Draft_PWS_Kitchen_Hood_Cleaning_NC_2020-25_Rev10OCT19.doc

PERFORMANCE WORK STATEMENT (PWS)

COMMERCIAL KITCHEN HOOD CLEANING SERVICE

FORT HOOD, TEXAS

TABLE OF CONTENTS

PART 1 – GENERAL INFORMATION

1.

GENERAL

1.1.

Description of Services/Introduction

1.2.

Background

1.3.

Objectives

1.4.

Scope

1.5.

Period of Performance

1.6.

General Information

1.7.

Security Requirements

1.8.

Disclosure of Information

1.9.

Key Control

1.10.

Access and General Protection/Security Policy and Procedures

1.10.1

Access to Secure Areas

1.10.2

Contractors who do not require CAC

1.11.

Safety Standards

1.12.

Safety Plan

1.13.

Accident Reporting

1.14.

Safety Measures

1.15.

Stop Work

1.16. Interface with Government Operations

1.17. Damage Reports

1.18. Energy Conservation

1.19. Fraud, Waste, and Abuse

1.20. Recycling

1.21. Fire Protection

1.22. Smoking

1.23. Items Not To Be Moved

1.24. Environmental Requirements

1.25. Contractor Personnel

1.26. Post Award Conference/Periodic Progress Meetings

1.27. Identification of Contractor Employees

1.28. Vehicle Registration

1.29. Files

1.30. Modifications to Technical Exhibit B-M

PART 2 - DEFINITIONS/ACRONYMS

2. Definitions and Acronyms

2.1.

Definitions

2.2.

Acronyms

PART 3 - GOVERNMENT FURNISHED PROPERTY, EQUIPMENT AND SERVICES

3. Government Furnished Items and Responsibilities

PART 4 - CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities

4.1.

General Information

4.2.

Employee Identification

4.3.

Communications Equipment

4.4.

Property Guidelines

4.5.

Safety

4.6.

Hot Work

4.7.

Kitchen Exhaust Hood Service Safety

4.8.

Work Stops

PART 5 - SPECIFIC TASKS

5.

Specific Tasks

5.1.

General

5.2. Kitchen Exhaust Hood Service

5.3.

Replacement Items

5.4. Antiterrorism Training

5.5.

iWATCH Training

5.6

OPSEC Training

5.7.

Contractor Manpower Report

PART 6 - APPLICABLE DOCUMENTS

6.

Applicable Publications

6.1.

General

6.2.

Abbreviations Associated with Publications

6.3.

Location of Publications and Forms

6.4.

Publications

PART 1

GENERAL

1. GENERAL: This is a non-personnel services contract to provide commercial kitchen hood cleaning services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The Contractor shall provide personnel, management, and any other items and services, not identified as Government furnished (Part 3- Government Furnished Property (GFP) and Services), necessary to perform the kitchen hood cleaning and repairs as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards and specifications in this contract.

1.2. Background: This contract encompasses over 140 kitchen hoods varying between exhaust kitchen hoods, water wash kitchen hoods and ultraviolet kitchen hoods. These kitchen hoods are located in approximately 30 facilities throughout the main cantonment, North Fort Hood, West Fort Hood and the Belton Lake Outdoor Recreational Area (BLORA). Facilities where these kitchen hoods are located typically are dining facilities, child development centers and fire stations.

1.3. Objective: The objective for performance under this contract is to provide commercial kitchen hood cleaning services and maintain the kitchen hoods in a clean operational state in accordance with manufacturer’s recommendations and in compliance with National Fire Protection Association (NFPA) 96 Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations, 2017 Edition.

1.4. Scope: The Contractor shall provide personnel, management, and any other items and services, not Government furnished, necessary to perform the commercial kitchen hood cleaning services at Fort Hood, Texas. The Contractor shall perform to the standards and specifications in this contract. A current inventory of the number and type of commercial kitchen hoods on Fort Hood are listed in Technical Exhibits (TE’S) A-C.

1.5. Period of Performance (POP): The period of performance shall be for one (1) Base Year and four (4) one-year option periods. The tentative period of performance reads as follows:

Base Year: 1 Feb 2020 – 31 Jan 2021

Option Year 1: 1 Feb 2021 – 31 Jan 2022

Option Year 2: 1 Feb 2022 – 31 Jan 2023 Option Year 3: 1 Feb 2023 – 31 Jan 2024 Option Year 4: 1 Feb 2024 – 31 Jan 2025

1.6. General Information

1.6.1. Contractor Deliverables: Contract requirements for data submissions are detailed in PART 8 – Contract Data Deliverables.

1.6.2. Quality Control: The Contractor shall establish and implement a thorough Quality Control (QC) Plan that identifies potential and actual problem areas in executing requirements of the contract. This assists with corrective action throughout the life of the contract. The QC Plan shall be submitted to the Contracting Officer and Contracting Officer Representative COR for approval 10 days after award date and shall be updated thereafter to maintain an effective and efficient quality control program. Control measures and features defining QC activities shall be specified and metrics developed to ensure adequate program monitoring. The Government has the right to inspect all services required by this contract, during the term of the contract. The Government shall perform these inspections in a manner that will not unduly delay the work. Any changes to the QC Plan shall be submitted to the Contracting Officer and COR for approval a minimum of five (5) working days prior to implementation. Written acceptance or non-acceptance of proposed changes will be provided to the Contractor by the Contracting Officer. No work will commence until QC Plan is approved by the government (KO).

The QC Plan shall:

· be structured to assure independent inspections of the Contractor’s work performance;

· have direct accountability to the Contractor’s top management;

· address overall project management and administration;

· be a comprehensive program to plan and deliver quality services to the Government;

· cover all services described in this contract, prioritize services, and concentrate on the most important services;

· The inspector shall be at a minimum a Certified Exhaust System Inspector (CESI);

· describe a method acceptable to the Government of identifying deficiencies in the quality of services performed under this contract before the level of performance becomes unacceptable and address processes for corrective actions without dependence upon Government direction;

· establish an inspection system covering all services required by this contract. The inspection system shall specify all areas to be inspected on either a scheduled or unscheduled basis. The inspection form shall contain the name and title of the individual who will perform the inspection;

· contain specific quality control techniques for contract services identified in the Performance Requirements Summary (PRS) and Inspection of Services Clause. The quality control methods shall be comprehensive and adaptable to the reporting systems of the QC Plan;

· include a customer complaint feedback system for correction of validated complaints and to inform the customer of corrections. The QC Plan shall describe how users or other interested parties may identify problem areas or issues to the Contractor. The customer complaint program shall be compatible with the reporting and communications systems of the QC Plan;

· require documentation of all Contractor quality control inspections and corrective actions be maintained by the Contractor throughout the term of this contract. Inspection documents shall be made available to the Contracting Officer and COR within one (1) working day upon completion of all quality control inspections;

· describe methods of direct and indirect communications with the Government regarding performance of the contract. Informal communications shall be addressed.

1.6.3. Quality Assurance: The Government will evaluate the contractor’s performance under this contract in accordance with a Quality Assurance Surveillance Plan (QASP) that is tailored specifically to this contract. The QASP will be used to evaluate Contractor actions while implementing the Performance Work Statement. It is designed to provide an effective surveillance method to monitor contractor performance for each objective listed on the PRS. This plan is for the Government’s use and is not provided to the Contractor for any purpose. The Contractor is solely responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved. The standards of performance of services performed under this contract are listed in the PRS.

1.6.4. Recognized Holidays: Contractor performance shall not be required on the legal federal holidays listed below. Holidays occurring on weekends will be observed as directed by the published Army calendar.

New Years Day

1st of January

Martin Luther King Jr.’s Birthday 3rd Monday in January

President’s Day

3rd Monday in February

Memorial Day

Last Monday in May

Independence Day

4th of July

Labor Day

1st Monday in September

Columbus Day

2nd Monday in October

Veterans Day

11th of November

Thanksgiving Day

4th Thursday in November

Christmas Day

25th of December

When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday. This list of holidays relates to Government duty days, and is not intended to supplement or otherwise alter the provisions of the Wage Determination regarding paid holidays.

1.6.4.1 Emergency Services: In the event of an emergency, the Government reserves the right to have the Contractor perform work on any of the recognized holidays listed in PWS Section 1.6.4. The Contractor shall be responsible for providing all personnel and supplies necessary to support all emergency services within two (2) hours of notification by the Contracting Officer and COR. The Contractor shall provide a list of emergency call telephone numbers to the Contracting Officer or designated representative not later than two (2) workdays after the effective date of change.

1.6.5. Standard Hours of Operation: The Contractor is responsible for conducting business, between the hours of 1600 - 2400 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. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5.1 Other Than Standard Hours of Operation: The Contractor may request authorization from the Contracting Officer to work outside of the standard hours of operation if working outside of the standard hours of operation is necessary. The Contractor shall NOT work outside of the standard hours of operation unless they have received written authorization from the Contracting Officer PRIOR to performing work. Working outside the standard hours of operation shall be at no additional cost to the Government.

1.6.6. Place of Performance: The work to be performed under this contract shall be performed at Fort Hood, Texas which consists of the Main Cantonment, West Fort Hood and North Fort Hood areas. Fort Hood is located approximately 60 miles north of Austin and 50 miles south of Waco, Texas. The Main Cantonment area is approximately 20 miles west of Interstate Highway 35, Belton, Texas, and adjacent to Killeen, Texas. West Fort Hood is immediately adjacent to the Main Cantonment and North Fort Hood is approximately 25 miles north of the Main Cantonment. Maps of the Main Cantonment, West Fort Hood and North Fort Hood are available upon contract award. BLORA is located approximately 9 miles east of the Main Cantonment.

1.7. Security Requirements: Contractor personnel and any representative of the Contractor entering Fort Hood, Texas, shall abide by all security regulations and shall be subject to security checks. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Hood, Texas, while on Fort Hood, Texas, and upon leaving the confines of Fort Hood, Texas. The Contractor shall be responsible for assuring all Contractor personnel authorized to perform work under this contract obtain installation access as required by DOD Directive 4630.5. - Interoperability and Supportability of Information Technology (IT) and National Security Systems (NSS) 23 April 2007. Government furnished identification shall be returned to the Government when the employee no longer performs work for the Contractor under this contract.

1.7.1. Physical Security: The Contractor shall comply with FH Regulation 190-8 Administration and Management of Physical Security 4 March 2011, and be responsible for security of all facilities, materials and equipment utilized during the performance period. In case of forced entry or theft, the Contractor shall notify the Provost Marshall’s Office (PMO) immediately and cooperate in the investigation. The contractor shall be responsible for safeguarding 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.

1.8. Disclosure of Information: Performance under this contract may require the Contractor to access data and information proprietary to a government agency, another Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge nor release data nor information developed or obtained under performance of this work statement, except as authorized, in writing, by the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data which bears a restrictive legend, other than as specified in this work statement.

1.8.1. Disclosure of information regarding operations and services of the activity to persons not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor (or any persons under the Contractor’s control) in connection with work under this work statement, may subject the Contractor, Contractor’s agent, or employees to criminal liability under 18 U.S.C. § 793 : US Code - Section 793: Gathering, transmitting or losing defense information and 18 USC § 798 - Disclosure of classified information. Neither the Contractor, nor the Contractor’s employees, shall disclose or cause to be disseminated, any information concerning the operations of the activity that could result in, or increase the likelihood of, the possibility of a breach of the activities’ security or interrupt the continuity of its operation.

1.8.2. The Contractor shall direct to the Contracting Officer and COR all inquiries, comments, or complaints arising from matters observed, experienced, or learned as a result of, or in connection with the performance of this contract, the resolution of which may require the dissemination of official information.

1.8.3. Inquiries received by the Contractor for work performed under this contract shall be referred to the Government for evaluation under Public Law 93-502, 5 U.S.C., Section 552- Freedom of Information Act of 1975. The determination of whether records will be released will remain with the Government. The Contractor shall be responsible for search and submission of records upon request by the Government.

1.8.4. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Contracting Officer. All documentation showing individuals’ names or other personal information will be controlled and protected. The provisions of Public Law 93-579, 5 U.S.C., Section 552a - Privacy Act of 1974, shall apply.

1.9. 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 Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer and COR.

1.9.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock(s); however, the Government, at its option, may replace the affected lock(s) or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost 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.

1.9.2. The Contractor shall prohibit the use of Government issued keys/key cards 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 Contracting Officer. The Contractor shall perform all kitchen hood cleaning services in all buildings as defined in this PWS.

1.10. Access and General Protection/Security Policy and Procedures: All contractor and all associated sub-contractors 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/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, 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 installation or facility change, the Government may require changes in contractor security matters or processes

1.10.1 Access to Secure Areas: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), in accordance with status of forces agreements and other theater regulations. Contractor employees will be allowed access to facilities when properly identified on the Contractor’s employee roster, wearing identification badges, and complying with local security procedures. Rooms found locked shall not be left unattended during the kitchen hood preventative maintenance or repair work process and shall be re-locked by Contractor personnel after completion of their duties.

1.10.2 Contractors who do not require CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations

1.11. Safety Standards: The Contractor and his employees shall comply with accepted industry safety standards including applicable safety precautions and guidelines contained in these publications at all times while performing work under this contract:

AR-385-1-1 Safety and Health Requirements;

AR 385-10 Army Safety Program

29 CFR 1910 Occupational Safety and Health Standards (General Industry).

1.12. Safety Plan: The Contractor shall develop and implement a safety program for employees performing work under this contract. The Contractor shall submit the safety plan to the Contracting Officer and COR no less than ten (10) calendar days prior to contract start date. Revisions shall be submitted five (5) calendar days prior to effective date of change.

1.13. Accident Reporting: The Contractor shall comply with all OSHA reporting requirements and DA PAM 385-40, Army Accident Investigations and Reporting 25 February 2010, for record keeping and reporting of all accidents resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a verbal report to the Contracting Officer and COR within four (4) hours of each such occurrence, whenever an accident involving personal injury occurs. A written accident report shall be delivered to the Contracting Officer and COR within one (1) work day of occurrence.

1.14. Safety Measures: Workers shall be trained in appropriate safety measures and shall not place materials, machines, or other equipment in traffic lanes or other locations that could create safety hazards. When any kitchen hood cleaning services are being performed, the Contractor shall ensure that safety devices are placed and signs are posted to keep the public away from the kitchen hood cleaning work site. The signs shall be 2 ft. wide and 3 ft. in height easel type with writing on both sides that state “Kitchen Hood Cleaning Work in Progress” and also contain the company name, phone number and current contract number. The writing shall be in 3” block lettering that contrasts with the background of the sign. The safety devices shall consist of safety traffic cones or barricading tape. The safety devices and signs shall be clearly visible by the public, placed at each entrance at the facility and the Contractor shall ensure that devices are effectively protecting the public and worksite. Contractor personnel shall yield to all foot traffic.

1.14.1. The Contractor shall maintain a safe job site, clean and free of all foreign debris during progress and upon completion of work.

1.14.2. The Contractor shall remove unserviceable parts and components from Government property, unless otherwise directed by the Contracting Officer.

1.15. Stop Work: The Contractor shall be responsible for the enforcement of all safety requirements for any work performed under the contract. If the Contractor fails or refuses to promptly comply with safety or environmental requirements, the Contracting Officer 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 order, shall be made the subject of a claim for extension of time or for excess costs or damages to the Contractor.

1.16. Interface with Government Operation: Performance of work by Contractor personnel under the terms of this contract shall not interfere with regularly scheduled Government operational activities.

1.17. Damage Reports: In all instances where Government property or equipment is damaged by the Contractor, the Contractor shall provide a verbal report to the Contracting Officer and COR within four (4) working hours of the occurrence. A written damage report shall be delivered to the Contracting Officer and COR within one (1) working day of the occurrence, explaining the circumstances of the accident and the extent of damage. The Contractor shall bear all costs of repairing or replacing damaged property.

1.18. Energy Conservation: The Contractor shall observe energy conservation policies established by Fort Hood and published in FH Reg. 420-9, Energy Conservation Program, 24 October 2007. Contractor personnel shall practice utilities conservation and shall operate under conditions that preclude waste of government furnished utilities.

1.19. Fraud, Waste, and Abuse: The Contractor shall be responsible for maintaining proper conduct and good discipline within contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this contract.

1.20. Recycling: The Contractor shall observe recycle program policies established by Fort Hood and published in FH Reg. 420-6, Recycle Program, 19 October 2007.

1.21. Fire Protection: The Contractor shall comply with FH 420-1, Fire and Emergency Services, for fire protection and fire prevention, 1 Sep 2007.

1.22. Smoking: The Contractor shall comply with AR 600-63, Army Health Promotion, 7 September 2010, which establishes uniform policies governing the use of tobacco products in Government facilities and on Fort Hood.

1.23. Items Not To Be Moved: Upon request by the Contractor, the Contracting Officer will show the Contractor’s Lead Technician/Project Manager which items of Government equipment are not to be moved, or otherwise handled by Contractor personnel. Prior coordination with the facilities point of contact will minimize any delays or problems that could develop.

1.24. Environmental Requirements: The Contractor shall comply with all federal, state, and local environmental protection laws, regulations, and standards referenced in FH Regulation 200-1, Environment and Natural Resources, 15 July 2004. The Contractor shall comply with all other contract requirements for clean air, clean water, and toxic substances control (TSCA), pollution control, and resource conservation and recovery (RCRA). The Contractor shall designate and provide in writing the name of the Energy Conservation Monitor and Recycling Monitor ten (10) days prior to the contract start date. All environmental protection matters or questions shall be coordinated with the Contracting Officer and the Directorate of Public Works (DPW) Environmental Division.

1.24.1. Environmental Management System (EMS): Fort Hood has implemented an EMS to proactively deal with the environmental impacts of its processes, activities, and services. Fort Hood offers EMS General Awareness Training in the form of a twelve (12) minute video available at https://lmp.hood.army.mil. The Contractor shall ensure that employees, and subcontractors hired receive EMS General Awareness Training. The Contractor shall also ensure that all goods and services used under this contract do not deviate from the installation Environmental Policy, objectives and targets of the EMS. The Contractor shall maintain a record of the training, and submit a roster to the Contracting Officer and COR. This training shall be completed within thirty (30) days after contract start date.

1.25. Contractor Personnel: The Contractor shall provide work force possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government. All contractor and all associated sub-contractors 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/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, 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 installation or facility change, the Government may require changes in contractor security matters or processes.

1.25.1 The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award." *When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, with the designated Government representative. This Form will be provided to the Contracting Officer and shall become part of the official contract file.

1.25.1.1 The Contractor shall not employ any person who is an employee of the United States Government or the Department of Defense (DOD), either military or civilian, if such employment would create a conflict of interest or be contrary to the policies contained in Department of Joint Ethics Regulation (JER), 5500.7-R.

1.25.1.2 The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reason of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. In accordance with Department of Defense (DOD) Joint Ethics Regulation (JER), DOD 5500.7-R and 18 U.S.C. 1382 (1972), the installation commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement.

Contractor personnel shall not wear any part of a military uniform while performing contract duties, nor clothing such as exercise suits, shorts, tank tops, or t-shirts. There shall be no objectionable messages or phrases on the clothing.

1.25.2 Personnel Requirements: The Lead Technician/ Project Manager, Alternate Lead Technician and Quality Control positions shall possess at a minimum five years work experience in the kitchen exhaust hood field. The Lead Technician and Alternate Lead Technician shall be a Certified Exhaust Cleaning Specialist (CECS). Apprentice or helper personnel employed by the Contractor shall work only under the direct supervision of an experienced CECS. The Quality Control positions shall be a Certified Exhaust System Inspector (CESI). Certification documentation shall be provided with solicitation package. The Contractor is highly encouraged to possess and maintain an International Kitchen Exhaust Cleaning Association (IKECA) Certification. Proof of certification will be required with solicitation package.

1.25.2.1. Lead Technician/Contract Representative: The Contractor shall designate a Lead Technician/Project Manager to the Government for performance of all work under the contract. The Lead Technician shall be the point of contact with the Government and shall have the authority to act or make decisions for the Contractor on all matters pertaining to this contract. The Lead Technician/ Project Manager shall be available 0730 - 2400 Monday through Friday except Federal holidays or when the Government facility is closed.

1.25.2.1.1. Alternate Lead Technician: The Contractor shall designate an Alternate Lead Technician who shall be authorized to act on behalf of the Contractor when the Lead Technician/ Project Manager is not available. The Alternate shall meet the same personnel and time requirements when acting as the primary Lead Technician/ Project Manager.

1.25.2.2. Management Contact Information: The Contractor shall provide the name, address, work assignments, and telephone number(s) for the Lead Technician/ Project Manager, Alternate Lead Technician, Management, Quality Control to the Contracting Officer and COR within ten (10) working days after contract award. The Contractor shall verbally notify the Contracting Officer and COR of changes as they occur and provide written changes not later than twenty four (24) hours after effective date of the change. The Contractor shall provide cellular communication for the Lead Technician/ Project Manager, Alternate Lead Technician and Quality Control.

1.25.2.3. Personnel List: The Contractor shall submit to the Contracting Officer and COR a written list of employees who will perform work under this contract no less than ten (10) calendar days prior to start of contract performance. This list shall include each employee’s name and work assignment. Changes shall be submitted not later than two (2) calendar days prior to implementation of the change. In emergency situations and cases of adverse actions where two (2) days notice is not possible, the Contractor shall submit the change in writing to the Contracting Officer not later than twenty four (24) hours after change is implemented.

1.26. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the Mission and Installation Contracting Command – Fort Hood (MICC-FH) in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5 Post award Orientation. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer 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. These meetings shall be at no additional cost to the government

1.27. 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 contractor employees 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.

1.27.1. Identification Badges: Contractor personnel on duty shall wear Contractor provided identification badges displaying at a minimum: company name, employee name, employee photo, contract title, contract number, and contract expiration date. Identification badges shall be worn on the front upper outer garment and visible at all times.

1.28. Vehicle Registration: Vehicles entering Fort Hood, Texas, shall have a valid state license and shall be registered with the Vehicle Registration Section of the Provost Marshall Office. Vehicles shall be registered prior to the commencement of contract work. State license and registration shall be maintained current during the time the vehicle is in use on this installation. Contractor personnel shall return registration decals to the Vehicle Registration Section of the Provost Marshall Office within 24 hours after termination or completion of work under this contract, when state license is no longer valid, or upon sale of the vehicle. Contractor personnel shall return visitor passes to the Vehicle Registration Section of the Provost Marshall Office immediately upon conclusion of the conduct of business authorized on the installation.

1.28.1. Vehicle Operation: Contractor personnel operating motor vehicles on the installation shall have a valid state operator’s license for the category of vehicle being operated and shall comply with FH Reg. 190-5, Fort Hood Traffic Code, 30 April 2013, regarding motor vehicle use on the installation.

1.28.2. Contractor Vehicle Identification: Contractor owned or privately owned vehicles used in the performance of services under this contract on this installation shall be marked as commercial Contractor vehicles with the Contractor’s company name in 3” block letters or a company logo of a color that contrasts with its background on both sides of the vehicle. Contractor’s operating multiple Contractors owned vehicles on the installation may be required to place identifying numbers on the front and rear bumpers of the vehicles. The Contractor shall provide the Government an electronic photograph of the company logo. The Contractor shall provide a list of vehicles (with their corresponding unique identification numbers) to the Contracting Officer and COR five (5) calendar days after contract award date and one (1) day after any vehicle changes.

1.29. Files: The Contractor shall maintain complete and accurate files of documentation required under the terms of this contract in accordance with AR 25-1, Army Information Technology, 25 June 2013, and AR 25-400-2, The Army Records Information Management System (ARIMS), 2 October 2007. The Contractor shall not allow access to the files by any government agency, non-governmental agency, or individual unless specifically authorized by the Contracting Officer. Files shall be made available to the Contracting Officer upon request. All files will become the property of the Government and shall be turned over to the Contracting Officer at the completion or termination of this contract.

1.30. Modifications to Technical Exhibits A, B and C – Building Inventory List: TE’s A, B and C are living documents which lists the buildings/facilities covered under this contract. Due to the nature of the Fort Hood installation and the Army mission, requirements are constantly changing. Each addition and/or deletion of facility(s) listed within Technical Exhibits A, B and C will not require a contract modification; however; anytime a change to TE A-C is made, an updated document will be provided to the Contracting Officer and the Contractor.

PART 2

DEFINITIONS and ACRONYMS:

2.1. DEFINITIONS

Acceptable Quality Level (AQL): The maximum percentage defective that, for the purpose of a sampling inspection, can be considered satisfactory on the average. It is the allowable deviation from a standard before the Contracting Officer will reject the specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory manner, but rather exerts a realization that perfect performance is not possible.

Contract Discrepancy Report (CDR): A report initiated by the Government, which the Contractor is required to complete, whenever performance is unsatisfactory. The CDR requires the Contractor to explain in writing why performance was unsatisfactory, how performance will be returned to satisfactory levels, and the corrective action that will be taken to prevent recurrence.

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.

Contracting Officer: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the Contracting Officer. Note: The only individual who can legally bind the government.

Contracting Officer’s Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Designated Representative: This is the representative established by the Contracting Officer to act as the Contracting Officer’s Representative or contract inspector. This individual may change per the Contracting Officer’s direction.

Directorate of Public Works (DPW): The directorate with the responsibility for maintenance of all facilities and grounds.

Hazardous Materials: Any ignitable, corrosive, explosive, radioactive, reactive or toxic material that may pose a threat to human health or the environment; and the disposal and handling of which is regulated by Federal Law.

Material Safety Data Sheet (MSDS): A document that chemical manufacturers supply with their products to describe the chemical's general properties, its hazards, and how to safely use, handle, and store the product.

Quality Assurance (QA): Those actions taken by the Contracting Officer to determine that the services received meet the contract requirements.

Quality Control (QC): Those actions taken by the Contractor to ensure that the standards and requirements of the contract are met.

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

Work Week: Monday through Friday, unless specified otherwise.

2.2.

ACRONYMS

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

3. GOVERNMENT FURNISHED PROPERTY. N/A

3.1. GOVERNMENT FURNISHED SERVICES. The Government will provide access to the Landfill and the Compost Center, both on Turkey Run Road, just east of Clarke Road. Hours of operation for both are 0730-1630, Monday through Friday.

The phone number for Compost Center usage is 254-532-2256.

The Contractor shall sign a Contract for the Sale of Utilities Services, TE-M, with the Government prior to utilizing Landfill and Compost services.

PART 4

CONTRACTOR FURNISHED ITEMS

4.1. General Information: The Contractor shall provide everything necessary to fulfill the requirements of the contract. Contractor furnished property shall meet applicable federal, state, local, and Army laws, codes, and regulations. Contractor furnished property is subject to Government inspection.

4.2. Employee Identification: The Contractor shall provide an identification badge for each employee performing services under this contract. As a minimum, the identification badge shall be numbered serially, contain Contractor’s name, contract number, employees’ name, employees’ photograph and contract expiration date. Identification badges shall be worn on the front upper outer garment and visible at all times. The Contractor shall turn in employee identification badges to the Contracting Officer or COR upon termination of employment or completion of the contract.

4.3. Communications Equipment: The Contractor shall provide a system of communication between the main office, all Contractor-furnished vehicles, key Contractor personnel, and the Government. The communications system shall be capable of transmitting and receiving from all locations on the Fort Hood Military Installation where contract work is to be performed. Citizen band radios will not be acceptable. Cellular telephones are acceptable. Contractor employees shall carry the portable communication unit assigned to them at all times while on the Fort Hood Military Installation.

4.4. Property Guidelines: Contractor's property shall be equipped with protective and safety features, in good repair, and clean in appearance. The Contracting Officer has the right to require the Contractor to remove Contractor furnished property from the installation that is inoperable or unserviceable for any reason.

4.4.1. Permits: The Contractor shall obtain all required licenses and permits for performance of work, in compliance with all applicable federal, state and local laws.

4.4.2. Parts and Materials: All parts and materials used by the Contractor shall be new and meet the original kitchen hood manufacturer's specifications. The only exception to this policy is if the part requiring replacement is no longer manufactured and new parts are no longer available. The Contractor shall submit a written request, to the Contracting Officer, to substitute a used or rebuilt part. This request shall include evidence of Contractor's attempt to obtain the part as new, as well as evidence that the used or rebuilt part will function properly for a reasonable period of time and hold a warranty. Upon receiving written approval by the Contracting Officer, the Contractor shall provide used or rebuilt parts or materials.

4.4.3. Hazardous Materials: Hazardous materials are forbidden for use on Fort Hood. All materials must be approved by the DPW Environmental Division at building 4219, prior to use. All materials (grease, oil, lubricants, etc.) utilized on this contract shall contain a Material Safety Data Sheet (MSDS). An approval request for each material proposed for use shall be submitted to the Contracting Officer and COR utilizing TE E -“HAZARDOUS MATERIAL AUTHORIZATION REQUEST” form.

4.5. SAFETY

4.5.1. Safety Standards: The Contractor and his employees shall comply with accepted industry safety standards and applicable safety precautions and guidelines contained in these publications at all times while performing work under this contract:

· EM-385-1-1

Safety and Health Requirements Manual.

· 29 CFR 1910

Occupational Safety and Health Standards (General Industry)

· NFPA 96

Standard for Ventilation Control and Fire Protection of Commercial

Cooking Operations, National Fire Protection Association.

4.5.2. Prior to performing any work under this Contract, the Contractor shall designate a safety officer and have a fall protection safety plan that is approved by the Garrison Safety Office. All plans will be submitted through the Contracting Officer or the designated COR. The plan will include at a minimum site specific fall protection planning, equipment description and care, rescue plan, training plan, and descriptions of how work will be performed involving fall protection. This plan will be in accordance with EM 385-1-1, Safety and Health Requirements Manual.

4.5.3. The Contractor shall safeguard and maintain all Government property as well as provide for the safety and well-being of personnel employed in the administration of this contract. The Contractor shall comply with the provision of AR 385-10, Army Safety Program. The Contractor shall develop and implement a safety program for employees performing work under this contract. The Contractor shall submit the safety plan to the Contracting Officer and COR within 30 working days after contract start date. Revisions shall be submitted two (2) calendar days prior to effective date of change.

4.6. Hot Work: The Contractor shall obtain approval from the Fort Hood Fire Department (287-3908) prior to performing any hot work or work that will require the use of an open flame. All Contractor work performance shall be in accordance with FH 420-1, Fire Regulations (1 September 2007). All hot work will be coordinated with the Contracting Officer or designated representative prior to contacting the Fort Hood Fire Department.

4.7. KITCHEN EXHAUST HOOD SERVICE SAFETY: When a kitchen exhaust hood is undergoing service work or otherwise taken out of service, the Contractor shall ensure that safety devices are placed and signs are posted to keep the public away from the work site. The safety devices and signs shall be clearly visible by the public, and the Contractor shall ensure that devices are effectively protecting the public and site.

4.7.1. The Contractor shall maintain a safe job site, clean and free of all foreign debris during progress and upon completion of work.

4.7.2. The Contractor shall remove unserviceable parts and components from Government property, unless otherwise directed by the Contracting Officer.

4.8. Work Stops: If the Contractor fails or refuses to promptly comply with safety requirements,…