VHH SOW Exhaust and Duct Cleaning TRD03.docx

VHH PM Exhaust & Ducts Project # VHH120EXHDUCTS

AWARDING ENTITY

Awarding Entity: Veterans Home at Holyoke Agency Name and Address: 120 Cherry Street Holyoke, MA Project Number: VHH120EXHDUCTS

CONTACT INFORMATION

Name and Title: Jeremy Meade, Institutional Foreman John Fydenkevez, Third Class Engineer Phone: 413-552-4765 413-552-4748 Email Address: jeremy.meade@mass.gov john.fydenkevez@mass.gov

CONTRACT AND BIDDING INFORMATION

Project Name: VHH PM Exhaust & Ducts Project Description (brief overview): Preventive maintenance, regulatory inspections and semi-annual cleaning of the Facility's Kitchen Exhaust Systems and Dryer Vent Systems.

Bid Walkthrough: Wednesday 8/26/2026 1:00 – 3:00 OSD Trade Category: TRD03

SCOPE OF WORK

The Vendor shall provide all labor, supervision, equipment, materials, tools, transportation, and permits necessary to perform the required regulatory inspection and semi-annual cleaning of the Facility's Kitchen Exhaust Systems and Dryer Vent Systems.

1. Scope of Services All work shall be performed in accordance with:

· NFPA 96 – Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations

· NFPA 17A

· Manufacturer's recommendations

· Centers for Medicare & Medicaid Services (CMS) requirements

· U.S. Department of Veterans Affairs (VA) requirements

· Massachusetts Department of Public Health (DPH)

· All Authorities Having Jurisdiction (AHJ)

· All applicable federal, state, and local codes and regulations.

2. Permits The Vendor shall obtain and pay for all permits, inspections, approvals, and other requirements necessary for completion of the work.

The Vendor shall coordinate directly with all Authorities Having Jurisdiction (AHJ) as required.

3. Scheduling The Vendor shall:

· Perform service on a semi-annual basis or as otherwise required by applicable regulations.

· Provide the Facility with written or electronic notification at least one (1) month prior to each regulatory service due date.

· Coordinate all service dates with the Facility's Facilities Department.

4. Facility Access Upon arrival, Vendor personnel shall:

· Sign in at the designated Facility location.

· Obtain authorization before beginning work.

· Sign out upon completion of all work.

Vendor personnel shall comply with all Massachusetts Veterans Home at Holyoke policies and procedures while on Facility property.

5. Notification Requirements Immediately before any inspection, testing, or cleaning begins, the Vendor shall notify the Facility's Facilities Department.

Immediately upon completion of the work, the Vendor shall again notify the Facilities Department.

No equipment, exhaust system, fire suppression system, or dryer vent system shall be taken out of service or have its operational status changed without prior notification to the Facility's Facilities Department.

6. Work Requirements Kitchen Exhaust Cleaning shall be performed only after the kitchen has closed for the evening, beginning no earlier than 6:30 PM, unless otherwise approved by the Facility.

Prior to cleaning, the Vendor shall:

· Completely cover all kitchen equipment with protective plastic sheeting.

· Protect surrounding finishes, equipment, and flooring from contamination.

Upon completion of the work, the Vendor shall:

· Remove all protective coverings.

· Remove all debris generated during the cleaning process.

· Clean the surrounding work area.

· Leave the work area in a clean and safe condition.

· Conduct a final inspection of the area with Facility personnel.

7. Deficiencies Any deficiencies observed during inspection or cleaning shall be reported to the Facility's Facilities Department before the Vendor leaves the site.

Deficiencies shall include, but are not limited to:

· Damaged ductwork

· Excessive grease accumulation

· Defective access panels

· Missing access doors

· Improper clearances

· Damaged fan components

· Fire suppression deficiencies

· Dryer vent deficiencies

· Any condition affecting regulatory compliance or safe operation

8. Repair Quotations When deficiencies requiring corrective work are identified, the Vendor shall provide a written quotation for repairs within forty-eight (48) hours following completion of service.

Repair work shall not proceed without written authorization from the Facility.

9. Reporting Requirements Within forty-eight (48) hours following completion of service, the Vendor shall provide a comprehensive written report to the Facility.

The report shall comply with all applicable requirements of:

· NFPA

· CMS

· VA

· Massachusetts Department of Public Health

· All Authorities Having Jurisdiction (AHJ) The report shall include all inspection findings, cleaning activities performed, deficiencies identified, photographs when applicable, and recommendations.

A separate regulatory compliance report shall also be submitted within forty-eight (48) hours following completion of the service.

10. NFPA 96 Hood Label Immediately following inspection or cleaning, the Vendor shall securely attach an adhesive label to each exhaust hood as required by NFPA 96.

The label shall include:

· Date service was performed (indicated by perforation)

· Name of person performing the work

· Name of service provider

· Service provider address

· Service provider telephone number

11. NFPA 96 Cleaning Report The cleaning report required by NFPA 96 shall include:

· Date cleaning was performed

· Name of the individual performing the cleaning

· Name of service provider

· Service provider address

· Service provider telephone number

12. Equipment Covered Under This Agreement This Agreement applies to the following systems:

· All commercial kitchen exhaust hoods

· Exhaust ductwork

· Exhaust fans

· Grease collection devices

· Commercial kitchen fire suppression protected exhaust systems

· Dryer exhaust and vent systems serving the Facility

13. Compliance The Vendor shall maintain all licenses, certifications, and insurance required to perform the work.

Vendor personnel shall be trained and qualified to perform the services required under this Agreement.