Kitchen Exhaust Contract by ygt17136


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 Fire Marshals Office
 Public Information Bulletin
 January 2008
This bulletin has been prepared for you, the business community, to use when you are “comparison shopping” for a
service provider to clean the commercial kitchen hood exhaust system in your facility. You may also wish to review
additional bulletins that have been prepared that detail various fire protection components and their respective
testing frequencies. Please feel free to contact the Fire Marshals Office to request copies of additional bulletins or if
you have any questions that may need further clarification.

NFPA 96 - Standard for Ventilation Control and Fire Protection of Commercial Cooking Operations - NFPA
96 details the minimum fire safety requirements (preventative and operative) related to the design, installation,
operation, inspection and maintenance of all public and private cooking operations, excluding single-family
residential usage. These requirements include, but are not limited to all manner of cooking equipment, exhaust
hoods, grease removal devices, exhaust ductwork, exhaust fans, dampers, fire extinguishing equipment, and all
other auxiliary or ancillary components or systems that are involved in the capture, containment and control of
grease laden cooking effluent.

NFPA 96 was adopted locally through the Vancouver Municipal Code (VMC) in the International Fire Code (IFC),
Section 901.6. It is a mandatory that businesses comply with the requirements of NFPA 96 within the City of

The majority of restaurant fires originate on the kitchen cooking appliances and flare into the kitchen exhaust
system. Regular maintenance of a restaurant's kitchen exhaust system is one of the primary defenses against fire
hazards. By keeping these systems working at their best, they will evacuate the smoke and grease from daily
cooking operations out of the building and produce a cleaner, cooler kitchen and better working environment for

When contracting for cleaning services, it is important to ensure you get a complete cleaning of your entire
system. Some contractors offer a "hood cleaning" service which does not include the ductwork or rooftop fan.
While such services may keep the interior of the kitchen looking sharp, they do little to secure fire safety and reduce
health threats. Only a complete cleaning of the system-from the hood in the kitchen to the fan on the roof-will
reduce the risk of kitchen fires and ensure compliance with fire regulations.

NFPA 96 has established minimum frequencies for the inspection of systems but based on the type or volume of
cooking the inspections may be required more often. While a low-volume cooking establishment shall be inspected
annually, high-volume operations such as fast food or charbroiling or solid fuel cooking operations may require
monthly, or even weekly inspections. If the system is found to be contaminated the entire exhaust system shall be
cleaned. During peak seasons the frequency of inspections and cleaning should be increased.

All kitchen exhaust cleaning companies should supply you with a "Certificate of Performance." NFPA codes require
this Certificate to be posted near the hood, much like the tag on your fire system. The Certificate should state the
date the system was cleaned and expiration date, as well as noting if there are inaccessible areas in the system.

Following are some questions that you might consider asking any potential service providers you interview to clean
your commercial kitchen exhaust system.

                  7110 NE 63 St. ● Vancouver, WA 98661 ● Phone: 360-487-7212 ● Fax: 360-487-7227

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Fire Marshals Office

Questions to Ask Potential Service Providers

   1) May I see proof that your company has all applicable state, county and city licenses? Such as:
            a. State of Washington UBI number, City of Vancouver Business License
            b. Professional liability and/or errors & omissions insurance
            c. In July of 2009, contractors will need a City of Vancouver Endorsement Number for cleaning
                 kitchen hood systems.
   2) What is the minimum level of certification or training for employees that will be cleaning the exhaust system
       in my facility? It will be required in July 2009 that at least one individual be certified by one of the following:
            a. Certified Exhaust Cleaning Specialist (CECS), administered through the International Kitchen
                 Exhaust Cleaning Association (IKECA)
            b. Certified Kitchen Exhaust Cleaner (CKEC), administered through the Power Washers of North
                 America (PWNA)
            c. Phil Ackland's Exhaust Cleaners Certification Protocol, administered through Phil Ackland Holdings
   3) Are you willing to name my business/property as an additional insured on the commercial general liability
       policy, and be shown as an additional insured, not as a certificate holder?
   4) Will you provide me with a written quotation that details:
            a. Applicable service and labor warranties
            b. Pricing based on term of the contract (1 year, 2 years, 3 years, etc.) and self-renewal intervals
            c. Time (in hours) expected it will take your firm to complete cleaning of hood system
            d. Any recurring fees for monitoring grease buildup to determine a proper cleaning schedule
   5) Will the cost of ongoing maintenance cleaning be lower than an initial first time inspection and cleaning and
       if so, why?
   6) Will you provide the necessary training to kitchen staff on issues they can perform to help reduce cleaning
       costs as part of the contract price?
   7) Do you guarantee customer satisfaction and, if I am dissatisfied with your service, am I able to terminate
       my contract with no obligation?
   8) Will I receive a pro-rated refund? What are the cancellation options?
   9) Can you explain to me what the NFPA 96 Standard is and how it applies to my facility?
   10) What type and frequency of training do your employees receive on this document? Are there others?
   11) Will your technician leave me a copy of an unalterable field report upon completion of the cleaning?
   12) The fire code requires that a copy of the cleaning report be maintained on the premises. What type of
       report will you or your employees complete and leave on site?
   13) Will you need copies of the original design plans of the exhaust system in order to clean the ductwork?
   14) Are you able to provide a quote to me over the phone or do you need to verify any accessibility issues to all
       portions of the ductwork prior to providing a quote?
   15) NFPA 96 requires that the entire length of the ductwork be free from grease accumulation. How do you
       gain access to all areas of the duct which may be behind a wall?
   16) Will your cleaning and service call include a review of any access panels to verify they are in accordance
       with NFPA 96 and will that be reported on the report?
   17) If access panels are not available for complete access for the entire length of the duct, will I be required to
       install them prior to cleaning the system? Will inaccessible areas be noted as deficiencies?

                   7110 NE 63 St. ● Vancouver, WA 98661 ● Phone: 360-487-7212 ● Fax: 360-487-7227

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Fire Marshals Office

 18) Cleaning of the entire length of ductwork may require roof access to the ventilation outlet and/or fan
     equipment. Are any precautions needed to prevent any grease cleaned from the exhaust from being spilled
     or from soiling the roofing material? Will your employees need fall protection?
 19) Does your cleaning include all filters, stovetop surfaces, deep fryers, wok’s, ovens, grill tops, ovens, etc. or
     just the exhaust area?
 20) After completing the cleaning, will your report include a brief diagram identifying any areas that were not
     able to be cleaned and the reason why?
 21) Will you be verifying that all electrical and gas utilities under the hood are properly interconnected and shut
     down properly?
 22) NFPA 96 requires all gas and electrical switches and controls, which could be accidentally activated during
     the cleaning process, will be locked out. What methods or special equipment does your company use to
     accomplish this?
 23) Does your quote include a verification that the exhaust system is operating with the proper airflow and
     exchange rates after each cleaning? Is this necessary to verify?
 24) Is your company willing to clean the system at off-peak hours to provide minimal disruption to the operation
     of my facility? If so, what hours are you willing to clean my exhaust system?
 25) Do I need to have a representative on site during the entire test? If I provide you with a key to the facility,
     who will be cleaning the system and what type of background and reference check do you do prior to hiring
     employees to verify they are trustworthy and have no criminal records?
 26) NFPA 96 requires that all components of the system (hoods, ducts, access, fans, fan housings, and
     accessories) shall be dismantled, and scraped, prior to pressure washing. Can my staff complete this
     portion to minimize the service costs?
 27) The exhaust system in my facility has a fire protection system. NFPA 96 does not allow this fire protection
     system to be locked out during the cleaning process. Further, the Vancouver Fire Department requires
     anyone servicing a kitchen suppression system to meet certain certification levels prior to disabling these
     types of systems. How will your staff complete the cleaning without locking out this fire protection system or
     activating it?
 28) If your company accidentally activates the fire protection system, how quickly will you be able to contact a
     properly qualified company to return that system to service? Will I be responsible for paying for the
     restoral? Are you willing to include your willingness to pay for a company to restore the system in your
 29) What is the method your company uses to clean the ductwork to bare metal (high pressure, steam,
     chemical aids)? Are you willing to provide me with the Material Safety Data Sheets (MSDS) so that I can
     verify that the products are non-toxic and non-flammable?
 30) How does your company prevent any of the chemicals from being applied onto the fusible links or detection
     devices of the fire protection system?
 31) How does your company protect the cooking equipment from overspray?
 32) The cleaning of my exhaust system will apparently create a mixture of water, grease and any cleaning
     chemicals. Is your company aware of the requirements in the City of Vancouver regarding pretreatment of
     discharge into the city’s wastewater system? Will any waste and larger debris need to be captured and
     processed? Is your company familiar with these requirements in the Vancouver Municipal Code?
 33) Does your quote include pricing for use of any other specialized equipment that may be needed to access,
     inspect or clean my system, such as ladders or man lifts for elevated access panels and/or roof access?

                 7110 NE 63 St. ● Vancouver, WA 98661 ● Phone: 360-487-7212 ● Fax: 360-487-7227

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              Commercial Kitchen Exhaust System Cleaning Cost Comparison Form
Please feel free to use this page to help compare the work level, costs and service of contractors willing to clean
your commercial kitchen exhaust system. Please be sure to obtain a written quote from each contractor as this form
is only intended to be used as a guide to determine the specific areas of your system included in each quote.

Cleaning Contractor:
Contact/Estimator:                                                             Phone: (          )          -

Work to Be Performed:
  Cleaning System           Quantity           Type, Location or                  Degree of          Finished      Man         Cost/
     Description              On            Dimensions (as applicable)            Build-Up           Condition    Hours        Hour
 Hoods (Inside &
 Filter Troughs
 Plenum Chamber
 Fan Assemblies
 Fan Housings
 Access Panels
 Stovework Included (Check included appliances/areas)
      Ovens
      Bakery Ovens
      Salamanders
      Coolers
      Star Burners
      Char broilers
      Deep Fryers
      Grill Tops
      Woks
      Floor beneath line cooking area      Length:
     Other (Explain)

                                                     Subtotal (Man Hours * Cost/Hour):

Additional Access Panels Required: Yes No             Number Needed:
Location(s):                                                   Size:

                                                      Cost of First Exhaust System Cleaning:                      $
                                                      Stove Work:                                                 $
                                                      Installation of Access Panels*:                             $
                                                      Other Charges (explain):                                    $
                                                      Taxes:                                                      $
                                                      Grand Total Estimate:                                       $

Routine service recommended at:                months with a recurring service cost of: $
(Note: Systems may require cleaning more or less often due to usage of the hood.)

* Installation of Access Panels is Required by the fire code. This is a one time fee. Verify if contractor will be obtaining necessary
building permits as part of fee or whether you will be responsible for obtaining.
Kitchen Staff Maintenance Check-list
  The following information is designed as a reminder to the kitchen staff responsible for ensuring the cooking exhaust
                                    systems are maintained in good working order.

Components of the system should be checked at the following frequency:

              Check detergent tank and fill if necessary.
              Clean exterior of hood.
              Check the grease drip tray (collection receptacle), drain and clean as required.

              Filters and Grease Extractor Modules should be removed and cleaned at least once a week (more often
               under heavy loads).
              Filters should be soaked in a strong chemical solution and rinsed either with a pressure washer or run
               through the dishwasher. NOTE: Filters must be replaced with the baffles running vertically.
              Modules can be cleaned either by soaking or brushing in a strong chemical solution. Ensure the modules
               are replaced to fit snugly into brackets of the hood.
              The grease trough should be checked for build-up and wiped out with either burlap or cleaning rags.
               Check for foreign objects such as rags and food wrappers.
              Remove access doors on hood and inspect interior with a flashlight.

              Check underneath and behind all cooking equipment for grease build-up. Clean as required.
              Check all water nozzles in ventilator.
              Clean all water line strainers.
              Check solenoids and relay for “click” when “start and stop” buttons are energized.
              After the cleaning cycle, pour a pint of full strength detergent into the bottom of each section of the
               ventilator and let it sit overnight. Run the wash cycle in the morning, to rinse.
              Test manual damper control (Caution: Check that the damper control is not hooked up to the fire
               extinguishing mechanism).
              Clean out the detergent tank. Always keep the cover on tight to prevent spillage and evaporation.
              Inspect ductwork as much as possible.
              Inspect the fire suppression links for grease build-up. Check to see that they are under tension.

      Twice a Year
              Schedule a service contractor to test and inspect the hood system and fan to ensure proper operation and
              Schedule Fire Extinguisher Company to test and inspect the fixed pipe extinguishers in the hood and
               duct; and to test all portable fire extinguishers in the kitchen.

      When the time for your next service comes, CALL:
      Kitchen Exhaust Cleaning Company                                 Fire Extinguisher Servicing Company

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