PSFB Hood & Duct Maintenance

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Hoods & Ducts solicitation (FA2517-26-Q-B0004).

• Incumbent Contractor: The current contract number is FA251721P0012, awarded to Air Flo Cleaning Systems LLC, with a Period of Performance ending February 4, 2026.
• Historical Contract Value: Information is available on FPDS-NG.
• Site Access: Base maps and Facility Manager information will be provided post-award. Site visits are recommended.
• Pricing/Cleaning Frequency: Pricing should be based on each unique unit and its specified frequencies, not a fixed annual number of cleanings. Invoices should reflect actual work performed per month.
• Cleaning Schedule: Suggested times in Technical Exhibit 1 are preferences. Alternative schedules may be proposed if coordinated with the Fire Department and Facility Managers.
• Training Documentation: Any training meeting NFPA requirements is acceptable. Specific certifications like IKECA or NFPA 96 are not exclusively required.
• Fire Department Inspection Checklist: This checklist will be provided upon contract award and ensures all areas are clean and components are operational.
• Option Year Notification: Standard notification is 15 days, but can be more if the Contracting Office is notified in advance.
• Cleaning Chemicals: Specific products are not required, but a form must be submitted for approval of any chemicals used, ensuring compliance with regulations.
• Secure Building Access: Badges may be issued for regular servicing. Otherwise, installation badges will be required, with escorts needed for Buildings 1 & 2.
• Renovations: A renovation at the Hub, Building 1013, is scheduled for completion before contract award.
• Unique Factors: Building 2 is noted as unique due to security and location. A 100-foot hose is available for roof access. Some facilities require ladders for roof access.

Vendors should incorporate these clarifications into their technical approach and pricing. Key details regarding site access, cleaning schedules, and specific requirements have been clarified.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to provide inspection, cleaning, and removal of dirt, grease, and paint from specific hood and duct systems at Peterson Space Force Base (PSFB), Colorado. The services are to be performed quarterly/semiannually as defined in the Performance Work Statement (PWS).

• Provide all personnel, equipment, tools, materials, transportation, supervision, and other items necessary for hood and duct system cleaning.

• Services include inspection, cleaning, and removal of dirt, grease, and paint from specific hood and duct systems.

• Work must comply with all guidelines and standards within the Performance Work Statement (PWS).

• Detailed process for cleaning hoods, ducts, fans, and filters to bare metal while ensuring compliance with PWS Section 1.

• Employees must be trained as defined by National Fire Protection Association (NFPA) and possess required certifications.

• Contract Type: Firm Fixed Price (FFP) purchase order.

• Period of Performance: Anticipated to include a base year, four option years, and a six-month extension period. (Base Year: 27 Apr 26 – 26 Apr 27; Option Year 1: 27 Apr 27 - 26 Apr 28; Option Year 2: 27 Apr 28 – 26 Apr 29; Option Year 3: 27 Apr 29 – 26 Apr 30; Option Year 4: 27 Apr 30 - 26 Apr 31; 6-Month Extension: 27 Apr 31 – 26 Oct 31).

• Estimated Value: Not explicitly stated, but it is a 100% small business set-aside with a small business size standard of $9.0M.

• Proposal Submission: Quotes must be submitted by 05 February 2026, 10:00 A.M. Mountain Time.

• Submission Format: Include a Cover Letter (NTE 1 page) and Technical Approach (NTE 10 pages). Pages are single line spaced with 1-inch margins, 10-12 point font. Cover Letter must include POC information, UEI, and CAGE Code.

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA). Quotes will be evaluated first for technical acceptability, then for price. Quotes that are technically unacceptable will not be considered for award.

• Offer Acceptance Period: Offerors agree to hold prices firm for 60 calendar days from the receipt date.

• This effort is solicited as a 100% small business set-aside.

• NAICS Code: 561790, Other Services to Buildings and Dwellings.

• Offerors must be registered in SAM.gov and have a CAGE code.

• This is a combined synopsis/solicitation. No written solicitation will be issued.

• Amendments 1 and 2 have been issued, updating the submission deadline, question submission deadline, provisions/clauses, CLIN pricing schedule, and scheduling a site visit.

• Site Visit: Scheduled for 20 January 2026 at 0900 MST at the Peterson SFB Visitor Center. Contact the Contract Specialist by 1400 MST on 14 January 2026 to schedule base access.

• Questions Deadline: 21 January 2026, 10:00 A.M. Mountain Time.

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

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Hoods CLIN Pricing Schedule," provides the CLIN (Contract Line Item Number) pricing structure for hood and duct cleanings across multiple fiscal years, including base and option years. It serves as a template for bidders to detail their proposed costs for the services required.

• Fiscal Years: Covers FY26 (Base Year) through FY31 (Option Year 4, with an extension option).
• CLINs: Details specific cleaning tasks scheduled for May, August, November, and February each year.
• Quantities: Specifies the number of units (each) and hoods for each cleaning task.
• Cost and Total Cost: Fields for bidders to enter unit costs and calculate total costs per CLIN and for the entire contract period. All cost fields are currently populated with 0.0, indicating a placeholder.
• Schedule Sheet: Provides a breakdown of cleaning frequencies (quarterly and semi-annual) and lists specific buildings/locations with the number of hoods requiring service.

This pricing schedule is crucial for bidders to understand the scope and frequency of services required for hood and duct cleanings. Bidders must use this document to input their pricing for each CLIN, which will be a significant factor in proposal evaluation. The schedule sheet provides further detail on the locations and quantities, aiding in accurate cost estimation.

Form / Attachment / Pricing Sheet

This document is Attachment 4, a pricing schedule for Hoods and Ducts CLINs. It provides a breakdown of costs for cleaning services across multiple fiscal years, including base and option years.

• CLINs (Contract Line Item Numbers): Details specific cleaning tasks (e.g., MAY, AUGUST, NOVEMBER, FEBRUARY cleanings).
• Service Frequency: Differentiates between quarterly and semi-annual cleanings, specifying the number of hoods for each.
• Units: "Month" is listed as the unit for all CLINs.
• Quantity: Estimated quantities are provided for each CLIN across different fiscal years.
• Cost and Total Cost: Fields are present for unit cost and total cost per CLIN, as well as total prices for each fiscal year and the overall contract.
• Fiscal Years Covered: Includes FY26 (Base Year) through FY31 (Option Year 4, plus an additional option to extend).
• Instructions to Offerors: A section is included, though the content is not detailed in the provided text.

This pricing schedule is crucial for bidders to understand the cost structure and expected quantities for hood and duct cleaning services. Bidders will need to use this template to provide their pricing for each CLIN across the specified fiscal years. All total prices and the total contract price are currently listed as $0.0, indicating that specific pricing needs to be filled in by the offeror.

Forms / Attachments / Pricing Sheets

This document, titled "Contract Administration Data," contains DFARS clauses incorporated by reference and by full text. It outlines specific instructions and requirements related to contract administration, payment processing, and reporting.

• DFARS Clauses Incorporated by Reference: Lists specific DFARS clauses relevant to contract administration.
• DFARS Clauses Incorporated by Full Text: Includes the full text of the "Wide Area WorkFlow Payment Instructions (JAN 2023)" clause, detailing requirements for electronic invoicing, WAWF access and training, and WAWF payment instructions.
• Routing Data Table: Provides specific data fields and their corresponding entries for use in WAWF when creating payment requests and receiving reports.
• FAR Clauses Incorporated by Reference and Full Text: Lists various FAR clauses related to contract terms, conditions, and special requirements, including those for commercial products and services, and specific prohibitions.
• Special Contract Requirements: Details various FAR and DFARS clauses related to specific requirements such as small business concerns, labor standards, and environmental considerations.
• List of Attachments: Includes representations, certifications, and other statements, as well as FAR and DFARS clauses incorporated by reference.
• Evaluation Factors for Award: Outlines the factors the Government will use to evaluate offers, typically including technical capability, past performance, and price.

This document is crucial for bidders as it details the mandatory procedures and clauses that will govern contract administration and payment. Understanding these requirements, particularly the WAWF payment instructions and various FAR/DFARS clauses, is essential for accurate proposal preparation, contract compliance, and successful payment processing upon award. Bidders should pay close attention to the specific clauses and representations required, as they directly impact contractual obligations and evaluation criteria.

Amendment / Modification

This amendment (Amendment 1) to the Combined Synopsis/Solicitation FA251726QB004 for Hoods and Ducts services makes the following changes:

• Extends the quote submission deadline from January 22, 2026, to February 05, 2026.

• Extends the deadline for submitting questions from January 08, 2026, to January 21, 2026.

• Updates provisions and clauses (Attachment 2).

• Includes a CLIN Pricing Schedule (Attachment 4).

• Schedules a site visit for January 20, 2026.

• Quote submission deadline

• Questions submission deadline

• Provisions and Clauses (Attachment 2)

• CLIN Pricing Schedule (Attachment 4)

• Site visit schedule

• The deadline for quote submission has been extended to February 05, 2026.

• The deadline for submitting questions has been extended to January 21, 2026.

• A site visit is scheduled for January 20, 2026.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (Wage and Hour Division) for Service Contract Act (SCA) covered contracts. It establishes the minimum wage rates and fringe benefits required for various occupations in the specified geographic area (Colorado Counties of El Paso, Teller).

• Lists occupational codes and titles.
• Provides the minimum hourly wage rate for each occupation.
• Outlines required fringe benefits, including Health & Welfare rates.
• Includes notes on Executive Orders (EO) 13706 and 13658, detailing paid sick leave and minimum wage requirements.
• Explains the process for conforming unlisted classifications and wage rates.
• Details vacation and holiday entitlements.

This document is crucial for bidders to understand the labor costs associated with the opportunity. It dictates the minimum wages and benefits that must be paid to employees performing work under the contract, directly impacting the overall cost of proposals. Bidders must ensure their proposed labor rates meet or exceed these requirements.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to procure Hoods and Ducts cleaning, inspection, and removal of dirt, grease, and paint services at Peterson Space Force Base (PSFB), Colorado. The government intends to award a Firm Fixed Price (FFP) purchase order to the responsible Offeror whose quotation is the Lowest Price Technically Acceptable (LPTA).

• Perform inspection, cleaning, and removal of dirt, grease, and paint from specific hood and duct systems.

• Services to be performed quarterly/semiannually as defined in the attached PWS.

• Detailed description of services is in the Performance Work Statement (PWS) (Attachment 1).

• Offerors must provide a detailed process for cleaning hoods, ducts, fans, and filters to bare metal.

• Offerors must demonstrate that employees are trained as defined by National Fire Protection Association (NFPA) and possess required certifications.

• Contract Type: Firm Fixed Price (FFP) purchase order.

• Period of Performance: Base period (05 Feb 2026 - 04 Feb 2027) with four option periods and a six-month extension period.

• Estimated Value: Not explicitly stated, but the small business size standard for NAICS code 561790 is $9.0M.

• Quote Submission Deadline: 22 January 2026, 10:00 A.M. Mountain Time.

• Submission Format: Firm Fixed-Price Quote including Cover Letter (NTE 1 page) and Technical Approach (NTE 10 pages).

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA).

• Technical Acceptability: Based on the Offeror's documented approach to cleaning to bare metal and employee training/certifications.

• Price: Firm-fixed-price for all services.

• Quotes must be submitted to the Contracting Officer and Contract Specialists via email.

• This effort is a 100% small business set-aside.

• North American Industry Classification System (NAICS) code: 561790, Other Services to Buildings and Dwellings.

• Small business size standard: $9.0M.

• Offerors must have a Commercial and Government Entity (CAGE) code and be registered in SAM.gov.

• All communications concerning this solicitation must cease until award is announced.

• Questions are due no later than 08 January 2026 at 10:00 A.M. Mountain Time.

• Offerors must hold prices firm for 60 calendar days from the date specified for receipt of offers.

• Offerors must be registered in Wide Area Work Flow for electronic funds transfer payments.

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

This Performance Work Statement (PWS) outlines the requirements for hood and duct cleaning services at Peterson Space Force Base (PSFB), Colorado. The objective is to ensure the proper maintenance and cleaning of specific hood and duct systems to meet safety and operational standards.

• Provide all necessary personnel, equipment, tools, materials, transportation, and supervision for hood and duct cleaning.

• Clean specific hood and duct systems, including hoods, grease removal devices, exhaust fans, ducts, and filters, to bare metal.

• Service includes cleaning the interior of all ducts, plenums, chambers, fan housing, fan blades, louvers, grilles, and filters up to the final point of exhaust.

• Cleaning will be performed quarterly or semi-annually as specified in Technical Exhibit (TE)-1.

• Ensure electrical switches are locked out during cleaning.

• Clean any grease residue from the roof where the vent is located.

• Wipe clean all fire protection features within the hood and duct system.

• Do not coat the exhaust system with powder or other substances.

• Do not use flammable solvents or other flammable cleaning aids.

• Clean surrounding maintenance areas (e.g., walls, counters, floors).

• Hoods, filters, ductwork, and fans must be cleaned to bare metal with no grease residue upon inspection.

• Inspection must meet 100% of line items on the Government inspection checklist.

• Schedule cleaning must meet timelines 90% of the time.

• Services are to be performed at Peterson Space Force Base, Colorado.

• Cleaning frequency is quarterly or semi-annually, as detailed in TE-1.

• Conform to all federal, state, and local requirements for Occupational Safety and Health Administration (OSHA) and applicable manufacturer standards.

• Adhere to specified DAFI, NFPA, CFR, and AFOSH standards.

• Work must be performed with the using agency representative present for cleaning and fire department inspection.

• Contractor personnel must be properly trained, qualified, and certified.

• Comply with all PSFB security requirements, including badge requests and vehicle requirements.

• Use non-flammable, environmentally friendly, biodegradable cleaning products.

• Submit a list of proposed hazardous materials and Safety Data Sheets (SDS) to the 21 CES/CEIE Environmental Element POC ten (10) days prior to commencing work.

• Contractor is responsible for hazardous waste management and disposal.

• Fire department personnel will be present prior to reassembling of hood and duct systems.

• Affix a label identifying the Contractor and the date of cleaning.

Forms / Attachments / Pricing Sheets

This document lists clauses and provisions that are incorporated by reference into a contract. It serves as a reference for offerors to understand the terms and conditions that will apply to the resulting contract.

• Clause Number and Title: Identifies specific FAR (Federal Acquisition Regulation) and DFARS (Defense Federal Acquisition Regulation Supplement) clauses.
• Alt No/Dev No: Alternate or deviation numbers for clauses.
• Year-Mo: The year and month the clause was last updated.
• Section: The section of the contract where the clause is typically located (e.g., SEC G, SEC I, SEC K, SEC L).
• Full Text Clauses: Some clauses, such as "FLDCOM Ombudsman" and "Organizational Conflict of Interest," are provided in full text for clarity.

Bidders must review these clauses and provisions to understand their contractual obligations, potential restrictions, and requirements. This includes, but is not limited to:

• Contracting Officer's Representative (252.201-7000)
• Prohibitions and Restrictions: Such as those related to business operations in specific regions (e.g., Xinjiang Uyghur Autonomous Region, Maduro Regime), or concerning telecommunications equipment.
• Payment Instructions: Details on electronic submission of payment requests and receiving reports via Wide Area WorkFlow (WAWF) (252.232-7003, 252.232-7006).
• Evaluation Factors: How offers will be evaluated (52.212-2).
• Representations and Certifications: Requirements for offerors to represent their business status (small business, veteran-owned, etc.) and compliance with various regulations (e.g., Buy American Act, Trade Agreements).
• Contractor Access to Installations: Procedures for obtaining base access.
• Health and Safety: Requirements for maintaining safety on government installations.
• Organizational Conflict of Interest: Restrictions to prevent conflicts of interest.