354 CE Exhaust System Maintenance

Amendment / Modification

This amendment modifies solicitation FA500426R0004.

• Adds clause 52.237-1 Site Visit.

• Establishes a site visit for February 3, 2026, at 10:00 AM AK time.

• Contract Clauses (Addition of 52.237-1 Site Visit).

• The site visit date and time have been added. All other terms and conditions remain unchanged.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive inspection, maintenance, and repair services for kitchen ventilation, exhaust, make-up air, and heat recovery systems at Eielson AFB, Alaska. The goal is to ensure normal, continuous, and safe operation of these systems.

• Cleaning: Complete cleaning of kitchen hood and duct exhaust systems, including exhaust fans, roof areas, louvers, exterior walls, copulas, interior/exterior of hoods, grease filters, duct systems, and fire protection piping. Cleaning must remove all grease accumulation and adhere to NFPA 96 and OSHA standards. Flammable solvents are prohibited.

• Inspection Services: Recurring inspections of all designated systems according to a schedule (Appendix B), adhering to NFPA 96, OSHA standards, and manufacturer recommendations. This includes determining if equipment is under warranty before performing work.

• Preventive Maintenance: Includes cleaning, adjusting, lubricating, tightening, replacing parts, and washing down systems as per NFPA 96, OSHA standards, and manufacturer recommendations.

• Grease Buildup Inspection: Detailed inspection for grease buildup, documented with digital photographs and reports.

• Repairs: Identification and submission of recommended repairs via a Letter of Recommended Repairs (LRR) for Government approval before commencement.

• Work performance will be evaluated based on Contracting Officer's (CO) assessment, tenant satisfaction, and customer complaints.

• Routine service calls must be responded to within 24 hours.

• Emergency calls must be responded to within 4 hours.

• Specific performance thresholds are detailed in the Service Summary (Section 15), including defect limits and operational status of equipment.

• Services are to be performed at Eielson AFB, Alaska.

• Specific scheduling details are outlined in Section 6 and Appendix B.

• Winter exclusion applies from November 1 to March 31 for exterior cleaning if access is limited.

• Documentation: Digital photographs of pre- and post-cleaning conditions, inspection reports, grease buildup inspection certificates, and cleaning reports are required.

• Chemicals: Safety Data Sheets (SDS) for all cleaning chemicals must be provided.

• Personnel: Contractors must be certified by the International Kitchen Exhaust Cleaning Association (IKECA) with a minimum of three years of experience.

• Safety: Compliance with OSHA, NFPA 96, and AFMAN 91-203 is mandatory.

• Waste Disposal: Hazardous and non-hazardous waste must be disposed of according to state and federal law.

• Protection: Equipment and areas within six feet of the exhaust system must be covered during service.

• Coordination: Work must be coordinated with the COR and Eielson Fire Department.

• Appendices: Include Maintenance Workload (Appendix A), Workload Estimate (Appendix B), Maps/Site Plans (Appendix C), and Estimated Workload Data (Appendix D).

Solicitation / RFP / RFQ

This solicitation (FA500426R0004) is for the procurement of services related to the inspection, maintenance, and repair of designated kitchen ventilation, exhaust, make-up air, and heat recovery systems at Eielson AFB. The services include monthly, quarterly, bi-annual, and annual requested cleanings.

• Quarterly Cleaning: Provision of all necessary management, tools, supplies, equipment, transportation, and labor for exhaust systems cleaning.

• Bi-Annual Cleaning: Similar to quarterly cleaning, covering exhaust systems.

• Annual Cleaning: Similar to quarterly cleaning, covering exhaust systems.

• Requested Cleaning: On-demand cleaning services for exhaust systems.

• Quarterly Preventative Maintenance: Performing required preventive maintenance tasks such as cleaning, adjusting, lubricating, tightening, and replacing wearable parts.

• Additional Repairs Maintenance: For repairs not otherwise listed, requiring contractor notification to the Contracting Officer or Representative.

• Parts & Materials: Reimbursable at contractor cost, requiring prior approval from the contracting officer.

• Emergency Repairs: On-demand emergency repairs with a 4-hour response time.

• Supply Washdown Cleaning Solution: Provision of washdown detergent.

• Solicitation Number: FA500426R0004

• Issued By: 354 CONS LGC, EIELSON AFB, AK

• Offer Due Date: December 15, 2025, 01:00 PM Local Time

• NAICS Code: 561790 (Other Services to Buildings and Dwellings)

• Size Standard: USD 9,000,000.00

• Contract Type: Not explicitly stated, but line items suggest Firm Fixed Price (FFP) for most services.

• Submission Instructions: Offerors must complete blocks 12, 17, 23, 24, and 30. Invoices and receiving reports are to be submitted via Wide Area WorkFlow (WAWF).

• Evaluation Criteria: Technical capability, past performance, and price. Technical and past performance are considered of higher importance than price. Refer to Attachment 3 for detailed evaluation factors.

• This acquisition is set aside for Small Business.

• The solicitation includes numerous FAR and DFARS clauses incorporated by reference and by full text.

• Attachments include Performance Work Statement (PWS), Wage Determination, Evaluation Criteria, and Pricing Worksheet.

Form / Attachment / Pricing Sheet

This document is Attachment 4, a Pricing Worksheet for the "Exhaust System Maintenance and Cleanings" opportunity (FA500426R0004). It is intended for bidders to complete and submit as part of their proposal.

• CLINs (Contract Line Item Numbers): Details various services including Quarterly, Bi-Annual, and Annual Cleaning and Inspection, Requested Cleanings, Preventative Maintenance, Maintenance Repairs, Snow and Ice Removal Services (Parts & Materials), Emergency Repairs, and Washdown Solution.
• Period of Performance (PoP): Covers Base Year (Feb 2026 - Jan 2027) and four Option Years (Feb 2027 - Jan 2031).
• Pricing Structure: Includes columns for Quantity, Unit, Unit Price, Amount, and Not-to-Exceed (NTE) values for a 6-month extension (FAR 52.217-8), and Evaluated Price.
• Instructions for Bidders: Offerors are instructed to complete only the yellow-highlighted cells and not to modify the worksheet. The worksheet also references Section B Price Schedule and FAR 52.217-8.

This worksheet is critical for bidders to calculate and submit their proposed pricing for the services outlined in the solicitation. Bidders must accurately fill in the required fields to ensure their proposal is complete and compliant. The "Total Evaluated Price (TEP)" is calculated based on the entries in this worksheet.

Form / Attachment / Pricing Sheet

This document is a Register of Wage Determinations under the Service Contract Act, issued by the U.S. Department of Labor. It provides the minimum wage rates and fringe benefits required for various occupations in a specific geographic area (Alaska Borough of Fairbanks North) for contracts subject to the Service Contract Act.

• Lists occupational codes, titles, and corresponding minimum hourly wage rates.
• Specifies required fringe benefits for each occupational listing.
• Includes notes on Executive Orders (EO) 13706 and 13658, detailing paid sick leave and minimum wage requirements for federal contractors.
• Outlines provisions for vacation, holidays, hazardous pay differentials, and uniform allowances.
• Describes the conformance process for additional classifications and wage rates not listed.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a federal contract in the specified area. Bidders must ensure their proposals account for these mandated wage rates and fringe benefits to comply with the Service Contract Act and relevant Executive Orders. Failure to comply can lead to penalties and contract non-compliance.

Form / Attachment / Pricing Sheet

This document outlines the evaluation criteria and process for the solicitation, specifically detailing the Subjective Tradeoff Technically Acceptable (STOTA) approach. It explains how offers will be evaluated based on technical acceptability, past performance, and price.

• Evaluation Factors: Technical, Past Performance, and Price. Technical and Past Performance are weighted as more important than Price.
• Technical Acceptability: Evaluated on a pass/fail basis, with subfactors including Technical Certifications and Compliance, and Service Call Response Time.
• Price Evaluation: Includes Total Evaluated Price (TEP) calculation, which incorporates option prices and may include a price realism analysis. The government reserves the right to award to other than the lowest price.
• Past Performance: Assessed for recency and relevancy, resulting in a confidence rating (Substantial, Satisfactory, Neutral, Limited, or No Confidence).
• Award Basis: The government will award to the responsible offeror whose offer is most advantageous, considering price and other factors. A best value tradeoff decision may be made using TEP and Past Performance Confidence Rating.

This document is critical for bidders to understand how their proposals will be evaluated. It details the specific criteria, weighting, and process for assessing technical merit, past performance, and price, enabling bidders to tailor their proposals effectively and assess their competitive positioning.