36C24523Q0131 – Sources Sought – S201–Canteen Hood Cleaning Balt. /Loch Raven VAMC’s

Nov 22, 2022 | Sources Sought


The Contractor shall provide all personnel, management, material, parts, equipment, supplies, labor and transportation in performing maintenance services/cleaning. The scope of this service contract is to clean and maintain ventilation ducts for the Main Kitchen at the Baltimore VA, located on the P1 parking level and the Canteen located on the Basement elevation near the Main Loading Dock (BRECC) and Loch Raven VA Canteen located in building One (basement) in accordance with all terms and condition of this contract. The contractor shall contact the VA s point-of-contact to notify and confirm the date that the ventilation ducts will be cleaned. The cleaning activities shall be performed between the hours of 8:00PM and 6:00AM. After the contractor completes their scheduled activities, they shall cleanup the area of any material that may have dropped. The contractor shall perform their activities in accordance with the applicable codes and requirements of the Maryland Department of the Environment (MDE) and other regulatory agencies.
This is a Base plus 4 Option Year contract.

NFPA Kitchen Hood Cleaning Requirements To Improve Fire Safety
The National Fire Protection Association s NFPA 96 (NFPA Kitchen Hood Cleaning Requirements) requires trained and certified personnel to clean restaurant kitchen hoods and exhausts on a regular basis (NFPA 96-11.4). Their mandated cleaning schedule is as follows:
Systems serving solid fuel cooking operations: Monthly
Systems serving high-volume cooking operations such as 24-hour cooking, charbroiling, or wok cooking: Quarterly
Systems serving moderate-volume cooking operations: Semiannually
Systems serving low-volume cooking operations, such as churches, day camps, seasonal businesses, or senior centers: Annually
According to NFPA-96 section 11.6.1(NFPA Kitchen Hood Cleaning Requirements): Upon inspection, if found to be contaminated with deposits from grease-laden vapors, the entire exhaust system shall be cleaned by a properly trained, qualified, and certified company or person(s) acceptable to the authority having jurisdiction in accordance with Section 11.4.
The entire exhaust system includes the hood, filters, fan and all associated horizontal and vertical ductwork.
In addition, NFPA-96 section 11.6.2 states (NFPA Kitchen Hood Cleaning Requirements): Hoods, grease removal devices, fans, ducts, and other appurtenances shall be cleaned to remove combustible contaminants prior to surfaces becoming heavily contaminated with grease or oily sludge.
Grease and particulate buildup in the exhaust system is a fire hazard, and greatly impacts on the efficiency and lifetime of mechanical equipment. According to the NFPA, the majority of restaurant fires originate on the kitchen cooking appliances and flare into the kitchen exhaust system. If the entire exhaust system is not cleaned, a significant risk for fire exists whenever cooking appliances are used.


A. Contract Discrepancy Report (CDR): A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to acceptable standards, and how reoccurrence of the problem will be prevented in the future.

B. Contracting Officer (CO): The individual with the authority to enter, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract.

C. Contracting Officer’s Representative (COR): A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation and acceptance of the Contractor’s performance. A copy of the letter of designation will be provided to the Contractor.

D. Preventive Maintenance (PM): Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust components, or assemblies of components as necessitated by wear, tear, damage, or failure of parts, returning the equipment and/or instrument to the operating condition defined in the manufacturer s specifications.

E. Repair Cost Estimate: The Contractors estimated cost (for parts, labor and freight) to repair a system according to manufactures’ specifications and requirements.

F. Time: When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays.

Rework. Any work the Contractor is required to accomplish due to unsatisfactory performance or nonperformance in accordance with the stated quality and level of effort specified in the contract. Rework is performed at no additional cost to the Government.

H. ESR. Vendor Engineering Service Report. A documentation of services rendered for each incidence of work performance under the terms and conditions of the contract.

I. Acronyms. Commonly used acronyms are listed below
FSE: Field Service Engineer
AQL: Acceptable Quality Level
IAW: In Accordance With
QA: Quality Assurance
QC: Quality Control
WS: Performance Work Statement
VA: VA Medical Center
CO: Contracting Officer
COTR: Contracting Officer s Technical Representative
FES: Facilities and Engineering Service


Baltimore VA Medical Center: 10 N. Greene St, Baltimore, MD 21201 Clean the Canteen ventilation system, which includes the hoods, exhaust fans and ductwork, where accessible. There are (3-each) hoods located on the second-floor canteen, and (2-each) hood located in the kitchen in the basement. All the hoods exhaust on the 8-floor but there is interstitial space between each floor (a mechanical floor between each floor), so the 8th floor has the height of a 13th floor.

Loch Raven VA Medical Center: 3901 The Alameda, Baltimore, MD. 21218 Clean the Canteen ventilation system, which includes the hoods, exhaust fans and ductwork, where accessible. The canteen is located in building One basement.

Perry Point VA Medical Center: 59 Avenue D, Perry Point, MD. 21902

The hours of work are 8:00 pm until 6:00 am. Vendor is to remove as much of the carbonized and non carbonized grease as possible. There is a possibility that sections of the ductwork cannot be cleaned down to the bare metal due to existing build-up. Any discrepancies will be noted by the vendor while on site. Cleaning should take approximately 2 nights. POC/COR for Baltimore is Alfred Webb at 410-605-7000 ext. 56051.

The Contractor will contact the COR to schedule a PM at least five (5) calendar days prior to the proposed date. Schedule changes required by the Government after approval shall be made at no additional cost if notice is provided to the Contractor five (5) calendar days or more prior to the scheduled date of accomplishment.

All work will be performed between the hours of 8:00 pm and 6:00 a.m. on the prearranged dates.


A. Personnel Experience. All work shall be performed by competent mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit to and for the approval of the Contracting Officer, certification and a list of credentials of the approved mechanics. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide a list of three (3) reference contacts that have been provided service on similar or identical equipment. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COTR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor s personnel and refuse them permission to work on VA equipment.

B. Conduct of Personnel. The Contractor shall ensure that his personnel always present a professional appearance and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language.

Identification of Employees.: The Contractor shall within 10 calendar days before beginning performance of work provide the Contracting Officer a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the Contracting Officer in writing of any addition, deletion or change in work assignment within 10 days of such change. Each of the Contractor’s employees shall conspicuously display on their person a badge provided by the Contractor that shall include the full name of the employee, the name under which the Contractor is doing business and a badge serial number.


A. Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections.

B. Federal Holidays. Federal Holidays observed by the VA are:
New Years Day; Martin Luther King Day; President s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas.


The Contractor shall establish and maintain a Quality Control Program that ensures that all requirements of the contract are provided as specified.


A. Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance do not preclude the Government’s right to inspect completed work prior to shipment from the Contractor’s shop nor does it waive any rights of the Government.

B. Unsatisfactory service will be reported in writing by the CO to the Contractor.

C. Telephone Answering Service: The Contractor shall maintain, at his own expense, a dedicated (tie-line) toll-free telephone answering service for the exclusive use in the performance of this contract. This answering service shall be monitored during normal work hours as identified in the specifications.

D. Radio Dispatch System: It is recommended but not mandatory that the Contractor utilizes a radio dispatch system for directing and dispatching personnel in response to maintenance service calls. In the event the use of radio dispatch is elected for use; it shall be the Contractors responsibility to obtain all permits, licenses, frequency allocations and antennas, all accessories necessary for send or receive operation at no additional cost to the Government. An expanded radio system could possibly be utilized in conjunction with or instead of the telephone answering service described in the paragraph above.


A. Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the CO or COTR.

B. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor’s shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the CO. The Contractor shall be required to maintain an accountable record of inventory upon completion of the maintenance contract.

C. Inventories shall not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material and reflected as same on Contractor’s invoices when submitted for payment. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration.


The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work, take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations.


The Contractor is required to comply with all energy conservation regulations and instructions that are applicable to Government-owned facilities including but not limited to thermostat settings.


The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed.


During the course of performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COTR.


The area immediately around the equipment provided for the Contractor s use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate but shall be removed by the Contractor s employees.


The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts lists), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.


A. Worker compensation and employer s liability. Contractor and any subcontractor covered under this contract are required to comply with applicable Federal and State Worker s Compensation and occupational disease statutes.

B. General Liability. Contractor and any subcontractor covered under this contract are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

C. Property Damage Liability. Contractor and any subcontractor covered under this contract are to have Property Damage Liability insurance coverage of at least $500,000.

D. Contractor shall provide proof of liability insurance within five (5) days after contract award.


Smoking is prohibited inside all buildings except in designated areas.


Each invoice shall contain the documentation required by this contract. The invoices shall be itemized to contain the equipment s identifier. When parts are furnished by the Government, they shall be itemized on Contractor’s invoice at no-cost and indicated as Government-furnished parts.

B. Contractor will forward invoices to the following address:

            P.O. BOX 149971
            AUSTIN, TX  78714

C. Payment. Payment will be made 30 days in arrears upon receipt of properly prepared invoice. Invoice must contain the contract number and the appropriation number.


The annual pricing of the contract should be itemized by the bidders to reflect a cost per unit PM. In addition, the pricing should include unit pricing for each of the variable cost items to be used throughout the life of the contract.


1. The contractor must employ mechanics and technicians that are trained in the applicable codes, standards, and manufacturer requirements for water treatment and testing services. Specific experience should include maintenance and service of deionized water systems.

2. The contractor must have at least 5 years experience satisfactorily performing such maintenance on comparable units, equipment, or systems.

3. The contractor must have sufficient supplies, tools, and equipment to perform all requirements of this contract.

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