QA_1305M226Q0214_0001.pdf

1305M226Q0214 Q&A

1. Out-of-Scope Repairs and Equipment Replacements: Sections 2.0 and 3.0 of the Statement of Work indicate that quarterly maintenance includes "routine maintenance, necessary repairs, life cycle assessment of units, and replacement of defunct or end of life units", under a Firm-Fixed-Price (FFP) contract type. Under standard federal commercial contracting guidelines, could the Government please clarify if there is a pre-approved micro-purchase or simplified dollar threshold (e.g., $2,500) per repair/replacement event under which the Contractor is expected to absorb the cost of parts and labor, and above which repairs or equipment replacements (including major systems such as the 8-ton Mitsubishi VRF unit or Marvair systems) will be handled via separate, bilaterally negotiated contract modifications? If all repair labor, materials, and complete unit replacements must be covered strictly within the FFP quarterly maintenance CLIN pricing, this represents an unbounded pricing risk.

a. If additional supplies/equipment is needed for repairs (such as something needing replaced that was found during the general maintenance already accounted for), then yes- the contract would need to be modified to add the funds and update the SOW, similar to a CFR. However, as a FFP contract, vendors in general should include everything in the basic SOW as part of their pricing. Yes, in-scope additional costs equal to or less than $2500 may possibly be covered under purchase card.

2. Standardized Preventive Maintenance Checklist: SOW Section 1.0 and 2.0 require

"routine quarterly maintenance in line with manufacturer standards". To ensure all offerors evaluate and price this requirement on an identical basis, could the Government provide a standardized preventive maintenance checklist or specify the exact minimal maintenance tasks (e.g., coil cleaning frequency, duct inspections, electrical testing, refrigerant leak checks) expected during each quarterly visit?

a. To ensure system reliability, safety, and operational longevity in the coastal environment of the Hawaiian Islands Humpback Whale National Marine Sanctuary Kihei campus, a comprehensive quarterly preventive maintenance protocol must cover five core technical areas. First, it requires environmental and sand intrusion mitigation, which entails cleaning or replacing all return air filters to manage the high traffic of 20–150 daily visitors and airborne sand, alongside inspecting supply/exhaust configurations and external weather hoods. Second, marine-environment coil preservation must be performed by pressure washing all exterior condenser coils with marine-grade chemical cleaners to counteract salt crusting and prevent premature corrosion. Third, condensate and drainage management demand the routine flushing of primary condensate pans and drain lines to prevent tropical humidity blockages, alongside auditing secondary safety pans and float switches on suspended ducted split systems to prevent ceiling overflow damage. Fourth, electrical and control system calibrations must look for salt-air oxidation by inspecting and tightening terminal wiring, while logging compressor and fan motor amp draws to track overall performance. Finally, refrigerant cycle diagnostics require testing operational pressures against manufacturer superheat or subcooling specifications and deploying electronic leak detection arrays to minimize the risk of losing factory charges.

3. Consumable and Component Specifications: SOW Section 3.0 lists the target HVAC inventory, including Mitsubishi, Marvair, Skymark, Mr. Cool, Fujitsu, and Carrier systems.

Could the Government provide the exact filter sizes, MERV ratings, and belt specifications, as well as the expected quantities of these routine consumables required for each system?

a. The 8-ton Mitsubishi PUHY-P96 VRF outdoor condenser does not utilize air filters and features direct-drive condenser fans, meaning no belts are required. For the six connected indoor units, filter sizes and quantities depend entirely on their specific model numbers, though most Mitsubishi VRF indoor units use washable nylon mesh filters rather than disposable ones. Like the outdoor unit, these indoor systems use direct-drive motors and do not require belts.

The two Marvair VAI24ACC and two VAI36ACC vertical packaged wall-mount units typically use standard 2-inch disposable filters with a commercial standard MERV 8 rating. While exact dimensions depend on the installed return air grille, common factory sizes for this cabinet style are 16"x30"x2" or 20"x30"x2", requiring one filter per unit. These systems utilize direct-drive motors for both the indoor blower and condenser fan, so no belts are needed.

The 3-ton Skymark AC036 unit ships standard with 2-inch-thick disposable filters, with a MERV 8 rating recommended. Common filter dimensions for this specific chassis are 16"x25"x2" or 20"x25"x2", taking one to two filters per unit.

Depending on how the unit was originally configured at the factory, the blower may feature a direct-drive motor or an optional belt-driven system.

The two single-zone Fujitsu ductless split-systems do not use standard MERV-rated disposable filters; instead, they rely on washable, reusable nylon screen filters, requiring two per indoor unit. Small, disposable air-purifying inserts can sometimes be added depending on the specific indoor model number. Both the indoor and outdoor units for these systems are completely direct-drive and do not require any replacement belts.

The Carrier DX system consists of a 6-ton 38AUZA07 outdoor condenser that requires no air filters or belts, paired with a 40RUAA07 indoor air handler. The indoor unit takes standard 2-inch disposable MERV 8 filters, typically requiring four filters sized at either 16"x20"x2" or 16"x24"x2". This air handler uses a belt-driven forward-curved fan, with the exact V-belt size depending on whether the unit was equipped with a standard, medium, or high-static drive package.

4. Site Access Constraints and Public Closures: SOW Section 4.0 states that "the area around the building and where the contractor will be working should be closed off so the public cannot access the area" while keeping the offices and Visitor Center accessible. To minimize operational disruptions to the sanctuary staff and public, are there designated off-peak days of the week or specific pre-approved hours during which NOAA prefers these safety zone closures to be established?

a. The site is closed to the public but open to contractors from 0800-0930 M-F

5. Technical Certifications & Warranty Preservation: Does the Government require that the on-site technicians hold specific manufacturer-authorized certifications (such as a Mitsubishi VRF Certified Technician designation for the Classroom Building's 8-ton system) to perform maintenance and preserve existing warranties, or is a State of Hawaii specialty HVAC contractor's license and standard EPA Section 608 refrigeration certification sufficient?

a. The vendor is not required to hold specific manufacturer-authorized certifications, rather whatever industry standard requirements there are to perform general HVAC maintenance.

6. Government-Furnished Facilities and Utilities: Will the Government provide the contractor with access to on-site water and electrical utilities necessary to perform maintenance tasks, such as pressure washing condenser coils? Additionally, is there dedicated, secure storage space on-site for the Contractor to pre-stage routine consumables (such as spare filters and belts)?

a. Yes, to both questions. The site prefers contractors provide own servicing items and equipment space (such as in a vehicle), but staging space is available if arranged with site ahead of time.

7. Who is the incumbent? If there is an incumbent, could you please provide us with the

Purchase Order number and the total value?

a. There is not a current incumbent.

8. Are there any post-award submittals that we should be aware of? If so, could you please provide the relevant information?

a. A post-award meeting is recommended to discuss quarterly maintenance objectives with site personnel.

9. Please clarify whether the fixed-price quarterly HVAC maintenance requirement includes the cost of corrective repairs, replacement parts, refrigerant, major components, and complete replacement of defunct or end-of-life units. If repairs or equipment replacement are identified during maintenance, are these items to be separately quoted and authorized by the Government before performance?

a. Routine preventative maintenance items such as charge, filters, and belts are expected to be provided by the Contractor in fulfillment of the SOW. For non-maintenance repairs such as replacing major parts, excess refrigerant, and other services, invoice the site prior to the additional work to determine best mechanism for payment. Payment for labor and materials in addition to preventative maintenance will not be made until work is approved and subsequently performed.

10. Is there any specific way you would like your quote submitted outside of the instruction to offeror?

a. Your complete package should be submitted directly to the stated contract specialist via email. The quote should be in electronic (not scanned) format.

There aren't any special instructions outside of what's noted in the solicitation and attachments. Please review the solicitation in its entirety for instructions.