Attach_11_Question_Log_0001.xlsx
XLSX spreadsheet 12 KB Posted
- Attached to
- IE056 HAVASUPAI QUARTERS AC UNIT REPLACE
- Solicitation number
- 140A2326Q0105
About this file
This is a Question Log document containing government responses to contractor inquiries regarding solicitation 140A2326Q0105 for HVAC renovation services at Havasupai Quarters in Supai, Arizona. The solicitation is a fixed-price engagement set aside for Indian Small Business Economic Enterprise (ISBEE) firms, with a 45-calendar-day period of performance and a proposal deadline of May 11, 2026, at 12:00 P.M. Mountain Daylight Time.
The question log addresses ten key contractor concerns, including logistics and coordination requirements with the Havasupai Tribe and Bureau of Indian Education (BIE). Critical details include: staging areas may be available near the Tribal Rodeo Grounds or Long Mesa (recommended for cost efficiency); helicopter transport and manifests are the contractor's responsibility with 2026 Havasupai helicopter rates provided; one BIE Quarters unit may be available for worker housing with utilities coordinated through the BIA Agency and costs borne by the contractor (though rental may be waived with prior approval from BIE Quarters Program Manager Calandra Cook); waste material staging must be coordinated with the Tribe; concrete pad installation will involve native soil and compacted dirt without anticipated hard rock; water for cement mixing may be available through the school or must be contractor-supplied via helicopter if necessary; and the scope of work is limited to plenum cleaning only, not full HVAC system cleaning. All questions were submitted by the April 22, 2025 deadline, and no further questions will be accepted per Amendment P00001.
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Sheet1
| 140A2326Q0105 - Question Log | ||
| 1 | Are there land, costs, and agreements for staging in place with the Tribal Government? | The Contractor shall coordinate directly with the Havasupai Tribe to determine the availability, terms, and any associated costs for land use related to construction staging areas. |
On Tribal prior projects, the Tribe has permitted contractors to utilize staging areas located near the Tribal Rodeo Grounds; however, availability and approval must be coordinated with the Tribe for this project.
2 Will the use of Long Mesa for staging and the flying in of materials be available? The Contractor shall coordinate directly with Long Mesa to determine the availability of staging areas and any associated use requirements. On prior projects involving the Tribe and BIE, Long Mesa has permitted contractors to utilize designated staging areas, with contractors coordinating terms and agreeing upon applicable costs.
If the Contractor elects to utilize Long Mesa for transport and staging, it is recommended due to its shorter distance and overall cost efficiency.
3 Has the use of Hilltop for flying building materials and workers in and out of the canyon via resolution by the Tribal Government? The Contractor shall be responsible for coordinating all helicopter manifests and managing all associated transportation costs for the project.
Due to distance and overall expense, utilization of Hill Top is not considered feasible. The BIE recommends coordinating with Long Mesa to support project operations, as it provides a more cost-effective and logistically efficient option.
| 4 | Has the use of helicopters, pricing for said use, and schedule been approved via resolution by the Tribal Government? | The Contractor shall be responsible for coordinating all helicopter manifests and managing all associated transportation costs for the project. Refer to the 2026 Havasupai helicoper rates provided. |
| 5 | Land & housing for workers - How much for rent and utilities? Has the land and homes for use been approved via resolution by the Tribal Government? | The Contractor shall coordinate directly with the Havasupai Tribe to verify whether land is available for temporary staging and housing accommodations, including the placement of tents for project personnel. On prior Tribal projects, contractors were permitted to utilize designated land areas and establish temporary tent housing for workers; however, availability must be confirmed for this project. |
One (1) Bureau of Indian Education (BIE) Quarters unit may be available to house workers during the renovation period. Utility services will be coordinated with the BIA Agency to establish applicable utility costs, and the Contractor will be responsible for those charges.
If a BIE unit is made available for worker lodging, rental costs may be waived; however, such arrangements must be highly coordinated and approved in advance by the BIE Quarters Program Manager, Calandra Cook (calandra.cook@bie.edu) 6 Where is waste material staging area? Refer to the Scope of Work, which specifies that the Contractor is responsible for removing all project-related waste from the canyon.
The Contractor shall coordinate directly with the Havasupai Tribe to identify and obtain approval for any designated staging area to temporarily store waste prior to removal.
| 7 | What sort of accommodations can we expect as far as staying down there? Do we need to travel to and from the site daily or are we permitted to camp on the premises? | The Contractor shall coordinate directly with the Havasupai Tribe to determine the availability of land for temporary staging and worker accommodations, including the use of tents for project personnel. On prior Tribal projects, contractors have been permitted to use designated areas for temporary tent housing; however, availability and approval must be confirmed specifically for this project. In addition, one (1) Bureau of Indian Education (BIE) Quarters unit may be available for worker lodging during construction. Utility services for the unit will be coordinated with the BIA Agency, and any associated utility costs shall be the responsibility of the Contractor. The Havasupai Tribe also operates Havasupai Lodge in Supai Village, which may provide additional lodging accommodations, subject to availability and reservation requirements. Campgrounds are also available through the Tribe as another lodging option. Contractors may also elect, at their discretion, to travel to and from the site daily by helicopter, if feasible. If a BIE unit is made available for worker lodging, rental costs may be waived; however, such arrangements must be highly coordinated and approved in advance by the BIE Quarters Program Manager, Calandra Cook (calandra.cook@bie.edu). |
| 8 | In the location of the Cement pads and digging down is it dirt? hard rock? Would we need a jackhammer? | Based on current site conditions, the proposed locations for the concrete pads consist primarily of native soil, compacted hard dirt, and surface vegetation/weeds. No hard rock conditions are anticipated, and jackhammering is not expected to be required. |
| 9 | It says there's no water, electricity or gas, when we mix cement do we need to also bring in enough water to mix the cement? | Water may be available through the school, subject to coordination with school maintenance staff and BIE Project COR. The Contractor shall also coordinate with the Havasupai Tribe regarding the availability of rental equipment, such as concrete mixers or power generators. The Contractor shall verify availability and suitability for construction use. |
If water, equipment, or other support resources are not available onsite, the Contractor shall be responsible for providing and transporting, including by helicopter if necessary, all water, tools, equipment, and materials required to perform the work.
10 Cleaning the ducts. Are we cleaning just the plenum or the entirety of the central air system? If the entire system is cleaned, what is the total square footage of the buildings? Do you have detailed layouts? The scope of work for this project is limited to cleaning of the plenum only. Cleaning of the entire central air system is not required under this solicitation; therefore, building square footage and detailed HVAC layouts are not applicable to this scope item.
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