Attachment 4 - Vendor Questions and Government Responses.docx

Attachment 4 — Vendor Questions and Government Responses RFQ 15B50427Q00000001 | ICC HVAC Equipment | FPC Bryan

1. Quotation submission and revised deadline Question: Which quotation deadline controls: November 4 on the earlier SF 1449 or November 16 on the SAM.gov notice? Is formal Amendment 0001 effective? How are quotes submitted?

Government Response: Quotations are due November 16, 2026, at 11:00 a.m. Eastern Time (10:00 a.m. Central Time), as established by Amendment 0003. Quotations shall be submitted by email to r3phillips@bop.gov and shall identify RFQ 15B50427Q00000001 in the subject line. Quoters shall acknowledge applicable solicitation amendments.

2. Factory horizontal airflow and field conversion Question: Must the 25-ton units be field convertible? Is factory-configured horizontal supply and return acceptable, and are units ground-mounted or roof-mounted? Are photographs of existing equipment available?

Government Response: These units will be installed on a concrete slab adjacent to the building in the horizontal configuration. There is no existing duct work. All duct work will be built and installed after these units are on site by institutional facilities staff. A factory selected horizontal discharge and return are acceptable. The unit will be installed on a concrete slab in the horizontal airflow configuration. Factory dedicated horizontal airflow is acceptable. These units will operate on a standard thermostat setup, no building controls are installed at this time. Gas heating specifications are included in the SOW. There is no existing HVAC system at the proposed installation location; therefore, photographs of existing HVAC equipment are not available. This acquisition is for the supply and delivery of two HVAC units only. Quoters shall prepare their quotations based on the solicitation specifications and published Government clarifications.

3. Installation, ductwork and startup Question: Does the contractor install, build ductwork, or provide startup?

Government Response: This procurement is for the delivery of the units only, not installation. FPC Bryan institution staff will set the units and perform all installation of these units. Factory certified personnel may conduct start up after all installation is complete.

4. Factory-installed protective/control features and options Question: May factory-installed OEM options meet the specified features?

Government Response: Yes. Factory installed packages that meet the statement of work/specifications are preferred.

5. Manufacturer-neutral specifications and or equal Question: Is the requirement brand name or equal? Which stated Carrier/Bryant design features are mandatory, including Puron Advance R-454B, vane axial direct-drive fans and IGC controls? May other OEMs offer functionally equivalent designs?

Government Response: There are no brand names identified in the statement of work/specifications. Any brand is acceptable as long as ALL specifications are met as stated in the statement of work/specifications.

6. Direct-drive versus belt-drive supply fans Question: Will belt-drive fans be acceptable if airflow, static pressure, efficiency and reliability requirements are met?

Government Response: The statement of work/specifications state direct drive fan system.

7. Electrical supply voltage Question: Does 208/230V mean either 208V or 230V equipment is acceptable, or is one required?

Government Response: Either 208v or 230v is acceptable.

8. Gas heating input/output Question: What minimum gas heating input/output capacity (MBh/MBH), heat level and staging are required?

Government Response: Heating capacity shall be at least 10000 CFM. Minimum air temperature difference of 16 degrees from entering to leaving air temperatures. Heating input capacity of at least 176 MBH. Heating output capacity of at least 142 MBH. Low or medium heat levels acceptable. Staging not required but acceptable.

9. Economizer, smoke detector, controls and accessories Question: Are economizer, smoke detector, curb adapter, mounting/transition components or special controls required?

Government Response: Economizer not required, smoke detector not required. There will be no curb adapters as these will be exterior mounted on concrete slab adjacent to building in the horizontal airflow configuration. There are no transition components or special controls required.

10. Slab, existing pads, dimensions and placement Question: Will existing ground pads be used? What dimensions/base requirements apply, and where will the units be placed?

Government Response: An existing concrete slab will be used adjacent to the building. The government assumes full responsibility for slab size and dimensions. There are no existing equipment base or dimensional limitations for these units.

11. Unloading, rigging and receiving location Question: Is a dock, forklift or crane available and suitable to offload these packaged units? Must vendor furnish liftgate, boom truck, crane or rigging? Who unloads and places equipment at the receiving point?

Government Response: FPC Bryan staff will offload packaged units using forklifts when on site. We do have a loading dock.

12. Security and delivery access Question: What flatbed/freight truck length, height, clearance or access restrictions apply? Does delivery driver need advance security pre-clearance/background screening, or is standard commercial ID sufficient?

Government Response: FPC Bryan can accommodate a standard semi-truck with 53’ trailer. Driver does not need advance screening/approval. No firearms are allowed to be in the delivery vehicle.

13. Minimum efficiency and refrigerant Question: What minimum applicable EER/IEER (or other appropriate efficiency metric) applies? Is R-454B mandatory?

Government Response: There is not a minimum EER/IEER. R-454B is mandatory as identified in the statement of work/specifications.

14. Manufacturer warranty Question: Is there a minimum compressor, heat-exchanger or parts warranty, and must the standard manufacturer warranty be included in CLIN 0001?

Government Response: The CLIN 0001 unit price shall include the manufacturer’s standard warranty at no additional cost to the Government. No separate minimum warranty durations are prescribed. Quoters shall identify the warranty duration, coverage, exclusions, and provide the manufacturer’s written warranty terms.

15. Delivery target and evaluation Question: Is January 29, 2027 a firm deadline? Are earlier or later delivery dates acceptable and how are they evaluated?

Government Response: January 29, 2027, is an estimated delivery date entered for administrative purposes. It is not a mandatory delivery deadline. Quoters shall identify their best achievable delivery date in their quotations. The Government will evaluate proposed delivery schedules in accordance with the solicitation’s stated evaluation criteria.

16. Nonmanufacturer rule / small-business reseller Question: Can eligible small-business resellers offer units manufactured by small or large OEMs, provided all technical requirements are met? Is the nonmanufacturer rule applicable, and is a waiver needed?

Government Response: Eligible small-business resellers may quote HVAC units manufactured by either small or large businesses, provided the quoted equipment meets all solicitation requirements. The nonmanufacturer rule does not apply to this acquisition because the anticipated value is at or below the simplified acquisition threshold; a nonmanufacturer-rule waiver is not required.

17. Buy American and Trade Agreements / Mexico-made units Question: Do Buy American or Trade Agreements clauses apply? Can Mexico-manufactured HVAC equipment be quoted?

Government Response: The Government will consider quotations offering domestic or foreign-manufactured HVAC equipment, provided the equipment meets all solicitation requirements. The Buy American statute applies, and quotations will be evaluated in accordance with the applicable Buy American provisions and clauses. Quoters shall provide the required country-of-origin information and certifications.

18. SF 1449 Block 27a / commercial terms Question: Block 27a references 52.212-3 and 52.212-5 but they are not attached. Will the Government post them?

Government Response: The references to FAR 52.212-3 and FAR 52.212-5 are standard system-generated language on SF 1449. The applicable boxes in Block 27a are not selected. These provisions and clauses are not incorporated into this solicitation. Applicable provisions and clauses are identified in the solicitation documents.

19. Invoicing and payment Question: Where should invoices be submitted? Block 18b references an addendum, but no addendum is attached.

Government Response: The invoicing email address is provided in SF 1449 Block 18a. No additional invoicing addendum is required under Block 18b.

20. Quote acceptance period Question: For how long must quotations remain valid after closing?

Government Response: Quotations shall remain valid for a minimum of sixty (60) calendar days beginning on the solicitation closing date, as amended.

21. Government estimate / SAT Question: Will the Government disclose its estimate or confirm anticipated value below SAT?

Government Response: The Government will not disclose its estimate. The acquisition is anticipated to be at or below the $350,000 simplified acquisition threshold.

22. Site visit / inspection of existing equipment Question: Is a site visit planned or available for prospective quoters to inspect the proposed installation location before quoting?

Government Response: No site visit is planned for this acquisition. This requirement is for the supply and delivery of two HVAC units only. FPC Bryan institutional staff will perform installation. Quoters should prepare quotations based on the solicitation specifications and published Government clarifications.