Kitchen Hoods & Ducts Exhaust Systems Inspections and Preventive Maintenance

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

This Performance Work Statement (PWS) outlines the requirements for non-personal services to clean kitchen hoods and ducts exhaust systems at Joint Base Elmendorf-Richardson (JBER), Alaska. The objective is to ensure these systems are maintained in a reliable, continuous, and safe manner.

• System Maintenance: Includes inspection, repair, preventive maintenance, cleaning, testing, and certification of kitchen hoods and ducts exhaust systems.

• Cleaning Requirements: Thorough cleaning of interior surfaces of exhaust ducts, plenum chambers within hoods, exterior surfaces of hood systems, grease filters, exhaust fans, and adjacent areas. Cleaning must remove all grease, dirt, dust, lint, and oil residue to bare metal, using non-hazardous biodegradable products.

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

• Special Maintenance Projects (SMPs): May be required for work within the general scope but not explicitly defined in the workload data. These will be negotiated and priced separately.

• Quality Control Program (QCP): Contractor must develop and maintain a QCP, submitted within 10 days of award, to ensure services meet PWS, NFPA 96, and manufacturer standards.

• Acceptable Quality Levels (AQL): For SS1 (Kitchen Hoods & Ducts Exhaust System Maintenance), no more than one valid defect per month. For SS2 (Special Maintenance Projects), zero defects.

• Surveillance: Methods include periodic validations, customer complaint investigations, and 100% inspections by the COR/Fire Department.

• Reporting: Written electronic reports within 2 business days of inspection, detailing cleaning performed, system impairments, and recommended remedies.

• Location: Joint Base Elmendorf-Richardson (JBER), Alaska.

• Hours of Operation: Work to be performed during hours causing least conflict with user operations, excluding Federal Holidays.

• Compliance: Adherence to NFPA Standard 96, Unified Facilities Criteria (UFC), national, state, and local fire, safety, health, and electrical codes, and manufacturer specifications.

• Personnel: Workers must be certified by the International Kitchen Exhaust Cleaning Association (IKECA) with a minimum of three years' experience. Employees require local background investigations.

• Safety: Compliance with OSHA and NFPA 96 requirements. Reporting of any damage to government property or accidents.

• Hazardous Materials: Compliance with HAZMART and EPCRA regulations, including submission of Safety Data Sheets (SDS) and chemical inventories.

• Government Furnished: No government-furnished property. Government will provide electricity, water, medical emergency services, security, and access to information.

• Security: Compliance with all JBER security requirements, including base passes and identification.

• Workload Data: Appendix A provides detailed workload data for specific locations, systems, and cleaning frequencies.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items for recurring inspections, cleaning, repair, and preventive maintenance of kitchen hoods and ducts exhaust systems on Joint Base Elmendorf-Richardson (JBER), Alaska. The procurement is a 100% Total Small Business Set-Aside under NAICS Code 561790.

• Recurring inspections, cleaning, repair, and preventive maintenance of kitchen hoods and ducts exhaust systems as detailed in the Performance Work Statement (PWS).

• Wages will be based on the Service Contract Labor Standards, Wage Determination (WD) 2015-5681.

• Contract type: Firm-Fixed Price (FFP).

• Period of Performance: Base year (1 Sep 2026 – 31 Aug 2027) plus four (4) one-year option years (through 31 Aug 2031), with a possibility of a six-month extension.

• Site Visit: Mandatory for offerors, scheduled for 27 May 2026 at 0700 AKDT at Boniface Gate Visitor Center, JBER. RSVP required by 22 May 2026.

• Questions Deadline: 29 May 2026 by 1100 AKDT.

• RFQ Due Date: 04 June 2026 at 1300 AKDT.

• Submission Requirements:

  • Part 1: Completed Price Schedule (Attachment 2).
  • Part 2: Technical Acceptability narrative (including licenses/certifications).
  • Part 3: Representations required by provisions.

• Evaluation Factors: Price and Technical Capability. The award will be made to the responsible offeror whose quote is most advantageous, considering price and technical factors. Technical capability will be evaluated on an acceptable/unacceptable basis.

• 100% Total Small Business Set-Aside.

• Small business size standard: $9M.

• Offerors must be certified by appropriate federal and state regulatory agencies and possess current licenses or recognized certificates of qualifications for the work.

• This solicitation will not be issued in paper format; quotes are requested electronically.

• .zip files are not an acceptable format for submission.

• Attachments include PWS, Pricing Schedule, Provisions and Clauses, and Wage Determination.

Form / Attachment / Pricing Sheet

This document, "Attachment 2: PRICING SCHEDULE," provides the detailed pricing structure for the services required under solicitation FA500026Q0020. Bidders must use this schedule to provide their pricing for various contract line item numbers (CLINs).

• Contract Line Item Numbers (CLINs): The schedule is organized by CLINs, each representing a specific service or material.
• Description of Services: Each CLIN details the specific service, such as monthly, quarterly, semi-annual, or annual inspections, cleaning, repair, and preventive maintenance of kitchen hoods and ducts exhaust systems, as well as special maintenance projects and parts & materials.
• Period of Performance (PoP): Each CLIN specifies its period of performance, spanning from September 1, 2026, through August 31, 2031, across multiple years.
• Quantity and Unit of Measure: The required quantity and unit of measure (typically 'Each') are provided for each CLIN.
• Price Per Unit and Extended Price: Fields are included for bidders to enter their proposed price per unit and the resulting extended price. These fields are left blank for the bidder to complete.
• Firm Fixed Price: All CLINs are designated as Firm Fixed Price.

This pricing schedule is critical for bidders to accurately calculate and submit their proposed costs for the opportunity. It outlines the specific services, quantities, and contract periods for which pricing is required, directly impacting the proposal's financial component and overall competitiveness.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Provisions and Clauses FA500026Q0020.pdf", contains a comprehensive list of clauses and provisions that are incorporated by reference into the solicitation FA500026Q0020. It serves as a reference for potential bidders to understand the contractual terms and conditions that will apply to any resulting contract.

• Clauses Incorporated by Reference: The document lists numerous FAR (Federal Acquisition Regulation) and DFARS (Defense Federal Acquisition Regulation Supplement) clauses, each with a clause number, alternate/development number, title, year, and section.
• Full Text Clauses: Several clauses are provided in full text, including:
  • 252.204-7017: Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation.
  • 252.232-7006: Wide Area WorkFlow Payment Instructions.
  • 52.217-9: Option to Extend the Term of the Contract.
  • 52.219-14: Limitations on Subcontracting.
  • 52.222-42: Statement of Equivalent Rates for Federal Hires.
  • 52.229-11: Tax on Certain Foreign Procurements-Notice and Representation.
  • 52.219-28: Postaward Small Business Program Rerepresentation.
  • 52.217-8: Option to Extend Services.
  • 52.219-1: Small Business Program Representations.
• Representations and Certifications: Various sections require offerors to make representations regarding their business status, including small business concerns, joint ventures, WOSB, EDWOSB, SDVOSB, and HUBZone status.

This document is critical for bidders as it outlines the mandatory contractual requirements, compliance obligations, and reporting procedures. Bidders must carefully review all listed clauses and full-text provisions to ensure their proposals accurately address these requirements and that they can comply with the terms of the contract. Particular attention should be paid to representations and certifications, as failure to provide accurate information can impact eligibility and award.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" for the State of Alaska, specifically for the Anchorage and Matanuska-Susit areas. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act.

• Lists numerous occupations categorized by general areas (e.g., Administrative Support, Automotive Service, Health Occupations, Information Technology).
• For each occupation, it specifies a minimum hourly wage rate.
• Indicates that "Fringe Benefits Required Follow the Occupational Listing."
• Includes notes on Executive Orders (EO 13706 and EO 13658) regarding paid sick leave and minimum wage rates for federal contractors.
• Details general benefits applicable to all listed occupations, including Health & Welfare rates.
• Provides information on vacation and holiday entitlements.
• Explains the process for conforming additional classifications and wage rates if an occupation is not explicitly listed.

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