatic actuation of the fire system by cutting a terminal test link

· Test the remote pull station

· Verify electric and gas shuts off when the system is activated

· Replace fusible links and center link housings

· Verify the gauge on pressurized tanks is at the proper level

· Internal inspection of non-pressurized tanks for corrosion

· Examine cylinders to record and verify the hydro test date

· Examine the regulator to record and verify the test dates

· Replace system cartridges when required by manufacturer (this is done at an additional charge)

· Remove and clean nozzles to ensure they are not clogged and replace nozzle caps

· Test all electrical interlocks (electric shutoffs and fan interlock requirements vary by local authority having jurisdiction (AHJs)

· Inspect the piping and copper tubing for tightness

· Record any deficiencies discovered during the inspection

1.1.3 Reports: The Contractor shall prepare and maintain records of all services performed as described above. The Contractor shall provide digital pdf copy (emailed) to the COR (Deliverable A0001). Records shall be provided within 10 workdays of the completed maintenance and inspections.

1.2 Kitchen Exhaust Systems

1.2.1 Inspections: The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to inspect and clean kitchen exhaust systems located on Offutt Air Force Base, NE. The kitchen exhaust systems shall be inspected and cleaned by properly trained, qualified, and certified company or person(s) acceptable to the AHJ. The Contractor shall perform reoccurring inspections of all kitchen ventilation, exhaust, make-up air, and heat recovery systems listed in Table 3 in accordance with (IAW) manufacturers’ recommendations, NFPA Standard 96, Department of the Air Force Manual (DAFMAN) 91-203, Air Force Occupational Safety, Fire and Health Standards, OSHA codes, and all applicable local, state, and federal safety fire code. The result of all work shall ensure that all equipment operates in a reliable, continuous, and safe manner.

1.2.2 Preventative Maintenance Services.

1.2.2.1 Hoods, grease removal devices, fans, ducts, and other appurtenances shall be steam cleaned to bare metal prior to surfaces becoming heavily contaminated with grease or oily sludge.

1.2.2.2 The Contractor shall cover all equipment areas within six feet (6’) of any exhaust systems being serviced with poly construction film, sheet plastic, or Visqueen for protection. Protective covering shall remain in place until the entire cleaning process is complete and shall be removed upon completion.

1.2.2.3 No cleaning method or methods shall be used that could potentially damage the components and integrity of the system. The Contractor shall protect Government property to the extent necessary to prevent damage to property. The Contractor shall use drop cloths, shields, and other necessary protective devices. Equipment shall be inspected prior to cleaning to ensure all parts of a hood are in place and functional. Equipment shall be inspected after cleaning to ensure the function of all parts of the hood including ventilation and lighting functions. Any discrepancies shall be immediately reported to the COR.

1.2.2.4 Dampers and diffusers shall be positioned for proper airflow. All screws, attaching devices, etc. shall be installed and missing connectors replaced by the Contractor as part of the maintenance contract at no additional cost to the Government.

1.2.2.5 The contractor shall re-secure all items removed during cleaning/inspections, i.e., fans, vents, or grills. All kitchen hoods, grease removal devices, fans, ducts, and other equipment (i.e., filters, motors, covers, plenum header, plenum volume area, fire extinguishing system piping, nozzles, and activation devices, etc.) shall be thoroughly cleaned IAW manufacturers’ and NFPA 96 standards. Fixtures and/or equipment removed by the Contractor shall be operational prior to departing the worksite.

1.2.2.6 Upon completion of services, the entire exhaust system and surrounding area shall be free from visual accumulations of water, dirt, grease, lint, and oil residue. All methods of cleaning shall incorporate the use of non-hazardous biodegradable products. The Contractor shall supply all cleaning supplies to include, but not limited, to brooms, mops, mop buckets, solvents, pressure washers, hoses, and rags. Only water shall be supplied by the facility.

1.2.2.7 Access Panels. The Contractor shall install new access panels in ducting systems where needed, in order to correct a fire hazard and/or improve cleaning of a system. An opening large enough to permit cleaning shall be provided at each change in direction of the duct for purposes of inspection and cleaning. When an access panel is removed, a service company label or tag preprinted with the name of the company and giving the date of inspection or cleaning shall be affixed near the affected access panels per NFPA 96, para 11.6.10. The Contractor shall identify areas requiring new access panel installation and report immediately to the COR in order to process a work order if necessary. The Contractor must submit a quote to the COR/CO for approval prior to installation.

1.2.3 Label/Equipment Tag: The Contractor shall label immediately after service is completed and apply a new decal (stick-on label) on each individual hood, indicating company’s name, address, and phone number, certification number of technician performing service, date work was completed, month and year when next service shall be performed, and frequency of service for the system (i.e., monthly, quarterly, semi-annually, or annually). The Contractor shall use a numbering system on the decal to easily identify the kitchen hoods during inspection. The Contractor shall affix the decal to a corner of the hood so that it is readily visible. When performing services and the Contractor finds the decal on the equipment is loose, unreadable, or missing, the decal shall be replaced.

1.3 Systems Description: Table 2 and Table 3 below identifies all Fire Suppression Systems and Kitchen Exhaust Systems located at Offutt AFB. The Contractor shall inspect all systems within the first 30 days of the contract to identify any discrepancies for the systems listed below. The Contractor shall complete all Fire Suppression Systems inspections in March and September. The Contractor shall not deviate from this schedule unless written approval is obtained from the COR.

1.4 Future Growth Preventative Maintenance Service Estimate:

Due to ongoing construction at Offutt AFB, there shall be a need to add buildings in the future on this PWS. It is unknown at this time what additional maintenance shall be required. The contract shall be modified at the time the buildings are accepted by the Government.

Table 2: Kitchen Fire Suppressions Systems.

Table 3: Kitchen Exhaust Systems Inspections/Cleaning Schedule.

Bldg. No. - Facility

Exhaust System

Number of Systems

Inspection/ Cleaning Frequency

Months

2.0 Service Summary (SS): The contract service requirements are summarized in performance objectives that relate directly to fire safety. Table 4 below outlines the performance threshold and briefly describes the minimally acceptable levels of service required for each requirement. The SS provide information on contract requirements, the expected level of Contractor performance and the expected method of Government surveillance and confirmation of services provided. These thresholds are critical to mission success.

Table 4: Services Summary

PERFORMANCE

OBJECTIVE

PWS PARAGRAPH

REFERENCE

PERFORMANCE

THRESHOLD

Re-performance to be scheduled within 24 hours of a defect notification. by the COR Contractor shall be available to complete re-performance within 5 business days.

Fire Suppression System - Reports

1.1.3

Kitchen Exhaust Systems – Inspections & Cleaning

No more than one 1 valid defect semi-annually for semi-annually inspected/cleaned systems.

No more than one 1 valid defect per year for annually inspected/cleaned systems.

Re-performance to be scheduled within 24 hours of a defect notification by the COR. Contractor shall be available to complete re-performance within 5 business days.

Kitchen Exhaust Systems – Preventative Maintenance & Repairs

1.2.2

2.1 Quality Control: The Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor shall develop and implement procedures to identify and prevent non-performance and repeat of defective services. A written Quality Control Plan shall be submitted to the CO and COR for feedback, and approval no later than 10 business days after contract award. The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement, and for correcting deficiencies.

2.2 Quality Assurance: The Government shall periodically evaluate the Contractor’s performance in accordance with the Quality Assurance Surveillance Plan. The Contractor shall provide a written notification (email) to the COR indicating the date, time, location, and type of cleaning (quarterly, semi-annually, or annually) of scheduled cleanings a minimum of seven (7) calendar days before the scheduled cleaning.

2.3 Government Remedies: The CO shall follow the requirements of Federal Acquisition Regulation (FAR) 52.212-4, Contract Terms and Conditions for Commercial Items (May 1997), for the Contractor’s failure to correct nonconforming services.

3.0 Government Furnished Property and Services: No Government Facilities or Equipment shall be provided.

4.0 General Information

4.1 Hours of Operation: Due to heavy patron traffic during lunch and dinner periods, the Contractor shall schedule the inspection services under this contract with facility managers during non-peak cooking hours. The Contractor shall not be required to perform services on Federal Holidays.

4.1.1 Normal Base Hours: Base hours of operation are 0730 hours until 1615 hours, Monday- Friday excluding holidays.

4.1.2 Federal Holidays:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - last Monday in May Juneteenth - 19 June Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday shall be observed. If these holidays fall on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the following Saturday or Sunday.

4.1.3 Base Closures: Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, shall be accomplished as soon as possible after reopening the base.

4.2 Traffic Laws: The Contractor and its employees shall comply with base traffic regulations.

4.3 Contract Manager: The Contractor shall establish and maintain an office through which the Contract Manager or alternate(s) can be contacted during work hours. The Contract Manager or alternate shall be available during normal duty hours to meet on the installation with the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the CO telephone number(s) and email addresses where surveillance results and complaints can be reported (Deliverable A0002). The Contractor shall also provide the CO the names and phone numbers of Contractor point of contacts (POCs) for after business hours including nights, weekends, and holidays. This information shall be kept updated by the Contractor whenever personnel changes occur. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the operation of this contract.

4.4 Personnel: Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected shall be such that identifies personnel easily and quickly for reasons of safety and personal protection. The Government is authorized to restrict the employment under the contract of any Contractor employee, or prospective Contractor employee, identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.5 Schedules: The Contractor shall submit a schedule for all services described in this PWS to the COR for approval at the pre-performance conference and within 10 business days of each option year award (Deliverable A0003). The schedule shall identify the approximate date(s) when inspections shall occur. The Contractor shall not deviate from the approved schedule without prior approval from the CO or COR. Permanent changes to the schedule must be submitted 10 business days before implementation and receive COR approval before the Government shall allow the proposed changes. The schedule shall be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software.

4.6 Coordination: The Contractor shall coordinate with The 55th Civil Engineer Squadron (55 CES) alarm shop supervisor fourteen to thirty (14-30) calendar days prior to inspections taking place. Contractor shall provide 55 CES alarm shop with dates and approximate times of service. Contractor shall ensure 55 CES alarm shop supervisor is aware of the time the supervisor’s employees shall need to escort Contractor personnel.

5.0 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes: The Contractor shall comply with all requirements and procedures IAW DAFFARS 5352.242.9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference or as required for new personnel (Deliverable A0004).

5.1 Security Requirements: The Contractor shall be working in a secure area and shall abide by all applicable rules and regulations. The Contractor shall coordinate with the appropriate Government representative for Government escorts to be present while working on the job site.

5.1.1 Listing of Employees: The Contractor shall maintain a current listing of employees. The list shall include the employees’ names with middle initials, drivers’ licenses with state of issuance and Social Security Numbers, and birth dates. The list shall be maintained on and provided to the Government in log form 55th Security Forces Squadron (55 SFS) Contractor/Vendor National Crime Information Center (NCIC) Screening & Pass Request Spreadsheet

5.1.1.1 The list shall be updated within a week when an employee's status or information changes.

5.1.1.2 Security Training: The Contractor shall ensure all employees receive initial and recurring security education training from the sponsoring agency’s security manager if required. Training must be conducted IAW Department of Defense (DoD) 5200.1-R, Information Security Program Regulation, and Air Force Instruction (AFI) 31-401, "Information Security Program Management". Contractor personnel who work in Air Force controlled/restricted areas shall be trained IAW AFI 31- 101, The Air Force Installation Security Program.

5.2. Pass and Identification and Base Entry: An Air Force Form 75 (AF 75), Visitors Pass shall be required for all Contractor employees and vehicles. The AF 75 shall be issued IAW Offutt Air Force Base Instruction (OAFBI) 31-101, section 8.5.11. The Contractor shall ensure the pass and identification items required for contract performance are obtained and renewed, as required, for employees and non-Government owned vehicles. Contractors shall access the base using the Contractor gate (south entrance) and shall be subject to vehicle search. Contractors shall be responsible for escorting all material trucks required for the project from the Contractor gate to the job site and back off base. Escort privileges must be included in the AF 75 request for an individual to be an escort.

5.3. Retrieving Identification Media: The Contractor shall retrieve all Government identification media, including vehicle passes, from employees who depart for any reason before the contract expires, e.g. terminated for cause, retirement, etc. The Contractor shall turn in badges to the COR for all employees under the contract for final payment to be made.

5.4. Controlled Unclassified Information (CUI): The Contractor shall comply with DoD instruction 5200.48, Controlled Unclassified Information, March 6, 2020 or most current version’s requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

5.5 Reporting Requirements: Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

5.6. Physical Security: The Contractor shall be responsible for safeguarding all Government property and controlled forms provided for Contractor use. At the end of each work period, all Government facilities, equipment, and materials utilized under this PWS shall be secured.

5.7. Explosives or Firearms: The Contractor shall NOT use or possess explosives or firearms while on Offutt AFB.

5.8. Routes: The Contractor shall use only established roadways, entrances, and exits as prescribed by the COR. The Contractor’s employees shall be restricted to areas within the contract scope plus direct routes to and from the site from off base.

5.9. Seat Belts: The use of seat belts by all vehicle and equipment occupants are required at all times while in vehicles and movable equipment on Offutt AFB.

5.10 Vehicle Emblems: The Contractor’s commercial vehicles shall display emblems indicating the company name.

6. Reports and Deliverables