Cleaning requirements clarification memo_KO.pdf

DEPARTMENTS OF THE ARMY AND AIR FORCE

NATIONAL GUARD BUREAU

OFFICE OF THE U.S. PROPERTY AND FISCAL OFFICER FOR MONTANA

P.O. Box 4789

Fort Harrison, Montana 59636-4789

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NGMT-JFQ-CTR

9 September 2025

MEMORANDUM FOR THE SOLICITATION

SUBJECT: W9124V25QA002 facility visit to clarify cleaning responsibilities

1. On September 16th, the contracting team met with SFC Audra Bedecs (Logistics Management Specialist for TCHQ) and Mr. Casey Thompson (Contract Liaison with CFMO) to clarify the responsibilities of cleaning the DFAC kitchen. This was to primarily provide clarification for paragraph 5.5.2.3. of the PWS. The following are areas that have caused confusion in the past, so they are the focus on this memo. This memo is also to give contractors a sense of what the requirement is for cleaning/maintaining the DFAC/kitchen in building 1011. All other equipment and areas not addressed in this memo are still required to be cleaned to the standard described in the

PWS.

2. The first area that was discussed was the entryway. The entryway from the doorway on the kitchen side is the responsibility of the contractor concerning the door, doorframe, windows, floor, walls and carpet. The contractor will be responsible for regular cleaning of the entryway and the rest of the dining room area. Vents that are part of the ceiling will not be the responsibility of the contractor. See bullet “Interior windows, window seals, window frames, blinds, and walls screens” and “all flooring”

This photo shows one of the windows and the carpet in the entry way of the DFAC dining area. Window and windowsill are the responsibility of the contractor. The floor, carpet, and walls are the responsibility of the contractor, they must be cleaned to prevent buildup of grime, dirt, dust, and other such things that make for a less than clean environment. TCHQ has a vacuum that can be borrowed (if available) for cleaning the carpet. Sweeping and mopping if required to include cove base. Blinds should be wiped

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The door, frame and pony wall/half wall are the responsibility of the contractor, the top of the half wall will need a form of degreaser such as simple green and such. The top becomes dirty from service members leaning on or putting their hands on the top and other reasons.

This vent is in the ceiling, it would not be the responsibility of the vendor to clean inside the vent other than a duster/Swiffer for the outside portion. Biggest thing is if the vendor is required to be elevated off the ground (using a ladder of such) they are not expected to clean the inside blades of the vents. The washroom (clean mops and buckets and store Mermites) is the responsibility of the contractor, the floor and stainless steel shall not have any build up of dirt.

3. Some of the kitchen equipment was discussed, the stove top racks can all be removed for cleaning as well as the crumb tray like drawer. The vent hoods are expected to be cleaned regularly including the sliding drawers. See bullet “Hoods, filters”.

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Stove rack can be removed and cleaned, a piece of aluminum foil is used in the picture to make cleanup of the crumb tray easier, the crumb tray is part of the regular cleaning.

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The type 1 hood comes with water wash system, vendor is still responsible for cleaning the outside of the hood system and the inside if the water wash leaves areas that are still dirty.

The sliding doors are part of the inside of the hood system and are the responsibility of the contractor to clean.

4. The food disposer was discussed, where there is stainless steel, the vendor is responsible for cleaning. The wheeled cabinets/trays were also mentioned. The vendor does not have to clean inside the food disposer. See bullet “Compactors, pulpers, and shredders” and “wheeled cabinets”.

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The food disposer is part of the cleaning station, the stainless-steel portion is part of regular cleaning, inside the disposer is not part of regular cleaning.

Vendor is responsible for the cleanliness of the moveable trays and cabinets. Pictured is an example of one of the kitchens’ moveable shelf/cabinets.

5. The loading dock was discussed. The vendor will be responsible for the cleanliness of the loading dock and the area around it (including the smoking area). See bullet “loading dock”.

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The loading dock shall be kept clean and maintained regularly. Trash and debris is the responsibility of the contractor. The trash bin (barely visible by white shed) is the responsibility of the contractor. Currently the lid is missing on the trash bin, a request has been made for repair/replacement but none has been made. The contractor is still responsible for keeping the area clean by the trash bin.

The area by the loading dock must be kept clean and free of clutter. Area is not a storage area and must be kept clean of trash. Contractor must insure that pallets do not accumulate.

Delivery drivers may have a tendency to not pick up old pallets and buildup may occur.

Contractor shall ensure that the number of pallets is minimal.

POC for this memorandum is the undersigned at adam.d.sackman.civ@army.mil or (406) 324-3407

ADAM D. SACKMAN

Contracting Officer mailto:adam.d.sackman.civ@army.mil