FY26 Kitchen Exhaust Hoods

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "Kitchen Exhaust Hoods" solicitation (FA302026Q0013), clarifying requirements and scope.

• Incumbent Contractor: The requirement is a follow-on to an existing contract held by Safety Hood (previous contract number FA302021D0004).
• Technician Certification: Phil Ackland Certification (PAC) is recognized as an acceptable equivalent to IKECA for technician certification.
• Chemicals: While no pre-approved list exists, common industry chemicals like Sodium Hydroxide, Potassium Hydroxide, and Hydrogen Peroxide are generally acceptable. Contractors must submit a list of all intended chemicals and Safety Data Sheets (SDS) for initial review and approval, followed by monthly usage reports.
• Scope of Work (Buildings 204 & 239): Buildings 204 and 239 are not currently in scope for this contract and do not require pricing or technical data. They were included for informational purposes regarding potential future requirements.
• Scope of Work (Building 4490 & Lake Texoma Annex Grill): Building 4490 and the Lake Texoma Annex Grill are included in the overall scope and factored into the total hood count of 35. No separate line items are needed for these locations.
• Total Hood Count: The correct total hood count for pricing purposes is 35.
• Past Performance Questionnaires (PPQs): For submitted PPQs, references should either resubmit Revised Attachment 8 or send a clarifying email with the contract number and hoods cleaned per year.
• Equipment: The Government will not provide any equipment; contractors are responsible for all necessary equipment.
• Roof Access: Rooftop access varies. Buildings 4490, 811 require a ladder, and Building 318 requires a lift due to its roof design.
• Hours of Operation: Services must be performed outside normal Base Operation hours (0730-1630, Monday-Friday) or as coordinated with the facility manager.
• Hood Sizes: All available hood sizes and dimensions are in the "Description" column of Attachment 1 - Price Exhibit R1.
• Wastewater Transport: Contractors must use an "industry standard and environmentally sound method" to collect wastewater, which may be disposed of in the grease traps listed in PWS Table 2.
• Kitchen Changes: The current PWS and Price Exhibit reflect the accurate, current state of the kitchens; historical changes do not impact the requirement.
• Hinge Kits: All exhaust fans currently have hinge kits installed.
• Contract Start Date: Anticipated start date is 1 October 2026.
• Prior Contract End: Final cleanings under the prior contract are scheduled for September 2026.

These answers clarify scope, technical requirements (certifications, chemicals), logistical details (access, hours), and pricing elements, directly impacting how bidders should prepare their proposals and understand the contract's execution.

Other / Unclassified

This document is a sign-in log for a site visit related to the "Kitchen Exhaust Hoods" project at Bldg. 1926 Sheppard AFB, Tx, specifically in the 82 CONS Customer Service Room. The visit occurred on 20 May 2026.

The log lists attendees, their affiliated companies or organizations, and their signatures. This information can be relevant to bidders by indicating which companies or organizations have expressed interest in the project and have potentially gained site-specific knowledge. It may also highlight potential competitors or partners.

Form / Attachment / Pricing Sheet

This document contains "Certificates of Performance" for kitchen exhaust cleaning services. These certificates indicate that the exhaust systems have been cleaned in compliance with NFPA Code 96 and local codes. They also serve as a record of the cleaning dates.

• Service Provider: Safety-Hood Power Washing
• Contact Information: Phone numbers (903-780-8646, 903-316-0854) and email (safety-hoods@hotmail.com).
• Cleaning Schedule: Indicates cleaning was performed in January and July, with spaces for other months.
• Compliance Statement: "The exhaust system and all accessible areas have been cleaned in compliance with NFPA Code 96 and local codes."
• Dates: Certificates are dated for 2020, 2021, and 2022.
• Identification: Each certificate is numbered (1 through 4) and affixed to specific kitchen exhaust hood sections.

These certificates provide evidence of past maintenance and compliance for kitchen exhaust systems. Bidders responding to an opportunity related to kitchen exhaust hood maintenance or cleaning should note the service provider, frequency, and compliance standards indicated. This information may be relevant for understanding the scope of work, required certifications, and past performance.

Form / Attachment / Pricing Sheet

This document is a Price Exhibit for kitchen exhaust hood cleaning services, detailing the pricing structure for various ordering periods.

• The exhibit outlines specific cleaning items (hoods, fryers, ovens, etc.) across different buildings and locations.
• It specifies the frequency of cleaning (e.g., Annual, Monthly, Every 3 months, Every 6 months).
• It includes columns for Unit Price and Total Cost, which are all listed as 0.0 in the provided data, indicating that pricing details are either to be determined or are not included in this specific exhibit.
• The document covers ordering periods from FY27 (October 2026 - September 2027) through FY31 (October 2030 - September 2031).
• Totals for each ordering period indicate 13 buildings, 35 hoods, and 177 cleanings.

This exhibit provides a detailed breakdown of the expected scope of work in terms of locations, equipment to be cleaned, and frequency of service. While the unit and total costs are listed as 0.0, bidders should use this as a basis for understanding the volume and type of services required and should be prepared to provide their own pricing for these line items in their proposals.

Other / Unclassified

This document is a placeholder page indicating that the PDF viewer may not be able to display the document's content. It suggests upgrading to the latest version of Adobe Reader or visiting a provided link for assistance.

This document does not contain substantive information related to the opportunity. It serves as a technical notification for PDF viewing issues.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire used by the 82nd Contracting Squadron of the Air Force to gather feedback on contractor performance for the Exhaust Hoods cleaning and certification services requirement. It is intended to help evaluate offerors' ability to perform on the proposed effort.

• Section 1: Contract Identification: Gathers details about the contract being reviewed, including contractor information, contract type, program title, description of work, period of performance, and contract value.
• Section 2: Customer or Agency Identification: Collects information about the customer or agency that received the services.
• Section 3: Respondent Identification: Gathers information about the individual completing the questionnaire.
• Section 4: Performance Information: Provides a rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable) and specific questions to assess the contractor's performance in areas such as meeting requirements, quality of data, contract management, responsiveness, and workforce management. It also includes a section for government contracts only regarding terminations.
• Section 5: General Comment: Allows for overall comments on the contractor's ability to execute their proposal and specific remarks, such as the number of exhaust hoods cleaned per year.

This questionnaire is sent to entities that have previously worked with potential offerors. The responses will be used as part of the proposal evaluation for the Exhaust Hoods cleaning and certification services. Bidders should be aware that their past performance will be assessed using this form.

Other / Unclassified

This document is a placeholder or error message indicating that the PDF content could not be displayed by the viewer. It suggests upgrading to the latest version of Adobe Reader and provides links for download and assistance.

This document does not contain information relevant to the opportunity itself, such as requirements, scope, or submission details. It is a technical message related to PDF rendering.

Other / Unclassified

This document is a placeholder or error message indicating that the PDF viewer could not properly display the document content. It suggests upgrading to the latest version of Adobe Reader and provides links for download and assistance.

This document does not contain substantive information about the opportunity itself. It is an administrative message related to PDF display issues and does not provide details on requirements, deliverables, or submission instructions for bidders.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire used by the 82nd Contracting Squadron of the Air Force to gather feedback on contractor performance. This information is crucial for the source selection process for Exhaust Hoods cleaning and certification services at Sheppard AFB and Sheppard Annex.

• Contract Identification: Details about the contract being reviewed (Contractor, Cage Code, Contract Number, Type, Program Title, Period of Performance, Dollar Value, Description of Work, Competitive Award status, Contractor's Role).
• Customer or Agency Identification: Information about the entity that received the services.
• Respondent Identification: Details of the person completing the questionnaire.
• Performance Information: A rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory, Not Applicable) and specific questions to evaluate the contractor's performance across various aspects, including meeting requirements, quality, management, responsiveness, and workforce.
• General Comment: A section for overall remarks and a final statement on whether the respondent would award to the contractor again.
• Government Contracts Only: Questions regarding contract termination.

This questionnaire is sent to organizations that have previously worked with offerors. The responses will be used to evaluate the offeror's past performance, which is a key consideration in the proposal evaluation. Bidders should be aware that their past performance will be assessed by previous customers using this form. The deadline for submitting responses is April 20, 2026.

Solicitation / RFP / RFQ

This document provides instructions, conditions, and notices for offerors responding to a Request for Quotation (RFQ). It outlines the requirements for preparing and submitting quotes to the 82d Contracting Squadron.

• Quotes must be submitted electronically via email.

• Offers must be held firm for 150 calendar days.

• Quotes must be organized into three parts: Part I - Summary and Miscellaneous Data, Part II - Price Quote, and Part III - Past Performance.

• Specific formatting and content requirements are detailed for each part, including CAGE Code, UEI number, representations and certifications, price exhibits, and past performance information.

• Mathematical calculations in pricing must be accurate, with figures rounded to two decimal places.

• Past performance information should include quality and satisfaction ratings, performance questionnaires, and details on up to five relevant contracts.

• The period of performance is a five-year ordering period.

• The offeror agrees to hold prices firm for 150 calendar days from the receipt of offers.

• Quotes are due by 4:00 pm Central Time (CT) on Monday, June 22, 2026.

• Electronic submission is required to specified email addresses.

• Late quotes will be processed in accordance with RFO 52.212-1(c).

• Evaluation will consider quality and extent of offeror's performance, relevant to the requirements.

• A site visit is scheduled for Wednesday, May 20, 2026.

• Questions regarding the solicitation are due by Thursday, May 27, 2026.

• Small Business Program Representations are required.

• Joint Venture Agreements are allowable on competitive small business set-asides, with specific requirements for submission and approval.

• All attachments must be submitted via email in separate files and folders.

• No price data should be included in Parts I or III.

• An assigned rating for the Defense Priorities and Allocations System (DPAS) is not applicable.

Form / Attachment / Pricing Sheet

This document, SAFB Form 151, is an "Application for Personnel Pass to Work Under Air Force Contract." It is used to request access badges for contractor employees working under Air Force contracts, specifically at Sheppard Air Force Base.

• Section I: Contractor Information: Requires details about the contract, sponsoring activity, contractor, and the individual employee (name, SSN, DOB, physical characteristics, etc.).
• Attestation: The applicant must attest to understanding the background check purpose, acknowledge potential access limitations, and consent to background screenings. They also confirm the provided information is true and correct.
• Section II: Contractor Program Manager/Supervisor: Requires certification that the individual is working under the contract and needs a badge. It also outlines the responsibility to return badges upon contract termination or employee departure.
• Section III: Contracting Office/Sponsoring Agency: Requires verification that the individual is performing official duties on the referenced contract and requires a badge.
• Section IV: Security Forces Pass & ID: For internal use, to certify verification of the individual and note any denials with a synopsis of the reason.

This form is critical for any bidder who is awarded a contract requiring personnel to work on Sheppard Air Force Base. It outlines the process and information required for obtaining necessary access badges for their employees. Bidders should be aware of the personal information required and the attestation clauses related to background checks and adherence to base regulations.

Form / Attachment / Pricing Sheet

This document is a Price Exhibit for kitchen exhaust hood cleaning services, detailing the pricing structure across multiple fiscal year ordering periods. It serves as a template for bidders to understand the expected scope and potential costs associated with the services.

• Ordering Periods: Covers FY27 through FY31, with specific start and end dates for each ordering period.
• Service Locations: Details specific buildings and areas requiring cleaning (e.g., Food Service, Child Dev Center, MiniMall Food Court, Dining Halls, SAFB Club).
• Hood Descriptions: Provides dimensions and types of hoods to be cleaned.
• Cleaning Frequency: Specifies the required frequency for each hood (e.g., Annual, Every 3 months, Monthly).
• Annual Number of Cleanings: Indicates the total number of cleanings per year for each item.
• Unit Price & Total Cost: Fields for unit price and total cost are included, with all listed prices currently set to 0.0.
• Lift Rental: Noted as a potential cost item for certain locations.
• Emergency Service: An item for emergency services is included.

This exhibit outlines the specific locations, types of equipment, and frequency of cleaning required. Bidders should use this information to understand the scope of work and to prepare their pricing proposals. The current zero values for unit and total costs indicate that pricing will need to be submitted by the bidders. The document also highlights the multi-year nature of the contract, spanning FY27 to FY31.

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

To provide comprehensive cleaning and certification services for kitchen exhaust hood and duct systems at Sheppard AFB, Texas, and Sheppard AFB Annex at Lake Texoma.

• Cleaning of exhaust hood and duct systems to bare metal, adhering to NFPA 96 standards, National Fire Code, AFI 32-2001, and OSHA requirements.

• Services include cleaning from the exhaust exit point down to the hood, encompassing exhaust fans, ductwork, filters, and drip containers.

• Replacement of filters in exterior (rooftop) drip containers.

• Preparation work includes protecting surrounding areas from soiling and managing wastewater containment and disposal according to environmental standards.

• Fire suppression systems must remain operational; any issues must be reported immediately.

• Hoods must be identified with a tag/label after cleaning, including contractor information, cleaning date, next service date, and technician's signature.

• An After Service Report (ASR) must be submitted detailing services performed, any issues encountered, and required follow-up.

• Emergency or special cleaning services may be required with specific response times.

• Certification by an industry-standard organization (e.g., IKECA).

• At least one certified technician must be on-site at all times.

• Performance objectives include minimizing unacceptable cleaning items/complaints for scheduled and emergency cleaning.

• Reporting requirements for services and chemical usage.

• Sheppard AFB, Texas, and Sheppard AFB Annex at Lake Texoma (approximately 120 miles from Sheppard AFB).

• Services are to be performed outside normal Base Operation hours (0730-1630 Monday-Friday) or as coordinated with the facility manager.

• Services are not required on Federal Holidays.

• Contractor must provide all personnel, equipment, tools, and supplies.

• Contractor must be certified by a recognized industry organization.

• Wastewater must be contained and disposed of properly.

• Compliance with environmental laws, hazardous material management, and security requirements (base access, identification, etc.).

• Contractor personnel must complete required training, including environmental management systems and CTIP.

Form / Attachment / Pricing Sheet

This document, titled "CLAUSES INCORPORATED BY REFERENCE," lists and incorporates by reference various clauses and provisions into a contract or solicitation. It serves as a reference for bidders to understand the contractual terms and conditions that will apply to the opportunity.

• Clause Number: The unique identifier for each clause or provision (e.g., 252.201-7000, 52.212-1).
• Alternate/Dev No: Indicates any alternate or deviation numbers associated with the clause.
• Clause Title: A brief description of the subject matter of the clause.
• Year/Mod: The year or modification number of the clause.
• Section: The section of the contract or regulation where the clause is located (e.g., SEC G, SEC I, SEC K).
• Full Text Clauses: A section provides the full text for specific clauses, such as 252.204-7017, which details prohibitions on acquiring covered defense telecommunications equipment or services.

This document is critical for bidders as it outlines the legal and regulatory requirements that will govern any resulting contract. Bidders must review these clauses to understand their obligations, potential restrictions, and compliance requirements. Key areas covered include:

• Contract Administration: Contracting Officer's Representative, payment requests, electronic invoicing (WAWF).
• Prohibitions and Restrictions: Acquisition of covered defense telecommunications equipment, business operations with certain regimes, procurement from specific regions, interrogation of detainees.
• Small Business Requirements: Set-asides, nonmanufacturer rule, limitations on subcontracting, post-award rerepresentations.
• Other Requirements: Item unique identification, Buy American Act, option to extend services, statement of equivalent rates for federal hires, limitation of government's obligation.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (WD) issued under the Service Contract Act. It establishes the minimum wage rates and fringe benefits that must be paid to various occupational classifications of service employees working on federal contracts within a specific geographic area.

• Wage Determination Number: 2015-5263, Revision No. 29
• Date of Last Revision: 3/30/2026
• Geographic Area: Texas Counties of Archer, Clay, and Wichita
• Occupational Listings: Provides a detailed list of occupations with corresponding minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage).
• Benefits: Details Health & Welfare rates, Vacation policies (2, 3, or 4 weeks based on service years), and a minimum of eleven paid holidays.
• Footnotes: Explains specific conditions for Computer Employees and Air Traffic Controllers/Weather Observers regarding night pay and Sunday pay.
• Hazardous Pay Differential: Outlines 8% and 4% differentials for positions involving ordnance, explosives, and incendiary materials.
• Uniform Allowance: Specifies requirements for furnishing and maintaining uniforms.
• Conformance Process: Details the procedure for classifying and determining wage rates for occupations not listed in the determination.

This document is critical for any bidder proposing to perform services in the specified geographic area that fall under the Service Contract Act. Bidders must use these wage rates and fringe benefits when calculating their labor costs for proposals. Failure to comply can lead to non-compliance with federal regulations. It helps bidders understand the minimum labor costs associated with the opportunity.

Form / Attachment / Pricing Sheet

This document outlines the "Evaluation Factors for Award" for the solicitation. It details how the government will evaluate offers to determine the most advantageous to the Government.

• Evaluation Factors: The primary factors for evaluation are Price, Technical, and Past Performance.
• Basis for Contract Award: The contract will be awarded based on price and past performance, with past performance being significantly more important than price.
• Price Evaluation: Offerors' proposed prices will be evaluated based on their Total Evaluated Price (TEP), calculated from unit prices and annual quantities. The government reserves the right to perform price realism analysis.
• Past Performance Evaluation: This evaluation will consider recent and relevant performance information from Performance Questionnaires (Attachment 8) and other government/commercial sources. It assesses Recency, Relevancy, and Performance Quality.
  • Recency: Performance within the last three years, with at least six months of documented performance.
  • Relevancy: Contracts involving similar scope, magnitude, and complexities. Table 1 provides specific definitions for "Very Relevant," "Relevant," "Somewhat Relevant," and "Not Relevant" based on the number of exhaust hoods cleaned and adherence to NFPA 96.
  • Performance Quality: Assessed based on Contractor Performance Assessment Reporting System (CPARS) and/or Past Performance Questionnaires (PPQs).
• Confidence Assessment: An integrated past performance confidence assessment rating will be assigned (Substantial, Satisfactory, Neutral, Limited, or No Confidence) as described in Table 2.
• Award Process: If the lowest priced offer has "Substantial Confidence," award may be made. Otherwise, the process continues with the next lowest priced offer. The government may award to a higher-priced offer if the past performance difference justifies it.

This document is critical for bidders as it defines the criteria and weighting used to evaluate their proposals. Understanding these factors will help bidders tailor their proposals to meet the government's expectations, particularly regarding past performance and its relative importance compared to price. Bidders should pay close attention to the definitions of recency, relevancy, and performance quality to ensure they provide sufficient and appropriate information in their proposals.

Form / Attachment / Pricing Sheet

This document provides a schedule and map detailing the locations and service frequencies for kitchen exhaust hood cleaning at various buildings. It appears to be an attachment to a larger solicitation or contract.

• Building List: Identifies specific buildings by number and name (e.g., Bldg 4490 (Runway Club), Bldg 195 (Child Development Center), Bldg 740 (Taco Bell/Panda Express, Popeyes)).
• Service Frequency: Specifies how often kitchen exhaust hoods in each building require cleaning (e.g., Monthly, Quarterly, Annually, Bi-annually).
• Number of Hoods: Indicates the quantity of kitchen exhaust hoods per building.
• Map: A visual representation of the facility, showing building locations and relevant roadways, which may aid in site visits or service planning.

This attachment is crucial for bidders to understand the scope of work related to kitchen exhaust cleaning services. It provides specific details on the locations, the number of units to be serviced, and the required service intervals for each location. This information is essential for accurately estimating costs, developing a service plan, and assessing the overall requirements of the opportunity.

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

To provide cleaning services for kitchen exhaust hoods and duct systems at Sheppard AFB and Sheppard AFB Annex (Lake Texoma).

• Clean kitchen exhaust hoods and duct systems to the bare metal, adhering to NFPA 96, National Fire Code, AFI 32-2001, and OSHA standards.

• Services include cleaning exhaust fans, ductwork, hoods, and drip containers from the exhaust exit point down to the hood.

• Contractor is responsible for cleaning exhaust fan drip containers on the roof and replacing filters in exterior drip containers.

• Kitchen filters (initial interior filtering system) are to be removed, cleaned, and returned to their original position.

• Preparation work includes protecting interior and exterior areas from soiling and damage.

• Wastewater containment must follow industry-standard and environmentally sound methods, with approved collection and disposal procedures.

• Fire suppression systems must not be rendered inoperable; flammable solvents are prohibited.

• Each hood must be identified with a tag/label after cleaning, including contractor information, cleaning date, next service date, and technician signature.

• An After Service Report (ASR) is required upon completion of services, detailing work performed, dates, technician information, and any issues encountered.

• Certification required from an industry-standardized organization (e.g., IKECA).

• At least one certified technician must be on-site at all times.

• Cleaning must meet NFPA 96 standards and requirements.

• Performance objectives include meeting thresholds for scheduled and emergency cleaning services, report timeliness, schedule adherence, and CTIP review.

• Services to be performed at Sheppard AFB, Texas, and Sheppard AFB Annex located at Lake Texoma.

• Emergency services require response within 5 hours of notification.

• Contractor must provide all personnel, equipment, tools, and supplies.

• Contractor-owned or leased equipment must be leak-free and in good repair.

• Contractor must provide and maintain company-branded vehicles.

• Compliance with environmental laws, hazardous material management, and security requirements (including base access and identification) is mandatory.

• Combating Trafficking in Persons (CTIP) training is required for all employees.

• Services are to be performed outside of normal Base Operation hours unless coordinated with the facility manager.

• Contractor is not required to perform services on Federal Holidays.