Grease Laden Vapor Exhaust Systems Cleaning and Maintenance

Questions & Answers / Clarifications

This document provides responses to requested information regarding Grease Laden Vapor Exhaust System Cleaning Services at the United States Air Force Academy. It clarifies that there is no anticipated solicitation post date at this time.

• Scheduling Cleaning in Sections: Yes, cleaning can be performed in sections (e.g., hood-by-hood on separate days) within the required service period, provided all systems are completed within the scheduled month and all necessary approvals are obtained.
• Coordination: All cleaning services must be scheduled through the Facility Manager (FM), who is aware of facility shutdown operations.
• Mitchell Hall Specifics: Mitchell Hall is the largest food operation on USAFA, serving over 12K meals daily, which can make scheduling challenging. However, the government has not experienced significant issues scheduling services there. The incumbent contractor prefers to complete all cleaning within a specific timeframe at Mitchell Hall.

This document does not modify any existing solicitation requirements or deadlines, as no solicitation has been posted yet. It serves to provide clarity on operational aspects of potential future services.

Other / Unclassified

This document is a "Memorandum for Interested Parties" announcing a site visit for an upcoming Request for Quote (RFQ) for the United States Air Force Academy (USAFA) Grease Laden Vapor Exhaust Systems Cleaning requirement. The RFQ solicitation number is FA700026Q0012. The memorandum also indicates that the Performance Work Statement (PWS) for this requirement is attached.

This notice is relevant to potential bidders as it provides details for an organized, one-day site visit scheduled for Wednesday, 14 January 2026. Interested parties must register by 6 January 2026, 12:00 P.M. MDT, by emailing specific contact information to the Procuring Contracting Officer and Contract Specialists. The site visit will commence at the USAFA South Gate Pass and Registration at 8:30 A.M. MST, with transportation provided by the government. The memorandum clarifies that this notice is not a request for quote, but an RFQ is anticipated prior to the site visit. Questions should be directed to the listed POCs. The attached PWS provides reference information for the requirement.

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

This Performance Work Statement (PWS) outlines the requirements for non-personal services to provide maintenance for all grease-laden vapor exhaust systems (Exhaust System) at the United States Air Force Academy (USAFA). The primary goal is to ensure all kitchen grill and exhaust systems comply with established safety policies and USAFA Environmental Standards.

• Major Work Areas: Cleaning, maintenance, and inspection of grease-laden vapor exhaust systems, including fans, hoods, and ducts, at various USAFA dining operations locations (detailed in Appendix B and D).

• Tasks & Activities:

  • Provide all necessary resources (materials, personnel, supervision, equipment, facilities, transportation).
  • Perform cleaning and maintenance in accordance with the PWS, National Fire Protection Agency (NFPA), and other local, state, and federal regulations.
  • Conduct and document inspections of all identified exhaust systems.
  • Submit a planned work schedule to the Contracting Officer Representative (COR) within 10 calendar days after Notice to Proceed (NTP).
  • Coordinate cleaning schedules with facility managers and provide a proposed schedule to the COR 30 days in advance.
  • Thoroughly clean systems to bare metal, including all components from the hood interior to the final exhaust point.
  • Ensure proper reassembly and functionality of system components post-cleaning.
  • Clean up all debris, grease, and residue from the job site and dispose of all waste in accordance with federal, state, and local laws.
  • Re-clean systems at the contractor's expense if the work is not approved by the USAFA Fire Department.
  • Submit an Exhaust System Inspection report within 10 calendar days after inspection, including discrepancies, impairments, recommendations, and before/after pictures.

• 100% compliance with safety policies and USAFA Environmental Standards.

• Obtain Fire Department approval after initial inspection 95% of the time; 100% for second re-performance.

• Provide proposed cleaning schedule 30 days in advance 95% of the time.

• Submit Hood Inspection Report within 10 days after service 95% of the time.

• Performance will be evaluated using surveillance methods and the Service Summary Table (Table 4-1). Contractor Performance Assessment Reporting System (CPARS) will be used for contracts over $1 Million.

• Location: United States Air Force Academy (USAFA) at various dining operations locations as specified in Appendix B (Workload Data) and Appendix D (Facility Drawings).

• Normal Hours: 7:30 AM to 4:30 PM MST, Monday through Friday. Work may be required after normal hours with COR coordination.

• Certifications: All contractor personnel must be certified by an organization such as the International Kitchen Exhaust Cleaning Association (IKECA) or equivalent, adhering to NFPA 96. Certificates must be provided to the COR prior to starting work and kept current.

• Hazardous Materials (HAZMAT): Contractor must submit a list of all supplies, materials, and and equipment for approval on AF-EMIS Form 3000 and AF-EMIS Form 3952 with Safety Data Sheets (SDS) upon contract award. A written Hazardous Communication program (OSHA STD 29 CFR 1910.1200) must be submitted to the COR. No toxic, flammable, combustible, or explosive cleaning agents are permitted.

• Identification: Contractor personnel must wear identification badges.

• Government Provided: Electrical power, water, and sewer services will be provided at no cost.

• Environmental Standards: Compliance with USAFA Environmental Standards (Appendix E) is mandatory, covering areas like HAZMAT, Hazardous Waste, Spill Prevention, Water Resources, Air Quality, and Cultural Resources.

• Workload Data: Appendix B provides a detailed list of buildings, hood quantities, and service frequencies (e.g., annual, quarterly, bi-annual).