Warning: Use of undefined constant wp_57077141_ - assumed 'wp_57077141_' (this will throw an Error in a future version of PHP) in /home/safegua7/public_html/commercialfiresafety.org/wp-config.php on line 66
Hood Cleaning Government Contract Example | "Stay Informed 22 Years of Commercial Field Service Technology Knowledge" or 314.389.9400

Hood Cleaning Government Contract Example

Place of Performance: CALL FOR TRAINING

314.422.9581 or 314.349.9400

Best Commercial Kitchen Cleaning St. Louis, MO

St. Louis, MO

Postal Code: 63121



  1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment and labor necessary to ensure that hood and duct services are performed at Schriever Air Force Base (SAFB) in a satisfactory manner.


The contractor shall inspect and clean hoods and duct systems in accordance with National Fire Prevention Association (NFPA) Standard 96 and other local, state, and federal rules and procedures.

The contractor and the Quality Assurance Evaluator (QAE) shall review the current inspection and cleaning status of all hood, duct, and exhaust systems included in this contract.

The contractor shall submit a planned work schedule to the QAE for approval no later than 10 calendar days after contract award.

The contractor shall submit a documented report to the QAE on all hood, duct, and exhaust system’s inspection and cleaning, noting discrepancies, system impairments and recommendations, within 10 calendar days after inspection.

Type system Manufacturer Building
Exhaust System Gaylord 300 Dining Hall
Exhaust System Gaylord 300 Dining Hall
Exhaust System Gaylord 300 Basement of Dining Hall
Exhaust System Captive Air 60 CDC
Exhaust System Larkin 717 Fire Station


Review the current inspection and cleaning records of all hood and duct exhaust systems and develop a planned work schedule.


Inspect each hood and duct exhaust system IAW National Fire Prevention Agency (NFPA) Standard 96 and the manufacturer’s instructions.

1.1.3. Perform all work in strict accordance with the highest safety standards and applicable codes in order to eliminate the possibility of damage to installed machinery, equipment and building structures.

1.1.4. Submit a report of all hood and duct exhaust system tests, inspections, and maintenance accomplished.

Reports shall include a record of conditions, completed tests, inspection results, and preventive or corrective maintenance performed on a system.


Performance Objective SOW Para Performance Threshold
Perform Inspection and Cleaning on Hoods and Duct System.

Systems are inspected as specified. Hoods perform properly and efficiently. Ducts are clean. Accurate reports submitted timely.

1.1.1 – 1.1.4.

No more than 1 customer complaint per month.


The Government does not intend to provide any property or services to the Contractor in the performance of this contract.

The Government does reserve the right to incorporate property, equipment or supplies, as it deems necessary.

4.1. QUALITY CONTROL. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring.

As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary.

The government evaluator must have a specific quality control inspector to notify in case of customer complaints.


QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan.


HOURS OF OPERATION Normal Hours of Operation: The Contractor shall perform routine services required under this contract during the following hours: 4: p.m. through 4:00 a.m.

Monday through Friday, except Federal Holidays. Weekends and government holidays shall not be worked except by agreement with the government QAE.

4.4. SECURITY REQUIREMENTS. The Contractor shall comply with all SAFB security requirements.

SAFB is a controlled (restricted) area and special security procedures are utilized to deter espionage, sabotage, and theft of Air Force resources.

The Contractor shall be responsible for security of his work areas in cooperation with applicable base agencies.


DELIVERIES, VENDORS, AND PART TIME (ON CALL) CONTRACTORS IN THE RESTRICTED AREA: Deliveries, vendors and on call contractors will submit required information to Security Forces Administration, through the QAE and Civil Engineering Security Manager in order to process the requirements for temporary passes.

These individuals will require a National Agency Check (NAC) before being considered.


VEHICLE REQUIREMENTS: The Contractor shall request, obtain, and properly use vehicle passes for all vehicles used in the performance of this contract.


To qualify for unescorted entry to SAFB an employee must obtain a favorable NAC. The NAC will be initiated by completion of a Standard Form 85P using the latest version of the Electronic Personnel Security Questionnaire (EPSQ) program (available for download at Website www.dss.mil).

The NAC requires the employee to authorize an “employment,” “residence,” and “criminal” history records check, and submit to fingerprinting.

Upon favorable adjudication of the records check results, interim unescorted entry may be granted pending completion of NAC.

Unescorted entry based on a favorable records check will be limited to Area 7 (main base portion of SAFB) with no internally controlled area access and no designated escort official authority.

These record checks will be accomplished as long as the program is approved and funded by the Government.

4.4.4. AF FORM 2586: The Contractor shall direct each eligible employee to personally report to the 50 CES Security Manager for completion of the AF Form 2586, Unescorted Entry Authorization Certificate.

Contractor employees shall not be allowed unescorted entry to SAFB until these procedures have been completed.

4.4.5. TERMS OF VALIDITY: Employees without unescorted entry authority will be continuously escorted while in a restricted area by an escort official.

4.4.6. DISPLAY OF AREA BADGE: While inside restricted area, Contractor personnel shall, at all times, display restricted/controlled area badges on their outer garments above the waist.

Contractor personnel shall remove and secure the restricted/controlled area badges immediately upon departure from the restricted area to prevent loss.

Incidents of a person not properly displaying badges or violating escort procedures shall be treated as a breach of security and that person shall be susceptible to apprehension, search and detainment.

Any person inside a restricted area without a restricted/controlled area badge will be detained or apprehended, searched, removed, and turned over to appropriate authorities for disposition.

4.4.7. CLASSIFIED INFORMATION: Access to classified information by Contractor personnel during performance of this contract is prohibited.

However, Contractor performance shall be within controlled areas which shall require Contractor compliance with various levels of security and require certain established personnel security entry control procedures.

4.4.8. ACCESS DENIAL: The installation commander reserves the right to deny entry to SAFB to any person whose NAC is unfavorable or upon disclosure of information that indicates the individual’s continued entry to SAFB is not in the best interest of the USAF.

Additionally, the violation of, or deviation from established security procedures by the Contractor’s employees may result in the confiscation of restricted/controlled area badges and the denial of future entry to SAFB.

4.4.9. SECURITY INSPECTION: Daily entry procedures: 50th SFS personnel will verify the identity and entry authorization of each Contractor employee and vehicle, and may conduct a search of any baggage, articles, or vehicles on SAFB.

4.4.10. ESCORTED ENTRY: Contractor employees requiring entry, but not requiring unescorted entry, will be issued a visitor badge and will be under direct surveillance, at all times, of a person possessing a restricted/controlled area badge with escort authority.

Contractor employees entering SAFB will obtain their visitor badge from the 50 SFS Entry Control Facility, Building 15.

The visitor badge will be returned to the entry controller each time the employee departs SAFB controlled area.

While within SAFB controlled area, Contractor personnel will display the visitor badge on their outer garment above the waist and must remain at all times within view of the escort official.

4.4.11. LOST BADGES: The Contractor shall immediately report the occurrence of lost badge(s) to the QAE, who will in turn report to 50th SFS.

If the QAE is not available, the loss shall be reported directly to 50th SFS within one duty day of loss. Replacement badge will not be issued until reporting procedures are satisfactorily completed.

4.4.12 SECURITY COSTS: All costs incurred by the Contractor associated with security requirements, including routine entry/exit delays, and operational delays due to contingencies or exercises, are to be anticipated by the Contractor and shall be included in the price of the contract.

4.4.13. PARTIAL BASE CLOSURE. Approximately twelve times per year, for four hours in duration, small portions of SAFB will be closed to non-essential personnel due to disaster, emergency, and contingency responses or exercises.

This does not relieve the Contractor from responsibilities of performing work in a timely manner.


All services to be performed under this contract have been determined to be essential for performance during crisis and, according to Department of Defense Instruction (DODI) 3020.37 and Air Force implementation thereof, it is determined that the contractor will be required to perform during crisis, unless otherwise directed by an authorized government representative.

4.6. SPECIAL QUALIFICATIONS. Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements in maintenance and cleaning of exhaust systems.

A copy of the Company’s or persons certification shall be made available to the CO and QAE on or before the contract start date and as changes occur.

4.7. PARTNERING AGREEMENT. The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract.

Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals.

It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment.

Representatives from each organization are encouraged to participate in developing the partnering agreement.

Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person.

All costs for the partnership agreement should be shared equally between the government and contractor.

This group is responsible for developing a formal partnering agreement that should be signed by all parties involved.

The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

4.8. ENVIRONMENTAL AND HAZARDOUS MATERIALS HANDLING. The Contractor shall furnish an AF Form 3952 or equivalent electronic worksheet to the Base HAZMART, through the CO, for anticipated quantities, application of use, and method of disposal for all materials to be used under this SOW.

The listing shall include, but not be limited to, lubricants, spray cleaning solvents, and any known hazardous materials.

4.8.1. The Contractor’s attention is directed to Hazardous Chemical Reporting (40 C.F.R. Part 370), Toxic Chemical Release Reporting: Community Right to Know (40 C.F.R. Part 372), which includes the following:

Chemicals with special characteristics which in the opinion of the manufacturer can cause harm to people, plants, or animals when released by spilling, leaking, pouring, emitting, emptying, discharging, injecting, escaping, leaching, dumping or disposing into the environment (including the abandonment or discarding of barrels, containers, and other receptacles).

4.8.2. The Contractor shall notify the base Hazardous Materials Pharmacy whenever it transports hazardous materials onto the installation.

The Contractor shall cooperate with the Hazardous Materials Pharmacy so that the pharmacy can inspect the materials within one day of transportation.

The pharmacy will place bar code labels on the hazardous material containers for inventory and consumption reporting purposes; the Contractor shall maintain possession and responsibility of the hazardous materials.

4.8.3. The Contractor shall cooperate with the Hazardous Material Pharmacy to allow the Pharmacy, at their discretion, to conduct monthly inventory of the hazardous materials maintained or stored by the Contractor.

These inspections shall be performed during normal duty hours at the Contractor’s storage locations.

4.9. PERFORMANCE EVALUATION MEETINGS. The CO may require the Contract Manager to meet with the Contract Administrator, QAE, and other government personnel as deemed necessary.

The Contractor may request a meeting with the CO when they believe such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract and signed by the Contract Manager and the CO or Contract Administrator.

If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the CO within 5 calendar days following receipt of the minutes.

4.10. PHYSICAL SECURITY. The Contractor shall be responsible for safeguarding all Government property. At the close of each workday, Government facilities, equipment and materials shall be secured.

The Contractor shall establish and implement key control methods to ensure keys issued to them by the government are not lost, misplaced or issued to unauthorized persons.

Government keys shall not be duplicated. The Contractor shall prevent any unauthorized use of keys.

4.10.1. The Contractor shall immediately report occurrences of lost or duplicated keys to the CO and QAE.

In the event keys are lost or duplicated by the Contractor or their employees, upon written direction by the CO, the contractor shall re-key or replace the affected lock(s) without cost to the government.

4.11. SAFETY. The Contractor shall instruct his employees in appropriate safety measures concerning equipment, materials, etc. and inform them of their obligation to obey existing regulations.

The Contractor shall comply with all Air Force and applicable base Safety Regulations also OSHA Standards. The Contractor shall provide MSDS’s for Contractor employees for any hazardous materials used.

4.12. PROTECTION OF REAL PROPERTY. The Contractor shall take all necessary precautions to insure against damage to Government real property. All damaged real property shall be repaired or replaced as approved by the CO through the QAE at no additional cost to the Government.

4.13. TELEPHONE SERVICE. The Contractor shall provide telephone numbers for 24-hour per day contact. Telephone numbers shall be made available to the CO and QAE on or before the contract start date and as changes occur.


A. Estimated Workload Data

1 General inspection and cleaning of hood and duct systems


Monthly cleaning service. Systems using solid cooking fuels or 24 hour high volume frying, char broiling, or Oriental cooking.

3 Quarterly cleaning service. Systems using high volumes of fast food frying, char broiling, or Oriental cooking.

4 Semi-annual cleaning service. Systems using normal volumes of commercial cooking of baking.

5 Annual cleaning service. Systems using low vapor producing cooking (pizza ovens, steam tables, etc.).


A. Applicable Publications and Forms
B. HAZMART Instructions


  1. Publications and forms applicable to this Statement of Work (SOW) are listed below.

The Contractor is obligated to follow those publications and use those forms coded as mandatory to the extent specified in other sections of this SOW.

The Contractor shall be guided by those publications or use those forms coded advisory to the extent necessary to accomplish requirements in this SOW.

Where government specifications are not directed, the contractor shall perform work to meet commercial standards and manufacturers recommendations. All publications annotated are mandatory.

All of the following publications, directives and forms can be obtained from the World Wide Web (WWW) at the following internet address: http://afpubs.hq.af.mil, or as specified, with exception of those identified with an asterisk “*” shall be provided by the Government upon request.

At the start of the contract, the Government will provide all publications, directives, and forms unavailable on the WWW upon request.

The Government may issue supplements or amendments to listed publications from any organizational level during the life of the contract.

The contractor shall keep all issued publications up-to-date. The contractor shall immediately implement those changes in publications that result in a decrease or no change in the contract price.

Before implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the administrative contracting officer (ACO) a price proposal for approval.

Price proposals shall be submitted within 30 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance.

The Government will consider changes in the contract price due to supplements and amendments under the Changes clause of this contract.

The Government will continue to supply the Government forms needed for daily operations. Upon completion of the contract, the contractor shall return to the Government all issued publications and unused forms.


NFPA Standard 96 National Fire Protection Current M – All Sections
Association Issue
AFI 31-204 Motor Vehicle Traffic Current M – Chapters
Supervision (PA) Issue 2, 3, 5 and 6

*50 SWI 32-2001 The Fire Protection Operations Current M – All Sections
and Fire Prevention Program Issue

29 CFR Hazard Communication Current M – Part, 1910.1200

Program Issue

40 CFR Hazardous Chemical Current M – Parts, 370& 372

Reporting Issue

49 CFR Hazardous Waste Operations Current
and Emergency Response Issue M – Part, 1910.120

AF Form 2586 Unescorted Entry Current M
Authorization Certificate Issue

AF Form 3000 Material Approval Submittal Current M

AF Form 3952 Chemical Hazardous Material Current M
Request/Authorization Issue

SF Form 85P Questionnaire For Public Current M
Trust Positions Issue

B. Special Instructions:

Attachment: Special Instructions:


  1. If in the performance of this Purchase Order/Delivery Order/Contract, there is “Any Hazardous Material” brought onto Schriever Air Force Base (SAFB), the contractor SHALL comply with the following as it applies to the Hazardous Material in question and to the degree necessary to be in fact compliant.

  2. The contractor shall provide trained personnel to perform environmentally related duties. The contractor shall report to 50 CES/CEV any act or omission that will violate environmental law.

The contractor shall participate in the SAFB Pollution Prevention Program. The contractor shall comply with all applicable Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), state/local regulatory guidance on pesticide storage, disposal and applications, DoDI 4150.7, DoD Pest Management Program, 22 April 1996, and AFI 32-1053, Pest Management Program, 1 April 1999.

  1. The contractor shall implement measures to achieve reductions in hazardous materials/waste generation, use of ozone depleting chemicals and solid waste volumes. The contractor shall turn in all Hazardous Waste (HAZWASTE) generated from its operations for disposal in accordance with federal, state and local environmental laws and regulations.

  2. Hazardous Material Pharmacy (HAZMART) Enrollment:

The Contracting Officer (CO) (after coordinating with the HAZMART and 50 CES/CEV) will direct the contractor’s method of reporting of Hazardous

Materials (HAZMAT) on a material by material basis. To this end the contractor shall provide the CO a comprehensive list of ALL Hazardous Material to be brought onto SAFB within ten (10) business days of award of this contract, unless otherwise authorized by the CO.

A. Fourteen (14) days prior to transporting HAZMAT onto SAFB property, the contractor shall forward to the HAZMART a completed AF Form 3952 and Material Safety Data Sheet (MSDS) for each HAZMAT the contractor anticipates using during the contract performance period. The contractor must receive government approval, prior to transporting any HAZMAT onto SAFB property.

B. If the contractor wants to procure a new potentially hazardous material not previously identified and/or approved, the contractor shall request this material by completing an AF Form 3952 (See AFI-32-7086 / AFSPC supplement 1) and forwarding it and the MSDS to the HAZMART.

After review of the contractor’s material request, the government will, within ten (10) working days of receipt, document on the AF Form 3952 the procurement classification.

After the government’s initial procurement classification for a specific chemical, the contractor shall make all future procurements of the same material according to the initial procurement classification.

The contractor is not required to submit an AF Form 3952 and MSDS for a chemical that has previously received a procurement classification from the government.

C. Exceptions: There may be times when the HAZMART cannot obtain a material designated “Through the HAZMART” by the required delivery date. If this is the case, 50 CES/CEV will authorize the contractor “in writing” to procure materials designated “Through the HAZMART” from a commercial vendor.

This authorization will only be valid for material purchases associated with the specific project and will expire when the project is complete whereby the contractor shall provide to the HAZMART the quantity of the material and its MSDS within one business day of transporting it onto SAFB property.

D. Consumption reporting: The contractor will call the HAZMART, 567-7490 or 567-3476 as needed to report empty containers.

  1. Solid Waste: The contractor is responsible for handling and disposal of all solid waste generated at the job site.

The contractor shall make all arrangements for disposal of any wastes including wastes requiring special handling such as asbestos, rubble, etc. The contractor is responsible for all required laboratory testing/sampling and any documentation submittals required by the landfill owner.

Colorado State Department of Public Health and Environment written approval is required for any non-inert materials such as asphalt containing materials, asphalt roofing materials, steel containing materials, etc., that are to be disposed of in a Class III landfill site.

A. The contractor shall dispose of all non-recoverable construction/demolition and related solid wastes, garbage, and refuse at an off-site solid waste disposal facility possessing the appropriate City or County Certificate of Designation unless otherwise specified.

B. No waste or materials shall be left on the installation after completion of any project under this contract.

C. All non-hazardous wastes shall be properly disposed of through a licensed landfill site unless specific provision at the installation allows for disposal on the installation property.

Demolition rubble shall not be buried anywhere on base or at the work site without permission from the CO. Any cleanups and the costs of these cleanups of improper waste disposals or removals of improperly placed hazardous or landfill restricted waste materials shall be the responsibility of the contractor.

D. The contractor shall participate in the base recycling program or develop a contractor recycling program. In any event, coordination must be accomplished with the installation environmental office (50 CES/CEV). The Base Recycling Coordinator, 567-4242, will provide assistance on current recycling procedures.

E. The contractor shall strive to meet a 40% diversion of solid waste from landfills.

F. New paint shall not contain lead or chromium, and shall be water based paint.

G. No paints or epoxies may contain isocyanates (an ingredient of polyurethane).

  1. HAZARDOUS MATERIALS/WASTE: All hazardous or toxic material used, removed or handled and wastes generated by the contractor shall be managed in accordance with Federal, State and local laws and Air Force regulations.

  2. Hazardous Materials: Pre-construction/installation hazardous material reporting requirements. All hazardous materials to be brought on-site by the contractor shall be subject to pre-approval by the installation environmental office (50 CES/CEV). The approval process application requirements are at the discretion of the installation environmental office utilizing the AF form 3952 process.

A. The installation reserves the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and/or the environment.

B. The installation also reserves the right to prohibit the use of hazardous materials due to the type and/or quantity of hazardous wastes potentially generated from the materials.

In the event a hazardous material is not approved for use on installation, the installation may provide the contractor a list of suitable substitutes; however, the contractor shall retain responsibility for finding an acceptable substitute.

All installations promote waste minimization and pollution prevention practices and the contractor shall take appropriate actions to comply with this policy.

C. A minimum of ten (10) business days prior to commencement of work on site, the contractor shall submit to the CO a listing of hazardous materials that shall be brought on site during the performance of the contract.

The listing shall include estimated usage and estimated quantities for each hazardous material.

D. The contractor shall identify any “extremely hazardous substances” to be used during the execution of the contract and indicate if the amount of the chemical exceeds the threshold planning quantity.

The contractor shall also supply a Material Safety Data Sheet (MSDS) for each hazardous material and the contractor shall give a brief description of how the hazardous material shall be used and disposed.

E. The contractor shall, at all times, maintain an up-to-date hazardous material inventory with copies of MSDSs for all materials used on the job site.

F. Hazardous Waste:

(1) The contractor shall coordinate all hazardous waste (HAZWASTE) disposals with the installation environmental office.

(2) If there is any question about whether or not a substance is classified as hazardous, the Contractor shall contact the installation environmental office.

(3) It shall be the responsibility of the contractor to pay for the disposal of hazardous waste unless otherwise specified.

(4) The contractor shall handle, accumulate, and manage hazardous waste in accordance with all regulatory requirements.

More Info:314.422.9581   or    314.349.9400

Stay Informed About Commercial Fire and Field Service Company Trends 314.389.9400

%d bloggers like this: