S--Kitchen Exhaust and Grease Trap Systems Cleaning Services

Page 1 of 5 SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources and certifications to clean the kitchen exhaust systems and grease trap systems located in various kitchen locations at the Captain James A. Lovell Federal Health Care Center (FHCC), North Chicago, IL. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561720 Janitorial Services with a Size Standard of $18 million in revenue. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Requirements: The

contractor shall provide all labor, travel, security, supervision, apparatus, materials, equipment and supplies necessary to clean the kitchen exhaust systems and grease trap systems to bare metal at various kitchen locations and frequencies throughout the Captain James A. Lovell Federal Health Care Center (FHCC) campus located in North Chicago, IL. The period of performance shall be for one (1) Base Year with four (4) option years. Capabilities Statement: Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, yet clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should clearly present evidence that the interested party feels is relevant. All interested firms responding to this Sources Sought Notice are requested to provide a capability statement which needs to include: - Company Name - Point of Contact Name, Phone Number and Email - Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.) - Dunn & Bradstreet Number - Commercial and Government Entity (CAGE) Code - Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.) - Tailored capability statements addressing the particulars of this effort and documentation supporting claims of the company and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR VETERAN OWNED SMALL BUSINESSES, SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 11:00 AM CST on Thursday, November 9, 2017. All responses under this Sources Sought Notice must be emailed to Naqikah Greenfield, Contract Specialist at naqikah.greenfield@va.gov. PERFORMANCE WORK STATEMENT KITCHEN EXHAUST SYSTEMS AND GREASE TRAP SYSTEMS CLEANING SERVICES 1.0 DESCRIPTION OF SERVICES: The contractor shall provide all labor, travel, qualified supervision, apparatus, materials, equipment and supplies necessary to clean the kitchen exhaust systems and grease trap systems to bare metal at various kitchen locations and frequencies at the Captain James A. Lovell Federal Health Care Center (FHCC) located in North Chicago, IL to ensure reliability and proper functionality of these utilities. 2.0 SCOPE OF WORK: The contractor must be a certified Exhaust Cleaning Company or a company that employs Certified Exhaust Cleaners that possess Plumbing Licenses. Acceptable certifications include Phil Ackland Certification, International Kitchen Exhaust Cleaning Association (IKECA), or a Kitchen Exhaust Cleaners Training and Certification Program created in compliance with ISO 9001. The Contractor shall have a crew Leader/Supervisor onsite for the duration of the cleaning operation that has either certifications in IKECA, CECS or CKEC in compliance with ISO9001. The Contractor shall be knowledgeable of National Fire Protection Association (NFPA) 96-Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations and Occupational Safety and Health Administration (OSHA) Standards. At least one individual per team shall be able to read & write, understand and speak English. Specific Tasks/Deliverables Grease Hoods/Ducting Survey & Frequencies: Bldg 6 Patient Kitchen Main Kitchen/Room 112 has Four (4) Hoods which tie into One (1) Duct to Roof with 2 Roof Exhaust Units Local Identifier: HE (Hood Exhaust) #1 - #2 Semi-Annually (Every 6 months) Serving Line/Room 107 Grill Hood to Duct to Roof to Exhaust Unit. Local Identifier: HE-7 Tri-Annually (Every 4 months) Two (2) Make-Up Air Units with Local Identifiers being #MA1 & #MA4 Semi-Annually (Every 6 months) Bldg 133CA Canteen Main Kitchen/Room 1D250D has (2) Hoods that tie into (1) Duct to Roof to Exhaust Unit Local Identifier: EF (Exhaust Fan)-8 Semi-Annually (Every 6 months) Serving Line/Room 1D250 Grill Hood to Ducting to Roof to Exhaust Unit. Local Identifier: EF-11 Tri-Annually (Every 4 months) Bldg 133CA Room Service Kitchen Kitchen has (2) opposing Hoods with dedicated Wall Mounted Exhaust Fans directly outside. No Identifiers Semi-Annually (Every 6 months) Bldg 134 Room 1B105A Electric Range Residential Stove with a dedicated Wall Mounted Exhaust outside Annually (Every 12 months) Bldg 134 Room 2B2015A Electric Range Residential Stove with a dedicated Wall Mounted Exhaust outside Annually (Every 12 months) Services: The following services shall be performed to comply with the NFPA 96 Standards. Cleaning Standards: The contractor shall clean all grease exhaust systems, i.e. duct hoods, fans, fan housings and ductwork by removing all foreign material such as dirt and grease. Hoods, all ductwork and exhaust will be considered clean if there are no visible accumulations of dirt and grease. Cleaning will be done in accordance with NFPA 96 Standards. Grease Exhaust Duct Systems: Will comprise the duct system proper from the filters up and throughout its entirety including the exhaust fan, housing and fan wheel. It shall include all surfaces on which dirt and grease can be deposited in normal operations. The contractor will remove accumulations of all foreign matter, such as dirt and grease from the exhaust ducts beginning at the hood connection and extending to and including the exit stack. Ducts will be cleaned to bare metal. Exhaust Fans: Will comprise the complete fan assembly including the structural frame assemblies, housing, fan blades, braces, louvers and all other parts in the direct path of the grease laden air, except for the motor interior. The contractor will remove accumulations of all foreign matter, such as dirt and grease. Fans will be reassembled and reinstalled in a satisfactory working condition. Personnel Qualifications: The contractor shall employ only qualified, experienced and well trained workers who are skilled in performing the requirements of this service contract. They shall be physically able to perform the assigned work. De energizing/Energizing Equipment: The contractor shall be responsible for turning off and on all electrical units that pertain to the task of cleaning, using Lock-Out/Tag-Out procedures as outlined by OSHA 29 CFR 1910.147 and VA Requirements. Environmental Health & Safety Requirements: Maintenance cleaning vendors that must come into a kitchen to clean and maintain kitchen exhaust hood and filter units MUST: 1.Wear head cover (a hat or hairnet). 2. Must not track into any food prep areas, outside soil or shoes or boots that are heavily laden with mud. 3. All food contact surface kitchen equipment must be protected, covered or shielded from extraneous dirt, dust, soil, or any accumulated substances (contaminants) that can be generated into airborne suspended particulates or sprays that can wind up being deposited later onto food prep surfaces over time. 4. When using the rest room facilities to perform biologic functions by nature, contractors must wash/sanitize/dry their hands afterwards. 5. If any contractor experiences flu like symptoms of fever, joint aches, chronic coughs, chronic sneezes, diarrhea, etc., must not work in kitchen. 6. When maintaining and cleaning kitchen exhaust units, outside contractors MUST NOT LEAVE AN OBVIOUS MESS BEHIND FOR KITCHEN EMPLOYEES TO CLEAN UP AFTERWARDS. At times, a little collateral debris can be expected, but still, maintenance contractors are EXPECTED to clean up after their work. This includes environmental surfaces like kitchen walls, floors, ceiling, air exhaust vents. 7. Contractor's tools, once soiled, or contaminated, must not be washed or cleaned by solvents in any of the hand wash sinks, produce sinks, or three tub sinks used by our kitchen personal to prepare food. Dispose of generated dry trash appropriately. 8. Contractors are not allowed, or given permission, to use the kitchen facilities to personally prepare, reheat, or cook any outside foods, or keep personal foods hot or cold, while they are working on their jobs. 9. All foods, pre packaged beverages, pre packaged foods, or any food item must be either removed to a protected area or be adequately covered to ensure against contamination as a consequence of exhaust cleaning & maintenance. 10. The contractor shall always ensure and activate SAFETY PROTECTION PROTOCOLS for unexpected fires, falls, trip hazards, cuts, abrasions, burns, electric shock, and setting up ladders for climbing inside the kitchen environment. 11. The contractor shall provide a written report/document within 24 hours after the cleaning of each system verifying the cleaning was performed in accordance with NFPA 96. The report shall include any areas where cleaning could not be accomplished and why the cleaning was not accomplished. The report shall also include any system components that were found deficient during cleaning. 12. The contractor shall provide scheduling to the COR at least one (1) week before services are performed. 13. When cleaning procedures are completed, the contractor shall post a certificate/sticker on the Hood indicating the date of cleaning, date of next service, name of company and contact information. 3.0 HOURS OF OPERATION: Normal hours of coverage for FHCC are Monday through Friday from 8:00 am to 4:30 pm CST, excluding holidays. All services will be performed after normal hours of coverage. Holidays include: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day 4.0 PLACE OF PERFORMANCE: Captain James A. Lovell Federal Health Care Center (FHCC) 3001 Green Bay Road North Chicago, IL 60064-3048 (various kitchen locations throughout the campus) 5.0 PERIOD OF PERFORMANCE: Base Year: Date of Award through November 30, 2018 Option Year 1: December 1, 2018 through November 30, 2019 Option Year 2: December 1, 2019 through November 30, 2020 Option Year 3: December 1, 2020 through November 30, 2021 Option Year 4: December 1, 2021 through November 30, 2022