4 - Question and Answer spreadsheet - 19UK5625Q0030 (1).xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- Residential Property - Boiler Replacements
- Solicitation number
- 19UK5625Q0032
- Issued by
-
Department of State US Embassy London
About this file
This document is a Questions and Answers (Q&A) spreadsheet for the Wychwood House Boiler Replacement Project (Solicitation Number 19UK5625Q0032) issued by the U.S. Department of State's Embassy in London. The Q&A provides detailed technical specifics about a boiler replacement project, including site-specific details such as the existing heating system having approximately 50 radiators, condensing boilers, and an open-vented hot water cylinder. Key project requirements include replacing boilers, updating electrical systems, installing new controls (Honeywell or equivalent), conducting a full asbestos R&D survey, and performing necessary builder work like redecorating walls and ceilings.
The project timeline indicates a site visit on June 4th, 2025, with quotations due by June 27th, 2025 at 17:00. Offerors must be registered in the System for Award Management (SAM) database and submit electronic quotations to Procurement_Box5@state.gov in specific file formats (MS-Word, MS-Excel, or PDF) with a maximum file size of 30MB. The expected project start date is July 28th, 2025. Contractors are responsible for comprehensive system compatibility checks, ensuring compliance with gas safe regulations, and verifying equipment manufacturer instructions throughout the installation process.
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Sheet1 Request for Quotation for: Wychwood House Boiler Replacement Project - 19UK5625Q0032
| Version 3 | ||
| No: | Questions | Answers |
| 1 | Please can you issue us with the photos of the plant room from the site visit. In particular we require photos of all equipment within this area including the pump and hot water cylinder immersion data badges, and also photos of the flue termination. | Photos of the plant room and pumps data have been submitted. Please note the electrical supply replacement for the HWC immersion heater is no longer required (section 4.2.6.3 of SOW- Rev 5 is no longer required). |
| 2 | Please can you issue us with the photos of the plant room from the site visit. In particular we require photos of all equipment within this area including the pump and hot water cylinder immersion data badges, and also photos of the flue termination. | Please see answer to Q1. |
| 3 | As discussed onsite, the existing heating system looks to be gravity, therefore we would propose installing hydraulic plate separation along with a small pressurisation unit on the primary circuit. This offers improved performance and efficiency whilst also protecting the new Boilers from sludge, debris, and corrosion that may be present within the existing heating system. This is however not mentioned within the scope of works document so please can you confirm if you would like this priced for or not. | Please note that we do not wish to add this element to the heating system. |
| 4 | Please can you confirm if the existing system only serves radiators or are there other heating circuits for example underfloor heating? Also, approximately how many radiators are there within the property? | The existing heating system only serves radiators. There are approximately 50 radiators in the house. |
| 5 | Kindly provide height restriction for access via the front road into the plant room? I noticed that there is an extract system running through the area and so head height is somewhat restricted. | Please see additional photos submitted. The horizontal distance from the outside duct to the building façade is approximately 700 mm. The vertical distance from the same duct to the floor is approximately 1000 mm. |
| 6 | Please provide details of plant room dimensions, Width, height, Length & Depth. | Please see approximate measurements below (the contractor is responsible to check these measurements): |
- Height 2900 mm
- Width 2700 mm at the widest point
- Depth 2400 mm at the deepest point
| 7 | We believe the boilers to be condensing, however, if this could just be clarified, that would be beneficial please. | Yes, the existing boilers are condensing. There is also a small pump behind the boilers at low level that pumps the condense out. |
| 8 | Please confirm parking arrangements and accessibility. | Parking for one vehicle will be provided. Please note there may be days where this could not be possible. |
| 9 | It was discussed that electrical supply will need to be renewed. Please confirm details of where this can come from within the building (consumer unit location etc). | Please see answer to Q1. |
| 10 | You confirmed that the hot water cylinder is to stay, however, can you confirm if this needs re-insulating along with all lagging to be renewed. | Yes, the hot water cylinder needs re-insulating. All lagging withing the room needs renewing as per SOW. |
| 11 | Can we please obtain all photos taken on site. | See SAM.gov for all photographs |
| 12 | When is an expected start date on this project? | July 28th 2025 at the time of writing. |
| 13 | Will the welfare be provided on site or do we have to allow for this? | Yes, a welfare room and a toilet will be provided. |
| 14 | Do you wish for a full asbestos survey to be taken place & if not can you provide the latest on please | Unfortunately there are no records available. The contractor shall conduct a full R&D survey to the boilers and boilers’s, associated equipment, including sections and surrounding areas that will be disturbed during the project, areas that form the work areas and access routes. This shall be included in the price proposal. |
| 15 | What duty heating pumps are currently fitted | See SAM.gov for all photographs, including those with the pump details. |
| 16 | The existing HWS cylinder and water softener are to be reused is it suitable for the new system? | It is the contractor resposibility to check the new system is compatible with the items to remain. |
| 17 | Is there any paper work on the current HWS cylinder & Water softener? | The HWC is a Gledhill. DEAN. There are two inmersion heater elements. |
| 18 | What is required to update the electrics to the HWS cylinder immersion as the current supply is not big enough. | Please see answer to Q1. |
| 19 | The current HWS Cylinder is open vented can it be converted to mains? | No, this is not a requirement. |
| 20 | Is heating system currently open vented if so, can it be converted to a sealed system | No, this is not a requirement. |
| 21 | Are any pressurisation units currently fitted | No. |
| 22 | What is the existing controls setup. | At present there is no means to control the boilers system from a thermostat in the house. The photograph included shows a cable (made of yellow, brown and blue cables) that runs from an old thermostat on the first floor main stairs lobby to the boiler room. This cable, as it runs from the 1st floor to the boiler room is operational and is to be re-used. The following elements are required as new for a full functioning system: |
- First floor stairs lobby new analogic thermostat to replace existing,
- New thermostatic valve to boiler room for heating control
- New thermostatic valve in boiler room for hot water control
- New digital panel in the boiler room for heating and hot water controls.
- All from Honeywell or similar technically equivalent product and as approved by the COR.
| 23 | Is a flu fan required? | The contractors shall make sure the new system is in accordance with the boilers manufacturer's instructions and with the most current gas safe regulations. |
| 24 | Is a ventilation fan required? | Please see answer to Q23. |
| 25 | What is the existing ventilation in the plantroom. | There is no data for the existing ventilation. Please note the photos already provided show a black door that leads to the outside. |
| 26 | What size gas pipe and metre are currently fitted are they suitable for 180 kw? | The SOW mentions the size of the existing boilers and the size of the proposed. It is the contractor's responsibility to undertake a thorough survey of the instalation and ensure it complies with gas safe regulations and equipment manufacturer's instructions. |
| 27 | Is mains water available in the plantroom. | A mains water pipe serves the boiler room's water softener. |
| 28 | Is there a drain and sump pump currently fitted in the plant room. | No. |
| 29 | Does the plantroom currently have a solenoid, knock off buttons, fuse links and CO sensors fitted. | See SAM.gov for all photographs |
| 30 | What builder work will be required in this project? | For walls and ceilings remove all loose material and re-decorate. The floor has been recently painted and does not need re-painting unless is damaged during the work. |
| 31 | What size pipe work and material is heating and HWS to be connected on to as we were advised not to remove current insulation set up? | It is the contractor resposibility to undertake a thorough survey of the installation as requested in the SOW. |
| 32 | Is there a Magna clean currently fitted? | None fitted as present. |
| 33 | Do you wish for the cylinder to be removed and stored temporarily but left operational to let the works be undertaken as the space is limited for the equipment mentioned. | No, this is not a requirement. |
| 34 | Would you require the whole plant room brought up to standards as it was noted there is no emergency lighting in the room? | Please refer to the SOW for the requirements. |
| 35 | Is the plantroom to be decorated at the same time? | Please see answer to Q30. |
| 36 | On the controls would you like a similar system that is configured currently or would you like a more commercial set up to have better control on all heating aspects? | Please see answer to Q22. |
| 37 | Do you wish for an external sensor fitted to help control the temperature from external readings to internal readings? | No, this is not a requirement. |
| 38 | Are you planning on keeping the external door blocked off? If so, are you expecting this to create enough airflow inside the plant room? | No, blocking the external door is not a requirement. It is the contractor's responsibility to ensure the airflow inside the plant room is adequate. |
| 39 | Can you please clarify what you mean on the term house keeping pads please? Is this to be situated where the concrete base is currently? | This refers to the concrete bases where the existing boilers are sitting on. They can be re-used for the new boilers and shall be altered if needed. |
| 40 | If so, do you wish for the bases to be removed or can they be positioned on top? | Please see answer to Q39. |
| 41 | Is the draining of the heating system required? | Yes, the draining of the heating system is required. Please include in the timeline gannt chart when the contractor plans to undertake the draining. In addition, please give the COR at least two weeks notices prior to the draining. |
| 42 | Do you require new valves or only a like for like replacement? | All branches of the heating system that are within the boiler room shall have their own isolation valve. In addition all valves within the boiler room shall be replaced with new. |
File details come from the government source that posted it. Updated .