PWS - Kitchen Vent Hood Systems Cleaning - 200113.docx

PERFORMANCE WORK STATEMENT

KITCHEN HOOD VENTILATION SYSTEM CLEANING

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide kitchen hood ventilation system cleaning services to various kitchen hood ventilation systems located on Fort Leonard Wood (FLW), Missouri. The goal is to support mission accomplishment by providing safe and operational kitchen hood ventilation systems to facilities identified to receive kitchen hood ventilation system cleaning services under this contract. To meet this goal, close coordination is required between the Contractor and the Contracting Officer’s Representative (COR) to efficiently provide kitchen hood ventilation system cleaning services while minimizing disruptions to operations within the facilities and meeting security requirements. A current listing of kitchen hood ventilation system locations and data are provided in Technical Exhibit (TE) 2. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Scope: The Contractor shall furnish all personnel, labor, equipment, parts and materials necessary to provide all work to clean the kitchen hood ventilation systems in the buildings identified in TE 2. Performance shall be in accordance with the standards contained herein and current local, state, and federal regulations.

1.2 Place of Performance: The work to be performed under this contract will be performed at the government facilities, located on FLW, identified in TE 2.

1.3 Hours of Operation: The Contractor shall arrange his operations to cause as little interference as possible including scheduling of work after the normal duty hours of 0730 to 1600, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.3.1 Scheduling: Scheduled services shall be performed according to the frequencies listed in TE 2 for each facility. The contractor shall submit a schedule to the COR no later than (NLT) four (4) weeks prior to beginning work for each visit. The schedule shall include building numbers, dates and times that the Contractor proposes to complete the work. The schedule must be submitted in time to ensure all services are completed within the time frame indicated in TE 2 for each facility from the previous service. The schedule must be approved by each facility manager. Schedule changes may be necessary depending on the facility manager’s needs. The final schedule must be approved by each facility manager, COR and Contractor.

1.3.2 Work Coordination: The Contractor shall coordinate his work schedule with the COR. The COR will coordinate the schedule with the building occupants to keep any disturbance to a minimum. The Contractor will not be allowed to shut down any building’s operation in order to conduct his/her work, therefore the Contractor will be responsible for completing all required work during the agreed upon final schedule.

1.3.3 Any overtime costs incurred by the Government as a result of the Contractor failing to adhere to the final approved cleaning schedule shall be the sole responsibility of the Contractor. Penalties shall be assessed in accordance with (IAW) the Performance Requirements Summary (PRS) (TE 1).

1.4 Frequency: The cleaning of the kitchen hood ventilation systems shall be performed according to the frequencies listed in TE 2 within the time frames established. Intervals between cleanings shall be: Monthly – thirty (30) days; Quarterly – ninety (90) days; Semi-annually – six (6) months; Annually – twelve (12) months.

1.5 Federal Observed Holidays:

1.6 Quality Control Program (QCP): The Contractor shall develop, implement and maintain an effective QCP to ensure services are performed IAW this PWS. The QCP, including any changes, shall be forwarded to and accepted by the Contracting Officer (KO). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of deficiencies and shall review the plan with his onsite personnel to ensure complete understanding. The Contractor’s QCP is the means by which the Contractor assures that the work complies with the requirement of the contract. The QCP must be provided within 30 days of the notice to proceed and shall be kept current, reflecting the pertinent contract modifications and building changes or conditions, with updates being submitted within five (5) days of changes being made. The QCP must be IAW the PRS (TE 1) of this contract. The plan shall include but is not limited to the following:

· The name of the Project Manager

· A communication plan that shall describe methods of direct and indirect communication with the Government regarding performance of the contract.

· An inspection system covering all the services listed on the PRS. The inspection plan shall specify the areas to be inspected on both a scheduled and unscheduled basis, and the individual who will perform the inspections.

· The Contractor shall give immediate written notice to the KO or COR of any condition which is discovered that may present a hazard to either the equipment or occupants.

· The method(s) for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

· On site records of all inspections conducted by the Contractor and necessary corrective action taken. This documentation shall be made available to the KO and/or COR during the term of the contract.

· A contingency plan to provide for continuing maintenance of elevators in the event of employees’ absences, strikes or work stoppages. Work stoppage or strike participation by Contractor personnel against the Contractor does not relieve the Contractor of his responsibility to fulfill the requirements of this PWS.

1.7 Government Performance Assessments: Government performance assessments will be used to evaluate the contractor's performance under this contract. The Government has the right to inspect and test all services called for by the contract and commitments made by the Contractor during the solicitation process, to the extent practicable at all places and times during the term of the contract. The Government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may: (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements, and (2) reduce the contract price to reflect the reduced value of the services performed. If the Contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, the Government may: (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service, or (2) terminate the contract for default. "Services", as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

1.7.1 This PWS includes a PRS (see TE 1). The performance standards in the PRS establish the performance level required to meet the contract requirements. The Performance Standard column of the PRS lists a brief summary of verifiable, measurable levels of service. The PRS includes the acceptable quality level and the methods of surveillance. The Government may change the PRS in order to optimize efforts and insure that we are measuring the correct objectives. All such changes would be bi-lateral modifications to the basic contract.

1.7.2 A Government Inspector may accompany Contractor personnel during regular maintenance, service calls, or other work visits to observe and / or ask for explanation of work performed. The intent is not to delay the Contractor in any way.

1.7.3 Performing quality assurance in accordance with the PRS does not preclude the Government from conducting inspections as defined in Federal Acquisition Regulation (FAR) 52.212-4 Contract Terms and Conditions for Commercial Items for Inspection/Acceptance.

1.7.4 If performance or quality measures are not being met by the Contractor, the Government will revisit the QCP and may request revisions. Upon review of the plan and related documents, the Government will take appropriate action to ensure that all quality and performance measures are met as specified in this contract.

1.7.5 If it is found that the kitchen hood ventilation systems and associated equipment have deficiencies due to the Contractor’s performance, workmanship or materials furnished, the Contractor will be notified of these deficiencies and it shall be their responsibility to make the necessary corrections within three (3) calendar days.

1.8 Workmanship: Workmanship shall be equal to the best practices common to the trade and shall conform to National Fire Protection Association Standard (NFPA) 96: Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations and any criteria hereinafter listed.

1.8.1 The Contractor shall be liable for any losses or damages incurred to the Government due to the Contractor’s carelessness, negligence, improper or untimely maintenance and repair of equipment listed hereinafter.

1.8.2 The Contractor is required to conduct business in a professional and customer service oriented manner. Contractor personnel shall conduct all operations in such a manner as to minimize any inconvenience to the building occupants.

1.8.3 All worksites shall be kept free of litter or other debris at all times. Upon completion of work all residual materials shall be removed from the site, and the area left clean. All debris shall be lawfully disposed of off the installation

1.9 Certifications: The Contractor’s staff shall be properly trained, qualified and certified to perform work under this contract in accordance with NFPA 96.

1.10 Pricing, Billing and Payments

1.10.1 All costs associated with the performance of regular kitchen hood ventilation system cleaning, to include transportation expenses, labor costs, and expenses associated with supplying required materials to perform the scheduled services shall be included in the bid price for the applicable line item.

1.10.2 Billing shall be completed through Wide Area Work Flow (WAWF).

1.10.3 The Contractor shall submit a task list which identifies all services to each facility that are being billed for.

1.10.4 Payment shall be made upon determination that all tasks in a building have been performed to the contract specifications. No partial payment will be considered. Contractor will be required to re-perform any unsatisfactory work, scheduled per section 1.3 of this PWS, at no additional cost to the Government.

1.11 Submittals: At a minimum, the following list of materials and methods will require approval under the Contract Clause, FAR 52.236-5, titled Material and Workmanship. The KO may require additional submittals as deemed necessary. If additional items are required to be submitted a revised Engineer Form 4288 shall be prepared by the Contractor and submitted with the additional submittals. The Contractor shall not proceed with work using materials and methods which are subject to approval, until they are approved. Materials and methods requiring approval:

1.11.1 Cleaning Agent

1.11.2 Ultraviolet System Maintenance Method

1.11.3 Certifications required per NFPA 96

1.12 Post Award Conference / Performance Evaluation Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The KO and COR shall have performance evaluation meetings with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.13 Contracting Officer’s Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.14 Personnel

1.14.1 Contractor Key Personnel: The Contractor shall provide an on-site contract manager who shall be responsible for the performance of the work and shall be the central point of contact with the Government. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available from 0730 to 1600, Monday through Friday when maintenance and services are being performed on this contract, except Federal holidays or when the Government facility is closed for administrative reasons. Since this is a performance-based contract, the manpower and labor mix of employees to perform this contract remain the discretion of the Contractor for all services addressed in the TEs.

1.14.2 Other Personnel: The Contractor may not hire off-duty Government Quality Assurance Evaluators (QAE) or any Government employee causing a conflict with Department of Defense (DOD) Directive 5500.7-R, Joint Ethics Regulation.

1.14.3 Special Qualifications: All work shall be accomplished by mechanics skilled and certified in the trade involved. There shall be one certified personnel performing work at each inspection. Certified personnel shall perform work only on the systems for which these personnel have been specifically qualified. To perform work under this contract the Contractor must be certified to perform work on each of the systems listed in TE 2.

1.14.4 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.14.4.1 Rosters: For installation security purposes, the Contractor shall provide the KO a list of all employees who will perform work under this contract. The list shall include name, badge number and work assignment of each employee. The Contractor shall maintain revisions and updates to this list and submit them to the COR monthly.

1.14.4.2 Employee Badges: The Contractor shall furnish each employee a contract identification badge that shall be conspicuously displayed when working. The ID badge shall include the full name of the employee, company name, a badge serial number and the employee’s picture.

1.14.5 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The Contractor shall ensure no contractor employee conduct political related activities or events on the Installation.

1.15 Environment and Occupational Safety and Health Administration (OSHA): The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be immediately brought to the attention of the KO and/or the COR for final resolution. The Contractor shall notify the KO and COR in writing in addition to any verbal notification of such conflicts within 24 hours of occurrence. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately notify the KO or COR.

1.16 Security Requirements: Personnel employed by the Contractor or any representative of, or agent of the Contractor, entering this post shall conform to the post security regulations.

1.16.1 Physical Security: The Contractor shall safeguard all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.16.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

1.16.2.1 Lost keys shall be reported immediately to the COR and the KO. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.16.2.2 The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.16.2.3 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

1.16.3 Any lost and found articles found by the Contractor or his employees, regardless of value, shall be reported the COR and turned into the MP Desk at Building 1000.

1.17 Antiterrorism and Operations Security: Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index and Terrorist Screening Database (Army Directive 2014-05 / AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative); or, at Outside Continental United States (OCONUS) locations, IAW status-of-forces agreements and other theater regulations.

1.17.1 Antiterrorism (AT) Level 1 Training: All contractor employees to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level 1 awareness training available at https://jko.jten.mil/courses/atl1/launch.html within ten (10) calendar days of contract award; or for new employees within ten (10) working days of beginning performance on this contract. The Contractor shall submit certificates of completion for all personnel to the COR within five (5) calendar days of completion of the training. For contracts that cross fiscal years, or for contracts with option years, all contractor personnel shall complete annual AT Level 1 awareness training.

1.17.1.1 In the event that the automated system at https://jko.jten.mil/courses/atl1/launch.html is not available (e.g., server problems), Level 1 AT Awareness Training can be provided by a qualified instructor. However, if the training is not completed online, the Level I AT Awareness Instructor qualification must be coordinated with the Installation Antiterrorism Officer (or Installation Security equivalent) and the resultant name(s) of approved instructors shall be provided to the KO or designee along with all associated cost or schedule impacts to the contract.

1.17.1.2 AT performance (Level 1 AT Awareness Training attendance and compliance) may be documented as a performance metric under this contract, and be part of past performance information in support of future source selections.

1.17.2 Operations Security (OPSEC)

1.17.2.1 Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative); or, at OCONUS locations, in accordance with status-of-forces agreements and other theater regulations.

1.17.2.2 The OPSEC Plan and User Agreement will be available for Contractors to review at the Contracting Office located in Building 11400, Fort Leonard Wood, MO, from the hours of 0730 to 1600. The COR will ensure the Contractor is aware of the Installation’s OPSEC Plan and is in compliance with the Installation’s OPSEC Plan during contract performance.

1.17.2.3 Pursuant to AR 530-1, Operations Security, All Contractor personnel must complete initial Level I OPSEC training within 30 calendar days of beginning performance on this contract. For contracts that cross fiscal years, or for contracts with option years, all contractor personnel shall complete annual OPSEC awareness training. The MSCoE OPSEC Officer will provide the training. Contact information for this Government employee will be provided at the kick-off meeting.

1.17.2.4 The MSCoE OPSEC Officer will provide a one hour training session conducted on FLW for Contractor personnel working on this installation. The COR will coordinate this training at the time of task order modification or award.

1.17.2.5 Contractor personnel working at installations other than FLW shall coordinate with the COR and local OPSEC Offices to obtain training applicable to that installation.

1.17.2.6 The Contractor shall provide a list of personnel trained to the COR within five (5) business days of completion of training.

1.17.3 iWatch Training: The contractor and all associated sub-contractors shall brief all employees on the local iWatch program. The FLW Directorate of Emergency Services web link for iWatch training is located at https://www.myarmyonesource.com/familyprogramsandservices/iwatchprogram/default.aspx. The training is found through the link located under iWATCH Training for Contractors. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within ten (10) calendar days of contract award and within ten (10) working days of new employees commencing performance with the results reported to the COR no later than five (5) calendar days of completion of the training.

1.17.4 Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractor employees shall comply with applicable installation, facility, and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshall Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, Department of the Army Headquarters (HQDA), and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.17.5 Contractor Employees Who Require Access to Government Information Systems: All contractor employees with access to a government information system (IS) must be registered in the Army Training Certification Tracking System (ATCTS) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

1.17.6 Threat Awareness Reporting Program: For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4B.

1.18 Emergency Services

1.18.1 The Contractor shall have competent personnel trained and capable of dealing with minor personnel injuries. The Contractor of their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. The Contractor will, in turn, notify the KO or COR within 30 minutes of the incident.

1.18.2 Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

1.19 Local Instructions

1.19.1 Use of Tobacco Products on Fort Leonard Wood: The Contractor and its employees shall be familiar with and shall comply with the provisions of Command Policy 19-03, Implementing Guidance Smoke-Free Work Place, dated 03 Apr 2018. The Contractor, upon request, shall be furnished with a copy of this Policy Memorandum. However, failure to request a copy of the memorandum will not relieve the Contractor from complying with the requirements of this paragraph.

1.19.2 Prevention of Trainee Abuse: The Contractor and its employees shall be familiar with and shall comply with the provisions of FLW Regulation 350-6 (Chapter 11 in particular), Initial Entry Training (IET) Training Policies and Administration, dated 17 July 2002, as presently written and as subsequently amended. The Contractor, upon its request, shall be furnished with a copy of FLW Regulation 350-6. However, failure to request a copy of the regulation will not relieve the Contractor from complying with the requirements of this paragraph.

1.19.3 Employees of Contractor: The Contractor shall be responsible for the performance and conduct of his employees, to include subcontractor employees, at all times while performing under this contract. Employees of the Contractor or subcontractor may be denied entry to the installation by the military police or other authorized Government authority if it is determined that such entry may be contrary to good order, discipline or the security of the installation. Pursuant to 18 U.S.C. 1382, the Installation Commander may bar individuals from entry on the installation.

1.19.4 Liability of Contractor: The Contractor shall be liable for injuries or damages to persons or property resulting from the negligent acts or omissions of the Contractor, his agents, employees and/or subcontractors.

1.19.5 Accident Prevention and Safety Requirements

1.19.5.1 In order to provide safety controls for protection to the life and health of employees and other persons, for prevention of damage to property, materials, supplies and equipment, and for avoidance of work interruption in the performance of this contract, the Contractor shall comply with all pertinent provisions of the Occupational Safety and Health Act of 1970, Public Law 91-596. The Contractor shall also take or cause to be taken such additional measures as the KO may determine to be reasonable and necessary for the purpose.

1.19.5.2 The Contractor shall maintain an accurate record of, and shall report to the KO in the manner and on the forms prescribed by the KO, exposure data and all accidents resulting in death, traumatic injury, occupational disease and damage to property, materials, supplies, and equipment incident to work performed under this contract.

1.19.5.3 The KO will notify the Contractor of any non-compliance with the forgoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately take corrective action. Such notice, when delivered to the Contractor or his representative at the site of the work, shall be deemed sufficient for this purpose. If the Contractor fails or refuses to comply promptly, the KO may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such stop orders shall be made the subject of claim for extension of time or for excess costs or damages by the Contractor.

1.19.5.4 Compliance with the provisions of this clause by subcontractors shall be the responsibility of the Contractor.

1.19.6 Contractor Correspondence Requirements: All Contractor and subcontractor originated correspondence under this contract shall be on the originating firm’s letterhead, except in the case where pre-printed Government forms are used, shall be typed or handwritten in a legible manner, and shall be submitted in the signed original, with supporting copies as required by the KO.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS

2.1 Definitions: Definitions of special terms and phrases used herein are included in AR 310-25 with the addition of the following:

2.1.1 Acceptable Quality Level (AQL): The AQL is the maximum percent defective (or the number of defects per hundred units) that, for purposes of sampling inspection can be considered satisfactory.

2.1.2 Bare Metal: Removal of all animal fats, grease, oils, lint and dust.

2.1.3 Cannibalize: Remove parts from Government property for use or for installation on other Government property.

2.1.4 Consumable Materials: Items used in the routine maintenance and repair of equipment but not considered a specific part for a specific piece of equipment. Examples of consumable materials are bulk items such as grease, oil, lubricants, wire connectors, screws, nuts or other items that are normally considered consumable in commercial maintenance and/or repair function.

2.1.5 Construction: Erection, installation or assembly of a new facility; addition, expansion, extension, alteration, conversion, or replacement of an existing facility; or relocation of a facility from one location to another. Includes equipment installed and made a part of such facilities, and related site preparation, excavation, filling, and landscaping, or other land improvements.

2.1.6 Contract administrator: The official government representative delegated authority by the contracting officer to administer a contract. This individual is normally a member of the appropriate contracting/procurement career field and advises on all technical contractual matters.

2.1.7 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.8 Contractor Acquired Property: Property acquired, fabricated, or otherwise provided by the Contractor for performing a contract and to which the Government has title.

2.1.9 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.10 Contracting Officer’s Representative (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.11 Debris: Includes, but is not limited to paper, cans, bottles, limbs and branches, pine straw and pine cones, leaves, rocks and other similar items.

2.1.12 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.13 Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.14 Equipment: A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

2.1.15 Facilities: All items of Real Property other than land.

2.1.16 Fiscal Year (FY): A period of 12 months beginning 1 October and ending 30 September of the following year. The fiscal year is designated by the calendar year in which it ends.

2.1.17 Government Furnished Property (GFP): Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract.

2.1.18 Government Property (GP): All property owned or leased by the Government. Government property includes both Government-furnished property and contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

2.1.19 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The prime contractor is responsible for performance of all subcontractors.

2.1.20 Kitchen Hood Ventilation System: For the purpose of this contract, kitchen hood ventilation systems include the following components: hoods, ducts, troughs, lights, filters, fans, fan motors, and shroud and grilles or louvers in kitchen and serving line areas.

2.1.21 Loss of Government Property: Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property. Loss of Government property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes, but is not limited to:

· Items that cannot be found after a reasonable search

· Theft

· Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition

· Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair

2.1.22 Material: Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

2.1.23 Non-Personal Services: The personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Non personal service contracts are authorized by the government in accordance with FAR 37.102, under general contracting authority, and do not require specific statutory authorization.

2.1.24 Performance Requirements Summary: Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

2.1.25 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.26 Property: All tangible property, both real and personal.

2.1.27 Property Administrator: An authorized representative of the KO appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor.

2.1.28 Property Records: Records created and maintained by the Contractor in support of its stewardship responsibilities for the management of Government property.

2.1.29 Provide: To furnish, as in Government-furnished property, or to acquire, as in contractor acquired property.

2.1.30 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.31 Quality Assurance Surveillance Plan: An organized document written by the government specifying the surveillance methodology used for surveillance of Contractor performance.

2.1.32 Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.33 Real Property: See Federal Management Regulation (FMR) 102-71.20 (41 Code of Federal Regulations (CFR) 102-71.20).

2.1.34 Sensitive Property: Property that is potentially dangerous to the public safety or security if stolen, lost, or misplaced, or that shall be subject to exceptional physical security, protection, control, and accountability. Examples include weapons, ammunition, explosives, controlled substances, radioactive materials, hazardous materials or wastes, or precious metals.

2.1.35 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.36 Unit Acquisition Cost:

· For Government-furnished property: The dollar value assigned by the Government and identified in the contract.

· For contractor-acquired property: The cost derived from the contractor’s records that reflect consistently applied generally accepted accounting principles.

2.1.37 Wide Area Work Flow (WAWF): A secure web based system for electronic invoicing, receipt, and acceptance. WAWF allows government vendors to submit and track invoices and receipt/acceptance documents over the web and allows government personnel to process those invoices in a real-time, paperless environment.

2.1.38 Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

2.1.39 Work Week: Monday through Friday, unless specified otherwise.

2.2 Acronyms:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: There is no Government furnished services, facilities, equipment or materials provided; except that the Government will provide the necessary utilities, water, electric, etc. necessary to perform the work if they are available at the work site(s).

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General: The Contractor shall furnish all equipment, materials, supplies, services and employee training required to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

4.2 Compatibility: All Contractor-furnished property and services shall be compatible with existing Government systems. If Contractor-furnished parts are of a design or manufacture other than that existing, the parts shall be submitted to the COR for approval before they are installed, and shall not void warranties of the system.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS

5.1 At the start of the cleaning process, electrical switches, detection devices and system components that may be accidentally activated shall be locked, pinned, protectively covered and/or sealed. Care shall be taken not to apply cleaning chemicals on fusible links or other detection devices of the automatic extinguishing systems.

5.1.1 All appliances and equipment in the immediate area shall be covered for protection with plastic while the cleaning is taking place. Any excess water shall be picked up with a high powered wet vac.

5.1.2 Cleaning of each kitchen hood ventilation system to include all hoods, troughs, lights, filters, system fans, fan motors, shrouds and grilles or louvers to point of air discharge.

5.1.3 Cleaning compound shall remove animal fats, grease, oils and other organic matter found in ventilation systems. Apply cleaning compound to all surfaces to be cleaned and then clean all hood and duct surfaces with steam or high pressure washer to bare metal.

5.1.4 Fans are to be dismantled and cleaned.

5.1.5 Filters and light fixture covers and guards, are to be soaked with the specified cleaning compound, sprayed with steam or high pressure washer and rinsed.

5.1.6 When cleaning procedures are completed:

5.1.6.1 All electrical switches, detection devices and system components shall be returned to an operable state.

5.1.6.2 Cover plates shall be replaced and dampers and diffusers shall be positioned for proper air flow.

5.1.6.3 The area is to be restored to the same order as it was prior to the system cleaning and the floor in the area cleaned.

5.1.6.4 After cleaning of each kitchen ventilation system, the Contractor shall tag the ventilation system with a weatherproof tag containing the following information:

· Contractor Name

· Building Number

· Date Serviced

· Service Technician Initials

5.2 Ultra-Violet (UV) Systems: All systems identified in TE 2 as having UV lamps shall be cleaned in accordance with the following:

5.2.1 In addition to the existing work being done in paragraph 5.1, the contractor shall clean the UV lamps IAW NFPA 96.

5.2.2 The Contractor shall be certified IAW NFPA 96 to perform the work.

5.3 The Contractor shall identify and report to the Inspector or the Building Manager any inoperable system components, safety related devices or other equipment or system malfunctions discovered during the cleaning process that renders the system unsafe for normal operation.

5.4 A report of work performed shall be forwarded to the COR within 10 working days following completion of stated work. The report shall include all issues reported to the Inspector or the Building Manager per PWS paragraph 5.3.

PART 6

CONTRACTOR MANPOWER REPORTING APPLICATION (CMRA)

6. CONTRACTOR MANPOWER REPORTING APPLICATION (CMRA): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall supply all the information in the format using the following web address: www.ecmra.mil. The required information includes:

6.1 Contract number, including task and delivery order number

6.2 Beginning and ending dates covered by reporting period

6.3 Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data

6.4 Estimated direct labor hours (including sub-Contractors)

6.5 Estimated direct labor dollars paid this reporting period (including sub-Contractors). The reporting period is the preceding fiscal year (i.e. Contractors shall report applicable information no later than 31 October for the portion of the preceding fiscal year that applied to work performed under the applicable contract).

6.6 Total payments (including sub-Contractors)

6.7 Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different)

6.8 Estimated data collection cost

6.9 Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information)

6.10 Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website)

6.11 Presence of deployment or contingency contract language

6.12 Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.

6.13 Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 7

DELIVERABLES SCHEDULE

COR

Quality Control Plan (QCP)

KO

KO & COR

Written Notification of Conflict with Environmental & Occupational Safety Laws, Rules and Regulations

Key Control Procedures

AT Level 1 Certificates of Completion (1)