QUESTIONS AND ANSWERS.docx

QUESTIONS AND ANSWERS

TO SOLICITATION NUMBER

19MX5724 Q 0008

Air Handling Unit Preventive Maintenance Service

19MX5724 Q 0010

Variable Refrigerant Flow Equipment Preventive Maintenance Service

1.- Q- Are the 4-option year to renew mandatory, or are they optional after the base year? Page 5.

A- The contract is for a (1) base year with an option for the U.S. Government to renew four (4), one-year. After that period, and if necessary, the U.S Government may extend up to 6 months this contract under FAR 52.217-8, “Option to Extend Services”.

2.- Q-In which month would the services begin A- It will depend on the rest of the process. Once the winning contractor is awarded, the staff security investigation will begin, which may take up to two months after receiving the employees’ information. We would like to conduct the first service before the summer; therefore, the next one will be six months later.

3.- Q-Will the scope or frequency for the VRF equipment services be determined by the contractor? Since it is left blank whether they will be semi-annual or annual. Annex 2, page 27 of the corresponding RFQ.

A.- All the activities in the checklist are marked as either annual or semi-annual.

4.- Q- Based on the visit conducted for the survey, it is observed and noted that work will be carried out in some areas at heights. Is the use of scaffolding allowed? Any specifications? Page 13.

A- Yes, it is allowed as long as the scaffolding is in good condition, has no missing parts/components, it is not improvised. The area where to be installed is suitable for scaffolding use, and the staff assembling the scaffolding are qualified/competent to do so. A SHEM checklist is attached to help the contractor evaluate the requirements.

5.- Q- Would it be possible for you to send us exploded diagrams and technical datasheets for all the equipment models, to determine the replaceable parts for each one? Page 14.

A- Repairs/Replacements are not being required for this solicitation.

6.- Q- Does the oil spill containment kit have any specific requirements? Page 15.

A- It just needs to have the basics, such as absorbent pads for hydrocarbons, and the container used for transporting the contaminated material must be adequate; it can be a plastic bucket, as long as it does not spill.

7.- Q- What chemicals are allowed to clean the AHU walls?

A- Water, mild food-grade liquid soap, and biodegradable soap.

1- Q- At what temperature did the equipment initially start?

A- The initial startup of the equipment took place earlier during the construction phase. The consulate staff arrived in September 2024, so we do not have this information available. We consider this information unnecessary for the purposes of this contract, as it does not involve design or equipment selection matters.

2.- Q- Is a cleaning product required for the cleaning of the air handlers?

A- Mild food-grade liquid soap that is biodegradable is allowed.

3.- Q- Is the megger test included in the activities?

A- No 4.- Q- Was there any failure when the equipment was initially started?

A- Currently, there have been no significant issues, and we are still within the warranty period for all the equipment.

5.- Q- Will photographic evidence be required in the reports to be submitted?

A- It is not mandatory, only when there is an element that needs to be documented. In such cases, the consulate staff would take the photos and send them to the contractor to include them in their reports.

6.- Q- Will it be necessary to use a bag for cleaning (washing)?

A- It is recommended, but not mandatory. What is mandatory is protecting the surroundings to prevent damage to equipment and/or infrastructure. Cleaning should also carried out after the work is completed.

7.- Q- Is the tray attached to the drain?

A- The external tray of the evaporators does not have a drain; it is a containment tray. It has a sensor that shuts down the unit if it detects water in the tray.

8.- Q- For repair events, can it be removed/dismantled by closing the gas valve?

A- In the case of refrigerant gas, the equipment has a service valve, but this contract does not include corrective actions for disassembling any equipment. For the humidifier gas, when the equipment is de-energized, the supply valves close.

9.- Q- Can you share photos of the condensers?

A- Please confirm if this is useful, as we need to prepare an annex with the photos.

10- Q- To reach the nearest water connection to the condensers, how many meters of hose are needed?

A- 20 MTS.

11- Q- What is the percentage of equipment working?

A- We do not have that information, but most of the equipment has a set point (SP) ranging from 18 to 24°C, depending on the area to be conditioned.

12- Q- Diversity factor?

A- Regarding the AHU and DOAS contract, all the equipment is Johnson Controls - York.

As for the VRF, 80% is Johnson Controls - York and 20% is Trane.

13- Q- Can VRF systems work in cooling and heating mode at the same time?

A- No, because they are either cooling-only or heating-only.

14- Q- Working hours?

A- Monday to Friday from 8 AM to 4 PM, with the possibility of working on Saturday mornings if required by any area.

15- Q- Can it be cleaned with chemicals, and if so, can it be disposed of in the drain?

A- during the first year, chemicals are not allowed for the coil. The preference is to avoid them unless the coil specifically requires it, if that is the case, any chemicals used must be biodegradable/eco-friendly, with prior approval from consulate staff.

16- Q- The cleaning of grilles is included in the contract?

A- Yes, as indicated in attachment #2 of the RFQ, checklist in page 23 specifies in point #4: “Clean dust and dirt from entire unit and all ventilation parts

17- Q- Can the previous maintenance history be provided?

A- We are not allowed to provide the forms, but we can share any necessary information (values) that may be required.

18- Q- Will work permit forms be requested?

A- Yes, a work permit will be required. Assessing blood pressure and/or physical conditions of individuals on-site is not considered, as they must be in good physical health to perform all activities.

19- Q- Type of lifelines (retractable or standard)?

A- Consider both, as in certain cases, a retractable one is more convenient

20- Q- In which year will chemicals be allowed to be used on the coil?

A- Similar to the answer in Q#15

Q&A RFQ 19MX5724Q0008

Air Handling Unit Preventive Maintenance Service.

Q&A RFQ 19MX5724Q0010

Variable Refrigerant Flow Equipment Preventive Maintenance Service.

SBU-CONTRACTING AND ACQUISTIONS