STATEMENT OF WORK.pdf

STATEMENT OF WORK (SOW)

I. Introduction:

A. The VA Caribbean Healthcare System (VACHS), 10 Casia St, San Juan, PR 00921, has a requirement for a contractor to provide cleaning service of exhaust systems. The intention of this contract is to remove combustible contaminants from hoods, fans, ducts, and other appurtenances to reduce potential fire hazards from cooking operations.

B. The Contractor personnel shall have all the required training and certifications to perform duties as delineated in this contract to ensure compliance with National Fire Protection

Association (NFPA) 96, The Joint Commission (TJC), and other applicable regulations.

All certifications and training requirements shall be provided upon request to VACHS personnel.

C. The Contractor will provide all labor, associated materials, personnel protective equipment, and any and all necessary equipment required for the cleaning of exhaust hoods. If the Contractor damages accidentally and/or intentionally any equipment or material she/he shall repairs it within 24 hours. Exceptions could be made if approved by the Contracting Officer (CO).

D. Contractor shall inspect the equipment that will be cleaned before the work is done. If she/he finds any deficiency she/he shall notify the Contracting Officer Representative

(COR) before starting the task. Otherwise she/he will be in the obligation to repair the equipment and materials if found with any type of deficiency. All repairs shall be done within 24 hours. Exceptions could be made if approved by COR of CO.

II. Period of Performance:

The period of performance for this service contract is one (1) base year from the date of award, plus four (4) option years.

III. Statement of Work:

A. Contractor will clean the internal components of the exhaust systems. This includes all hoods, all connecting ductwork to and including each exhaust fan, in strict accordance with the latest edition of the NFPA 96 Standard.

B. Every cleaning service shall be documented with before and after photos of the equipment and sent via email to the COR no later than 24 hours after completing each service.

C. The Contractor shall have all cleaning products approved by the Environmental Regulatory and the Industrial Hygienist and Safety sections of VACHS. Furthermore, the Contractor will have Safety Data Sheets (SDS) for every substance and product readily available during the performance of this service. All cleaning products shall be a “green” cleaning product that creates no EPA recordable waste by-products and if not available, the

Contractor shall provide the COR the disposal records of all waste by-products.

1. Exhaust Duct Systems: Will comprise the duct system proper from the filters up and throughout its entirety including the exhaust fan, housing and fan wheel. It shall include all surfaces on which dirt and grease can be deposited in normal operations.

The contractor will remove accumulations of all foreign matter, such as dirt and grease from the exhaust ducts beginning at the hood connection and extending to and including the exit stack.

2. Exhaust Fans: Will comprise the complete fan assembly including the structural frame assemblies, housing, fan blades, braces, louvers and all other parts in the direct path of the grease‐laden air, except for the motor interior. The contractor will remove accumulations of all foreign matter, such as dirt and grease. Fans will be reassembled and reinstalled in a satisfactory working condition.

D. Cleaning Standards: The contractor shall clean all exhaust systems, i.e. duct hoods, fans, fan housings and ductwork by removing all foreign material such as dirt and grease and in accordance with NFPA 96 Standard.

E. All Cleaning Services for this contract shall be conducted after facility duty hours (Monday through Friday 7:00 AM – 4:00 PM), and shall be coordinated though the COR.

F. Personnel Qualifications: The contractor shall employ only qualified, experienced and well-trained workers who are experienced in performing the requirements of this contract.

G. De‐energizing/Energizing Equipment: All de‐energizing/energizing of exhaust fans will be coordinated through the COR. The contractor shall not perform these tasks at any time.

H. Environmental Health & Safety Requirements: Contractor’s personnel must:

1. Wear head cover (a hat or hairnet). Shall not enter food prep areas shoes or boots that are heavily laden with mud or dirt, to avoid contaminating such area.

2. All food contact surface kitchen equipment shall be protected, covered or shielded from extraneous dirt, dust, soil, or any accumulated substances (contaminants) that can be generated into airborne suspended particulates or sprays that can wind up being deposited later onto food prep surfaces over time.

3. Whenever Contractor personnel exit the food preparation area, they shall wash/sanitize/dry their hands before re-entering the area.

4. If any contractor experiences flu‐like symptoms of fever, joint‐aches, chronic coughs, chronic sneezes, diarrhea, etc., shall not work in kitchen.

5. When maintaining and cleaning kitchen exhaust units, contractors SHALL NOT

LEAVE A MESS BEHIND FOR KITCHEN EMPLOYEES TO CLEAN UP

AFTERWARDS. At times, a little collateral debris can be expected, but still, maintenance contractors are EXPECTED to clean up after their work. This includes environmental surfaces like kitchen walls, floors, ceiling, air exhaust vents.

6. Contractor's tools, once soiled, or contaminated, shall not be washed or cleaned by solvents in any of the hand‐wash sinks, produce sinks, or three‐tub sinks used by our kitchen personal to prepare food. Dispose of generated dry trash appropriately.

7. Contractors are not allowed, or given permission, to use our kitchen facilities to personally prepare, re‐heat, or cook any outside foods, or keep personal foods hot or cold, while they are working on their jobs.

8. Facility personnel will ensure all foods, pre‐packaged beverages, pre‐packaged foods, or any food item shall be either removed to a protected area or be adequately covered to ensure against contamination as a consequence of exhaust cleaning & maintenance.

However, in the case that the Contractor personnel see any of the previously mentioned items exposed, they shall notify COR.

9. Always ensure and activate SAFETY PROTECTION PROTOCOLS for unexpected fires, falls, trip hazards, cuts, abrasions, burns, electric shock, and setting up ladders for climbing inside the kitchen environment.

10. List of equipment and cleaning frequencies:

Description Equipment Location Procedure Description Cleaning

Frequency

Exhaust hoods

Main building - Nutrition &

Food Service (2 ea.)

Clean exhaust hoods, plenums, and filters Monthly

Main building - Canteen

Service (2ea.)

Main building - Recreation

Therapy Section

OPA’s Patriot’s Café -

Canteen Service

Ductwork (approximately

100’) & four (4) ea. exhaust fans

Main building - Nutrition &

Food Service

Clean the ductwork and exhaust fans entirely from the exhaust hoods to the external fan hoods.

Quarterly

Main building - Canteen

Service

Main building - Recreation

Therapy Section

OPA’s Patriot’s Café -

Canteen Service

IV. Addition or Reduction of Exhaust Hoods:

During the life of this contract, due to constructions, projects, or emergencies, there may be exhaust hoods added or reduced from this facility. In such case(s), cleaning services for these, as well as their ducts and other components, may be added or deleted from this contract via supplemental agreement.

V. Access to VA Premises:

Shall be coordinated by the COR in accordance with current VA Security Policies.

VI. Performance Requirements Summary (PRS):

Performance

Objective (Task)

Performance

Standard

Monitoring

Method Acceptable Quality Level (AQL)

Incentive

(Positive/Negative)

Perform cleaning service of exhaust hoods

Quality inspection by

SME as per latest NFPA 96

Periodic surveillance

Inspections

100% accuracy – exhaust hoods assembly and subsystems shall be cleaned, and the surrounding area returned to the original state

Immediate corrective action taken at no additional cost to the

Government

Perform cleaning service of exhaust ductwork

Quality inspection by

SME as per latest NFPA 96

Periodic surveillance

Inspections

95% accuracy – ductwork assembly and subsystems shall be cleaned, and the surrounding area returned to the original state

Immediate corrective action taken at no additional cost to the

Government

Perform cleaning service of exhaust fans

Quality inspection by

SME as per latest NFPA 96

Periodic surveillance

Inspections

95% accuracy – fan assembly and subsystems shall be cleaned, and the surrounding area returned to the original state

Immediate corrective action taken at no additional cost to the

Government

Coordinate service with COR prior to work performance

SOW Section I

Email/Phone call validated through

CO/COR

95% accuracy of all services

Immediate corrective action taken at no additional cost to the

Government

Provide before and after photos of cleaning service no later than 5 days after service

SOW Section II

Photos receipt validated through

CO/COR

95% accuracy of all services

Immediate corrective action taken at no additional cost to the

Government