Kitchen Hood Preventive Maintenance Services Follow-On Questions and Answers JUL 2025.pdf

Kitchen Hood Preventive Maintenance

Solicitation #W9115125RA009

Questions and Answers

1. Where are the line items for pricing?

Line items to be priced is CLIN 1. See Attachments/Links: Combined Synopsis Solicitation for W9115125RA009 Kitchen Hood Cleaning Preventive Maintenance and Repair.

2. Do all costs fall under each CLIN?

Each CLIN has a specified cost associated with it.

3. Preventative Maintenance Parts, are these to be included in the CLIN or are there separate CLINS?

Preventive maintenance parts shall be included in CLIN 1. See PWS Part 5 Specific Task for details.

4. Replacement of the UV bulbs is there a line item?

No. Preventive maintenance parts shall be included in CLIN 1.

5. 5.6.2.2 – replacing control cabinet – the cost needs to include masonry, dry wall etc.? Is there a line item or CLIN for this or is it all inclusive?

Refer to any replacement parts not listed in TE-K should refer to PWS Para 5.8.2.1, Task Order Replacement Items. All minor repair parts referenced in TE-K shall be included in the firm-fixed price portion of this contract. This will be CLIN 2 Task Order.

6. Leaving product 5.6.2.1 do we estimate how much is used between services and leave on site. Who will secure the inventory left and monitor?

Refer to PWS Para 5.6.2.1, building occupants will be secure.

7. The UV system requires manufacturer requirements, that typically fall under quarterly maintenance, separate from the cleaning in order for the system to work efficiently and properly, where is that on the RFQ?

Refer to PWS Para 5.6.3, PWS Para 5.1.1, and TE-E, the requiring activity is requesting semi-annual maintenance of Ultra-Violet Hoods; please bid accordingly.

8. The UV bulbs currently installed, are there records of date replaced?

No record.

9. Does the quote have an initial startup cost to replace the items not operating properly, broken or needing replacement?

Reference section 5 of PWS and the CLIN structure in the contract synopsis and please bid accordingly

10. Preventive maintenance parts, hinge kits, filters, all that are listed, how are these to be priced? (ex) if a fan needs a hinge, does the contractor replace it at their cost or is there a line item? Filter, same. All items listed under parts.

All preventive maintenance parts are included in CLIN 1.

See PWS Para 5.8.2. Replacement Items. Based on historical data, this contract primarily involves preventative maintenance, with occasional minor repairs occurring at a limited frequency. Possible replacement items for the performance period are listed in TE-K and shall be replaced during scheduled preventative maintenance services.

11. If a vallance needs replacing, is that “CLIN 0002”?

Any replacement parts not listed in TE-K should refer to PWS Para 5.8.2.1,

12. Light bulb replacement, what about “light globe” that are broken and needs replacement? Where is that item listed?

Any replacement parts not listed in TE-K should refer to PWS Para 5.8.2.1,

13. Are there records of the last service dates?

All kitchen hoods are marked with the last service completed with a service date decal.

14. Are there records of facilities that need preventative parts, such as hinges, grease filters?

No, parts listed above are replaced or repaired by current contractor upon inspection.

15. I see the list of facilities, is there a CLIN for Per hood, hood type cost?

Please see combined synopsis for kitchen hood cleaning preventative maintenance and repair for CLIN Structure. All costs are included in CLIN 0001, and major repairs are included in CLIN 0002 upon approval.

16. Is there an addendum that has the price break down?

No

17. How many kitchen hoods are included in this contract or service request?

Please refer to TE-A for quantities.

18. What is the required frequency for cleaning each type of hood (quarterly, semi-annual, annual)?

PWS Para 5.1. General. The specific building locations requiring commercial kitchen hood cleaning services and the required frequency of those services are detailed within TE-A. See Part 5 Specific Tasks

19. Usually, the locations to be serviced are after-hours, the PWS mentions that it’s from 9:00 a.m.-12:00 a.m. Can we get confirmation on when the hoods need to be cleaned?

Confirmed: See PWS Para 1.6.4 Standard Hours of Operation, the contractor shall coordinate cleaning with facility point of contact. 9AM-12AM (Midnight). Also see PWS Para 1.6.4.1 Other Than Standard Hours of Operation.

20. Is there a cleaning schedule available that shows which hoods have been cleaned and when?

All kitchen hoods are marked with the last service completed with a service date decal.

21. Are we required to submit after-service photos for all completed cleanings?

No, COR will inspect the kitchen hoods upon completion. PWS Para 2.1.26. 100 Percent Inspection. Surveillance of the entire Contractor's work on a scheduled basis.

22. What is the preventative maintenance (PM) requirements? Do we need to account for PM labor in our pricing, or is it covered under a separate cost structure?

See PWS Specific Tasks for details.

23. Is a Vendor/Contractor badge possible?

PWS Para 1.22. Identification of Contractor Employees: The Contractor shall ensure all personnel be identified as a Contractor to distinguish themselves (e.g., badge, company logo, or uniform) from Government employees.

24. Are escorts needed even with a badge?

When scheduling service at the facility, coordination is needed, and facility point of contact will let contractor know if an escort is needed or not.

25. Are there any limitations or restrictions of base access for approved personnel Example: Must be on base prior to 8pm to gain access.

There are no restrictions if the individual has an approved base pass.

26. For Existing deficiencies such as hazardous wiring or missing access panels, are they expected to be addressed as part of preventive maintenance, or would they be quoted as a separate repair?

PWS Para 5.8.2.1 Task Order Replacement Items. All installed materials or replacement parts shall match the existing components or be equivalent. Any additional labor or parts identified before or during installation shall require notification and approval by the COR.

27. For the Panels in the preventative maintenance frame, if they are failing or need to be replaced. Are we providing full access to the system? Is that a separate quote or is it included in the original bid?

PWS Para 5.7.1.1 Kitchen Hood System ITM Tasks. The Contractor shall provide testing and documentation of all systems authorized for service in this contract. The location of defective components shall be noted on the inspection report by building number, room number and hood number. During the testing of any system, the Contractor is responsible for all of the existing building contents and shall take appropriate precautions to protect those contents. Upon completion of system inspection in each building the Contractor shall provide an inspection report with a detailed deficiency list, replacement parts list, and additional new NFPA requirements needed in order to maintain operating systems. All repairs not listed above shall be approved by the COR prior to any repair work being started IAW PWS para 5.8.

28. Are we expected to fix/replace the whole system or just do the PM services for it?

PWS Para 5.7.1.1 Kitchen Hood System ITM Tasks. The Contractor shall provide testing and documentation of all systems authorized for service in this contract. The location of defective components shall be noted on the inspection report by building number, room number and hood number. During the testing of any system, the Contractor is responsible for all of the existing building contents and shall take appropriate precautions to protect those contents. Upon completion of system inspection in each building the Contractor shall provide an inspection report with a detailed deficiency list, replacement parts list, and additional new NFPA requirements needed in order to maintain operating systems. All repairs not listed above shall be approved by the COR prior to any repair work being started IAW PWS para 5.8.

29. Are we replacing the Hinge Kits with the exact same one or a similar one?

PWS Para 5.8.2.1 Task Order Replacement Items. All installed materials or replacement parts shall match the existing components or be equivalent. Any additional labor or parts identified before or during installation shall require notification and approval by the COR.