Grease Laden Vapor Exhaust Systems Cleaning and Maintenance

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services for the inspection, cleaning, and maintenance of hoods and ducts systems at the U.S. Air Force Academy (USAFA), Colorado Springs, Colorado. The government is procuring these services in accordance with the National Fire Protection Agency (NFPA) standard 96 and other applicable rules and procedures. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.

• Inspect, clean, and maintain hoods and ducts systems.

• Services must comply with NFPA standard 96 and other local, state, and federal rules.

• Proof of current certification (e.g., International Kitchen Exhaust Cleaning Association - IKECA) is required.

• Demonstrated prior experience in inspecting, cleaning, and maintaining similar systems is mandatory.

• Contract Type: Single award, firm-fixed-price contract.

• Period of Performance: Estimated from April 1, 2026, to March 31, 2031 (base year with four option years and a possible six-month extension).

• Estimated Value: Not explicitly stated, but the NAICS code is 561790 with a size standard of $9 million.

• Place of Performance: United States Air Force Academy (USAFA), Colorado.

• Pricing: Firm-Fixed Price, including shipping and handling, F.O.B. Destination.

• Submission Method: Electronic via email.

• Quote Submission Deadline: 12:00 PM MDT on February 19, 2026.

• Quote Format: Readable by Adobe PDF and MS Office Excel. Maximum 20 pages.

• Evaluation Factors: Award will be made to the responsible quoter whose quote is most advantageous to the Government, considering price, technical documentation, and past performance. Technical and past performance are equally as important as price.

• Evaluation Process: Quotes will be evaluated in steps: Solicitation Requirements, Price Evaluation, Technical Documentation Evaluation, and Past Performance Evaluation.

• Price Evaluation: Based on the lowest total evaluated price (TEP).

• Technical Evaluation: Acceptable/Unacceptable basis, requiring demonstrated prior experience and certifications.

• Past Performance Evaluation: Assessed based on available data and vendor-provided information.

• This requirement is a competitive award that is 100% set-aside for small businesses.

• Vendors must have an active registration in the System for Award Management (SAM.gov).

• Funds are not presently available for this effort; award is contingent upon fund availability.

• The Government reserves the right to cancel the solicitation.

• A pre-quote site visit was held on January 14, 2026.

• Interested parties must submit questions by 12:00 PM MDT on February 10, 2026.

• Attachments include PWS, Appendices, Wage Determination, Price List, and Technical Information Form.

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential vendors regarding Grease Laden Vapor Exhaust System Cleaning Services for the United States Air Force Academy.

• Cleaning in Sections: Cleaning can be performed in sections (e.g., hood-by-hood) within the required service period, provided all systems are completed within the scheduled month and necessary approvals are obtained. Scheduling must be coordinated with the Facility Manager.
• Site Visit Dates: The dates provided for the pre-quote site visit (January 14, 2026, with registration by January 6, 2026) are correct, as per a Special Notice posted on SAM.gov on December 19, 2025. No additional site visits are planned.
• Certification Requirement: Certification under a program like Phil Ackland's (or equivalent aligned with NFPA 96 and ANSI/IKECA C10) is mandatory. While a specific program's testing may be unavailable, a current certification acceptable to the authority having jurisdiction (Fire Marshal/CE Commander) is required prior to starting work, as per PWS paragraph 3.2.1.

This Q&A clarifies operational flexibility for cleaning, confirms site visit logistics, and definitively states the mandatory certification requirement for personnel performing the work, which bidders must address in their proposals.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services for the inspection, cleaning, and maintenance of hoods and ducts systems at the U.S. Air Force Academy (USAFA), Colorado Springs, Colorado. The requirement is in accordance with National Fire Protection Agency (NFPA) standard 96 and other applicable rules and procedures, as detailed in the Performance Work Statement (PWS) dated January 20, 2026.

• Inspect, clean, and maintain hoods and ducts systems.

• Services must comply with NFPA 96, and local, state, and federal rules.

• Contractors must provide proof of current certification (e.g., International Kitchen Exhaust Cleaning Association - IKECA) and demonstrate prior experience in similar scope work.

• Contract Type: Single award, firm-fixed-price contract.

• Period of Performance: Estimated from April 1, 2026, to March 31, 2031 (base year plus four option years and a possible six-month extension).

• Estimated Value: Not explicitly stated, but the NAICS code (561790) has a size standard of $9 million.

• Pricing: Firm-Fixed Price, including shipping and handling, F.O.B. Destination.

• Submission Deadline: Quotes due by 12:00 PM MDT on February 19, 2026.

• Submission Method: Electronic format via email.

• Evaluation Factors: Award will be made to the responsible quoter whose quote is most advantageous to the Government, considering price, technical documentation, and past performance. Technical and past performance are equally as important as price. Award will be based on the lowest total evaluated price (TEP) that meets technical and past performance criteria on an acceptable/unacceptable basis.

• Quote Validity: Prices must be held firm for 60 calendar days.

• This requirement is a competitive award that is 100% set-aside for small businesses.

• All responsible small businesses are encouraged to submit a quote.

• Vendors must have an active registration in the System for Award Management (SAM.gov).

• Funds are not presently available; award is contingent upon fund availability.

• The Government reserves the right to cancel the solicitation.

• A pre-quote site visit was held on January 14, 2026.

• Questions are due by 12:00 PM MDT on February 10, 2026.

• Quotes are limited to 20 pages.

• Attachments include the PWS, PWS Appendices, Wage Determination, Price List, and Technical Information Form.

Attachment (PWS Appendices)

This document provides detailed appendices to a Performance Work Statement (PWS), outlining specific contract deliverables, workload data, sample reporting formats, extensive facility drawings, and comprehensive environmental compliance standards for work performed at the USAFA.

• Appendix A - Contract Deliverables: Details submission requirements including planned work schedules (within 10 days of NTP), personnel certifications for grease-laden vapor exhaust systems, hazardous materials lists (AF-EMIS Form 3000 and 3952 with SDS) upon contract award, scheduled cleaning notifications (30 days prior), and Hood/Duct Cleaning Inspection Reports (within 10 days of inspection).
• Appendix B - Workload Data: Presents a table with specific building names, hood quantities, service frequencies (e.g., 1x/YR, 4x/YR, 6x/YR), and a monthly schedule indicating when services are required for various facilities (e.g., Jacks Valley Kitchen, Mitchell Hall, Falcon Club, Pho Wok, Youth Center, Airmen's Dining).
• Appendix C - Sample Report: Provides a template for the "Grease Laden Vapor Exhaust System Cleaning & Inspection Report," specifying sections for equipment cleaned, completion of work, and comments/recommendations.
• Attachment 01 - Drawings/Work Area Layouts: Includes numerous mechanical and architectural drawings, layouts, and details for various buildings (e.g., Jacks Valley Kitchen, FERL Kitchen, Cadet Lodge, Mitchell Hall, Falcon Club, Golf Course, Pho Wok, Youth Center, Airmen's Dining, Bowling Alley, Falcon Stadium), illustrating kitchen layouts, hood configurations, and mechanical system plans.
• Attachment 02 - USAFA Environmental Standards 2025: Outlines mandatory environmental requirements for contractors, covering topics such as environmental permits, hazardous materials management (including AF Form 3952 submission and approval process), hazardous waste disposal, spill prevention and response plans (SPRP), water resources, air quality, natural resources, cultural resources, and environmental inspections. It also includes an Environmental Management System (EMS) General Awareness Training.

This attachment is critical for bidders to accurately understand the scope, frequency, and specific requirements for services, including administrative submissions, operational schedules, and environmental compliance. The detailed workload data and drawings are essential for estimating labor, materials, and equipment, while the environmental standards dictate mandatory procedures and reporting for all on-site activities.

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

This Performance Work Statement (PWS) outlines the requirements for non-personal service contract to provide maintenance of all grease-laden vapor exhaust systems at the United States Air Force Academy (USAFA).

• Cleaning and Maintenance: Clean and maintain all parts of identified exhaust systems, including fans, hoods, and ducts, in accordance with NFPA standards and other applicable regulations.

• Exhaust Inspection: Conduct and document inspections on all identified exhaust systems.

• Services are to be performed during USAFA's normal hours of operation (7:30 AM to 4:30 PM MST, Monday through Friday), unless otherwise directed.

• The contractor is responsible for work at various locations within USAFA (See Appendix B).

• Safety and Environmental: 100% compliance with safety policies and USAFA Environmental Standards. Violations must be immediately corrected.

• Cleaning Approval: Obtain Fire Department approval after initial inspection (95% of the time) and second re-performance (100% of the time).

• Scheduling: Provide proposed cleaning schedules at least 30 days in advance (95% of the time).

• Reporting: Submit completed Exhaust System Inspection reports within 10 calendar days after service (95% of the time).

• Contractor Certifications: Employees must be individually certified by an organization like IKECA or equivalent, with certificates provided to the COR.

• Coordination: Coordinate cleaning schedules with facility managers and the COR, providing at least 30 days' notice (or two quarters in advance for Mitchell Dining Hall).

• Hazardous Materials: Use of hazardous materials requires prior Government approval, including submission of specific forms and Safety Data Sheets (SDS).

• Refuse Disposal: Contractor is responsible for gathering, removing, and disposing of all generated refuse in accordance with federal, state, and local laws.

• Government-Provided Utilities: The government will furnish electrical power, water, and sewer service at no cost.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-5417, Revision No. 31) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations performing work under a Service Contract Act (SCA) contract in Colorado Counties of El Paso and Teller.

• Lists numerous occupational codes and titles, along with their corresponding minimum hourly wage rates.
• Specifies required fringe benefits, including Health & Welfare at $5.55 per hour (or $222.00 per week / $962.00 per month).
• Details provisions for Paid Sick Leave under Executive Order 13706 and minimum wage under Executive Order 13658.
• Outlines vacation and holiday policies.
• Includes notes on hazardous pay differentials (8% for high hazard, 4% for low hazard) and uniform allowances.
• Describes the process for requesting additional classifications and wage rates (Conformance Process) if an occupation is not listed.

This document is critical for bidders to understand the labor costs associated with performing the contract. It dictates the minimum wages and benefits that must be paid to employees working on the contract, directly impacting proposal pricing and overall cost of performance. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document is a price list for the "Hoods and Duct Cleaning" service. It outlines the CLINs, descriptions, quantities, units of measure, unit prices, and total prices for the base year and option years. Bidders are expected to use this format to provide their pricing.

• CLINs: Contract Line Item Numbers for each service period.
• Description: Details the service (Hoods and Duct Cleaning) and the period of performance (PoP).
• Quantity: Number of months for each service period.
• Unit of Measure: Months.
• Unit Price: The price per month for the service (currently listed as 0.0 for all CLINs).
• Total Price: The calculated total price for each CLIN (currently listed as 0.0 for all CLINs).
• 6-Month Extension: An auto-calculated extension, 50% of Option Year 4.
• Total Evaluated Price: The sum of all CLIN prices (currently listed as 0.0).

This price list is critical for bidders to understand the structure of the pricing required for the "Hoods and Duct Cleaning" service. Bidders must fill in the Unit Price and Total Price fields for each CLIN, including the base year and all option years, as well as the 6-month extension. The "Total Evaluated Price" will be a key component in the overall evaluation of proposals.

Form / Attachment / Pricing Sheet

This document, "Attachment 5 - Technical Information," is a form designed to collect technical details from potential bidders regarding their experience and qualifications. It requires bidders to provide information about their company, previous services performed, and specific experience related to hoods and ducts systems.

• Quoter's Information: Company name, address, point of contact (POC) name, telephone number, and email.
• Service Details: Type of service, contracting agency/customer, whether the quoter acted as a Prime Contractor or Subcontractor, place of performance, contract number, contract value, and dates of performance.
• Description of Services Rendered: A field to detail the services provided.
• Experience Verification: A question asking if the quoter has previously inspected, cleaned, and maintained hoods and ducts systems of a similar scope described in the PWS, with a YES/NO response.
• Verification Contact: Details for a contract point of contact to verify the above service experience, including name, address, telephone number, and email.

Bidders must complete this form to demonstrate their technical capability and relevant experience. The information provided will likely be used by the government to evaluate the bidder's qualifications and suitability for the opportunity. The form also specifies that multiple technical forms will be accepted, suggesting flexibility in how bidders present their qualifications.

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).