DRAFT_PWS_Fort_Polk_Kitchen_Exhaust.pdf

DRAFT PERFORMANCE WORK STATEMENT (PWS)

Inspection and Cleaning of Vent Hood Exhaust and Inspection of Fire Suppression Systems

PART 1

GENERAL INFORMATION

1.0 General: This is a non-personnel services contract to provide Inspection and Cleaning of Vent Hood Exhaust and Inspection of Fire Suppression Systems. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such 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 all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Inspection and Cleaning of Vent Hood Exhaust and Inspection of Fire Suppression Systems as defined in this Performance Work Statement except for those items specified as Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Grease vapors produced by cooking equipment accumulate on the interior surfaces of kitchen vent hood exhaust systems. Regular scheduled cleaning of kitchen vent hood exhaust systems is required to reduce the possibility of fire in the systems. Regular scheduled inspection of the fire suppression system is required to limit the damage caused by a fire. This contract is the vehicle to provide services for kitchen vent hood exhaust and fire suppression systems that are required by National Fire Protection Association (NFPA) Standard 17A and NFPA Standard 96.

1.3 Objectives:

1.3.1 Regularly scheduled inspection and cleaning of the kitchen vent hood exhaust systems to ensure components are in good working order In Accordance With (IAW) NFPA Standard 17A and NFPA Standard 96.

1.3.2 Regularly scheduled inspection of the fire suppression systems to ensure components are in good working order IAW NFPA Standard 17A and NFPA Standard 96.

1.4 Scope: The work covered by these specifications consists of furnishing all plant, labor, equipment, and materials to perform all operations in connection with the Inspection and Cleaning of Kitchen Vent Hood Exhaust and Inspection of Fire Suppression Systems at Fort Polk, Louisiana. The work required for vent hood exhaust systems includes the removal of all grease and/or foreign matter that has accumulated on the interior of the kitchen/serving line range grease duct systems, and the inspection of these duct systems by Louisiana State Certified inspectors. The removal of this matter is required periodically to prevent a fire hazard. The work required for fire suppression systems inspection includes, but is not limited to checking all remote manual pull stations, mechanical or electrical devices, detectors and actuators for proper operation. Contractor is responsible for verifying the existing conditions.

Contractor shall supply all material, labor and equipment as required.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years.

The Period of Performance reads as follows:

Base Year Option Year I Option Year II

1.6 General Information

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1, Contractor Inspection Requirements).

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. The QCP is to be delivered with the Contractor’s proposal, and three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays: The Contractor is not required to perform services on holidays, including a Presidential declared “Excused Absence” such as for Christmas Eve. When a holiday falls on a Sunday, the following Monday will be observed as a holiday and when a holiday falls on a Saturday, the preceding Friday is observed as a holiday by U.S. Government Agencies.

New Year’s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4 Hours of Operation: The contractor is responsible for conducting business IAW schedules coordinated with the COR, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the Government facility is closed for the above reasons. 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 Place of Performance: The work to be performed under this contract will be performed in kitchens and dining facilities, serving line areas, attics, and on the roofs of buildings located on Fort Polk as indicated on Attachment 1. Buildings may be added or deleted during the term of the contract based on the Government’s need. Additional buildings will be limited to a maximum of five (5) per year.

1.6.6 Type of Contract: The Government will award a firm fixed price contract.

1.6.7 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have a favorable National Agency Check with Inquiries (NACI). The Contracting Officer Representative (COR) will ensure new hires complete a NACI through the Personnel Security Investigation Portal (PSIP) by initiating a request through Security and Intelligence Division (S&ID) no later than 15 days from the date of hire and completing the investigation (submission to OPM) within 30days., and must maintain the level of security required for the life of the contract.

1.6.7.1. Physical Security: 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.

1.6.7.1.1. Installation Physical Security

1.6.7.1.1.1. Contractors must provide an access roster to Directorate of Emergency Services (DES), Physical Security Office of all employees monthly or when any personnel change occurs for access to Fort Polk. An access roster will also be furnished to the Security and Intelligence Division (S&ID), DPTMS quarterly or upon request. Access rosters must be forwarded by the COR to the visitors control center using a specific format electronically from a government computer. All personnel employed under this contract will adhere to all Fort Polk access control policies which include, weapons registration, transportation of weapons on the installation, access control policies, use of installation passes and ID cards and the operation of motor vehicles.

1.6.7.1.1.2. A check of records through the National Crime Information Center (NCIC) Interstate Identification Index (III) is the Army minimum baseline background check for entrance onto Army installations for non-CAC holders to include entrance of visitors. Contractors will identity proof all employees using e-verify and ensure that no illegal immigrants are employed under the umbrella of this contract.

1.6.7.1.1.3. The contractor shall provide employees with company identification (ID) cards prior to their commencement of work. The ID format is subject to approval by the government. IDs shall be laminated and include the company's name, ID number, issue and expiration dates, employee name, job title and color photograph. Employees shall wear ID cards on front exterior clothing, above the waist, when performing under the Performance of Work Statement (PWS)/Statement of Work (SOW) unless otherwise specified herein or approved by the government.

1.6.7.1.1.4. Physical Security Plan. The contractor shall address the physical security aspects associated with contract performance in government furnished facilities. The plan shall describe how the

Security Plan shall prevent unauthorized access, vandalism, pilferage, larceny, sabotage, and arson directed toward contractor controlled facilities. A list of installation buildings for which the contractor shall be responsible shall be included in the plan. The contractor shall maintain an active security checklist for each facility under the contractor's control. The plan shall comply with the provisions of AR 190-11, AR 190-13, AR 190-51, DoD 5100.76(D), 5220.22(D) and the Fort Polk, LA Installation Physical Security Plan. This security plan will be reviewed annually by the DES to ensure regulatory requirements.

1.6.7.1.1.5. Information Systems Security Plan. The information systems security plan shall establish security procedures for all computer systems and communications utilized in the performance of this PWS/SOW/SOO. The plan shall conform to AR 25-2, AR 25-1 and AR 380-67.

1.6.7.1.1.6. Key Control Plan. The contractor's key control plan shall provide for government access, 24 hours a day, seven days a week, to all government-furnished facilities. The plan shall comply with AR 190-13, the Army Physical Security Program, and AR 190-51.

1.6.7.1.1.7. The contractor shall ensure that its employees, performing under this contract who has access to government information systems receive annual Information Technology security training.

1.6.7.1.1.8. The contractor shall immediately notify the contracting officer when an employee terminates employment that has access to government information systems or data. The contractor shall ensure all common access cards issued to employees are returned to the government upon termination of employment and released employee names are to be stricken from the roster maintained by DES & S&ID immediately upon release.

1.6.7.1.2. Installation AT/FP

1.6.7.1.2.1. Pursuant to DoD Instruction Number 2000.16, “DoD Antiterrorism (AT) Standards,” dated October 2, 2006, each Contractor employee requiring access to a Federally-Controlled Installation, facility and/or federally-controlled information system(s) shall complete Level I AT Awareness Training on an annual basis and receive a certificate of completion. The training is accessible from any computer and is available at https://jkodirect.jten.mil. The contractor is responsible for ensuring that all applicable employees have completed antiterrorism awareness training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the Contracting Officer and the Contracting Officer's Representative (if appointed) within five working days after contract award or prior to access to a federally-controlled installation or information system.

Special Instructions:

a. Use internet search engine to find JKO (Joint Knowledge Online) to begin the process.

Clicks:

b. No DOD CAC

c. I am a US mil, government civil servant, or contract employee

d. I've been directed to take required training on JKO

e. Click on Courses

f. I do not have a .MIL, .GOV, or .NDU.EDU address or I am a Multi-National Student

g. Fill out the contact sheet and email to sponsor (This is the COR)

h. Sponsor will email to the JKO help desk. (This is the COR)

Approval

1) Help desk sends non-CAC user an email with User ID

2) Help desk will send a separate email with an electronic token to register a new password (token is good for 24 hours)

3) New User follows the instructions in the email and enters a new password

4) User will need to enroll in Course # JS-US007-14 (User has up to 30 days to complete the course)

1.6.7.1.2.2. In the event that the automated system at https://jkodirect.jten.mil is not available (e.g., server problems), Level I AT Awareness Training can be provided by a qualified instructor. However, if the training is not completed online, the Level I AT Awareness instructor qualification must be coordinated with the installation Antiterrorism Officer or (installation security equivalent) and the resultant name(s) of approved instructors shall be provided the contracting officer or designee along with all associated cost or schedule impacts to the contract.

1.6.7.1.2.3. Antiterrorism performance (Level I AT Awareness Training attendance and compliance) may be documented as a performance metric under the resultant contract, and be part of past performance information in support of future source selections.

1.6.7.1.3. Installation OPSEC

1.6.7.1.3.1. In accordance with AR 530-1, Operations Security (OPSEC), dated 19 April 2007, and DoDM 5205.02-M, DoD Operations Security (OPSEC) Program Manual, dated 03 November 2008, contract personnel shall receive initial OPSEC Level I training which consists of initial and continual awareness training. Within the first 30 days of arrival on Fort Polk contract personnel shall receive initial OPSEC training either by on-line training through the Fort Polk SharePoint OPSEC site on the intranet, or the Defense Security Services website at: http://cdsetrain.dtic.mil/opsec/index.htm.

1.6.7.1.3.2. The contractor shall ensure all applicable employees have completed OPSEC initial training and annual refresher training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the Contracting Officer and the Contracting Officer's Representative (if appointed) within 30 days of arrival on post.

1.6.7.1.3.3. Operations Security (OPSEC) Awareness Training attendance and compliance may be documented as a performance metric under the resultant contract, and be part of past performance information in support of future source selections.

1.6.7.1.4. FORT POLK CONTRACT /HOMELAND SECURITY PRESIDENTIAL

DIRECTIVE 12 (HSPD 12) REQUIREMENTS

Requirements apply to any contract where contractor employees will access multiple Installations or require access to the government information systems.

1.6.7.1.4.1. All personnel hired under this contract who do not require a security clearance must have a favorable National Agency Check with Inquiries (NACI) to be issued a CAC. The Contracting Officer Representative (COR) will ensure new hires complete a NACI through the Personnel Security Investigation Portal (PSIP) by initiating a request through S&ID no later than 15 days from the date of hire and completing the investigation (submission to OPM) within 30days. Personnel who require a security clearance must be processed by their company Facility Security Officer (FSO) or company Security Manager.

1.6.7.1.4.2. Instructions for completing the NACI process will be sent to the Project/Program Manager, Security Manager and the COR once the contract has been awarded and one of the above personnel notifies S&ID for the initiation. The contractor shall schedule fingerprinting appointments with S&ID. Personnel requiring a CAC who do not receive a favorable NACI will not be allowed to perform services under this contract.

1.6.7.1.4.3. All employees requiring a common access card (CAC) for physical access to multiple Installations or access to the government information systems may be granted a CAC after the successful submission of the NACI through PSIP and a favorable fingerprint review by S&ID. An unfavorable NACI adjudication can result in the loss or denial of computer access, physical access or employment.

1.6.7.1.4.4. Sponsoring organizations, activities whose personnel do not need access to multiple Installations or access to the government information systems will submit a completed access control roster to the Visitor Control Center (VCC). They may receive a MOBILISA visitor card for the terms of their contract (until contract end date, not to exceed 3 years) when sponsored on an access roster. If not sponsored they will only receive a pass for up to 7 days.

1.6.7.1.4.5. MOBILISA card expirations may be updated to reflect a new contract period by submitting an updated access control roster to the VCC.

1.6.7.1.4.6. Access rosters may only be submitted via e-mail to the VCC by a .mil, .gov, .AAFES, address by the COR or security activity, all others will be returned without action.

1.6.8 Installation Access

All visitors to Fort Polk must be vetted at the Visitors Center, located adjacent to the main gate on Louisiana Avenue. Each visitor will be issued an access control credential for entry onto the installation.

Based on the results of the vetting process, some personnel may be denied unescorted access to Fort Polk.

Personnel working at the Visitors Center are not permitted to divulge law enforcement data obtained during the vetting process. A waiver process has been established for personnel who are denied unescorted access. Generally, waivers will be processed within five days of completion.

Under the Trusted Traveler Program, visitors who are accompanied by Department of Defense-affiliated personnel (active-duty Soldiers, civilian common access card holders, retiree ID card holders, DoD dependent ID card holders, and civilian contractor CAC holders) will not require vetting for access and will only need to produce a valid ID card; these visitors must be in the immediate vehicle of the sponsoring card holder. These DoD affiliated personnel will be responsible for their visitors on the installation. Personnel who are enrolled and vetted through the Rapid Gate program do not have Trusted Traveler privileges.

The Fort Polk Visitors Center is now open 24 hours a day, seven days per week. The increase in operating hours will facilitate current operations and allow visitors more flexibility to obtain access. For additional information concerning access control please contact the Visitors Center at 531-0380.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, 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.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the Government:

Contract Manager and Alternate Contract Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer.

The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 7:30 am and 5:30 pm, Monday thru Friday, except Federal holidays or when the Government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: The Contract Manager shall be employed by the prime Contractor and possess a minimum of three (3) years in related work. The requirements for the alternate shall be the same as for the designated Contract Manager

1.6.12 Identification of Contractor Employees: The Contractor (to include subcontractors) shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. 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 such 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. When prime contractor or subcontractor personnel send e-mail messages as a part of contract performance (or otherwise relating to contract matters), each sender shall include his/her name (both first and last names), E-mail address and the name of the individual's employer.

1.6.13 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.14 Contractor Travel (not applicable).

1.6.15 Other Direct Costs (not applicable).

1.6.16 Data Rights (not applicable).

1.6.17 Organizational Conflict of Interest (not applicable).

1.6.18 Phase In /Phase Out Period (not applicable).

1.6.19 Safety. Prior to commencement of work, the contractor shall provide to the Garrison Safety Office (GSO) a copy of their Site Specific Safety Plan that includes a completed Activity Hazard Analysis (AHA) of significant hazards and plan to control identified hazards. In this Safety Plan the contractor's Safety and Occupational Health Program shall be documented. The contractor shall report accidents/mishaps to the COR. The GSO and other Safety Personnel on post reserve the right to perform visual inspections of the contractor's and subcontractor's job site. Any non-compliance or violations will be reported to the COR.

1.6.20 Emergency medical Treatment. Emergency medical treatment will be provided by the Bayne- Jones Army Community Hospital (BJACH) in order to prevent undue suffering or loss of life.

Emergencies will be treated only during the period of emergency and appropriate action will be taken to discharge or transfer such patients as soon as the emergency period ends. Charges for medical care will be at the prevailing rate and at the Contractor's or Contractor employee’s expense.

1.6.21 Fire Prevention. The Contractor shall comply with fire prevention practices as set forth by the National Fire Protection Association in the National Fire Code and JRTC & FP REG 420-5 entitled “Fire Prevention and Protection Program”.

1.6.22 Removal of Contractor Personnel. The Government reserves the right to require removal of any Contractor personnel from the job site who endanger persons or property, or whose continued employment is inconsistent with the interest of military security. The Government also reserves the right to require the Contractor to remove from the job site, any employee found to be under the influence of alcohol, drugs or any other incapacitating agent or any employee involved in the theft of Government property. The removal from the job site of such personnel shall not relieve the Contractor of the requirement to provide personnel to perform services.

PART 2

DEFINITIONS & ACRONYMS

2.0. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.3. 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. Note: The only individual who can legally bind the Government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP).

Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.14. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.1.17. ACRONYMS:

ACOR Alternate Contracting Officer’s Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense DPW Directorate of Public Works FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer MICC Mission and Installation Contracting Command NFPA National Fire Protection Association OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSHA Occupation Safety & Health Administration PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Utilities. The Government will provide access to those utilities (water and electricity) at job sites for the contractor’s use in performance of tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment. If the contractor chooses to establish a job trailer at Service Command Loop, the contractor shall pay all utility costs as metered at the service pole location.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General. The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2. Equipment. The Contractor shall provide the necessary ladders,(recommend a 20-ft extension ladder as a minimum) tools, lifting devices, scaffolding, personal safety equipment, etc., required for workmen to safely work in the areas necessary, including the kitchen, serving lines, above the ceilings, on the roofs, etc. The Contractor shall not stand on kitchen equipment or other equipment and shall not damage existing facilities or other installed equipment.

PART 5

SPECIFIC TASKS

5.0. SPECIFIC TASKS:

5.1. Basic Services. The Contractor shall provide services for Inspection and Cleaning of Vent Hood Exhaust and Inspection of Fire Suppression Systems.

5.1.1. The Contractor shall contact each Point of Contact (POC) designated and schedule a date and time for Inspection and Cleaning of Vent Hood Exhaust and/or Fire Suppression Inspection of their respective buildings, in order to minimize interruption of normal activities. (The POC list will be provided to the Contractor after award). The Contractor shall submit a schedule to the Contracting Officer a minimum of 14 days prior to commencement of work. The Contractor shall call the POC for each building to confirm the scheduled cleaning 2-3 days in advance of the scheduled date. During the month, it may be necessary for the Government to change or adjust the cleaning schedule to meet mission needs.

The Government will notify the KO as soon as possible of any changes. The Government will provide the Contractor with a revised date to accomplish the re-scheduled work. In order to allow the contractor ample time to reschedule their crew, the revised date will be at least five (5) working days from the original cleaning date unless a different timeframe is agreed to by the Contracting Officer and the Contractor.

5.1.2. Prior to beginning work, the Contractor shall submit 4 copies of the manufacturers’ product literature to the KO or COR, including instructions for use and Material Safety and Data Sheets (MSDS), for all cleaning products and chemicals used in conjunction with this contract.

5.1.3. After completion of services, the COR shall be notified so they may accurately evaluate the Contractor’s performance as compared to the PWS. In addition to surveillance by the COR, a representative of the Fire Protection Division may inspect the work. Any work not satisfactory meeting these specifications shall be corrected. The Contractor shall be responsible for repairing any damage he/she causes to the operation of the exhaust fan or the fire extinguishing system.

5.1.4. The Contractor shall be responsible for the prevention of accidental discharge of the fire extinguishing system during the cleaning and/or inspection operation. If the Contractor inadvertently discharges the system, the system shall IMMEDIATELY be recharged and reset at the expense of the Contractor. The Contractor is responsible for cleaning anything affected by accidental discharge and prepare the facility ready for cooking at the next start of business day or meal.

5.1.5. The Contractor shall be responsible for all damages to Government property, occurring as a result of his/her work. The Contractor shall restore all damaged property to original condition and shall make all necessary repairs at no cost to the Government and to the satisfaction of the Government as approved by the Contracting Officer.

5.1.6. The Contractor shall perform all work in strict accordance with OSHA Standards.

5.1.7. Drop cloths or other protective devices shall be used to prevent damage to mechanical equipment and/or areas adjacent to units being decontaminated and chemically treated. The Contractor shall move all mobile furniture, fixtures, and equipment that may interfere with performance of the work specified and shall reposition it upon completion of the work and shall clean the area in which work was performed. All bracing, rafters, and adjacent structural members and equipment shall be cleaned after operations are completed.

5.2. Inspection and Cleaning of Vent Hood Exhaust Systems. The Contractor shall perform Inspection and Cleaning of Vent Hood Exhaust Systems in accordance with the latest editions of the National Fire Protection Association (NFPA) Codes and Handbook, Occupational Safety and Health Act– 1970, 29 CFR Part 1910 subpart H, and these specifications. The Contractor shall clean/inspect the interior of the exhaust canopy/hood, filters, the entire length of the duct connecting the hood/canopy and the exhaust fan/motor, the roof area, covers, risers, plenum header, plenum volume area and the exhaust fan, the fire extinguishing system piping, nozzles and activation devices. Location of work shall be in kitchens and cooking facilities, serving line areas, attics, and on the roofs of buildings located on Fort Polk as indicated on Attachment 1.

5.2.1. Concurrent with each cleaning, the entire vent hood exhaust system shall be inspected by persons who have been trained and certified by a local governmental authority that has jurisdiction in accordance with the NFPA code.

5.2.2. At the start of the cleaning process, all electrical switches, detection devices and system supply cylinders shall be locked, pinned, protectively covered and/or sealed to prevent the accidental starting of fans or activating the fire extinguishing system. The Contractor shall protect all electrical switching devices, appliances and equipment from moisture and chemical damage. In the event of an accident and/or incident during cleaning operations, the Contracting Officer shall be notified immediately and report the following:

(1) Injury or occupational illness to on-duty contractors.

(2) Damage to GFM, GFP, or GFE provided to a contractor.

(3) Contractor accidents involving Army property and personnel.

5.2.3. Flammable solvents or other flammable cleaning aids shall not be used.

5.2.4. Cleaning chemicals shall not be applied on fusible links or other detection devices of the automatic extinguishing system.

5.2.5. All access panels, where provided in the existing system, shall be removed and thoroughly cleaned by use of steam, scrapers and other tools. All grease, dirt, oily lint, sludge, and other contamination will be removed. Particular attention will be given to seams and other crevices, which may be in the duct, hood or fan housing, where accumulation may be the heaviest.

5.2.6. Drop cloths will be used to cover all tables, stoves, ranges, grills, etc. during cleaning operations.

All floors and equipment will be cleaned and/or placed back into proper position after cleaning operation is completed.

5.2.7. When cleaning roof area and exterior duct/fan housing, the Contractor shall walk on existing roof blocks and lay protective matting on the roof areas prior to any work. The Contractor shall also provide protective material that will prevent any cleaning solutions from being left on the roof. The area must be cleared of all evidence of vent hood cleaning activity. The Contractor must comply with EM 385-1-1.

5.2.8. After the exhaust system is cleaned it shall not be coated with powder or other substance.

5.2.9. When cleaning procedures are completed:

5.2.9.1. All access panels (doors) and cover plates shall be restored to their normal operational condition.

Any loose or missing screws, bolts, fasteners, etc. shall be tightened or provided if necessary. When an access panel is removed, a service company label or tag preprinted with the name of the company and giving the date of inspection or cleaning shall be affixed near the affected access panels.

5.2.9.2. Dampers and diffusers shall be positioned for proper airflow.

5.2.9.3. All electrical switches and system components shall be returned to an operable state.

5.2.9.4. Corrosive liquids and pastes that are properly neutralized and verified within the range of 6.0 to

8.0 by pH check may be disposed in the installation solid waste stream or sanitary sewer system. Non-neutralized liquids and pastes may not be placed into a post dumpster or into any part of the installation solid waste stream or sanitary sewer system. The work area shall be left in a neat and clean condition ready for preparation of food.

5.2.9.5. Perform operational tests on all hood and duct exhaust systems in accordance with NFPA Standard 96 and manufacturers’ listed procedures.

5.2.9.6. Perform a Quality Control inspection to ensure proper and complete work has been done.

5.2.9.7. Prepare a written certification that the system has been cleaned in accordance with the latest editions of the NFPA Standards, the Occupational Safety and Health Act - 1970, 29 CFR Part 1910 subpart H, and these specifications. Certification shall include the inspection results to include any deficiencies noted and inoperative components, if any. Provide the certification to the COR during the Acceptance Inspection.

5.2.9.8. Affix the company inspection label(s), indicating cleaning and inspection date, to the hood. The label(s) must be visible and all other expired labels removed.

5.2.9.9. Coordinate with the Government Contracting Officer Representative (COR) to perform acceptance inspection. This inspection will normally be performed the following day after night cleaning;

the Contractor shall have a technically qualified Quality Control individual available at the time specified by the Quality Assurance Branch to inspect concurrently for acceptance. The Contractor is responsible to have ladders and any other equipment that may be required, available to perform a complete inspection.

5.2.10. Unacceptable work must be resolved/rescheduled within 24 hours with the facility occupants it is the responsibility of the Contractor to reschedule the work with the facility occupant and make notification to the Quality Assurance Branch.

5.3. Inspection and of Fire Suppression Systems: An inspection and servicing of the fire-extinguishing system and exhaust hoods (List at Technical Exhibit #1) shall be made every 6 months by properly trained and qualified persons in accordance with NFPA 96, Chapter 11.

5.3.1. All actuation components, including remote manual pull stations, mechanical or electrical devices, detectors, actuators, and fire-actuated dampers, shall be checked for proper operation during the inspection in accordance with the manufacturer’s listed procedures.

5.3.2. In addition to these requirements, the specific inspection requirements of NFPA 96, Chapter 11, standard shall also be followed.

5.3.3. Fusible links (including fusible links on fire damper assemblies) shall be replaced.

5.3.4. The year of manufacture and the date of installation of the fusible links shall be marked on the system inspection tag. The tag shall be signed or initialed by the installer and affixed to the system.

5.3.5. Other detection devices not including fusible links and automatic sprinklers shall be serviced or replaced in accordance with the manufacturer’s recommendations.

5.3.6. A certificate of inspection shall be forwarded to the COR within two (2) weeks upon completion of work. Certificate of inspection shall include:

(1) Date and time of service

(2) Location of system

(3) Manufacturer, model and serial number

(4) Customer information

(5) Cooking appliance locations

(6) Itemized list of replaced components

(7) Discrepancies or deficiencies

5.4. CONTRACTOR MANPOWER REPORTING (CMR). The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services. Reporting inputs will be for the labor executed during the period of performance during each Government Fiscal Year (FY), this runs October 1 through September 30.

While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website.

5.5. Contractor Vehicle and Equipment Operator Certifications and Licenses. (If applicable):

IAW Department of Defense Directive (DODD) 4500.36-R, DoD contractor personnel shall comply with licensing requirements of the state and local motor vehicle laws. DoD contractor employees assigned to operate government-owned or government-leased equipment in the performance of this contract shall be certified, by the contractor and at the contractor’s expense, as being fully qualified to operate the vehicles or equipment to which they are assigned. The prime contractor shall document all operator qualifications and provide this documentation to the Contracting Officer or the designated Contracting Officer’s Representative (COR) before any contract employee engages in any mode of equipment operation. The Contracting Officer shall retain operator documentation in the contract file. The Contracting Officer’s Representative (COR) shall verify that all contractor equipment operators’ certifications to operate equipment are accurate.

PART 6

APPLICABLE PUBLICATIONS

6.0. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor (to include subcontractors) must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1. National Fire Protection Association (NFPA)

1 Batterymarch Park P.O. Box 9101 Quincy, MA 02269-9101 http://www.nfpa.org/ National Fire Protection Association (NFPA) Codes Fire Protection Handbook

6.1.2. Occupational Safety & Health Administration (OSHA)

200 Constitution Avenue, NW Washington, DC 20210 https://www.osha.gov/ Occupational Safety and Health Act - 1970, 29 CFR Part 1910 subpart H