127EAT25Q0049 AMD 0002 Q_A.pdf

Solicitation Number: 127EAT25Q0049 AMD 0002

SOLICITATION

127EAT25Q0049

R5 HVAC

ISSUED: 11 August 2025

14 August 2025 28 August 2025

Amendment 0002

Question 1: Will there be a site visit for this opportunity?

Answer: Yes, please see Amendment 0001 on SAM.gov.

The site visit will be held:

Date: 21 August, 2025 Time: 9:30 AM-12:00 PM, Pacific Time Location: USDA Forest Service Region 5, Regional Office located at 1323 Club Drive, Vallejo, California 94592

You must RSVP by 2:00 pm Pacific Time August 20, 2025 to attend. You must RSVP your attendance by sending the following information to Megan.Acord@usda.gov and russell.marsden@usda.gov

1. Name

2. Company Name

3. Phone

4. Email

Contact Russell Marsden at russell.marsden@usda.gov should you have any questions in advance of the site visit.

Individual site visits cannot be arranged, so please make every effort to attend this only opportunity to view the site.

Question 2: Is currently an incumbent? If so, who was the previous awardee, contract number, and value?

Answer: No.

Question 3: We would like to know if this is a brand-new contract OR if there (was an incumbent performing these services?

Answer: This is a new contract.

Question 4: Can you please confirm if this RFQ for the building HVAC services is unrestricted or has a set-aside requirement to bid this work? I see on the solicitation it states “unrestricted.”

Answer: This is a small business set-aside using NAICS code 238220.

Queston 5: My team is interested in bidding on the HVAC maintenance contract for the USDA Forest Service in Vallejo, CA. What’s the process to get set up and participate?

Answer: RSVP in accordance with the terms and conditions of the solicitation.

Site Visit

(a) The Government is planning a site visit during which potential offerors may obtain a better understanding of the work required.

(b) Offerors are encouraged to submit all questions in writing at least five (5) days prior to the conference. Questions will be considered at any time prior to or during the conference;

however, offerors will be asked to confirm verbal questions in writing. Subsequent to the conference, an amendment to the solicitation containing an abstract of the questions and answers, and a list of attendees, will be disseminated.

(c) In order to facilitate conference preparations, it is requested that the person named in this solicitation be contacted and advised of the number of persons who will attend.

(d) The Government assumes no responsibility for any expense incurred by an offeror prior mailto:Megan.Acord@usda.gov mailto:russell.marsden@usda.gov mailto:russell.marsden@usda.gov to contract award.

(e) Offerors are cautioned that, notwithstanding any remarks or clarifications given at the conference, all terms and conditions of the solicitation remain unchanged unless they are changed by amendment to the solicitation. If the answers to conference questions, or any solicitation amendment, create ambiguities, it is the responsibility of the offeror to seek clarification prior to submitting an offer.

(f) The site visit will be held:

Date: 21 August, 2025 Time: 9:30 AM-12:00 PM, Pacific Time Location: USDA Forest Service Region 5, Regional Office located at 1323 Club Drive, Vallejo, California 94592 You must RSVP by 2:00 pm Pacific Time August 20, 2025 to attend. You must RSVP your attendance by sending the following information to Megan.Acord@usda.gov and russell.marsden@usda.gov

1. Name

2. Company Name

3. Phone

4. Email Contact Russell Marsden at russell.marsden@usda.gov should you have any questions in advance of the site visit. Individual site visits cannot be arranged, so please make every effort to attend this only opportunity to view the site.

Question 6: MERV rating on filters

Answer: 13.

Question 7: Frequency of filter changes, bag filter changes, and belt?

Answer: Outside Air Filters- Quarterly is acceptable, Bag Filters Annually is acceptable and as recommended by the manufacturer. It is not necessary to increase the cycle unless a review of cycle is coordinated between the vendor and the COR.

Question 8: Frequency of coil cleanings, if any?

Answer: SOW PARA 3.2.6.

Question 9: 3.0 / May the requirement of a C-4 Boilers California Contractors License classification be added to the solicitation?

Answer: See section on providing required licenses to work in California. C-4 would be required to work on the boilers, as C-20 would be required to work on the rest of the HVAC system. This is a non-exhaustive list of requirements, as those are to be identified and provided by vendor.

Question 10: How are emergency calls for service to be treated? Will they be billed in addition to this contract?

Answer: Response time will need to be provided by the vendor for emergency repairs within 24hrs, or less. COR will request as needed for faster response for more time sensitive emergencies. Emergency repairs will be executed via contract modification for payment through IPP.

Question 11: Has the current contract holder been inspected to insure they met the requirements, and all equipment is operational and in good working condition?

Answer: There is no current contractor. System is operational, but in poor condition.

Question 12: How many VAV’s are in the building?

Answer:

a. AHU-1 (1st and 2nd Floor South) 40

b. AHU-2 (3rd and 4th Floor South) 50

c. AHU-3 (1st and 2nd Floor North) 24

d. AHU-4 (3rd and 4th Floor North) 28

Question 13: SOW Para 3.1.4 Denotes “replacing” components. is there a definitive number of pans, strainers, filter, condensate lines, and traps in need of replacement?

Answer: This will be evaluated throughout the schedule of this contract. On a as needed basis the vendor will supply an unscheduled task order for these repairs, or replacements. Everything is based on the maintenance cycle manufactures guidance. Or, as equipment fails.

Question 14: SOW Para 3.2.4 Denotes “replacing” components. is there a definitive number of strainers, feeders, filter, condensate lines, and traps in need of replacement?

Answer: This will be evaluated throughout the schedule of this contract. On a as needed basis the vendor will supply an unscheduled task order for these repairs, or replacements. Everything is based on the maintenance cycle manufactures guidance. Or, as equipment fails.

Question 15: Is factory calibration required?

Answer: For new installations: yes factory calibration is required. For existing equipment, calibration is based on manufacturers’ requirements.

Question 16: What is the current version of Building Management System / HVAC Controls?

Answer: Niagara 3.8.401

Question 17: Is there a definitive number of hours of troubleshooting or service calls to be included in this contract per year?

Answer: Unscheduled task order for troubleshooting and service calls will be, coordinated between vendor and COR as needed and an estimate will be provided to the COR prior to any work.

Question 18: What Repairs / Components need service / replacement?

Answer: Definitive: Boiler Controls, AHU-1 Controls, AHU-2 Controls, Chilled Water System Controls. Tentative; All VAV Controls, FCU Controls, and MAHU controls if AHU controls are not the cause of the issue. A full walkthrough evaluation of the system will be performed after award, and recommendations should be made for work required and its priority.

Question 19: There is a unit in a closet that consist of a makeup air and 3 fan coils. The team onsite showing the units mentioned they will need that to be maintenance as well; will this be added to the equipment list for the bid?

Answer: Yes, this equipment needs to be added to the contract list and submit along with your bid.

Question 20: The cooling tower is currently not set up to have water treatment done on it. Travis, the facilities manager, said they are not looking to add anything additional, however the bid is requesting water treatment on the cooling tower. Will this be updated?

Answer: Condense Water Return main pipe line from Mechanical Room to Water Cooling Tower has a chemical feed line connected to it; which indicates it’s part of the existing water system.

Question 21: The onsite team shared AHU1/AHU2 and AHU3/AHU4 are identical. However, the filters list is not identical on the PDF provided. And the belts weren’t listed. Are we including the belts on the maintenance service?

Answer: AHU Pleated Filter Info: AHU1- 27ea, AHU2-24ea, AHU3-30ea, AHU4-24ea (Current Model Used:

24x24x2 High-Performance Pleated Air Filter – MERV 13, Glasfloss M1324242 – Last Changed: 4/25).

Answer: AHU Pocket Air Filter Info: : AHU1- 12ea, AHU2-12ea, AHU3-12ea, AHU4-12ea (Model Example: 24x24x22 Nominal Filter Size, Yellow, Synthetic, 8 Pockets – Last Changed: 11/24).

Answer: Yes belts are part of the preventative maintenance schedule for the water tower and AHU’s. Exhaust fans will be replaced as needed. GOV will purchase the exhaust fan belts for vendor to install when necessary.

Question 22: I also wanted to clarify the frequency of the filter changes. In the bid packet is says at minimum one year, but quarterly service is being requested. Are we quoting to change the pleated filters quarterly and the bag filters changed annually?

Answer: Outside Air Filters- Quarterly is acceptable, Bag Filters Annually is acceptable and as recommended by the manufacturer. It is not necessary to increase the cycle unless a review of cycle is coordinated between the vendor and the COR.

Additional Information:

a. AHU Pleated Filter Info: AHU1- 27ea, AHU2-24ea, AHU3-30ea, AHU4-24ea (Current Model Used: 24x24x2 High-Performance Pleated Air Filter – MERV 13, Glasfloss M1324242 – Last Changed: 4/25).

b. AHU Pocket Air Filter Info: : AHU1- 12ea, AHU2-12ea, AHU3-12ea, AHU4-12ea (Model

Question 23:

SOW PARA 3.1.3. Perform annual inspection and troubleshooting of the hot water loop system including unions, piping, insulation, circuit setters, and valves to identify leaks, problem areas, and prevent failure

SOW PARA 3.2.3. Perform annual inspection of Chiller, Pumps and Chilled Water Loop systems including all piping, unions, and valves to ensure identify leaks, problem areas, and prevent failure

Is this inspection to all accessible piping in the mechanical rooms or throughout the building? On the site walk we did not see the pipe that runs through the building to the air handlers?

Answer: The inspection of accessible piping is limited to a visual, non-invasive evaluation of readily viewable areas. This evaluation does not constitute a comprehensive or detailed inspection, and no components will be dismantled, moved, or otherwise disturbed. The inspector is not responsible for defects in inaccessible plumbing components.

Question 24:

SOW PARA 3.1.4. Cleaning, clearing and/or replacing of hot water loop drain pans, strainers, filters, condensate lines and traps to ensure proper and consistent flow of hot water through buildings hot water loops.

SOW PARA 3.2.4. Cleaning, clearing, and/or replacing of chilled water loop strainers, feeders, filters, condensate lines and traps ensure proper and consistent flow of chilled water through buildings chilled water loops.

Are we supposed to include pricing to replace strainers, condensate lines and traps or will this be quoted separately if we find them to be failed or needing repairs/replacement?

Answer: This will be evaluated throughout the schedule of this contract. On a as needed basis the vendor will supply an unscheduled task order for these repairs, or replacements. Everything is based on the maintenance cycle manufactures guidance. Or, as equipment fails.

Question 25:

SOW PARA 3.2.6. Contractor shall perform annual cleaning of 4 AHU room condenser and evaporator coils per manufacturer recommendations and industry standards. Use of “Green Seal” cleaning products is recommended where applicable to reduce rust, bacteria, and dirty build up.

There are no condensers that I am aware of on these units since it’s a chilled water system. Any thoughts?

Answer: To clarify this should be the chilled water coils.

Question 26: SOW PARA 3.1.6. Contractor shall ensure the mechanical room is free of dirt, trash, and debris after each service to reduce accidents and potential fire hazard.

Will the current facilities management be responsible to clear out the current debris and materials before the contract begins or should we factor cleaning this up on the first maintenance?

Answer: The initial cleanup will be the responsibility of GOV facility management, thereafter, will be the vendors responsibility.

Question 27: SOW PARA 3.3.4. Contractor shall provide schedules to replace all outside air filters and bag filters in AHU mixing rooms with MERV13 or greater based on environmental conditions to ensure proper filtration and airflow for the HVAC system. The Contractor should provide filters and filters will be replaced at a minimum of once per year

Shall we plan on changing the pre-filters more frequently than 1 time per year or will that be an extra service to be quoted separately?

Answer: Outside Air Filters- Quarterly is acceptable, Bag Filters Annually is acceptable and as recommended by the manufacturer. It is not necessary to increase the cycle unless a review of cycle is coordinated between the vendor and the COR.

Additional Information:

a. AHU Pleated Filter Info: AHU1- 27ea, AHU2-24ea, AHU3-30ea, AHU4-24ea (Current Model Used: 24x24x2 High-Performance Pleated Air Filter – MERV 13, Glasfloss M1324242 – Last Changed: 4/25).

b. AHU Pocket Air Filter Info: : AHU1- 12ea, AHU2-12ea, AHU3-12ea, AHU4-12ea (Model

Question 28: Scope of work includes that a maintenance log be posted and filled out at each unit being serviced (chiller, boilers, etc.). What, if any, formatting requirements exist for these log sheets?

Answer: Vendor may use their own existing log sheets and provide copies to the COR.

Question 29: Please define the maintenance scope of work and exclusions for the BAS system.

Answer: Monitoring, maintaining, system updates, or minor code adjustments of less than half a day’s worth of time shall be captured within the contract. A full walkthrough evaluation of the system will be carried out after the award, and recommendations should be made regarding the work required and its priority.

Unscheduled task order for large scale updates and component replacements, coordination will, and an estimate will be provided to the COR prior to any large updates.