Questions in Response to RFQ - Answered.pdf

The questions made in response to the aforementioned solicitation, as well as the answers are as follows:

1- Question: Is this a new contract, or a follow-on contract?

Answer: This is a follow-on contract to contract number 36C24820P1206.

2- Question: Will there be a site visit for this procurement?

Answer: Yes. There will be a site visit conducted at the VA Caribbean Healthcare System (VACHS), on Thursday, September 12, 2024, at 1:00 PM. We will meet at the main lobby at that time. The address for the VACHS is the following:

VA Caribbean Healthcare System 10 Casia Street San Juan, PR

00921-3201

3- Question: Can a Contractor include the price of the site visit in their quote?

Answer: No. The Government will not reimburse any expenses for the site visit.

4 - Question: What is the quote submission date?

Answer: The quote submission date is Monday, September 16, 2024, at 3:00 PM Atlantic Standard Time

(AST).

5 - Question: Section 3.5 of the PWS states that “all cooling towers components must always be maintained operational and clean, free of dust, grease, stains or anything else that may affect the operation and appearance of the unit or the unit’s components”. What does the Government consider clean and not clean?

Answer: The Government considers clean to be free of falling materials, grime, calcification, rust, and other types of buildup.

6- Question: Section 3.9 of the PWS addresses maintenance issues that may be caused or related to water treatment. Who will confirm if the water treatment is up to standards?

Answer: VACHS employees and Chemical Water Treatment Contractors.

7- Question: Section 3.10 of the PWS addresses chemical remediation. What is the relevance of chemical remediation for this contract?

Answer: If chemical remediation is not effective and a mechanical remediation is requested by the VACHS Environmental Regulatory Section (ERS), the Cooling Towers Maintenance and Repairs Contractor shall perform the remediation as stated in section 3.10 of the PWS. This section states that “If a mechanical remediation is requested by ERS, the Contractor shall perform a mechanical cleaning within the time frame established by ERS”.

8- Question: In regard to section 4.3 of the PWS, what is the Government’s frequency requirement?

Answer: As stated on section 4.1 of the PWS: “A scheduled maintenance program shall be provided, kept, and used by the Contractor to maintain the cooling tower units at an optimum operating efficiency.

The scheduled maintenance program shall be previously approved by the Contracting Officer (CO) and COR. The acceptance will be based on each cooling towers original manufacturer’s recommendation, the Cooling Technology Institute (CTI), and the guidelines provided below. The stricter of the three (3) shall determine the preventive maintenance schedule.”

9- Question: What is SAC Adjudication?

Answer: Special Agreement Checks (SAC) adjudication is needed for employees performing services at the VA facilities. This consists of taking the fingerprints of the Contractor personnel, and initiating their background investigation.

10- Question: What is the meaning of Organizational Conflict of Interest?

Answer: In accordance with FAR 2: “Organizational conflict of interest means that because of other activities or relationships with other persons, a person is unable or potentially unable to render impartial assistance or advice to the Government, or the person’s objectivity in performing the contract work is or might be otherwise impaired, or a person has an unfair competitive advantage”.

11- Question: What is the frequency of these preventive maintenance services?

Answer: Please refer to sections 3 and 4 of the PWS. Additionally, section 4.9 states that: “Water level shall be verified daily on each Cooling Tower, and a daily log shall be created to prevent any failure. The Contractor is responsible of ensuring the water level in each unit meets the manufacturer’s specifications.” Therefore, there are tasks that are performed on a daily basis.

12- Question: Does the cost for the unit's fill media and replacement labor effort be included in the proposal as part of the firm fixed price or will it be addressed via task order or contract amendment?

Answer: With the exception of the fill media for the four (4) Out-Patient Addition (OPA) cooling towers, which are currently being replaced, the fill media for the remaining eight (8) cooling towers shall be included in the quoted price, since they are likely to be replaced during the life of the new contract.

13- Question: Are Variable Frequency Drives (VFDs) included in this contract, or do they fall under another contract vehicle? If VFDs are included in this solicitation, do we include the replacement cost in our quotes, or will it be via task order or contract amendment?

Answer: VFD maintenance and repair is under another contract.

14- How many system filter elements are to be replaced on a monthly basis and what are their size?

Answer:

• Main Chiller Plant, 1 system per Cooling Tower, for a total of 5:

o LAKOS

TCX-0145-ABV, TC SYSTEM, SWEEPER HTX-0085, 460 60HZ DELUXE

• OPA Chiller Plant o LAKOS, 1 system

TPX-0280-ABV