SSN_DRAFT PWS_Hoods and Ducts_11.21.24.pdf

Table of Contents

Section Number and Title

Page Number

1.0 Description of Services

2.0 Performance Requirements Summary/Service Summary 6

3.0 Government Furnished Property and Services 7

4.0 General Information 7

5.0 Specific Tasks 13

6.0 Appendices 15

APPENDIX A, Required Publications 16

APPENDIX B, Estimated Workload Data 16

APPENDIX C, Cleaning Frequencies and Measurements 17

APPENDIX D, Verification of Cleanliness Form Template 22

APPENDIX E, Cleaning Checklist 23

APPENDIX F, HazMat Monthly Usage Log Template 24

PERFORMANCE WORK STATEMENT FOR CLEANING OF HOODS AND DUCTS IN

FACILITIES ON ROYAL AIR FORCE (RAF) ALCONBURY, CROUGHTON, FAIRFORD,

FELTWELL, MILDENHALL, MOLESWORTH, AND WELFORD

1.0. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The contractor will provide all management, cleaning schedules, tools, supplies, equipment, and labor necessary to perform cleaning of hood and duct grease extraction systems (to include but not limited to hoods, ductwork, and fans/ motors) in facilities on United Kingdom/United States (UK/US) bases to include, but not limited to RAF Alconbury, Croughton, Fairford, Feltwell, Mildenhall, Molesworth and Welford (which from this point on and throughout the rest of this performance work statement will be known as the

UK/US RAF Bases) in a manner that will ensure continuous and safe operation.

1.1. GENERAL SERVICES. The contractor will clean hood and duct grease extraction systems in accordance with (IAW) National Fire Protection Association (NFPA) Standard 96 Chapter 11.6, 2017

Edition and/or Building Engineering Services Association (BESA) Specification for Fire Risk

Management of Grease Accumulation within Kitchen Extraction Systems, TR19 Grease (TR Grease)

(APPENDIX A). In case of any conflict of the two publications the more restrictive standard will be followed. The contractor will have all required and applicable certifications and licenses to perform hood and duct cleanings including: a standard UK business license, standard company insurance, a

Contractors Health & Safety Assessment Scheme (CHAS) certificate, Construction Industry Scaffolders

Record Scheme (CISRS) and a Building Engineering Services Association (BESA) certificate. The contractor will execute scheduled cleanings in accordance with the approved cleaning schedule and execute unscheduled services as requested.

1.1.1. CLEANING OF HOOD AND DUCT GREASE EXTRACTION SYSTEMS

1.1.1.1. Inspect each system IAW NFPA Standard 96 Chapter 11.2 through 11.6, 2017 Edition and/or

BESA TR19 Grease. In case of any conflict of the two publications, the more restrictive standard will be followed.

1.1.1.2. Document and report to the Contracting Officer Representative (COR) any area of the hood and duct grease extraction system not accessible for proper cleaning as well as any damaged, defective, or leaking ducts discovered, noting system impairments and recommendations within 5 business days of cleaning.

1.1.1.3. Clean systems down to their original exposed surface (bare metal) removing all combustible contaminants in accordance with NFPA Standard 96 Chapter 11.6, 2017 Edition and/or BESA TR19

Grease (APPENDIX A), in case of any conflict of the two publications, the more restrictive standard will be followed, all work performed will be in strict accordance with commercial safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment and building structures (masonry and roof surfaces). Flammable solvents or other flammable cleaning aids will not be used. Additionally, the contractor will clean all masonry and roof surfaces at a minimum of

1.0 meter in diameter surrounding exhaust ducts. If the contractor moves outside 1.0 meters in diameter of the surrounding exhaust ducts, the contractor will be responsible in cleaning a minimum of 1.0 meters in diameter surrounding the area of cleaning. In the event contamination occurs, the contractor will thoroughly remove it at no additional cost to the U.S. Government.

1.1.1.4. At the start of the cleaning process, electrical switches that could be activated accidently should be locked out. Secure all electrical switches, motors, and fans to prevent accidental starting of fans and activation of the automatic extinguishing systems. Components of the fire suppression system will not be rendered inoperable during the cleaning process.

1.1.1.5. Remove and reinstall all items to be cleaned, including items to access areas. Return systems and items back to a clean state, their original location and normal operating condition. Additionally, dampers and diffusers must be positioned to allow proper airflow.

1.1.1.6. Prevent grease or oil contamination to equipment and surfaces underneath and around hoods and ducts. Prior to commencement of cleaning operations, ceilings and walls will be protected from damages due to accessing ducts or other parts of the exhaust system. Any contamination to equipment, surfaces or objects, as a result of cleaning operations, must be removed and thoroughly cleaned at no additional cost to the government. Cleaning chemicals will not be applied on fusible links or other detection devices of the automatic extinguishing system. Powder or other substances will not be used to coat any parts of the grease extraction system once it has been cleaned.

1.1.1.7. The contractor is fully responsible for any specific requirements to fulfill complete cleaning of the ventilation system such as setting up scaffolding, removing metal ceiling tiles or ballast, unique systems, abseil or other cleaning methods, isolating fan etc. Where site specific requirements have been identified to ensure compliance, these have been noted in APPENDIX C.

1.1.1.8. Wastewater generated by bio-degradable degreasers/cleaners can be disposed of through the facilities drain system upon approval by each UK/US RAF Base Environmental Office. To gain approval, submit the proposed bio-degradable degreasers/cleaners’ Safety Data Sheet to the CO, COR, each UK/US RAF Base’ Environmental Office, and RAF Lakenheath’s Bioenvironmental Engineering

Office (01638 528047) (48amds.sgpb@us.af.mil) a minimum of 10 business days prior to usage.

Wastewater and debris generated by any degreasing/cleaning agent other than bio-degradable must be disposed at an approved off-base location in accordance with Final Governing Standards – UK and UK Duty of Care Waste Regulations.

1.1.1.9. Take before and after photos of the exhaust system, including but not limited to, hoods with filters installed and taken out; the ducting both top and bottom views (e.g., exhaust end looking down, and from the underside facing up to the exhaust end); and all exhaust fans.

1.1.1.10. Measurements will be taken both before and after to document the grease thickness of the exhaust system, with the testimony of the building manager or representative, including but not limited, canopy(s) extract plenum(s) behind separators duct 1m from each canopy; duct 3m from each canopy;

duct midway between canopy(s) and fan duct upstream of fan; discharge duct downstream of fan; other location(s) noted with significant grease accumulations. Note the micron readings and the mean

(average) micron reading across all micron readings taken into the “Verification of Cleanliness” Form

(APPENDIX D) with the names and signatures of both the witness and the people/person who performed the work.

1.1.1.11. Report the date the cleaning of the exhaust system took place, including the previous cleaning date, start time and end time, total number of employee(s) cleaned and total labor hours spent for the cleaning in the “Verification of Cleanliness” Form (APPENDIX D) with the names and signatures of both the witness and the people/person who performed the work.

1.1.1.12. Report a schematic diagram or, as-installed drawing of the system layout showing the system in its entirety including known components, changes of direction, access panels, areas that have been cleaned and any areas that could not be cleaned.

1.1.1. 13. Notify the appropriate UK/US RAF Base Fire Department and/or facility manager/building

POC approximately 30 minutes after cleaning and prior to reassembly for each cleaning.

1.1.1.14. A preprinted label or tag of the servicing company will be affixed near any and all access panels used during the cleaning of any grease extraction system. As a minimum, these labels/tags will include the company’s name and date of cleaning. Upon passing of a cleaning inspection by the appropriate UK/US RAF Base Fire Department and/or facility manager/building POC, place a certification decal on or near the hood exterior that shows the name of the servicing company, the people/person who performed the work, the date cleaned, and the next cleaning IAW the individual system’s cleaning frequency.

1.1.1.15. Distribute a uniform layer of road salt to any exterior road or sidewalk surface becoming wet due to cleaning operations during freezing temperatures or threat of freezing temperatures.

1.1.1.16. Ensure cleaning checklist (APPENDIX E) is completely filled out by the appropriate UK/US

RAF Base’s Fire Department and/or facility manager/building POC.

1.1.1.17. Submit completed and signed cleaning checklists, “Verification of Cleanliness” form and the schematic diagram of cleaned/uncleaned areas, for each scheduled/unscheduled cleaning and reports of all corrective actions accomplished on any hood and duct exhaust system no later than the 10th day of the following month.

1.1.1.18. Re-performance of any failed cleanings must be rescheduled and re-cleaned IAW para

1.1.1.1. Through 1.1.1.12 within 48 hours at no additional costs to the UK/US RAF Base. All cleaning checklists from failed and re-performance cleanings must be submitted IAW para 1.1.1.13.

1.1.1.19. The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this cleaning of hoods and ducts grease extraction systems contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

1.2. CLEANING SCHEDULES. The cleaning will be carried out to the frequency and satisfaction of the appropriate UK/US RAF Base’s Fire Department stated in APPENDIX C. The contractor will coordinate with facility managers/building point of contact (POC) or alternate on a monthly/as needed basis to schedule cleanings to maintain the established cleaning frequencies. The contractor will submit the following month’s cleaning schedule to the COR no later than 5 business days prior to the beginning of each month.

1.3. DEVIATIONS TO CLEANING SCHEDULE. If the cleaning schedule must be changed for a specific facility, the contractor and facility manager/building point of contact (POC) or alternate must agree on the change and in turn must notify the COR of the change in writing. The contractor must notify the COR of any deviations to scheduled cleanings 48 hours prior to the originally scheduled cleaning date. E-mails are an acceptable form of communication.

1.4. MISSED CLEANINGS

1.4.1. CONTRACTOR. In the event the contractor cannot keep an appointment, the contractor will notify the building POC or Alternate and the COR a minimum of 24 hours in advance, in writing, and a new cleaning appointment within the same cleaning interval must be rescheduled and successfully completed within seventy-two (72) hours. E-mails are an acceptable form of communication.

1.4.2. U.S. GOVERNMENT. In the event the cleaning is missed due to the U.S. Government during office hours, the contractor needs to immediately inform the COR. In the event the cleaning is missed due to the U.S. Government after office hours, the contractor will contact the COR office immediately at the start (0730) of the next duty day to inform them of the missed appointment. The contractor must then contact the Building POC/alternate and reschedule the cleaning within the same cleaning interval. The COR must be notified of all rescheduled cleanings prior to commencement of the rescheduled cleaning on the new cleaning date. The COR must verify all missed cleanings.

1.5. UNSCHEDULE CLEANINGS. Provide unscheduled cleaning services of hood and duct exhaust systems within 24 hours. These cleanings will not be part of the regularly scheduled monthly cleanings and will follow the same standards/guidance stated in para 1.1.1.1. through 1.1.1.13. Failed cleanings must be re-performed as outlined in para 1.1.1.14.

1.6. MODIFICATIONS, REPAIRS, AND CORRECTIVE ACTIONS. The contractor will notify the COR in writing when modifications, repairs, and/or corrective actions are required. The contractor will provide the list of modifications, repairs, and/or corrective actions required within 5 business days of notification. The contractor will not commence on any modifications, repairs, and/or corrective actions unless authorized by the Contracting Officer.

2.0. SERVICES SUMMARY

Performance Objective SOW Para Performance

Threshold

Perform Inspection and Cleaning Operations on

Hood and Duct Grease Extraction Systems.

Systems are properly and efficiently inspected and cleaned as specified.

1.1.1.1. through

1.1.1.15.

All systems are cleaned as specified with no more than 2 complaints per month

Perform Unscheduled Cleaning Services.

Contractor responds within 24 hours and properly and efficiently cleans as specified

1.5.

Response is made within 24 hours and system is cleaned 100% of the time.

Perform Re-performance Cleaning Services.

Contractor schedules and re-performs failed cleanings within 48 hours as specified

1.1.1.18.

Failed cleanings are re-cleaned within 48 hours and system is cleaned 100% of the time.

Modifications, Repairs, and Corrective Actions.

Modifications, repairs, and corrective actions completed in a timely manner.

1.6.

Repairs are made as in a timely manner and as scheduled and notification of completed work is made within 5 days.

Completion and Submission of All Schedules, Reports and Other Documents.

All schedules, reports, and other documents accurately completed and submitted in a timely manner.

1.1.1.2., 1.1.1.8., 1.1.1.11, 1.1.1.12, 1.1.1.16, 1.1.1.17, 1.1.1.19, 1.2.

through 1.4., 4.3.3.8., and

4.3.3.9.

Reports are delivered

97% of the time with no more than 2 late submissions per base.

3.0. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. UTILITIES. The UK/US RAF Base will furnish electricity and water for the performance of services in this contract. The UK/US RAF Base is not responsible for furnishing adaptors for connecting contractor-furnished equipment to UK/US RAF Base -furnished utilities. In buildings the Government is not able to provide electricity the Contractor uses Generator power at no additional cost to the

Government.

3.2. DAMAGE TO U.S. GOVERNMENT PROPERTY. The contractor will report all damages of

UK/US RAF Base property to the COR before 0800 hours the next business day. The contractor will be responsible for reimbursing the UK/US RAF Base no later than 30 calendar days of receipt of claim for all costs associated with damages to UK/US RAF Base property in the performance of services in this contract.

3.3. GOVERNMENT FURNISHED TRAINING: Level I Anti-terrorism Training. All employees under this contract must complete Level 1 Anti-terrorism training located at http://jko.jten.mil/courses/atl1/launch.html and have certificates available upon request from the COR.

All new employees hired by the Contractor to perform under this contract after the commencement of the period of performance, must complete Level 1 Anti-terrorism training.

4.0. GENERAL INFORMATION

4.1 QUALITY CONTROL. The contractor will develop and maintain a quality control program to ensure services are performed in accordance with the NFPA Standard 96 and/or BESA TR 19 Grease and other commonly accepted commercial practices. The contractor will develop and implement procedures to identify and prevent defective services from reoccurring. As a minimum, the contractor will develop quality control procedures that address the areas identified in paragraph 2, Services

Summary. Contractor must designate a quality control inspector for the UK/US RAF Base to notify in case of customer complaints. Contractor will provide the name, address work, and phone numbers of his quality control inspector and a copy of his quality control program to the COR and CO for approval no later than 14 business days after contract award.

4.2. QUALITY ASSURANCE. Each UK/US RAF Base will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan. Each UK/US RAF Base Fire Department is the final inspection approval authority for all kitchen exhaust systems. Prior to any systems being reassembled after a cleaning, UK/US RAF Base Fire Department, COR, and/or facility manager/building

POC must verify the cleaning to bare metal. If systems are re-assembled prior to verification, the contractor must disassemble the system for verification. Any discrepancies after the cleaning will be noted on the checklist.

4.3. ENVIRONMENTAL PROTECTION/HAZMAT REQUIREMENTS

4.3.1. ENVIRONMENT PROTECTION. No flammable solvents or other flammable cleaning aids will be used in accomplishing services described in this contract. All methods used will incorporate the use of non-hazardous biodegradable degreasers, scraping, scrubbing, and wiping to bare metal. The contractor will submit the Safety Data Sheet, written in English, of all degreasers to the CO, COR, and the appropriate UK/US RAF Base’ Environmental Office, at contract award and for any new degreaser/cleaner introduced, prior to usage.

4.3.2. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS. The

Contractor will perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation environmental management system (EMS) applicable for your contract. The Contractor will perform work in a manner that conserves water, energy and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities. Furthermore, the Contractor will give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the contractor will take corrective and/or preventative actions. In the case of a noncompliance, the Contractor will respond and take corrective action immediately. In the case of a nonconformance, the Contractor will respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the

Contractor will ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract.

4.3.2.1. All on-site contractor personnel will receive the installation EMS awareness level information.

4.3.2.2. The contractor will perform all work in accordance with applicable United Kingdom and US Air

Force environmental laws, regulations and operating standards, including but not limited to the Final

Governing Standards (FGS) for the United Kingdom. The contractor will be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract.

4.3.3 HAZMAT REQUIREMENTS

4.3.3.1. Environmental, Health, And Safety. The contractor will ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), Federal and local laws. The contractor will protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

4.3.3.2. Pollution Prevention. Pollution Prevention and Source Reduction are defined in the Pollution

Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and will not be construed to require the contractor to conduct activities not otherwise required by the program.

4.3.3.3. The contractor will comply with energy saving conservation practices as deemed necessary by the facility manager.

4.3.3.4. Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to Bioenvironmental Engineering (BE) at

01638528047 or 48amds.sgpb@us.af.mil at least 10 business days prior to the date required to bring them on base.

4.3.3.5. Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS: Contact

BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 business days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.)

Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

4.3.3.6. Ionizing sources: Contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference:

AFI 48 -148, Ionizing Radiation Protection.

4.3.3.7. Hazardous Materials/Chemical Management: Hazardous Materials/Chemical Management: All hazardous material use requires prior authorization before bringing the hazardous material on base.

Hazardous material includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

4.3.3.8. The Contractor will submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto any UK/US RAF Base using the HazMat Authorization Request

Template (APPENDIX F). The Contractor will submit completed inventories and SDSs to the CO, COR, each UK/US RAF Base’ Environmental Office, and RAF Lakenheath’s Bioenvironmental Engineering

Office (01638 528047) (48amds.sgpb@us.af.mil) at least 10 business days prior to the date required to bring them on base.

4.3.3.9. Once approved, the Contractor will maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor will track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration will be reported at the end of the contract period. Hazardous material usage for any contract over a month in duration will be reported no less than monthly. Hazardous material usage will be reported using the attached HazMat Monthly Usage Log Template.

4.3.3.10. The Contractor will not leave any excess hazardous materials or empty containers on site following completion of the project. The Contractor is responsible for the removal of all unused hazardous materials and proper disposal of all hazardous waste generated. Reference: AFI-32-7086, Hazardous Materials Management

4.3.3.11. Controls of other hazards: Contractors must coordinate with Bioenvironmental Engineering

(BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 business days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters will be established to control exposures and limit access to nearby facilities and personnel. Work will be performed IAW all applicable occupational health and safety regulations.

4.3.3.12. Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas.

4.4. HOURS OF OPERATION. The contractor will coordinate all work to be accomplished IAW contract with the building custodian. Cleaning services may be required during non-business or off- hours

(early AM or late PM), Monday through Saturday, with the exception of US Government holidays, US

Government installation down days, and United Kingdom national holidays. The time for cleaning services to be performed will be coordinated before any work is scheduled.

List of US Holidays:

1. January 1 New Year’s Day

2. 3rd Monday in January Martin Luther King’s Day

3. 3rd Monday in February Washington’s Birthday

4. Last Monday in May Memorial Day

5. June 19 Juneteenth Day

6. July 4 Independence Day

7. 1st Monday in September Labor Day

8. 2nd Monday in October Columbus Day

9. November 11 Veteran’s Day

10. 4th Thursday in November Thanksgiving Day

11. December 25 Christmas Day

Note: When the holiday is on a Saturday, the preceding Friday will be the US Holiday. When the holiday is on a Sunday, the following Monday will be the US Holiday.

4.4.1 Mission Essential: These services are not considered mission essential. The contractor is not required to perform services under crisis or emergency conditions.

4.5. Contractor Employee Base Pass and Identification, Special Clearances, and Vehicle

Registration. The Contractor will comply with all requirements and procedures IAW AFFARS

5352.242-9000, Contractor Access to Air Force Installations.

4.5.1. SECURITY REQUIREMENTS.

4.5.2. Contractor employees will comply with the UK/US RAF Base’ security requirements imposed by the Installation Commander for each installation at all times while on the premises. The Contractor will obtain all necessary passes, decals, badges, or other items required for access to perform contract services at each installation. The Contractor is responsible for accountability of all such media, which will be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the contract or upon termination of an individual’s employment for the

Contractor. The Contractor will comply with all policies regarding entry to each installation, rules of the road, contingency operations compliance, and photography prohibitions. Contractor employees are authorized entry to each installation for the purpose of work under this contract only, and are not authorized in other facilities or areas without prior government authorization.

4.5.3. BASE ACCESS. The Contractor must be aware that entry requirements are subject to change due to installation and world situations. All employees may be subject to a background check through the appropriate host nation agency checks to include but not limited to SFMIS, MODLO, FBI, and/or other MOD agency for base access.

4.5.4. Current security access requires all contractor vehicles to enter through each installation as indicated below only. Contractor vehicles may be subject to search prior to gaining base entry. The

Contractor should plan and allow for delays to accommodate security procedures. Driver and any passengers must present a valid (Base issued) Contractors ID Card.

RAF Feltwell – Main Gate.

RAF Mildenhall – Gate 15 or Main Gate.

RAF Alconbury – LVIS Gate on Mon – Fri during 0700 – 1400. If the LVIS Gate is closed, the contractor use the main gate.

RAF Molesworth – Main Gate.

RAF Croughton – Main Gate.

RAF Fairford – Main Gate.

RAF Welford – Main Gate.

4.5.5. SECURITY REQUIREMENTS. The Security Forces Pass & Registration office hours of operation are typically 0700 - 1600 and location are at each installation’s Main Gate with exception of the bases indicated below. All offices are closed on US Federal Holidays, Wing and family down days.

During normal duty hours all base access and vehicle passes must be obtained at this office prior entering the base. After hours passes may be obtained from the gate personnel.

RAF Mildenhall – building 438, Monday thru Friday from 0800 - 1600.

RAF Alconbury and RAF Molesworth – located in building 334 on RAF Molesworth, Monday thru

Friday from 0830- 1530.

RAF Croughton – Main Gate until 1300 Monday thru Friday. Gate House from 1300.

RAF Fairford – building 478, Monday thru Friday from 0700 – 1600 (closed for lunch 1200 – 1300).

RAF Welford – No pass and identification office.

4.5.6. REQUIREMENTS FOR CONTRACTOR CREDENTIALS. Must present a current state or government identification card or driver’s license issued by their state of residence or an alien card (green card).

4.5.6.1. DARB FORM 5. Must be filled out completely prior to proceeding to the Pass & Registration office. The contractor will complete Blocks 1, 3, 5, 6, 7, 8, 9, 10, 11, 12, 13, 15, and 16. The Contractor or authorized representative must also sign Block 7a. Upon completion of the form by the contractor, the

DARB Form 5’s must be signed by the Contracting Officer before being issued a pass from Security

Forces. (NOTE: No individual should sign Block 20 until they receive their ID card from the Security

Force individual processing the request.)

4.5.6.2. DD FORM 2583. Unescorted Entry Authorization Certificate, and USAFE Form 79 must be filled out completely prior to proceeding to the Pass & Registration office. The contractor will complete

Blocks 1-3, 5-14 on DD Form 2583 and sections 1-4 down to the Approving Official on the USAFE

Form 79 (once complete, the Pass and Registration office will fill out section 5). The contract will then sign a Receipt of Acknowledgement after issuance of a pass.

4.5.6.3. For access to multiple installations, the contractor must follow procedures identified in AFMAN

31-113 USAFE Supplement (section 2.10.4.1.1). This section stated the following: “If multiple installations are required for an installation pass, the sponsoring official will route a memorandum request thru each installation to justify access and acquire approval. The sponsoring installation will be responsible for performing all components of the background/Host Agency Check and/or equivalent and providing copes of the results to other installations upon request. Only one host nation check is required.

Once the approving installation provides a favorable host-government las enforcement check and the approval of the installation commander, then the requesting installation may issue an installation pass with the requested regions.”

4.5.6.4. EMPLOYEE BACKGROUND CHECKS. All Contractor employees who do not have a current security investigation acceptable to the Security Forces, and who require a Host Agency Check for the performance of their duties, will complete an AF Form 2583, USAFE IMT 19, a Basic Check

Verification Record and MODLO Proforma. Once all forms are filled out they are routed through the

Ministry of Defense Liaison’s Office to the Defense Vetting Agency.

4.5.6.5. PRE-APPROVAL COORDINATION. The Security Manager or equivalent within each

UK/US RAF Base’s Civil Engineering Organization (CEO) is the source for the necessary forms and will provide instructions for receiving, preparing, and processing these forms. The Contractor will coordinate with all required facilities to process all necessary paperwork. After forms have been properly completed, the CEO Security Manager or equivalent at each UK/US RAF Base will make an appointment for contractor employee(s) to go to the Security Forces for submittal of paperwork and fingerprinting into IACS database. Appointments will be scheduled within two weeks of request.

4.5.7. PASS ISSUANCE. A minimum of 180 days is required to process contractor employee’s applications through HAC. Additional time will be required if results are unfavorable and may result in denial of entry to any escorted/unescorted restricted/controlled areas and/or the installation. The CEO

Security Manager or equivalent will notify the Contractor of any HAC results. After completion of a favorable HAC, each eligible employee will report to the CEO Security Manager or equivalent for processing of AF Form 2586. The CEO Security Manager or equivalent at each UK/US RAF Base will schedule appointments for issuance of passes.

4.5.8. ACCESS REVOCATION. Each UK/US RAF Base’ Installation Commander reserves the right to deny restricted area entry to any contractor employee whose HAC is unfavorable, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to a secure area is not in the best interest of national security.

4.5.9. BADGE VALIDITY. Controlled area badges will be valid only for the actual period of employment or the term of the contract, whichever occurs first. Contractor employees must display the controlled area badge on their outer garment above waist level, and must, upon request, surrender the badge to any DoD member for identification verification. Violations or deviations from established security procedures by contractor employees may result in confiscation of controlled area badges and denial of future entry to restricted areas.

4.5.10. RESTRICTED/CONTROLLED AREAS. Contractor performance within any and all restricted and/ or controlled areas will require Contractor compliance with various levels of security and established personnel security entry control procedures. The Contractor will ensure all contractor employees performing services in secured areas are processed for a controlled area, limited access, or visitor badge by the Entry Controller of the restricted/controlled area. Outside contents to include but not limited to bags, containers, vehicles, etc. are subject to inspection prior to entering and leaving a restricted/controlled area and prohibited and/or misappropriated items will be confiscated

4.5.11. ACCESS COORDINATION. The facility manager/user/occupant/requester for each UK/US

RAF Base building will be responsible for providing access, escorts, or temporary visitor access badges for contractor personnel while performing their duties. The Contractor will be responsible for scheduling access/escorts/badges by contacting the facility manager/requester no less than 14 calendar days prior to the date requiring access to the Entry Control Point of the restricted/controlled area.

4.5.12. ESCORTS. At all times while on any restricted/controlled areas, contractor employees will be under direct surveillance of a person from that facility who is cleared to wear a controlled area badge and perform escort duties. Visitor badges will be returned to the Entry Controller each time the employee completes the duties and leaves the area. This requirement is waived for contractor personnel who have unescorted access privileges and display a controlled area badge for the restricted/controlled areas.

Escorts for entering the main base will only be provided with prior coordination between the contractor and the appropriate points of contacts at each UK/US RAF Base. Requests for escorts must be coordinated and approved a minimum of 14 calendar days prior to the date needed.

4.5.13. CONTRACT PERSONNEL REQUIREMENTS. The Contractor will not employ persons for work on this contract who are identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.5.14. CONTRACTOR VEHICLES. Contractor vehicles must be properly registered and maintained in a safe and operational condition at all times while on each UK/US RAF Base.

4.5.15. FOR OFFICIAL USE ONLY (FOUO). The contractor will comply with DoD 5400-7-R, DoD

Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding

FOUO material.

4.5.16. REPORTING REQUIREMENTS. Contractor personnel will report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security or well-being of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

4.5.17. PROHIBITED ITEMS. All offensive weapons as dictated in UK Criminal Justice Acts and

Prevention of Crime Acts are prohibited on all UK/US RAF Bases. Any weapon made or adapted for use for causing injury to another person, or intended by the person having it with him for such use will apprehended and charged under applicable UK laws.

4.5.18. PHYSICAL SECURITY. The contractor will 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 will be secured.

5.0. SPECIFIC TASKS

5.1. eCMRA REPORTING. Section 2330a of title 10, United States Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD) by 31 Oct. The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data. Contractors for other than Army components can visit the site below.

https://afcmra.hqda.pentagon.mil/Help/Full_User_Guide.pdf

*REPORTING PERIOD. Contractors are required to input data by 31 October of each year.

However, due to the delayed implementation, input of FY21 data is required by 31 Mar 22.

USES AND SAFEGUARDING OF INFORMATION. Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

USER MANUALS. Data for Air Force service requirements must be input at the Air Force CMRA link.

However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

When filling out the required information please utilize “FFBX70 - USAF IN EUROPE” as the UIC if you cannot locate the UIC for this contract among the provided options. Also, the FSC for this specific contract will be made available to the contractor after contract award.

5.2. CONTRACTOR PERSONNEL.

5.2.1. CONTRACT MANAGER. The contractor will provide a contract manager (primary and alternate) who will be responsible for the performance of work and will have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The contract manager will be available during normal duty hours (0700-1600). The contractor will be able to meet with the CO or

COR to resolve any contract issues. The contract manager and alternate will be able to understand, read, speak and write basic and technical English. The contract manager and alternate will be able to speak

English with sufficient structural accuracy and vocabulary to participate in most formal and informal conversations on practical, social, and professional topics. The contractor will provide to the CO, within

5 business days after contract award, the names, addresses and phone numbers of the contract manager’s supervisor, contract manager, and an alternate with authority to act for the contractor if the contract manager cannot be contacted. Any required changes to this listing will be submitted in writing to the CO within 10 business days prior to the change taking effect.

5.2.2. OTHER PERSONNEL. At least one individual per work team will be able to understand and speak a minimum level of conversational English at language proficiency level I (Able to satisfy minimum courtesy requirements and maintain very simple face-to-face conversations on familiar topics. Sufficient comprehension to read very simple written material). Supervisors and management personnel will be able to read, write and understand conversational and technical English. Contractor will provide a list of names including passport number of all the people working under this contract to the CO and COR. If changes occur, the contractor must provide a new list 10 business days prior to the change taking effect.

5.2.2.1. ROSTERS. Contractor will provide a complete roster of all personnel (including contract manager and alternates) to CO no later than pre-performance conference. Roster must include name, address, telephone number, and identification number of employee. Contractor will maintain a current listing of employees, providing updates as changes occur and provide to CO when updated.

5.2.2.2 Contractor will not employ persons for work on this contract if such employees are identified to contractor by CO as a potential threat to health, safety, security, general wellbeing, or operational mission of the installation and its population in accordance with DoDD 5500.07, Standards of Conduct.

5.2.2.3. CONTRACTOR APPERANCE. Contractor personnel who enter UK/US RAF Base will present a neat appearance and be easily recognized as contractor employees. The contractor will provide employees with a smock, vest, or similar outer garment that easily identifies them as contractor personnel, and should be worn at all times while on a UK/US RAF Base. The contractor will also provide each employee with an identification badge that will include the employee’s name, employee’s photograph, and contractor’s name, and will be distinguishable from a distance of 3 meters. Identification will be available prior to employment and will be worn or attached to the outer garment at all times.

5.3. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. Work stoppages may occur during the execution of this PWS due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or not allowed. During scheduled and unscheduled exercises or operations, the contractor should be prepared to move to other work locations or suspend operations at no additional cost to the U.S. Government.

6.0 APPENDICES.

A. Estimated Workload Data

B. Cleaning Checklist

C. Required Publications

D. Hood and Duct Frequency and Measurements

E. HazMat Monthly Usage Log Template

F. Verification of Cleanliness Form Template

Item Inst Location and Asset

Bldg# Frequency Hood Size #of Specifications

Code Name Cleans and Notes

Building being refurbished.

Semi- Cleaning 80* RFMD New Dormitory 2 108 annually Small 12 required on completion approx. June '21 81 RFMD Pizza Hut K3 163 Quarterly Small 4

82 RFMD Pizza Prep K3 437 Semi- Large 2

Site-Specific annually Rqmt

Coordination for light ballast

83 RFMD Plate Wash K4 437 Annually Large 1 removal is required to access duct above Coordination for light ballast

84 RFMD Pot Wash KS 437 Annually Large 1 removal is required to access duct above

85 RFMD Road House Kl 437 Monthly Large 12 Site-Specific

Rqmt Site-Specific Rqmt - Roof access only.

86 RFMD South Side Gym 849 Annually Medium 1 Remove 180 degree exhaust, clean down 20' duct, vacuum debris removal

87 RFMD Taco Bell Kl 163 Quarterly Small 4

88 RFMD Taco Bell K2 163 Quarterly Small 4

89 RFMD Youth Center 293 Annually Small 1

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APPENDIX E

BUILDING NUMBER: DATE OF CLEANING: START TIME: END TIME:

1 Did cleaning of hoods and duct systems commence from the top down, beginning with the roof area and ending in the kitchen?

2 Did contractor properly secure all electrical switches, motors, fans, detection devices, and system supply cylinders to prevent accidental starting of fans and activation of fire extinguishing systems? (PWS para 1.1.1.4.)

3 Did contractor remove and reinstall all items to be cleaned, to include items to access areas to be cleaned? (PWS para 1.1.1.5.)

4 Did the contractor cover all surfaces underneath hood & ducts to prevent grease and oil damaging all surfaces? (PWS para 1.1.1.6.)

5 Did the contractor ensure that cleaning chemicals do not come in contact with fusible links and other detection devices of the fire extinguishing systems? (PWS Para 1.1.1.6.)

6 Are inside and outside surfaces cleaned to bare metal of all hoods and ducts, light fixtures installed on hoods, grease removal devices, fans, impellers, pulleys, V-belts, filters (reusable types only), dampers, louvers, the outside of drive motors, and other parts of the system. (PWS para 1.1.1.3.)

7 Did contractor clean all masonry and roof surfaces at a minimum of 1.0 meter in diameter surrounding exhaust ducts? (PWS para 1.1.1.3.)

8 Did contractor remove all debris including wastewater generated from cleaning operations? (PWS para 1.1.1.8.)

9 After completing cleaning operations did the contractor bring the systems back to original status? (PWS para 1.1.1.5.)

10 Did contractor measure before and after grease thickness and note them to Verification Form with the cleaning date, time and labor hours? (PWS para 1.1.1.10-11)

11 Did the contractor draw a diagram of the system layout showing the system have been cleaned and any areas that could not be cleaned. (PWS para 1.1.1.12)

12 Did the contractor distribute a layer of road salt to any exterior road and sidewalk surface becoming wet due to cleaning operations during freezing temperatures or threat of freezing temperatures? (PWS para 1.1.1.15.)

13 Did the contractor placed a preprinted label/tag of the servicing company will be affixed near any and all access panel used during the cleaning? (PWS para 1.1.1.14.)

14 Did the contractor place a certification decal on the hood exterior? (PWS para 1.1.1.14.)

This block is to be filled out by the contractor at every cleaning (100% of the time).

This block is to be filled out by the Fire Department Personnel during 100% or Periodic Inspections.

This block is to be filled out by the facility manager/building POC or alternate during Periodic Inspections.

IN THE EVENT OF A MISSED APPOINTMENT: During duty hours contact the CORs at each UK/US RAF base; after duty hours: Call by 0700 the next morning.

Cleaning Checklist for Hood and Duct Grease Extraction Systems YES NO N/A

I have performed the above listed items in accordance with the Performance Work Statement.

Printed Name: Signature: DATE:

I verify item 6 has been performed by the above contractor personnel.

I verify all items except # 6 have been performed by the above contractor personnel.