HVAC Questionnaire .docx

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HVAC Services for US Embassy Malaysia
Solicitation number
19MY3024Q0014
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This document is a Tender Questionnaire (Technical) related to a federal contract opportunity for HVAC Maintenance Services at the US Embassy in Kuala Lumpur, Malaysia.

The key details are:

  • The US Embassy is seeking a contractor to provide HVAC maintenance services for a base year with one one-year option period.
  • The questionnaire covers the contractor's experience, personnel qualifications, maintenance program, site visit, safety policies, response times, warranties, energy efficiency strategies, and communication approach.
  • Contractors must be registered in the SAM database and are encouraged to submit their offers electronically to the provided email address by the response date and time.
  • The resultant contract will be a firm fixed price type.

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File Type Posted
19MY3024Q0014 HVAC Services Questions and Answers.docx DOCX document
HVAC SOW 19MY3024Q0014_UPDATED.docx DOCX document

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Tender Questionnaire (Technical)

Project:
HVAC Maintenance Service

Revision No:

Quote Ref:

Please ensure that the following questionnaire is properly completed to facilitate in the assessment process. You may provide attachments to support your submission.

No
Description
1.
How many years of experience does your company have in HVAC system maintenance? Provide three (3) comparable references.
2.
If your company has less than five (5) years of experience, the following supporting details are required:

· Details about key technical personnel, including their qualifications, certifications, and relevant experience.

· List your current clients and describe the services your company provides for each.

· If you have worked with the US Embassy Kuala Lumpur, describe the services you provided which were to HVAC systems, including the year, period of performance and scope of work.

3.
Please confirm if your company is a factory-authorised service provider or equivalent for the following equipment: Trane, Carrier, Calmac, Baltimore, etc. Provide a detailed description.
4.
Does your company have experience maintaining and operating ice tanks and glycol chillers? Please provide a detailed description.
5.
How many years of experience do your personnel have, and what qualifications, certifications, or training do they have for HVAC maintenance? Please exclude the information about the workers provided in Item No. 2 and provide organization chart.
6.
The service contract includes the inventory, supply, and replacement of expendable parts due to wear and tear, including anti-clog tablets.

· Belts

· Hoses

· Gaskets

· Anti clog tablet

For this contract, the US Embassy Kuala Lumpur will supply all primary and secondary filters. State the details of the expendable parts included.

7.
Based on the SOW, provide your preventative maintenance program for the entire performance period. The proposal shall specify the tasks to be performed monthly, quarterly, semi-annually, and annually for each piece of equipment and system listed.
8.
Please confirm if your team has visited the site to become familiar with the buildings, systems, and policies. Provide a detailed description of the site visit, including observations and any preliminary assessments.
9.
What are your company's health and safety policies? Please also explain your emergency procedures and protocols, including how you handle HVAC-related emergencies.
10.
What is your typical response time for addressing issues or emergencies? Describe the process you follow from the time an issue is reported to resolution.
11.
What warranties do you offer on repairs and maintenance? Provide brief and typical details on the duration and coverage of these warranties.
12.
What strategies do you employ to optimize energy efficiency in HVAC system operations? Provide examples of energy efficiency improvements you have implemented in similar buildings.
13.
How do you communicate with clients and address their concerns? Describe your approach to maintaining clear and effective communication throughout the contract duration.

Prepared by, (Company stamp & sign) Name:

Designation:

Date

End of this tender questionnaire.

File details come from the government source that posted it. Updated .