Kitchen Hoods and Ducts Cleaning

Amendment / Modification

This document is an addendum to RFO Provision 52.212-1, Instructions to Offerors for Commercial Products and Commercial Services.

• Acquisition Procedure: Simplified Acquisition Procedures will be used, with the intent to award a Firm-Fixed-Price (FFP) contract.
• Questions Submission: Questions must be submitted by 11 June 2026, no later than 1:00 P.M. EST. Questions submitted after this deadline may not be answered.
• Quote Submission: Quoters must use Attachment 2- Quote Schedule for pricing and include company information. Quotes must be submitted via email to the points of contact listed.
• SAM Registration: Current registration in the System for Award Management (SAM) is required prior to submitting a quote for eligibility.
• Applicable Clauses: RFO Clause 52.212-4 (Contract Terms and Conditions-Commercial Products and Commercial Services) applies, with additional clauses in Attachment 3.
• Compliance: Quoters must meet all material solicitation requirements, including terms, conditions, deliverables, and the Performance Work Statement (PWS). Exceptions must be clearly identified with rationale.
• Nomenclature: Terms and processes are subject to RFO part 12, not RFO subpart 15.2. References to "offers," "offerors," or "proposals" should be read as "quotations," "vendors," "quoters," or "quotes."
• Quote Submission Volumes: Quotes must be submitted in three volumes:
  • Volume I (Price): Use Attachment 2 - Pricing Schedule. Ensure dollar values are entered correctly, rounded to the nearest hundredth.
  • Volume II (Technical): Include a Technical Approach, Staffing & Transition Plan, Quality Control Plan (QCP), and Mission Essential Plan.
  • Volume III (Past Performance): Provide detailed information for each past performance reference, including contract identification, client information, POC, and contract details.
• Quote Acceptance Period: Quoters agree to hold prices firm through 01 November 2026. Shorter acceptance periods may result in rejection.
• Evaluation: The Government intends to evaluate and award without discussion. Initial quotes should contain the best terms. The Government may reject any or all quotes, accept other than the lowest, and waive informalities.
• Unsuccessful Quoters: A brief explanation of the award decision will be provided upon written request for unsuccessful quoters.

This addendum modifies and clarifies instructions related to the solicitation process, quote submission requirements, and evaluation criteria.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act, providing minimum wage and fringe benefit rates for various occupations in Delaware. It serves as an attachment to a government contract, ensuring that service employees are paid at least the specified rates.

• Lists numerous occupational codes and titles (e.g., Administrative Support, Automotive Service, Health Occupations, Information Technology).
• Specifies the minimum hourly wage rate for each occupation.
• Details required fringe benefits, including Health & Welfare rates and paid sick leave provisions (EO 13706).
• Includes notes on Executive Order 13658, hazardous pay differentials, and uniform allowances.
• Outlines the process for requesting authorization of additional classifications and wage rates (Conformance Process).

Bidders must review this document to understand the minimum labor costs associated with performing services under the contract. It is crucial for accurate cost proposal development and ensuring compliance with federal labor laws. The wage rates and fringe benefits listed are binding for covered service employees.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to procure Kitchen Hoods and Ducts Cleaning services for Dover Air Force Base. The acquisition is set-aside for small business concerns. The government is procuring these services in accordance with RFO Subpart 12.2.

• Provide Kitchen Hoods & Duct Cleaning Services (12 MO)

• Provide Emergency Cleaning of Kitchen Hood Exhaust Systems (3 EA)

• Provide Dryer Duct Cleaning Services (12 MO) Contractors are permitted to use their existing quality assurance system and commercial warranties.

• Contract type: Not specified, but implied to be a commercial services contract.

• Period of Performance: Not explicitly stated, but the response deadline is June 12, 2026.

• Estimated Value: Not specified.

• Proposal or quote submission instructions: Refer to Attachment 4 (RFO 52.212-1 Addendum) and other provided instructions.

• Evaluation criteria: Refer to Attachment 5 (RFO 52.212-2 Addendum).

• Key deadlines or milestones:

  • Solicitation Issue Date: 29 May 2026
  • Questions Response Deadline: 12 June 2026, no later than 1:00 P.M. EST
  • Quote Response Deadline: 29 June 2026, no later than 1:00 P.M. EST

• This acquisition is set-aside for small business concerns.

• NAICS Code: 561790

• Small Business Size Standard: $9,000,000.00

• This announcement constitutes the only solicitation; a separate written solicitation will not be issued.

• Funds are available for this action.

• Full text of provisions and clauses may be accessed at https://www.acquisition.gov/far-overhaul.

• Referenced Attachments:

  • Attachment 1 – PWS
  • Attachment 2 – Quote Schedule
  • Attachment 3 - Provisions and Clauses
  • Attachment 4 – 52.212-1, Instructions to Offerors Addendum
  • Attachment 5 – 52.212-2, Evaluation Addendum
  • Attachment 6 – Wage Determination-2015-4217
  • Attachment 7– DAF COMPASS Clauses

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

To provide comprehensive kitchen hood and dryer ventilation duct cleaning services at Dover AFB, ensuring compliance with all local, state, and federal regulations, and maintaining a safe environment.

• Kitchen Exhaust Cleaning: Inspect, clean, and maintain kitchen hoods and duct systems in accordance with NFPA Standard 96. This includes annual inspections, testing, and maintenance, with a requirement for a planned work schedule and detailed reports submitted to the COR.

• Dryer Duct Cleaning: Semi-annual cleaning of dryer ventilation ductwork in dormitory buildings 212, 401, 402, 430, 435, and annual cleaning in dormitories 414 and 445. This involves cleaning lint from the entire ductwork from the wall connection to the exhaust outlet.

• Dryer Vent Lint Screen Cleaning: Monthly cleaning of lint screens inside clothes dryers and on power ventilators in facilities 414 and 445.

• HAZMAT Requirements: Submission of Material Safety Data Sheets (MSDS) for all chemicals planned for use, and adherence to hazardous materials reporting and disposal regulations.

• Waste Disposal: Proper disposal of all generated waste in accordance with federal, state, and local regulations.

• 100% compliance with NFPA 96 for all kitchen hood and duct systems.

• Accurate inspection, cleaning, and maintenance reports delivered within 10 calendar days.

• Timely and accurate submission of all required reports.

• Services are to be performed at various buildings on Dover AFB.

• Specific hours of operation for cleaning are detailed per building, generally during non-peak hours (evenings and weekends) to minimize disruption.

• Certifications: Contractor must be a certified member of the International Kitchen Exhaust Cleaning Association (IKECA) and have an IKECA Certified Exhaust Cleaning Specialist (CECS) on-site during cleaning.

• HAZMAT: Strict compliance with HAZMAT reporting and usage authorization procedures.

• Security: All personnel must abide by Dover AFB security instructions, possess appropriate credentials, and undergo background checks. Access to controlled areas requires escorts.

• Reporting: Submission of work schedules, monthly reports for HAZMATs, and adherence to records management requirements.

• Quality Control: Development and maintenance of a quality program to ensure services meet NFPA 96 standards and commercial practices.

• Government Furnished Property: Electrical power, potable water are provided by the government.

Form / Attachment / Pricing Sheet

This document is a Quote Schedule (Attachment 2) for the opportunity, providing a breakdown of services and associated costs for potential bidders to complete. It outlines specific CLINs (Contract Line Item Numbers) for kitchen hoods and ducts, and dorm dryer vents.

CLIN 0001: Kitchen Hoods & Ducts

• Covers cleaning services for various locations and building numbers at DAFB.
• Includes a list of specific locations (e.g., Chapel 2 Bldg 2998, CDC/212, Burger King/222, Dorms, Dining Halls, Bowling Alley, Youth Center, Golf Course, Fire House).
• Specifies the number of units/services per year for each location.
• Includes a 6-month extension.

CLIN 0002: Kitchen Hoods & Ducts Emergency Cleaning

• A single CLIN for emergency cleaning services.

CLIN 0003: Dorm Dryer Vents

• Covers inspection and cleaning of dryer vents in dormitories.
• Specifies quantities for inspection/cleaning and linear feet (LF) for cleaning based on building numbers (e.g., 445, 414, 212, 140, 515, 639).

Bidders must use this schedule to understand the scope of services required for each CLIN, the estimated quantities, and the locations where services will be performed. This document is critical for developing accurate quotes and proposals, as it details the specific tasks and units for which pricing is required.

Forms / Attachments / Pricing Sheets

This document lists clauses and provisions that are incorporated by reference into the contract. It serves as a reference for bidders to understand the legal and regulatory requirements that will apply to the contract.

• A comprehensive list of FAR (Federal Acquisition Regulation) and DFARS (Defense Federal Acquisition Regulation Supplement) clauses and provisions.
• Each entry includes the clause number, alternate/deviation number, year, clause title, and the section of the contract it pertains to (e.g., SEC G, SEC I, SEC K, SEC L).
• Some clauses are marked with deviations, indicating they may have specific modifications or exceptions.

Bidders must review these incorporated clauses and provisions to fully understand their contractual obligations, including but not limited to:

• Requirements for representations and certifications.
• Prohibitions and restrictions (e.g., on certain telecommunications equipment, foreign business operations).
• Payment and invoicing procedures (e.g., Wide Area WorkFlow).
• Evaluation factors and award criteria.
• Contract administration and performance requirements.
• Warranty and service provisions.
• Security and safeguarding of information.

Bidders should pay close attention to any clauses that require specific actions, representations, or submissions as part of their offer. The full text of these clauses can be accessed electronically or upon request from the Contracting Officer.

Amendment / Modification

This document is an addendum to RFO Provision 52.212-2, "Evaluation—Commercial Products and Commercial Services." It tailors paragraph (a) of the provision.

• The "Evaluation" section of the RFO is modified.
• The "Basis for Contract Award" is clarified as a competitive, best-value continuum using the Lowest Price Technically Acceptable (LPTA) source selection process.
• The "Evaluation Approach" is detailed in five steps, including responsiveness, Total Evaluated Price (TEP) ordering, technical proposal evaluation, past performance evaluation, and a determination of fair and reasonable price.
• "Evaluation Factors for Award" are outlined, including Volume I (Price), Volume II (Technical), and Volume III (Past Performance).
• Technical evaluation is defined as acceptable or unacceptable for each subfactor, with four subfactors listed: Technical Approach, Staffing & Transition, Quality Control, and Mission Essential Plan.
• Past Performance is defined as occurring within the last five years and must be relevant in scope, magnitude, and contract type (Firm-fixed price).
• Definitions for "Relevant" and "Not Relevant" performance are provided.
• A "Past Performance Rating Table" defines "Acceptable" and "Unacceptable" ratings, with "Unknown" or neutral ratings considered acceptable.

This addendum clarifies the evaluation process and criteria, which bidders should consider when preparing their proposals. It does not appear to change submission deadlines or general submission rules, but it provides critical detail on how offers will be assessed.

Form / Attachment / Pricing Sheet

This document, "Attachment 7 - Additional Contract Clauses," provides supplementary clauses that will be incorporated into the final SF 1449 under Section H, Special Contract Clauses. It details specific requirements related to the Ombudsman program, Health and Safety on Government Installations, and Common Access Cards (CACs) for Contractor Personnel.

I. Ombudsman (DAF COMPASS PART 1):

• Establishes an ombudsman to facilitate the resolution of concerns from offerors and potential offerors.
• Outlines the process for addressing concerns, prioritizing the contracting officer first, then the ombudsman.
• Provides contact information for the Air Force ombudsman.
• Clarifies that the ombudsman cannot make binding decisions and should not be contacted for administrative inquiries like offer due dates or technical clarifications.

II. Health and Safety on Government Installations (DAF COMPASS PART 23):

• Requires contractors to take reasonable steps to prevent accidents and preserve the health and safety of contractor and Government personnel.
• States that the contracting officer may direct specific Air Force Occupational Safety and Health (AFOSH) standards.
• Notes that violations of health and safety rules may lead to contract termination.

III. Common Access Cards (CAC) for Contractor Personnel (DAF COMPASS PART 42):

• Mandates that contractors ensure personnel requiring logical access to DoD computer networks or physical access to facilities obtain CACs.
• Details the procedures for obtaining CACs, including providing personnel listings and using the Contractor Verification System (CVS).
• Requires personnel to wear or display CACs as required by local policy.
• Outlines requirements for updating CAC listings, returning CACs upon status change or expiration, reporting lost/stolen CACs, and returning all CACs upon contract completion.
• Warns that non-compliance may result in withholding of final payment.

This attachment is crucial for bidders as it outlines mandatory contract clauses that will affect performance. Bidders should pay close attention to the procedures and requirements for the Ombudsman, health and safety protocols, and the stringent rules regarding Common Access Cards, as non-compliance can have significant consequences, including potential contract termination or withholding of payment. Understanding these clauses is essential for accurate proposal development and successful contract execution.