Questions and Answers - RFQ 19H08025Q0039.pdf
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- Solicitation number
- 19H08025Q0039
About this file
This document is a Questions and Answers (Q&A) file for Request for Quote (RFQ) 19H08025Q0039 for a Preventive Maintenance Service Contract for Mechanical Equipment at a CAA (Controlled Access Area) space. The Q&A provides detailed guidance to potential contractors about the scope of work, including specifications for maintenance activities. Key requirements include: providing consumable spare parts like treatment tablets, treatment kits, and testing equipment; performing annual Megger testing on pump motors; conducting thermographic testing on frequency inverters; and handling corrosion coupons with quarterly laboratory analysis. The Post (government agency) will provide major materials like air filters, electrical components, and chemical treatments.
The document emphasizes that since this is a sensitive CAA space, some detailed technical information will only be available to the awarded contractor during their first on-site visit. The contract has a firm deadline and will be awarded before the end of the fiscal year, with no possibility of due date extension. A DD 254 (Department of Defense Contract Security Classification Specification) will be required, which will be issued by the government to outline security requirements for accessing classified spaces. Contractors must be prepared to comply with national security standards and provide technicians with appropriate security clearance.
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| File | Type | Posted |
|---|---|---|
| Amendment 0001 (RFQ 19H08025Q0039).pdf | ||
| 19H08025Q0039_SolicitationDocument.pdf |
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SBU - CONTRACTING AND ACQUISITIONS
Questions and Answers
RFQ 19H08025Q0039
Preventive Maintenance Service Contract for Mechanical Equipment
1. Should the contractor’s bid include the supply of major spare parts—such as compressors, fans, motors, pumps, and similar items—or any spare parts associated with these components?
The cost of spare parts is not included under this contract. If a major repair is required, the contractor will be requested to provide a separate quote that includes both labor costs and the necessary spare parts.
2. Should the contractor include only the costs related to consumable spare parts such as filter belts, hoses, gaskets, R410a refrigerant, compressor oil, grease, sealant, etc.?
Yes, only the cost of consumables shall be included. Air filters for all equipment will be provided by the Post.
3. Do we have to quote flat and/or angular air filters for the air handling units? If so, please send the type and quantity of filters.
No, air filters will be provided by Post for all equipment.
4. Please send the technical data sheets for the equipment to obtain information on the compressor oil, and required grease?
Since this is a CAA space, detailed information cannot be provided at this stage of the process. The awarded contractor will take this information on-site during their first visit and, if necessary, may bring the required consumables on their second visit.
5. Should the contractor include ductwork activities such as duct replacement, external insulation replacement, replacement of diffusers, grilles, manual or motorized dampers? If so, please give the scope of the required work.
There is no need to include it. If modifications to the air duct system are required, a technical proposal will be submitted at that time, and the necessary accessories and materials will be included then.
6. Does the contractor have to include treatment tablets to apply to the equipment's condensate drain pan?
Yes, include treatment tablets.
7. Is the contractor required to include external painting of the equipment?
No need to include it. Post will provide these materials if necessary.
8. Is the contractor required to replace damaged conduits and electrical boxes?
9. Please send the diameters and thicknesses of the elastomeric insulation for the piping insulation replacement during maintenance duties.
10. Should the contractor include the equipment for the pH and conductivity measuring, molybdenum kit, dosing pumps, etc.?
Yes, the contractor shall hand-carry the reagents and equipment required for testing the hydronic systems, including a refractometer to test glycol. However, the chemicals to be used in the system (molybdenum and glycol) will be provided by the Post. After the initial visit, the contractor shall be responsible of identifying the need for these chemicals to the Post, so Post can procure and made available on-site during subsequent visits.
Provide new and change old corrosion coupons. Send used coupons to the laboratory for analysis. Quarterly Laboratory analysis for these coupons shall be included by the contractor. Contractor shall direct the Embassy Tegucigalpa Facilities staff to make any changes to the treatment plant operations to reestablish effective and efficient HVAC water treatment to meet water quality standards based on coupon Laboratory analysis.
11. Should the contractor include Megger testing on pump motors?
Yes, at least once per year.
12. Please provide the total water volume, in gallons, of the closed loop for use in the water treatment system calculations.
Since this is a CAA space, detailed information cannot be provided at this stage of the process. The awarded contractor will take this information on-site during their first visit.
13. Should the contractor include thermographic testing on frequency inverters?
Yes, complete RCM Procedure CM-0002 (Qualitative Infrared Testing).
14. We kindly request an extension of the due date to Wednesday, October 3rd.
Not possible, shall be awarded before the end of the fiscal year.
15. Please indicate what type of document or what this item refers to Evidence Quoter technicians have security clearance required to access CAA spaces where equipment to maintained are installed.
A DD 254 (Department of Defense Contract Security Classification Specification) is required as an attachment for any contract that involves access to classified information. This form provides the contractor with the security requirements, classification guidance, and handling procedures necessary for fulfilling the contract in compliance with national security standards.
Importantly, the DD 254 is completed and issued by the Government, not the contractor. The contracting activity is responsible for preparing the form at the time of contract award.
The awarded vendor (contractor) receives the DD 254 as part of the contract documentation package. Their responsibility is to comply with the guidance and requirements outlined in the form, ensuring proper safeguarding of classified information throughout contract performance.
File details come from the government source that posted it. Updated .