Responses to Contractors Questions and Clarifications Chiller Plant Maintenance.pdf

Solicitation 36C24824Q0277 Questions and Clarifications Chiller Plant Maintenance

Contractor’s Questions and Clarifications:

1. Will the government accept a deficiency period of three months? During this deficiency period the award counter identified and propose corrective actions to the government, at which time the government has the option provide PO. After the repairs have been made the awarded contractor will then be financially responsible for repairs on that chiller/s, cooling tower, etc.

moving forward. If the government does not elect to provide a PO for the identified deficiency the awarded contractors not financially responsible for that piece of equipment until it is repaired or replaced. The government will not accept a deficiency period and/or corrective actions, the contractor is solely responsible once the contract is awarded.

2. Page 19 of the RFQ References overhauls based on run hours (Overhauls, refurbishment, 10 year/40,000-hour chiller R’Newal, AFD R’Newal, eddy current scans, epoxy coating, etc.). Can the government please provide the run hours of each piece of equipment. Please refer to the manufacturers operating manuals procedures, repairs, maintenance. The contractor will be provided with the run time of chillers.

3. Can the government please provide an overhaul schedule per piece of equipment. The schedule should include the model the serial number of the chiller and the approximate date the government Requests the overhaul to take place. Please refer to the manufacturers operating manuals procedures, repairs, maintenance. The contractor will be provided with the run time of chillers.

4. Can the government please provide a list of known deficiencies throughout both the Lee County and Bay Pines facilities. Bay Pines: Most of the equipment at the Bay Pines VA Healthcare Center is currently operational. Chiller #1 in chiller plant #1 has a bad AFD, part will be installed within the next couple of weeks. Lee County: All equipment at the Lee County Healthcare Center is currently operational. There are no known deficiencies at this time.

5. Will the Owner provide a detailed equipment list for each site that includes all the assets that are included in the scope of work and include make, model & serial numbers? A detailed list of equipment that includes make, model, and serial numbers has been provided. Please refer to manufactures operating and service manuals for scheduled maintenance timelines.

6. Will the Owner specifically differentiate which equipment is expected to have standard preventative maintenance services and which is expected to have comprehensive/full maintenance services? All equipment listed for Bay Pines and Lee County is expected to have full comprehensive maintenance services provided.

7. Will the service contractor be allowed to perform an initial condition assessment for each piece of equipment for which comprehensive/full maintenance services are to be provided and if so, what duration will be allowed (i.e., 30, 60, 90, 180 days, etc.) for the service contractor to perform that assessment? A contractor walk through was conducted at Bay Pines VA HCS and

Lee County HCS on December 15, 2023, where the condition of each piece of equipment was initially assessed. The government will not accept a deficiency period for corrective actions. The contractor will be responsible for all repairs beginning the day of the awarded contract.

8. Will the service contractor be allowed to provide a proposal to repair deficiencies that are identified during the initial condition assessment? The government will not accept a deficiency period and/or corrective actions, the contractor is solely responsible once the contract is awarded.

9. Will the service contractor be able to negotiate the repairs that are proposed as a result of the initial condition assessments directly with the Owner? The government will not accept a deficiency period and/or corrective actions, the contractor is solely responsible once the contract is awarded.

10. Will the service contractor have access to recent maintenance and service records to determine and if so for what prior historical duration? Bay Pines: Yes, the contractor will have access to all maintenance records for Bay Pines VAHCS. Lee County: Yes, contract awardees will be given access to the on-hand maintenance records for their situational awareness.

11. Will the service contractor have access to all records related to all equipment that may currently be in-warranty? Bay Pines: Currently there are no warranty equipment on the list provided. Lee

County: There are no pieces of equipment that are annotated on our list that fall into this category.

12. Will the Owner offer an extension to the current bid-date to allow the potential service contractors adequate time to prepare a responsible submission? Yes, the Closing Date will be extended.

13. The SOW lists performing tri-annual eddy current testing. How often should eddy current testing be performed on the water-cooled chillers condenser and evaporator side during the 5-year contract term? Bay Pines: last eddy current testing of the evaporators and condensers was conducted in 2022, eddy current testing should be conducted every 3 years. Lee County: The last Eddy current testing to occur at this facility was in 2021. We would like 2 future Eddy current tests scheduled during this contract. They need to be conducted in 2024 and 2027 for evaporators and condensers. A copy of the 2021 results will be provided.

Please let us know what year you want this covered so we can include the ECT costs in that year’s budget? Bay Pines: The next testing needs to be conducted in 2025 and 2028 of condensers and evaporators. Lee County: Services need to be conducted in 2024 and 2027 for evaporators and condensers.

14. Is Water Treatment to be included for Bay Pines VA and Lee County VA? Chilled Water Loop and Boiler Loop? No chemical water treatment service should be included as part of this maintenance contract for either Bay Pines or Lee County. Any reference to the need for such service in the statement of work is an error. Per leadership it will be its own separate service requirement independent of this chiller maintenance contract.

15. Corrosion and leaks that are on waterside, is this our responsibility? All leaks and corrosion (piping or connections) will be the responsibility of the contract awardee.

16. If a breakdown occurs during maintenance, how is payment adjusted? Contractor is responsible for all damage that occurs during their maintenance and repair.

17. On the belt driven cooling towers, what is the belt schedule and are we responsible for the maintenance of said belts? Bay Pines: Chiller plant 2 cooling towers belts are the responsibility of the awardee. Lee County: We have no belt driven cooling towers.

18. While working on cooling tower to change belts, is scaffolding provided to perform?

Or is it our responsibility? Bay Pines: The awardee is responsible for the scaffolding, and the tools and/or equipment i.e., cranes, forklifts, and scissor lifts.

19. What bonds are required? No Bonds are required.

20. For CLIN 23: Can you please clarify if CLIN 0023 is requesting Eddy Current Testing (ECT) 3 times per year or to perform ECT every third year? Bay Pines: last eddy current testing of the evaporators and condensers was conducted in 2022, eddy current testing should be conducted every 3 years. We will provide a copy of 2022 results. Lee County: The last Eddy current testing to occur at this facility was in 2021. We would like 2 future Eddy current tests scheduled during this contract. They need to be conducted in 2024 and 2027 for evaporators and condensers. A copy of the 2021 results will be provided.

21. Is this a new contract opportunity? This is a new Contract.

22. Who is the current service provider? There are no current service providers at either facility.

23. What's the government budget estimate? The Estimated Budget information is not allowed for this solicitation to keep it a fair opportunity.

24. Could the government please provide the following chiller information?

a. Last overhaul or Renewal of chillers?

b. Last replacement or Renewal of chiller VFD's?

C. Oil analysis reports for all chillers.

d. Eddy current reports for all chillers.

e. Vibration reports for all chillers.

f. All service records.

Bay Pines: a. none of the chillers have been overhauled, b. Chiller Plant 1, chiller #1 has new VFD/AFD being installed in 1/2024, c. 2021, d. 2022, e. 2023, f. will provide service records with RFI questions.

Lee County: a. they haven’t been overhauled, b. No VFD’s for chillers, c. none, d. 2021, e. None, F. will provide service records with RFI questions.

24. Would the awarded contractor be given time (discovery period) to evaluate deficiencies prior to full maintenance? A contractor walk through was conducted at Bay Pines VA HCS and Lee County HCS on December 15, 2023, where the condition of each piece of equipment was initially assessed. The government will not accept a deficiency period for corrective actions. The contractor will be responsible for all repairs beginning the day of the awarded contract.

25. Is refrigerant excluded in this requirement? The contracted awardee is responsible for providing the necessary refrigerant needed to make the appropriate repairs.

26. Eddy current is in the exclusions. What years are the evaporator and condensers to be scheduled for Eddy Current? Bay Pines: last eddy current testing of the evaporators and condensers was conducted in 2022, eddy current testing should be conducted every 3 years. We will provide a copy of 2022 results. Lee County: The last Eddy current testing to occur at this facility was in 2021. We would like 2 future Eddy current tests scheduled during this contract.

They need to be conducted in 2024 and 2027 for evaporators and condensers. A copy of the 2021 results will be provided.

27. On Page 18 of 117, Section: Special Exclusions. Are all the items listed under Special Exclusions included or excluded from the contract? Particular Items such as Overhauls, refurbishment, chiller R’Newal, AFD R’Newal & eddy current testing will be necessary to include in the contract to keep equipment in good operating condition and extend useful life. Also, Crane Services will be necessary to include in the contract for certain repairs to cooling towers, pumps, and motors.

Please clarify as bidders will have to understand that all of these things must be included to keep equipment in good operating condition and extend useful life. The mentioned items above are included in the contract. The contract awardee is responsible for ensuring the work listed above is included in their bid, scheduled, and completed by their company.

28. Lee County Chiller Scope of Work does not include the quarterly maintenance scope of work.

Please confirm quarterly maintenance is required and included for the equipment at Lee County VA? Lee County: Quarterly, Semi-annual, and annual maintenance is required at this facility. A copy of our preventive maintenance schedule for the year will be provided.

29. The bid documents call for cooling tower fill replacement with a pricing line item each year. Can you please confirm which Towers fill are to be replaced on which location and during which contract year? Bay Pines: We’re requesting chiller plant #2 cooling towers fill be replaced FY- 2024, and chiller plant 1 cooling towers fill be replaced in FY-2025, unless there are visible damage it can replace as needed. Lee County: We’re requesting that cooling tower fill be replaced on all 3 cooling towers in FY-2024.

30. On Pg. 21 of 124, Section B. SOW, Line 8., “Contractor shall provide all necessary professional services, equipment, labor, materials, supervision, tools, testing, and any relevant specialty services to maintain the Water Treatment System within the cooling towers located in Lee County Healthcare Center.” Is this line item considering a full water treatment program for Lee County site only? The inclusion of this line item in the SOW was in error. No chemical water treatment service should be included as part of this maintenance contract for either Bay Pines or Lee County. Per leadership it will be its own separate service requirement independent of this contract.