Solicitation W912C3QA018_KitchenHoodCleaningServices_QuestionsandAnswers_20260911.pdf

Solicitation W912C3QA018-Kitchen Hood Cleaning Services # Vendor Questions/Clarifications Government Responses 1 What is the exact period of performance and anticipated contract start date? Are option periods included?

The period of performance is one year from the date of award, consisting only of a base year with no option periods.

2 Is a site visit required or available? If no site visit is available, can the Government provide photographs, drawings, equipment counts, duct lengths, roof access information and exhaust fan details for the three facilities?

See attached photos and drawings. Approximately 30-40ft from hood to exhaust fan in the roof. Roof access to be granted by Government Representative and Concessionary Manager through the back of the building.

3 What types and limits of insurance are required? Is workers’ compensation, automobile liability, umbrella liability or pollution/environmental coverage required?

In accordance with PWS Section 4.0 and FAR Part 28, the contractor is required to maintain insurance coverage that meets or exceeds the minimum limits established by applicable federal and state law. FAR 28.307-2 specifies that employer’s liability insurance must be carried in an amount of not less than $100,000, and general liability (bodily injury) insurance must have a minimum limit of $500,000 per occurrence. If performance under this requirement involves the operation of motor vehicles, automobile liability insurance coverage shall be maintained in accordance with FAR 28.307-2, which requires at least $200,000 per person and $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage. These minimums apply unless otherwise specified by the solicitation or the installation’s standard insurance requirements. The contractor shall provide proof of coverage meeting these requirements as part of the insurance deliverable under PWS Section 4.0.

4 Are bid, payment or performance bonds required?

This requirement is for services only; therefore bid, performance and payment bonds are not required.

5 Does the requirement concerning fire suppression hood interfaces include only cleaning and coordination, or does it also include testing, inspection, recharge or repair of fire suppression systems?

The requirement includes only cleaning and coordination.

6 Section 3.0.5 states that the completion report is due by the second working day after service, while the Deliverables Matrix states three days. Which deadline controls?

Section 3.0.5 has been revised. The required submission timeframe is three (3) days after completion of the service.

7 Are OPSEC Level I, Anti-Terrorism Level I and iWatch certificates required for every prime and subcontractor employee?

Trainings are required for all prime contractor and subcontractor employees.

8 What subcontractor information must be submitted with the quotation, including UEI, CAGE code, certifications or other documentation?

The only requirements for subcontractor are any training or certifications needed to fulfill the requirement.

9 What environmental requirements apply to cleaning chemicals, wastewater, grease and disposal?

All cleaning chemicals will be submitted for Government evaluation and approval.

10 Is the contractor responsible for installing access hatches when required, or must such work be separately authorized and priced?

Access hatches are already in place and the exhaust fans are equipped with hinges to allow for service.

11 What format is required for the maintenance log sheet, completion report, tenant sign-off and before/after photographs?

Refer to PWS 3.0.6 for the required information to be included in the maintenance log sheet. The specific format for the log sheet, completion report, tenant sign-off, and or before/after photographs will be coordinated with the COR after contract award.

12 Are photographs available of the existing kitchen hood/exhaust systems for Charley’s, Popeyes, and Taco Bell, including the hoods, exhaust fans, and accessible portions of the ductwork?

Please refer to the attached photographs.

13 Are dimensions or measurements available for the range hoods, exhaust fans, and associated ductwork for each of the three kitchen exhaust systems?

The distance from the hood to the exhaust fan on the roof is approximately 30-40ft. Please refer to the photos for visual reference. Exact duct dimensions are not available.

14 Do the existing exhaust duct systems currently have access panels/openings installed that provide sufficient access for the required inspection and cleaning of the horizontal and vertical ductwork?

Yes, the existing exhaust duct systems are equipped with access panels.

15 If adequate access panels are not currently installed, is the contractor expected to furnish and install any additional access panels necessary to perform the required cleaning, or would installation of additional access panels be considered outside the scope of this requirement?

Access hatches are already in place, and the exhaust fans are equipped with hinges to allow for servicing.

16 Will an opportunity be available for prospective contractors or their authorized technical representatives to inspect the three kitchen exhaust systems prior to the quotation deadline?

If so, please provide the available date/time and any installation access requirements.

Please refer to the attached photographs.

17 The PWS does not identify the physical scope of the systems to be cleaned. For each of the three concessions (Charley's, Popeyes, Taco Bell), can the Government provide the number of hoods, approximate canopy dimensions, number of grease filters, and approximate horizontal and vertical duct run lengths?

There is one (1) exhaust fan per concessionary three (3) in total. One supply fan for Popeyes. Approximately 30- 40ft from hood to exhaust fan in the roof; A total of nine (9) filters per concessionary hood.

18 Are the exhaust fans rooftop-mounted or interior? If rooftop, will roof access be available during the scheduled evening service windows, and is any fall-protection anchorage or permit required?

The exhaust fans are roof-mounted. Roof access will be authorized by the Government Representative or the Concessionary Manager through the rear of the building.

The contractor must comply with all applicable local and federal safety laws, regulations, and policies.

19 PWS 2.1.4 states that access hatches must be created in sections where no access is facilitated. Are there currently duct sections without access panels? If so, is hatch fabrication and installation considered in scope under CLINs 0001- 0003 at no separate compensation, or will it be handled as a separate action?

Access hatches are already in place, and the exhaust fans are equipped with hinges to allow for servicing.

20 PWS 2.0.1 and 2.1.1 list the exhaust hood fire suppression system and its components among the items to be cleaned. Does the Government intend this to mean surface cleaning of nozzles, covers, and adjacent components only, or does it include any inspection, testing, or servicing that would require a Puerto Rico licensed fire protection contractor?

The required services include only the surface cleaning of the nozzles, covers, and adjacent components.

21 Are there existing as-built drawings, prior cleaning reports, or photographs of the three systems that can be made available to quoters?

Please refer to the attached drawings and photographs.

22 FAR 52.222-41, Service Contract Labor Standards, is incorporated in Section I, but no wage determination appears in the solicitation package. Which wage determination number and revision applies to this requirement?

Wage Determination No. 2015-5707 Rev. 31 applies to this requirement and is incorporated into the solicitation under Section J/Attachment)

23 FAR 52.219-14, Limitations on Subcontracting, does not appear in the Section I clause listing. Will this clause be incorporated at award?

FAR 52.219-14 does not apply to this acquisition because the requirement is a total small-business set-aside and the estimated valued is below the Simplified Acquisition Threshold (SAT) and is not being awarded as a sole-source action under any small-business program.

24 Section M identifies Technical Capability and Price as the evaluation factors but does not state their relative importance.

Can the Government confirm the relative weighting of the two factors?

This acquisition is being conducted under RFO FAR Part 12 procedures, and Section M specifies that the Government will use a comparative evaluation.

Accordingly, no numerical weighting or relative importance is assigned to Technical Capability or Price; both factors will be considered in determining the best value.

25 Regarding the insurance deliverable in PWS Section 4.0, what minimum general liability and workers' compensation limits will be required?

In accordance with PWS Section 4.0 and FAR Part 28, the contractor is required to maintain insurance coverage that meets or exceeds the minimum limits established by applicable federal and state law. FAR 28.307-2 specifies that employer’s liability insurance must be carried in an amount of not less than $100,000, and general liability (bodily injury) insurance must have a minimum limit of $500,000 per occurrence. If performance under this requirement involves the operation of motor vehicles, automobile liability insurance coverage shall be maintained in accordance with FAR 28.307-2, which requires at least $200,000 per person and $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage. These minimums apply unless otherwise specified by the solicitation or the installation’s standard insurance requirements. The contractor shall provide proof of coverage meeting these requirements as part of the insurance deliverable under PWS Section 4.0.

26 Is there an incumbent contractor for this requirement? If so, can the Government provide the prior contract number and awarded value?

This is a new requirement; therefore, there is no incumbent contractor.

27 Is a site visit available prior to the quote due date, either in person or by escorted photographs provided by the COR?

No site visit will be conducted for this requirement.

28 Section L lists two addresses for the Contracting Officer (denia.m.serrano.civ@army.mil for quote submission and denia.m.serrano@army.mil for questions). Please confirm the correct address for quote submission.

The correct email address is denia.m.serrano.civ@army.mil.

29 Could you please provide the available system inventory for each concessionaire, including the number/approximate dimensions of hoods, filters, exhaust fans, duct lengths/configurations, and existing access panels? If drawings or photographs are unavailable, will a pre-quote site visit be available? Please also confirm whether water and electrical utilities required for cleaning are available at Building 689.

Three (3) canopies in total and nine (9) filters per concessionary hood. The length of the duct is approximately from 30-40ft per concessionary (from hood to roof fan) There is one (1) supply fans for Popeyes. The access hatches are available in Charleys. The other exhaust fans have integrated hinges and can be open for service. Electricity and water are available. See attached photos.

30 PWS Section 2.1.4 requires access hatches where access is not facilitated and also references adaptation to a “new piece of equipment.” Please clarify the anticipated access-hatch quantity/specifications and confirm whether any equipment replacement, installation, or modification is intended beyond cleaning, necessary access creation, and restoration of existing systems.

Access hatches are already in place, and the exhaust fans are equipped with hinges to allow for service. Please refer to photographs.

31 Please clarify the fire-suppression scope. Is the contractor responsible only for cleaning/protecting accessible hood-system interfaces/components, or is inspection, testing, deactivation/reactivation, servicing, or certification of the suppression system also required?

The Contractor will be responsible only for cleaning/protecting accessible hood-system interfaces/components.

32 For the NFPA 96 qualification requirement, may an offeror satisfy the requirement using the certifications/specialized training of the proposed subcontractor technicians who will actually perform the onsite work?

The Contractor shall provide documented company/industry training and NFPA 96-related certifications demonstrating the technician's qualification.

33 Volume I is limited to 10 pages and requires NFPA 96 qualification evidence and safety/SDS information. May full technician certificates and manufacturer SDS documents be submitted as supporting attachments outside the 10-page limit?

Yes, certifications and manufacturer SDS documents shall be submitted for approval.

34 Limitation on Subcontracting: The RFQ is identified as a Total Small Business Set-Aside; however, FAR 52.219-14 does not appear in Section I of the posted solicitation. Please confirm whether FAR 52.219-14 and/or the limitations under 13 CFR §125.6 apply to this acquisition.

FAR 52.219-14 does not apply to this acquisition because the requirement is a total small-business set-aside and the estimated valued is below the Simplified Acquisition Threshold (SAT) and is not being awarded as a sole-source action under any small-business program.

35 Similarly Situated Small Business: If a limitation on subcontracting applies, please confirm whether a small-business prime contractor may utilize a first-tier subcontractor that qualifies as a similarly situated small business under the NAICS assigned to its subcontract, consistent with FAR 52.219-14 and 13

CFR 125.6.

FAR 52.219-14 is not applicable to this requirement.

Because no limitation on subcontracting applies, the use of first-tier subcontractors is not restricted to similarly situated small businesses under the NAICS code.

Accordingly, a small-business prime contractor may engage any qualified subcontractor consistent with the terms of the solicitation and applicable regulations.

36 Service Contract Labor Standards:

FAR 52.222-41 is incorporated in the solicitation; however, we did not identify an applicable wage determination in the posted package. Please identify the wage determination, if any, applicable to this requirement.

Wage Determination No. 2015-5707 Rev. 31 applies to this requirement and is incorporated into the solicitation under Section J/Attachment).

37 How many kitchen hood/exhaust systems are located at each concessionaire: Charley’s, Popeyes, and Taco Bell

There are three (3) canopies in total, one (1) for each concessionary. There are 9 filters per concessionary hood.

One supply fan for Popeyes.

38 What are the approximate dimensions of each kitchen hood/canopy?

Approximately 30-40ft from hood to exhaust fan in the roof. Refer to photos and drawing set.

39 How many exhaust fans are associated with each system, and what are their approximate sizes?

One exhaust fan per concessionary (3 in total). A total of nine (9) filters per concessionary hood and One supply fan for Popeyes. See attached photos.

40 How many grease filters are installed on each hood, and what are their dimensions?

There are nine (9) filters per concessionary hood.

41 What are the approximate lengths and dimensions of the horizontal and vertical grease exhaust ducts for each system?

Approximately 30-40ft from hood to exhaust fan in the roof. Refer to photos and drawing set.

42 How many access panels/hatches or dampers are currently installed on the duct systems? Are there known locations where the contractor will be required to install additional access hatches/panels?

The access hatches are available in Charleys. Other exhaust fans have integrated hinges able to be opened for service. Refer to photos and drawing set.

43 When was each system last professionally cleaned, and, if known, would the current grease accumulation be considered light, moderate, or heavy?

The last service was performed in July for all three (3) concessionaries. Current grease accumulation from light to moderate.

44 Are recent photographs or videos available showing the following for each establishment? o Hoods/canopies o Grease filters o Horizontal and vertical ductwork o Existing duct access panels/hatches o Exhaust fans and fan housings o Rooftop equipment o Make-up air components o Fire suppression hood interfaces/components

Please refer to the attached photographs.

45 Technician Qualifications: Please confirm whether the NFPA 96 certification or specialized-training requirement may be satisfied by qualified technicians employed by an identified subcontractor when the applicable technician documentation is included in Volume I.

Documented company or industry training, along with NFPA 96-related certifications demonstrating the technicians’ qualifications, is acceptable.

46 Subcontractor Technical Capabilities:

Please confirm whether an identified subcontractor's relevant kitchen hood/exhaust cleaning experience, safety program, technician qualifications, and technical capabilities may be included as part of the prime offeror's Technical Execution Plan.

Yes. The prime offeror may include the subcontractor’s relevant kitchen hood and exhaust system cleaning experience, safety program, technician qualifications, and technical capabilities as part of the Technical Execution Plan, provided the subcontractor is identified in the proposal and the information is accurate and clearly presented as subcontractor capabilities supporting the prime’s overall approach.

47 Completion Report Due Date: PWS paragraph 3.0.5 requires the completion report by the second working day following service, while the deliverables table states three days after service completion. Please confirm which requirement governs.

Section 3.0.5 has been revised. The required submission timeframe is three (3) days after completion of the service.

48 Completion Report Submission Deadline Section 3.0.5 of the PWS states that the written completion report shall be submitted by the second (2nd) working day following the service. However, Section 4.0, Deliverables, indicates that the written report is due three (3) days after service completion.

Please confirm which submission timeframe shall govern.

Section 3.0.5 has been revised. The required submission timeframe is three (3) days after completion of the service.

49 Advance Notice for Schedule ChangesThe Performance Requirement Summary Matrix states that services must be performed on the designated dates and start times unless rescheduled with the COR “≥ hours in advance.” The specific number of hours does not appear to be identified.Please clarify the minimum advance notice required to request or coordinate a change to the established service schedule.

The Performance Requirement Summary Matrix has been revised. The minimum advance notice required to request or coordination a change to established service schedule is forty-eight (48) hours.

50 NFPA 96 Certification / Specialized Training Requirement Section L requires documented proof of certification or specialized training demonstrating that technicians are qualified to clean and inspect commercial kitchen hood and exhaust systems in accordance with NFPA 96.

Please confirm whether the Government requires a specific third-party certification, or whether documented company/industry training and NFPA 96-related certifications demonstrating the technicians’ qualifications will be acceptable.

Documented company or industry training, along with NFPA 96-related certifications demonstrating the technicians’ qualifications, is acceptable.

51 Could you provide the following information for the Charley’s, Popeyes, and Taco Bell systems:

1. Number and length of hood canopies, or number of filters2. Number and location of exhaust fans3. Approximate horizontal and vertical duct lengths4.

Roof height and roof-access method 5.

Number and location of existing duct-access panels6. Available photographs, drawings, or recent inspection reports7.

Whether new access panels are expected and, if so, the estimated quantity

1.Three (3) canopies in total. There are 9 filters per concessionary hood. The length of the duct is approximately from 30-40ft per concessionary (from hood to roof fan).

2. One exhaust fan per concessionary (3 in total). One supply fan for Popeyes.

3. Approximately 30-40ft from hood to exhaust fan in the roof.

4. Approximately 30-40ft from hood to exhaust fan in the roof. Roof access is to be granted by Government Representative/Concessionary Manager through the back of the building.

5. Refer to photos. Access hatches available on Charleys.

Other exhaust fans have integrated hinges able to be opened for service. Refer to photos

6. Yes, see attached.

7. No new access panels needed.