PWS_for_Kitchen_Exhaust.doc

PERFORMANCE WORK STATEMENT (PWS)

CLEANING COMMERCIAL KITCHEN EXHAUST SYSTEMS

Part 1 General Information

1. General: This is a non-personnel services contract to provide Kitchen hood cleaning. 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 Kitchen Hood cleaning 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:

1.3 Objectives: CLEANING COMMERCIAL KITCHEN EXHAUST SYSTEMS FORT LEE, VIRGINIA

1.4 Scope: The Contractor shall provide all labor, equipment, materials and supervision, except as specified herein as Government-furnished, required to provide cleaning for kitchen exhaust duct systems at the U.S. Army Combined Arms Support Command and Fort Lee, Fort Lee, Virginia. Systems by quantity and corresponding building numbers are shown in Technical Exhibit 4. All services shall be performed in accordance with the manufacturer’s instructions and the terms, conditions, general and special provisions, specifications, attachments, and exhibits contained herein or incorporated by reference.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year: 1 Nov 2019 to 31 Oct 2020

Option Year 1: 1 Nov 2020 to 31 Oct 2021

Option Year 2: 1 Nov 2021 to 31 Oct 2022 Option Year 3: 1 Nov 2022 to 31 Oct 2023

Option Year 4: 1 Nov 2023 to 31 Oct 2024

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. This program plan shall be included with the contractor’s proposal. In the event of any requested changes to this plan, the contractor shall provide three (3) copies of a comprehensive written QCP to the KO and COR five (5) days prior to the requested changes. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his 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 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).

1.6.3 Recognized Holidays: The following is a list of Federal Holidays observed by this installation:

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 AM to 4:30 PM Monday thru Friday 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 at the U.S. Army Combined Arms Support Command and Fort Lee, Fort Lee.

1.6.6 Type of Contract: The government will award a (Type of contract to be determined by CCE and the customer).

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment.

At the time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254

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.

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: The Contractor shall furnish in writing to the Contracting Officer evidence of qualifications for each of his maintenance and service employees prior to commencing work under this contract. All employees assigned by the Contractor to perform the work under this contract shall be physically able to do the assigned work and have a minimum of one (1) year of experience.

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. The contracting officer, Contracting Officers Representative (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, 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.

1.6.11 Key Personnel: The following 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 8:00 and 4:30 Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below: Contract Manager five (5) years of experience. Alternate contract manager three (3) years of experience.

1.6.12 Identification of Contractor Employees: 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. The Contractor shall provide each employee a picture identification badge. The badge shall include, as a minimum, the person’s name and the name of the Contractor’s firm. The Contractor shall ensure that his personnel wear the badge in plain view at all times when performing work under this contract.

1.6.13 Contractor Travel: Contractor will be required to travel CONUS and within the NCR during the performance of this contract to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.6.14 Other Direct Costs This category includes travel (outlined in 1.6.13), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues.

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

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. 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.

2.1.12. 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

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

DD250

Department of Defense Form 250 (Receiving Report)

DD254

Department of Defense Contract Security Requirement List

DFARS

Defense Federal Acquisition Regulation Supplement

DMDC

Defense Manpower Data Center

DOD

Department of Defense

FAR

Federal Acquisition Regulation

HIPAA

Health Insurance Portability and Accountability Act of 1996

KO

Contracting Officer

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

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

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: N/A

3.2 Facilities: N/A

3.3 Utilities: The Government will provide The Contractor 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.

3.4 Equipment: N/A

3.5 Materials: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. 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 Section 3 of this PWS.

4.2 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment.

4.3. Materials. The Contractor shall provide all materials to perform the requirements of this contract.

4.4 Equipment. The Contractor shall provide all equipment to perform the requirements of this contract.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for The Contractor shall provide all necessary labor, materials and equipment to clean ducts, hoods, fans, fan assembly, hood filters, and to provide service calls on each exhaust duct system specified herein.

5.2 Management.

5.2.1 Work Schedule. The Contractors shall schedule the work to assure materials and labor is available to complete contract requirements within the specified time frames and in conformance with the quality standards established herein. The Contractor shall provide the Contracting Officer, within 7 calendar days after contract award, a schedule for performing contract requirements and maintenance procedures. Work performed on kitchen exhaust duct systems shall be required for some systems outside of normal duty hours.

5.2.2 Reporting Requirements. The Contractor shall furnish a report to the COR within 5 calendar days following each cleaning on the condition of the equipment. The report shall include deficiencies noted that would require future corrections and recommendations relative to improving the operational effectiveness of the equipment. Specific equipment items will clearly be identified in the report. The format of the report is subject to approval of the Contracting Officer.

5.2.2.1 Contractor Manpower Reporting. The Contractor is required to report the required information into the Contract Manpower Reporting (CMR) system: Web address, https://contractormanpower.army.pentagon.mil or through the requiring activity. Contractor may direct questions to CMR Help Desk @ (703) 377-6199.

5.3 Work Categories.

5.3.1 Service Calls.

5.3.1.1 The Contractor shall provide the COR with the names and telephone numbers of personnel to be called when urgent service is required.

5.3.1.1.1 Urgent services shall not be substituted for other maintenance requirements.

5.3.2 Urgent Calls. Service calls will be classified as urgent calls when the work consists of failures in service which do not immediately endanger personnel or threaten to damage property, but would soon inconvenience and affect the health or wellbeing of personnel or disrupt operational missions. Contractor shall respond within two (2) hours and all urgent calls must be completed within 1 working day after receipt of the call. Urgent calls shall be accomplished 24 hours a day, seven days a week.

5.3.2.1 Rework Calls. Service calls that have not been performed or have been performed in a manner which does not conform to the requirements of this specification, shall be performed or reperformed as directed by the COR. Rework shall be completed within 2 working days.

5.4 Cleaning of Kitchen Exhaust Systems.

General Tasks. All work shall be performed in strict accordance with National Board of Fire Underwriters Standards and protective devices shall be used to prevent damage to equipment or adjacent areas to units being cleaned. Stoves and equipment will be kept clean. Frequency of cleaning will be done in accordance with Technical Exhibit 4 (TE-4). The Contractor shall remove all refuse from the work premises.

5.4.1 The Contractor shall insure that all chemicals utilized in the performance of work shall be free of lime, non-toxic, non-corrosive, odorless, and non-flammable.

5.4.1.1 Contractor shall provide MSDS for all cleaning products to the Contracting Officer prior to any work being accomplished.

5.4.1.2 Contractor shall remove all removable panels and clean the self-cleaning system. Cleaning shall include all areas of ventilation including fan, fan assemble, ducts, hoods, filters, and housing.

5.4.1.3 All panels and covers shall be removed from all types of hoods to clean and to remove all standing water.

5.4.1.4 Air conditioning condenser coils at Burger King (Building 4309) shall be cleaned eight (8) times a year when hoods are cleaned.

5.5. 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 know 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 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.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. 6.1.1 NFPA 96-2014, Inspection and Maintenance

6.2 Army Directive 2014-02 (Net Zero Installations Policy)

6.3 Fort Lee Environmental Special Conditions Package October 2013. Reviewed and Revised Annually.

http://leeea0dpwlems01/emo/Environmental%20Documents/Environmental%20Special%20Co nditions/Environmental%20Special%20Conditions%20- %20current%20version/Fort_Lee_Environmental_Special_Conditions.pdf

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

Technical Exhibit 1 – Performance Requirements Summary

PERFORMANCE REQUIREMENTS SUMMARY

Maximum Allowable Degree of Deviation from Required (AQL)

for Exceeding the AQL

Mechanic 1-year

Inspection 5% invoice

Inspection 10% invoice

Inspection 25% service line CLIN

thru Cleaning to be performed in accordance with National Board of Fire Underwriters Standards and frequency in accordance with TE-4.

amount

Kitchen

Sampling

Exhaust

Systems

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

3(three)

MS Word

KO and COR

AT Level I awareness training

TECHNICAL EXHIBIT 4

ESTIMATED WORKLOAD DATA

Technical Exhibit 4 – Deliverables Schedule CLEAN KITCHEN DUCT HOODS

(All of the above are on same line item and cleaned two times per year)

12500

(All of the above are on same line item and cleaned three times per year)

1605 (Food Court)

1630 (Popeye’s)

(1530, 10605, 10610, 10620, 10622, 10624, 10619, 12402 are on same line item and cleaned one

Time per year).

(1605, 1650, 4309 are on same line item and cleaned eight times per year)