26Q0059 and 26Q0060_Questions Answers.pdf

RFQs 19PE5026Q0059 & 19PE5026Q0060

Preventive Maintenance of Cooling Towers

Questions & Answers

P1. The solicitations reference technical documentation currently available to the Government, including the Marley NC Steel Cooling Tower User Manual under

RFQ 19PE5026Q0059 and the Baltimore VFL-036-31K Cooling Tower Submittal, Drawing, and Series VFL O&M documentation under RFQ 19PE5026Q0060Could the Embassy please provide copies of the referenced manuals, drawings and submittals to support preparation of our technical approach and verification of maintenance procedures and replacement parts?

A1. See attached technical information about Cooling Towers 1 & 2 - Marley SPX.

P2. The scope includes motor disassembly, bearing replacement, stator varnishing, resistance measurements, and lubrication. Please confirm whether the motors may be temporarily removed from the Embassy and serviced at a qualified specialized workshop, or whether all motor-maintenance activities must be performed on site.

A2. Yes. The motor may be temporarily removed from the Embassy and transported to the Contractor’s qualified specialized workshop for servicing, provided that the removal, transportation, repair, and reinstallation are performed during the week the respective Cooling Tower is out of service for maintenance. The Contractor shall be responsible for all associated labor, transportation, handling, and reinstallation.

P3. Please confirm whether both cooling towers covered under each RFQ may be shut down simultaneously during maintenance, or whether the contractor must maintain one tower in operation while servicing the other. Additionally, please advise whether there is a maximum allowable continuous shutdown period per tower, in hours or days, that should be considered for manpower, sequencing, and scheduling purposes.

A3. For each RFQ, one Cooling Tower will be out of service for maintenance while the other remains fully operational. The annual maintenance of each Cooling Tower is expected to take one full week and may require up to an additional two days for final testing and adjustments. Maintenance and coating of the metal structure shall be performed during a separate week. The final schedule will be coordinated with the Contractor.

P4. Please confirm whether DBA insurance is required under RFQs

19PE5026Q0059 and 19PE5026Q0060 and, if so, whether a DBA insurance quotation or evidence of coverage must be submitted with the quotation.

A4. Both request for quotations do not require the Defense Base Act insurance policy.

P5. Please confirm whether the Embassy will provide pressurized water and electrical power required to perform the maintenance activities, including the use of pressure washers and electrical tools, or whether these utilities must be independently provided by the contractor.

A5. The Embassy will provide access to water from a roof-mounted faucet and electrical power (115V or 208V) from a nearby wall receptacle. The Contractor shall provide all hoses, extension cords, transformer(s), if needed, tools, and equipment required to perform the maintenance activities. All Contractor-provided tools and equipment shall be in good and safe working condition.

P6. Please confirm whether the Embassy has an authorized discharge point for water generated from tower draining, washing, and cleaning activities.

If no authorized discharge point is available, please confirm whether the contractor should include the collection and off-site disposal of wastewater and other potentially contaminated residues in its scope and price.

A6. The Embassy has a drain point available for cleaning and washing the Cooling Towers. Any additional residue or debris generated during the work shall be collected by the Contractor, placed in suitable bags or containers, and removed from the facility by the Contractor.

P7. Please confirm the available means of access for transporting motors, tools, spare parts, and other materials to and from the cooling tower work areas.

Specifically, please confirm whether existing elevators and/or stairs may be used, or whether the contractor should include external lifting equipment such as a crane or boom truck in its quotation.

A7. The Embassy has a freight elevator available for transporting equipment and materials up to the highest elevator-served floor. Equipment or components that may damage the interior of the elevator shall be transported by the stairs. From the highest elevator stop, stairs are available to access the roof where the Cooling Towers are located.

P8. The SOW does not specify an escort-to-personnel ratio. Is there a limit on the total number of contractor personnel (technicians, helpers, etc.) that may work simultaneously on the Chancery roof, based on the number of escorts the Embassy can provide?

A8. The Embassy will provide escorts for a Contractor crew of up to four (4) personnel working simultaneously on the Chancery roof.

P9.. (26Q0060) Regarding item 9.c of the Scope of Work, please confirm that the required paint system is limited to a zinc chromate primer and white epoxy topcoat, applied only to areas showing visible corrosion or paint loss, and not a full repainting of the entire structure.

A9. Damaged and corroded areas shall be repaired as required and primed with zinc chromate primer. Following the necessary repairs and surface preparation, a full coat of white epoxy shall be applied to the entire structure. The Embassy expects the completed coating system to provide full coverage and adequate protection against weather conditions.

P10. Is the contractor required to have a dedicated safety officer (prevencionista de riesgos) present on site during the works? If so, please provide the minimum qualifications/profile required for this role?

A10. A full-time Safety Officer is not required. For a crew of up to four (4) personnel, one person shall be designated as the Working Supervisor and shall be responsible for ensuring compliance with applicable safety requirements and completing the Job

Hazard Analysis (JHA) each day.

P11. (26Q0060) During the site visit, we were informed that the motor cannot be removed from the work area (it may not be taken to an outside workshop). The SOW references 'air varnishing' for electric motor maintenance but does not mention oven curing. Please confirm whether this restriction on removing the motor from the site is the reason oven curing is not contemplated, and that the only accepted method is on-site air varnishing/air-drying.

A11. See answer A.2.

P12. (26Q0060) The SOW identifies the equipment as closed-circuit cooling towers, Baltimore model VFL-036-31K, AISI 304 stainless steel, rated for 160 GPM (93°F to 85°F, 76°F WB), with 10 HP fan motors. For water-treatment and material-compatibility purposes, please provide, per unit: (i) number of coils; (ii) approximate coil surface area, if available; and (iii) coil material, if different from the AISI 304 casing A12. See attached technical information about Cooling Towers 3 & 4 - Baltimore model VFL-036-31K.

P13. (26Q0060) Regarding the circulating and make-up water, please provide the current laboratory analysis reporting at minimum: pH, total hardness, conductivity, total alkalinity, total suspended solids (TSS), chlorides and silica. Please indicate the sampling date and sampling point, and confirm whether a chemical treatment program is currently in place.

A13. The current laboratory water analysis will be shared with the awarded

Contractor. A water treatment program is currently in place; however, the Contractor is expected to evaluate the existing program and provide recommendations for improvement as part of the service.

P.14 Sanding and painting of the structure of the 04 cooling towers:

26Q0059’s SOW said we must apply a zinc chromate base coat (anti-corrosive primer) and applying a protective enamel finish coat; 26Q0060’s SOW said we must use epoxy zinc chromate base and painting with white epoxy (as the final finish).

Since the structures of both brands of towers are similar, shouldn't the type of paint to be applied as a base (zinc chromate) and also the paint to be applied as the final finish (white enamel) be homogenized for the structures of both brands of towers?

(As specified for Marley towers)

A14. Yes, for all 4 cooling towers same painting procedure shall be followed.

Follow instructions in Answer A.9.

P15. (26Q0060) Specify the material of the coil (galvanized steel, stainless steel, copper, etc.).

A15. See attached submittal from CT 3&4. It indicates stainless steel 304.

P16. (26Q0060) What is the maximum period in terms of calendar days that the maintenance work of these towers must take?

A16. A16. The Government anticipates a maximum duration of three (3) calendar weeks for Cooling Towers 1 and 2, and an additional three (3) calendar weeks for Cooling Towers 3 and 4, for a total maximum period of six (6) calendar weeks.

The estimated duration is based on approximately one (1) work week per cooling tower for maintenance activities, plus one (1) additional week for structural painting and finishing for each group of two cooling towers. This estimate assumes a maximum work crew of four (4) personnel.

P17. (26Q0060) SOW numeral 10. it is indicated that several spare parts must be changed: (droplet eliminators, motor bearings, water replacement line and 1” valve, 2" drain line, sirocco ring) in both towers. Confirm if ALL of these spare parts will be supplied by the embassy or if some of them (motor bearings) must be supplied by the contractor?

A17. All spare parts listed in SOW Section 10 will be supplied by the Embassy, except for the motor bearings, which shall be supplied by the Contractor.

P18. (26Q0060) Specify what is required in the following ITEMS:

• Check existing equipment data to assess its status

• Check the stock data of replacements

• Review operational activities to optimize them

• Review critically equipment

• General cleaning of the equipment: cabinet, coils, fans, drains and fillers (?)

(the eliminators are supposed to be replaced, therefore they should not be cleaned) with an ????.

A18. The Contractor shall review the cooling tower operational parameters and equipment condition as part of the maintenance activities. The Contractor shall also review the current spare parts inventory and provide the Government with a list of recommended spare parts to be maintained in stock for future annual maintenance.

The Contractor shall perform general cleaning of the cooling tower components, including the cabinet, coils, fans, drains, and fillers, as applicable. The droplet eliminators shall be replaced and therefore do not require cleaning.

P19. (26Q0059) What is the maximum period in terms of calendar days that the maintenance work of these towers must take?

A19. See answer A.16.

P.20 (26Q0059) SOW numeral 8. Motor, it is indicated that it must be painted with epoxy paint, or does it refer to painting it with zinc chromate base?

A.20 The exterior casing of the cooling tower electric motor shall be coated with a durable epoxy paint system suitable for outdoor and corrosive cooling-tower environments. A compatible primer, including zinc chromate or an equivalent corrosion-resistant primer, may be used as recommended by the paint manufacturer. Epoxy paint shall be the final protective coating.

P21. (26Q0059) SOW numeral 11. Electrical Components, it is indicated that the motor bearings must be changed, but it is not indicated who will supply them. Will they be on behalf of the embassy or on behalf of the contractor?

A21. See Answer A.17.

P.22 Specify the daily work schedule: From 07:30 a.m. to 4:30 p.m. with an hour for lunch?

A22. The daily work schedule shall be from 7:30 a.m. to 4:30 p.m., including a one-hour lunch break.

P23. Can we work on Saturdays at the same time as from Monday to Friday or is the working day shorter?

A23. Regular work shall be performed Monday through Friday. Saturday work may be authorized only upon request and subject to the Government’s prior approval and internal requirements. If approved, the Government will coordinate the applicable work schedule with the Contractor. No additional cost shall be considered or paid for Saturday work requested by the Contractor.

P.24 It is known that, in order to perform the services, the contractor's technical staff can only work on the roof if they are accompanied throughout the working day by a person from the embassy (American escort). In this regard, please specify the following:

a. What is the maximum number of contractor workers who can be accompanied simultaneously by a single escort?

b. Is it possible for the contractor's workers to be accompanied by more than one escort during each and every one of the working days?

A.24 The Contractor shall consider a maximum working crew of four (4) personnel.

Details regarding the escort requirement will be coordinated with the successful Contractor.

P.25 Should the contractor's personnel take a security induction session dictated by the embassy? If the answer is positive, should it be taken before the start of the work or can it be during the first day of work?

A.25 Yes. Contractor personnel shall receive the required security induction on the first day of work, prior to commencing work activities.

P.26 Will the contractor be able to bring their tools and materials before the "official" day of the start of the work, so that the working days are better used while the equipment is switched off?

A.26 Yes. The Contractor may bring tools and materials to the site prior to the official start date, subject to prior coordination with the US Government.