Amendment_001.pdf

0010804486-0001

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

This amendment is issued to answ er questions received in response to this solicitation. Additionally it revises the Repair CLINs, PWS paragraph 5.7, TE 1, and the Addendum to 52.212-1. Changes to the PWS and Addendum are highlighted in yellow . See the “Summary of Changes” for details.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 17

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 10-May-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W9124M-17-T-0101

X 9B. DATED (SEE ITEM 11)

13-Apr-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

10-May-2017

CODE

MICC - FORT STEWART

976 WILLIAM H. WILSON AVE SUITE 100

FORT STEWART GA 31314

W9124M 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W9124M-17-T-0101

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

QUESTIONS AND ANSWERS

Q1. Will a hood cleaning certification certificate be required of the awardee (i.e. Phil Ackland certification or equivalent)?

A1. Please see PWS paragraph 1.5.9.3. This certification and proof of 2 years of experience must be provided with quote.

Q2. What is the award amount the current contract for each year?

A2. The current contract was awarded for $277,794. This was the total for a base year and 2 option years.

Additional information may be obtained through a Freedom of Information Act (FOIA) request.

Q3. Have hood vent systems or schools been added or deleted since the last contract award?

A3. Yes.

Q4. Are all systems current being cleaned to NFPA 96 standards?

A4. Yes.

Q5. Are the systems accesses points to NFPA standards?

A5. Yes.

Q6. How many fans are there for each hood system?

A6. See revised Technical Exhibit 1.

Q7. Are there any hood systems with horizontal duct runs? If yes, what are the building numbers?

A7. Yes, see revised Technical Exhibit 1.

Q8. Are there any systems with side wall mounted fans?

A8. Yes, see revised Technical Exhibit 1.

Q9. Are there any facilities with pitched roofs?

A9. Yes, see revised Technical Exhibit 1.

Q10. Will a map of the sites be provided?

A10. Yes, after award.

Q11. Under the current contract, does the Fire Department or some other entity inspect immediately after service is performed?

A11. No. It is the Contractor’s responsibility to notify the Fire Department IAW PWS paragraph 5.1.6 and 5.4.4.

The Fire Department will determine when and if it will inspect. The COR will inspect the services IAW the PRS (TE 3). The COR typically accepts services in IRAPT (formerly WAWF) within 5 business days. The COR and KO are the only individuals that can require re‐performance of the service.

Q12. How do I bid CLINs 0064, 1064, 2064, 3064, 4064 for Repair Parts and Labor?

A12. Please see revised instructions on the CLINs.

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0064

The CLIN description has changed from Repair Parts and Labor to Reimbursable Repairs.

The CLIN extended description THE QUANTITY OF THIS LINE ITEM IS ESTIMATED AND NOT

GUARANTEED. THE GOVERNMENT WILL ONLY PAY FOR APPROVED AND ACCEPTED REPAIRS

IAW PWS PARAGRAPH 5.7.THIS CLIN WILL BE FILLED IN BY THE GOVERNMENT AND SHOULD BE LEFT BLANK ON THE QUOTE has been added.

CLIN 1064

The CLIN extended description THE QUANTITY OF THIS LINE ITEM IS ESTIMATED AND NOT

GUARANTEED. THE GOVERNMENT WILL ONLY PAY FOR APPROVED AND ACCEPTED REPAIRS

CLIN 2064

The CLIN extended description THE QUANTITY OF THIS LINE ITEM IS ESTIMATED AND NOT

GUARANTEED. THE GOVERNMENT WILL ONLY PAY FOR APPROVED AND ACCEPTED REPAIRS

CLIN 3064

The CLIN extended description THE QUANTITY OF THIS LINE ITEM IS ESTIMATED AND NOT

GUARANTEED. THE GOVERNMENT WILL ONLY PAY FOR APPROVED AND ACCEPTED REPAIRS

CLIN 4064

The CLIN extended description THE QUANTITY OF THIS LINE ITEM IS ESTIMATED AND NOT

GUARANTEED. THE GOVERNMENT WILL ONLY PAY FOR APPROVED AND ACCEPTED REPAIRS

The following have been modified:

ADDENDUM TO 52.212-1

Solicitation provision 52.212-1, Instruction to Offerors – Commercial Items, is tailored as follows:

Replace all uses of "offer" to "quotation" and all uses of "offeror" to "quoter".

Paragraph (b)(11) is deleted. All quotations shall be submitted using the SF 1449 solicitation to include all pricing in accordance with the line item structure of the SF 1449 price schedule.

Paragraph (c), Period for Acceptance of Quotations, is tailored as follows: “The quoter agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of quotations.”

Paragraph (d), Product Samples, is deleted.

Paragraph (e), Multiple Offers, is deleted.

Paragraph (g), Contract Award is revised as follows: Award. Quotations should contain the quoter’s best technical and price terms. The Contracting Officer may reject any or all quotations. After the evaluation of quotations, the Contracting Officer may negotiate final terms with one or more quoters of the Government’s choosing. The Government will not use the formal source selection procedures described in FAR part 15.

Paragraph (h), Multiple Awards, is deleted.

The following paragraphs have been added for specific proposal instructions:

(m) Offer submittal and inquiries.

The following is added:

A. Proposal Submittal and Inquiries:

1. Quoters must review Provision 52.212-2, Evaluation - Commercial Items. Quoters are responsible for providing the information required by this provision.

2. Quotations may be submitted via mail, email, or hand delivered (email is preferred). Quotation must be submitted to both of the Points of Contact listed below. Submission must be received no later than the date and time in Block 8 of the SF 1449. If amendments are issued, they must be acknowledged in writing prior to the due date. It is the contractor’s responsibility to confirm receipt of correspondence. Email submittals should include the solicitation number in the Subject of the email. Emails shall be kept to a file size of less than 10 megabytes, or separated into multiple emails with the number of emails identified in the subject line (1 of __, 2 of __, etc). It is the responsibility of the offeror to verify that the emailed offer has been received timely. Fax submittals will not be accepted.

3. Site Visit: A site visit is scheduled for 1 MAY 2017 at 10:00 AM at BLDG 621, Fort Stewart, GA. Offerors planning on attending the site visit must confirm attendance no later than 4:00 PM on 28 APR 2017. Attendees must have a hat or hair net to enter kitchen areas. The site visit is not mandatory and will only be conducted if requested.

4. Any questions regarding this solicitation must be submitted in writing no later than 3:00 PM on 2 MAY 2017. Submit all questions to both of the Points of Contact below:

5. Points of Contact:

Shannon Huffman Jim Shuman Phone: 912-767-3078 Phone: 912-767-5467 shannon.j.huffman.civ@mail.mil james.e.shuman.civ@mail.mil

6. Mailing Address:

MICC Fort Stewart Shannon Huffman / Jim Shuman

ATTN: W9124M-17-T-0101

976 William H Wilson AVE, Suite 100 Fort Stewart, GA. 31314

B. General Instructions:

1. The selection of an offeror for award purposes will be conducted utilizing source selection (negotiated) procedures as outlined in FAR Part 15.3. Offers will be evaluated using the criteria outlined in FAR 52.212-2 Evaluation – Commercial Items of this solicitation. Noncompliance with the Request for Proposal (RFP) requirements may hamper the Government's ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

2. The Offer: The submission of the documentation specified below will constitute the offeror's acceptance of the terms and conditions of the RFP, concurrence with the Performance Work Statement, and contract type.

3. It is the Government’s intention to award without discussions. Offerors are encouraged to present their best technical proposal and prices in their initial proposal submission. However, in accordance with (IAW) FAR 52.212- 1(g), should discussions become necessary, the Government reserves the right to hold discussions. If this occurs, a competitive range will be determined and offerors notified. The Contracting Officer may limit the competitive range for purposes of efficiency IAW FAR Part 15.306 (c)(2).

C. Proposal Content:

1. Request for Proposal Documents: Offerors are required to submit a completed Standard Form (SF) 1449, Solicitation, Offer, and Award; and Representations and Certifications. Failure to follow the below Contract Proposal preparation instructions may cause your proposal to be deemed unacceptable by the Government.

a. SF 1449, Solicitation, Offer and Award: The SF 1449 shall be submitted fully completed. The offeror is cautioned that the SF 1449 must be signed in block 20 of the form. The contractor shall acknowledge any amendments to the RFP in accordance with the instructions on the SF 1449.

b. Price Schedule: The Price Schedule shall be submitted fully completed and error free. It shall contain the offeror’s price for the established Price Schedule. The offeror shall ensure the units prices are represented in two decimal positions only (example: $0.27, not 0.27458).

c. Representations and Certifications: The offeror shall ensure that provisions 5212-3 Offeror Representations and Certifications – Commercial Items; and 52.219-1, Small Business Program Representations ALT I are completed and submitted with all blocks in each certification/representation completed truthfully and completely. Offerors are not required to complete this provision if the offeror has completed Online Representations and Certifications in the System for Award Management and no changes are necessary.

2. Technical Proposal: Offerors shall submit the following documents to be evaluated.

a. Proof of 2 years of experience

b. License or certification (See PWS paragraph 1.5.9.3) jim.shuman1 Highlight

3. Past Performance: The offeror shall describe record of past performance with services similar in nature, work, size, magnitude, complexity and scope. Offerors shall submit a list of relevant contracts performed within the past 3 years including current work. Past performance information shall be presented in the following format. Data that is not current or references that can no longer be reached will be discarded and not considered.

-Contract Number and Date of Award -Description of Contract -Name of Customer, Contracting Activity, or Private Company -Contract Type and Total Contract Value -Period of Performance -Points of Contact with Telephone Numbers and e-mail addresses (at least 2) -Company’s role Contractor or Subcontractor with percentage of work performed -How Work Performed is Relevant to Work Required Under this Solicitation -Quality Awards and/or Performance Recognitions

(End of Addendum)

PERFORMANCE WORK STATEMENT

1. GENERAL:

This is a non-personnel services contract to provide cleaning for grease laden hoods/exhaust systems and fire suppression inspections at Fort Stewart (FSGA) and Hunter Army Airfield, Georgia (HAAF). 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: The contractor shall perform periodic cleaning and fire protection inspections/certification of the entire grease laden hoods/exhaust systems and fire suppression systems for various buildings located on FSGA and HAAF as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract. Hereafter grease laden hoods/exhaust systems will be referred to as exhaust hoods.

1.2. Objectives: This contract will maintain the exhaust hood and fire suppression systems as required to maintain life safety and fire code compliance for facilities located at Fort Stewart and Hunter Army Airfield. In doing so this minimizes the fire and safety risk for the occupants, patrons and Government owned property.

1.3. Scope: Contractor shall provide all tools, materials, equipment, labor, and transportation to perform the required service. All cleaning services shall be performed in accordance with this contract and National Fire Protection Agency (NFPA) 96 latest editions. All fire protection service/inspections and certifications shall be performed per applicable State of Georgia and NFPA Codes and Standards.

1.4. Period of Performance: The period of performance shall be for one Base Year of 12 months and four, 12-month option years. See DELIVERY INFORMATION.

1.5. General Information:

1.5.1. 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 contractor shall submit a QCP to the COR / Quality Assurance Specialist / Contracting Officer within 10 days of contract award. Any changes to the QCP during the life of the contract shall be documented within 5 working days and submitted to the Quality Assurance Specialist / Contracting Officer for review and acceptance. After acceptance of the quality control plan the contractor shall receive the Quality Assurance Specialist / Contracting Officer’s acceptance in writing of any proposed change to his QC system.

1.5.2. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3. Hours of Operation: Installation operating hours are 0700 to 1600 Monday through Friday. Due to the nature of the work and the limited down time available in these facilities for this maintenance, it will be necessary to accomplish these tasks after normal duty hours such as evenings or weekends. The contractor must have personnel on call, capable of arriving on site at either installation within 4 hours prepared to perform any necessary repairs. The notification of the emergency requests shall be issued through the COR or alternate COR. The contractor shall provide contact information for the project manager and alternate to the COR prior to the start date of the contract.

1.5.3.1. When the Department of Defense grants excused absence to its employees, the Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and shall be guided by the instructions issued by the Contracting Officer or the COR. Changes in employee work schedules shall comply with the terms and conditions of the contract, to include payment provisions.

1.5.3.2. If Government personnel are furloughed, the Contractor shall contact the Contracting Officer or the COR to receive direction. It is the Government's decision as to whether the contract price/cost will be affected as a result of Government shutdown and/or furloughed

Government employees. In the event that Government shutdown impacts contract cost, a negotiated settlement will be reached as deemed appropriate by the Contracting Officer.

1.5.4. Place of Performance: Work shall be performed within the boundaries of Fort Stewart, Ga.

and Hunter Army Airfield, Ga. These repairs, inspections, and/or tests shall be performed for the Directorate of Public Works (DPW) at each location.

1.5.5. Security Requirements: All contractor employees, to include subcontractor employees, requiring access to Government installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or the Contracting officer (if a COR has not been designated) within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website:

http://jko.jten.mil/courses/atl1/launch.html FOR NON-CAC HOLDERS: A standalone version of the course for Non-CAC holders is also available at this link. The standalone version is intended for Non-CAC users without a JKO account ONLY! IMPORTANT: The standalone course MUST be completed on the computer in which it is started. Course progress is not transferable between computers. The standalone course does provide a completion certificate but will not be tracked on JKO and no record will be maintained. For assistance regarding the Level I Antiterrorism Awareness Training, contact the JKO Help Desk, Monday - Friday 0700-2300 EST at COMM: 757-203-5654 / DSN: 668-5654 or email jkohelpdesk@jten.mil.

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award. Contractor and all associated sub-contractor employees shall comply with applicable Installation, facility, and area Commander’s local access and security policies and procedures. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.5.6. Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information and property. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.5.7. 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. The contracting officer, Contracting Officers Representative, 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.

1.5.8. 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, specifications: monitor Contractor's performance and notifies 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.

1.5.9. Key Personnel: The following personnel are considered key personnel by the Government:

1.5.9.1. Project Manager: The contractor shall provide a project manager for both the inspection and cleaning who shall be responsible for the performance of the work. The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The project manager shall be experienced with commercial exhaust hood cleaning and familiar with the safety aspects associated with the proper procedures used to prevent accidental discharges of fire suppression systems as well as the applicable regulations stated in the NFPA codes and standards. A technician can serve as the project manager.

1.5.9.2. Exhaust Hood cleaning technicians should have experience cleaning similar types of systems. At no time shall inexperienced technicians perform work without direct supervision.

1.5.9.3. Fire Suppression Technicians shall have two years of experience performing inspections and maintenance on comparable extinguishing systems and shall be licensed and certified by the State Of Georgia per O.C.G.A. §§ sections 25-12-15 and 120-3-23. Technicians shall provide for reasonable and practical measures for protecting persons and property from injury due to fire suppression systems that are not properly installed, inspected, recharged, repaired, serviced, maintained or tested. License must be presented prior to award.

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. 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.

2.1.2. CONTRACTING OFFICER. (KO) 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.

2.1.3. 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.

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

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

2.1.6. 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.

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

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

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

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

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

2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence

CFR Code of Federal Regulations COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer O.C.G.A. Official Code of Georgia OCI Organizational Conflict of Interest ODC Other Direct Costs 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 TE Technical Exhibit

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

None. Additionally, the Government will not provide any administrative areas or storage areas for the contractor’s employees, vehicles, equipment or supplies.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General The contractor shall provide all labor, materials, tools, technical manuals, equipment, transportation and any miscellaneous items necessary for the completion of this contract.

4.2. The contractor shall furnish all cleaning supplies and equipment required to inspect and clean fire suppression and exhaust hood systems.

4.3. Contractor shall furnish repair parts upon prior approval of the COR. The Government will reimburse the contractor for the price of repair parts used (reimbursement will include normal shipping charges) and labor. Vendor part invoices shall have the correct building number, fire suppression, and exhaust hood systems shown on the invoice. Parts exceeding $1,000.00 shall be purchased on a competitive basis and documented quotes must be submitted with the parts’ invoices.

5. SPECIFIC TASKS:

All cleaning services shall be performed in accordance with this contract and National Fire Protection Agency (NFPA) 96 latest editions. All fire protection service/inspections and certifications shall be performed per applicable State of Georgia and NFPA Codes and Standards. Range hood sizes, configurations and quantities vary per building. Fire suppression system types, locations and quantities vary per building. Technical Exhibit 1 lists exhaust hood size, fire suppression system type, and the required frequency of cleanings, inspections, and hydrostatic testing.

5.1. Scheduling: The contractor shall provide the COR a monthly schedule which assures that the exhaust hoods and fire suppression systems are cleaned and inspected IAW the frequencies listed in TE 1. The schedule shall be provided at least 5 days before starting the month’s work.

The COR will approve the schedule before work commences. The schedule shall assure that monthly cleaning are at least 21 days apart; quarterly cleanings are at least 60 days apart; and semi-annual cleanings are at least 120 days apart.

5.1.1. The Government reserve the right to add or remove facilities and change frequencies with reasonable notification. Occasionally facilities with exhaust hoods are taken out of service for a period of time. During these times, the cleaning of exhaust hoods may not be required. The COR will advise the contractor of changes as soon as possible. The contractor will not be paid for any cleaning and/or inspections that were removed from the schedule.

5.1.2. Fire suppression tests will not be affected by closings but will remain as scheduled unless the exhaust hoods are removed from the facility or a facility or system is out of service for more than 6 months.

5.1.3. Contractor shall coordinate with building POCs and COR to schedule all work. Normal hours of operation vary with the different facilities. Installation operating hours are 0700 to 1600 Monday through Friday, however due to the operation of these facilities service will be required to be performed during nonbusiness hours.

5.1.4. Prior to cleaning and fire suppression inspection, the contractor shall coordinate an acceptable date and time with each facility’s POC and provide a written schedule to the COR and the installation fire department’s representative. This schedule shall include facility number, the POC that approved the scheduling, and the POC’s contact information.

5.1.5. The contractor must confirm the appointment with the building’s POC within 24 hours of the scheduled work and keep a written record of all communication.

5.1.6. Before the completion of each building, the contractor shall notify the installation fire department’s representative who will inspect and verify that the cleaning and/or fire suppression inspection or repairs were performed properly based on applicable rules and guidelines.

5.2. No Shows: If the contractor arrives on site for a scheduled appointment and no Government representative is present and the building is secured, the contractor must make every reasonable attempt to contact the COR and building POC to gain access to the facility. The contractor must wait a minimum of 30 minutes after the scheduled appointment time before terminating the appointment. The following work day the contractor must submit a report to the COR outlining the events and reschedule the appointment with the building’s POC. The contractor will receive compensation for lost time and expense based on “Service Call No Show” contract line item.

5.3. Exhaust Hoods Cleaning:

5.3.1. The contractor must remove all grease, oil, food matter and other foreign material from the surfaces throughout the exhaust hood systems, both inside the facilities and the roof top or exterior portions.

5.3.2. At the beginning of the cleaning process, electrical circuits and fire suppression components that could be activated must be locked and tagged out and sealed to prevent any accidental shock or discharge. All food products and food preparation areas must be covered and/or completely protected from any chemicals or contamination caused by the cleaning process.

5.3.3. Exhaust hoods, filters, grease collection devices, fans, ducts, plenums, housings, louvers, and all other parts of the exhaust system will be cleaned using a general cleaning agent. All cleaned surfaces will be thoroughly rinsed with potable water to remove cleaning chemicals.

5.3.4. The contractor shall perform an operation verification to ensure that the motors and fans are operational with no obvious deficiencies such as broken belts, inoperable motors or dampers or other problems that would render the exhaust systems inoperable.

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

5.3.6. Nozzle caps shall be present and placed over nozzle head and free of defects. Missing caps shall be replaced as required. Care will be taken not to apply cleaning chemicals to fusible links or caps or other detection devices of the automatic fire suppression system.

5.3.7. When the cleaning process is completed all electrical circuits and fire suppression components will be returned to an operable state. Cover plates will be reinstalled and the dampers and louvers positioned to allow for the proper airflow.

5.3.8. In the event the fire suppression systems are compromised during the cleaning process, the cleaning contractor shall be responsible for having the fire suppression systems inspected and recertified by a qualified individual within one working day. This will be done at no additional expense to the Government.

5.4. Exhaust Hood Fire Suppression System Inspection:

5.4.1. The contractor shall perform the semi-annual inspection required per the NFPA 17 & 17A and the NFPA 96 based on manufacturer’s manual to ensure the proper operation of the hood’s fire suppression system. The inspection shall, at a minimum, verify proper nozzle installation and coverage with no obstructions from grease or debris, proper system installation to include ducting, sufficient chemical levels of bottles, hydrostatic test dates, proper operation of system, a visual inspection of all the system’s components and shall include semiannual replacement of fusible links as required by code.

5.4.2. Fire suppression system inspector shall coordinate with the installation fire department representative prior to impairment, disarming, disabling, discharging or shutting down and or reactivation of any system that is monitored by the building fire protection system. Contractor shall document in writing on his field report, time of fire system deactivation and reactivation, verification of operation and system verification point of contact.

5.4.3. The contractor shall affix a temporary notification on the failed device indicating failure and notify the building POC and the COR in writing of failures of fire suppression system on the same business day of failed test. If the device is not immediately correctable, the contractor shall submit a quote to the COR for the repairs within 1 working day.

5.4.4. The contractor will ensure that all the materials furnished and all services rendered under this contract will be free from defects in material and workmanship and will conform to the requirements of the contract. Before the completion of each building, the contractor shall notify a predetermined POC from the installation’s fire department who will inspect and verify the fire suppression inspection or repairs were performed properly based on applicable rules and guidelines.

5.5. Hydrostatic Testing:

5.5.1. Contractor shall be required to perform hydrostatic testing on fire suppression bottles every 12 years. The contractor shall be responsible for all cost associated with the testing, such as labor cost of disassembling and reassembling system, chemical replacement, transportation, etc.; and shall replace all CO2 cartridges at the time of hydrostatic test at no additional cost.

5.5.2. The contractor must compile a list of the bottles noting the due dates of the hydrostatic test and submit an annual schedule to the COR at the beginning of each contract year that lists the projected dates the testing will be performed.

5.5.3. The contractor shall schedule the test as not to affect the normal cooking schedule of the facility. This may be accomplished by either loaner bottles (at no additional cost to the Government) or by scheduling testing during nonbusiness hours.

5.5.4. The projected quantity of annual hydrostatic testing is captured on the three hydrostatic testing contract lines. There is one line for each size (1.5 gallon, 3 gallon, and 4.6 gallon). The detailed information for each test is listed in TE 1.

5.6. Certification and Documentation:

5.6.1. A hard copy NFPA compliant inspection report shall be generated at the time of service.

This report shall be provided to the fire inspector and building POC at the time of service and to the COR or his/her designee within 3 working days (See example TE 2a).

5.6.2. Relevant NFPA compliant testing, certification, and cleaning documentation shall be provided to the fire inspector at time of service and to the COR or his/her designee within 3 working days (See example TE 2B).

5.7. Repairs:

5.7.1. If in the course of the inspection it is determined that repairs are required to make the system operational per the NFPA 17A guidelines, the contractor will imitate repairs that cost less than $50. The contractor shall bear all repair cost under $50 to include parts, labor, transportation, tax and shipping.

5.7.2. Should the cost of the repair exceed $50, the contractor shall submit a quote for repairs to the COR. The contractor will not initiate these repairs without proper prior approval. The COR will approve repairs between $50 and $2500. The administrative contracting officer will approve repairs greater than $2500. The contractor shall pay the first $50 for any repairs that exceeds $50. The Government will reimburse the contractor for the amount that exceeds $50.

5.7.3. Replacement parts furnished by the contractor shall comply with NFPA 17A standards and be of the lowest price reasonably available. Ordering quantities beyond what is needed for the immediate repair will not count toward the $50 threshold. The Government will not pay profit or overhead on repair parts.

5.7.4. The Government will not reimburse the contractor for equipment rental.

5.7.5. Reimbursement for repairs will be initiated by invoicing against the “Reimbursable Repairs” contract line. Invoice amount should be coordinated through the COR.

5.8. Contractor Management Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this jim.shuman1 Highlight jim.shuman1 Highlight information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website.

The specific formats for the XML direct transfer may be downloaded from the website.

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

NUMBER DATED DESCRIPTION

EM-385-1-1 Latest Edition Safety and Health Requirements Manual

OSHA 1910 Latest Edition General Industry's OSHA

OSHA 1926 Latest Edition OSHA Requirements

NFPA 96 Latest Edition Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations

NFPA 10 Latest Edition Standard for Portable Fire Extinguishers

NFPA 17 Latest Edition Standard for Dry Chemical Extinguisher Systems

NFPA 17A Latest Edition Standard for Wet Chemical Extinguisher Systems

NFPA 72 Latest Edition National Fire Alarm and Signaling Code

AR 420-90 Latest Edition Fire Emergency Services

7. Technical Exhibit List:

Technical Exhibit 1 - List of buildings at FSGA and HAAF with cleaning/inspection frequencies, exhaust hood quantities and sizes, system names and types and hydrostatic test dates.

Technical Exhibit 2 - Examples of forms that will be submitted verifying the cleanings and inspections.

Technical Exhibit 3 - Performance Requirements Summary

Technical Exhibit 4 - Deliverables Schedule

(End of Summary of Changes)