Chiller Rental Q A RFQ 36C24826Q0834.pdf

Chiller Rental Q & A RFQ # 36C24826Q0834

Q: The solicitation references an anticipated delivery timeframe of 15–30 days ARO, while the price schedule shows the base period beginning 08/01/2026. Should offerors assume the chillers must be delivered and fully operational by 08/01/2026, or should delivery occur within 15–30 days after award if award is made after a date that makes 08/01/2026 impractical?

A: This is considered a commodity: Delivery timeframe 15-30 days ARO is hereby Removed from Statement of Need: Revised B.3 Price/Cost Schedule, Base Period of Performance (POP): 09/01/2026 to 09/30/2026. Option Years remain unchanged.

Q: CLIN 4003, should offerors include complete demobilization, disconnection, removal of temporary wiring/hoses, removal or restoration of temporary mechanical connections, site cleanup/restoration, and return freight?

A: Yes

Q: For the setup and removal CLINs, may the contractor invoice those CLINs upon successful completion and Government acceptance, while monthly rental CLINs are invoiced in arrears?

A: Yes

Q: The SOW states that the 100-ton skid-mounted chiller is to be set up on the east side of CLC Building 12. Can the Government provide a site plan, sketch, photos, or marked-up drawing showing the intended placement location for the 100-ton chiller?

A: Photo(s) marked up drawings are provided.

Q: Can the Government confirm the exact location of the CLC chilled water loop tie-in point where the 100-ton chiller hoses are to be connected?

A: The chilled water loop tie in will be in the mechanical room located approximately 75 feet from the 100-ton chiller. The contractor will be required to install a manifold for tie in including butterfly valves.

Q: The SOW states that the contractor shall install a 6-inch manifold on the CLC chilled water loop, including butterfly valves. Can the Government provide the required manifold configuration, connection type, material requirements, valve specifications, and any preferred layout details?

Q: Please confirm whether the 6-inch manifold installation will require a chilled water system shutdown, drain-down, hot tap, or any after-hours work.

Q: Can the Government provide the existing pipe size, pipe material, operating pressure, flow requirements, and connection type for the CLC chilled water loop?

Q: Can the Government confirm the estimated hose route and approximate distance from the proposed 100-ton chiller placement location to the CLC chilled water loop connection point?

A: The desired location of the 100-ton chiller is approximately 75 feet from the desired location of the contractor provided chilled water loop tie in. The piping and electrical feeders will leave the chiller and be routed overhead so as not to impede traffic for walkways and sidewalks. The piping and electrical feeders will be supported at intervals not to exceed 8 feet. Once at the CLC building, the piping and electrical feeds will separate.

The piping will enter the mechanical room. The electrical feeders will enter the electrical room. The rooms are adjacent to one another. The contractor will be required to core through the walls for both piping and electrical feeders. See marked up drawing.

Q: Will the hose routing for the 100-ton chiller cross any sidewalks, roads, entrances, patient/staff access paths, or other areas requiring ramps, overhead routing, barricades, protection, or special safety measures?

A: See response above.

Q: Can the Government confirm whether the area where the 100-ton skid-mounted chiller will be placed is level, accessible by delivery equipment, and suitable to support the weight of the temporary chiller?

A: Desired area is level, capable of supporting the weight of 100-ton chiller, and can be accessed with the aid of a extendable reach forklift. Contractor should select appropriately sized lift to reach over 4 foot stem wall for 12 feet and set the 100-ton chiller on supplied pad.

Q: For the 500-ton chiller, the SOW references connection to the existing Main Building chilled water loop manifold near the SE corner. Can the Government confirm whether the existing manifold is already installed and ready for contractor connection?

A: Government is supplying the connection. These are 6” flanged connections.

Q: Can the Government provide any available photos, drawings, or site visit notes showing the Main Building and CLC connection points, electrical connection points, proposed equipment placement areas, and required routing paths?

A: Sketch is provided outlining desired locations for the chillers as well as the locations of piping tie ins and the electrical rooms. Routing paths will be the responsibility of the contractor.

Q: The SOW states that the Main Building switchgear is approximately 300 feet from the desired 500-ton chiller location and that the CLC switchgear is approximately 50 feet from the desired 100-ton chiller location. Can the Government provide the exact electrical routing path for both chillers?

A: Sketch is provided outlining desired locations for the chillers as well as the locations of piping tie ins and the electrical rooms. Routing paths will be the responsibility of the contractor.

Q: During site review, it was noted that the 500-ton chiller electrical work may require over 300 feet of cabling in conduit through a basement/crawl space area and possible core drilling through the slab to reach the switchgear. Please confirm whether this routing description is accurate.

A: This is accurate. Sketch is provided outlining desired locations for the chillers as well as the locations of piping tie ins and the electrical rooms. Routing paths will be the responsibility of the contractor.

Q: Please confirm whether all cabling and piping must be routed overhead. If so, can the Government provide the required overhead routing path, support requirements, clearance requirements, and any restrictions for routing through occupied or access-controlled areas?

A: Sketch is provided outlining desired locations for the chillers as well as the locations of piping tie ins and the electrical rooms. Routing paths will be the responsibility of the contractor. Piping and electrical feeders shall not impede traffic on walkways or sidewalks.

Supporting shall be no more than 8 feet intervals with 7 foot clearance.

Q: Please confirm whether concrete core drilling through the slab, walls, or floors will be required for the electrical feeders and/or chilled water piping. If required, can the Government identify the expected core locations, slab thickness, and any known utility conflicts?

A: Sketch is provided outlining desired locations for the chillers as well as the locations of piping tie ins and the electrical rooms. Routing paths will be the responsibility of the contractor. Coring will be required for piping and electrical feeders. Slab and wall thickness varies from 8” to 16”. The Contractor will be required to scan locations prior to coring any location.

Q: Can the Government confirm the breaker size, breaker type, available capacity, and connection details for the 500-ton chiller at the Main Building switchgear?

A: Government will supply an appropriately sized breaker and trip sensor to power a 500-ton chiller with 480 volts. Once a contract is awarded the Government will install the breaker and trip unit based on the equipment demand not to exceed 1600 Amps. Lug connections are available.

Q: Can the Government confirm the breaker size, breaker type, available capacity, and connection details for the 100-ton chiller at the CLC switchgear?

A: Government will supply an appropriately sized breaker and trip sensor to power a 500-ton chiller with 480 volts. Once a contract is awarded the Government will install the breaker and trip unit based on the equipment demand not to exceed 1600 Amps. Lug connections are available.

Q: Will the Government provide any existing as-built drawings, one-line diagrams, switchgear information, electrical panel schedules, or mechanical piping drawings for both the Main Building and CLC Building connection points?

A: Sketch is provided outlining desired locations for the chillers as well as the locations of piping tie ins and the electrical rooms. No other information is necessary until contract award and equipment specifications are provided by the awarded contractor.

Q: Can the Government clarify whether the contractor is expected to furnish and install all mechanical piping, manifolds, valves, hoses, supports, insulation, electrical cabling, conduit, temporary panels, core drilling, and related installation work as part of the setup

CLIN?

A: Yes, should be turnkey.

Q: Would the Government allow offerors to provide a quote where the chiller rental vendor supplies the rental equipment and startup support, while separate qualified mechanical and electrical subcontractors perform the installation, piping, conduit, cabling, and tie-in work under the prime contractor’s responsibility?

A: The Prime and the Prime (Subs) can all work together

Q: Please confirm whether the chiller rental vendor is required to be the self-performing contractor for all mechanical and electrical installation work, or whether subcontracting the mechanical and electrical portions is acceptable.

A: Yes this is acceptable.

Q: Please confirm whether all installation, tie-in, testing, and startup work must be performed during normal duty hours, or whether any work will be required after-hours or on weekends due to shutdowns, access restrictions, or operational impacts.

A: Electrical tie- ins will require after hours and/or weekend work. All other work can be performed during Normal Business hours.

Q: The pricing schedule includes setup in the base period and removal in Option Year 4. If the Government does not exercise all option years or terminates the rental before Option Year 4, how should offerors account for removal costs?

A: If the Government does not exercise any of the remaining options, CLIN 4003 pricing will be modified into the current POP.

Q: Please confirm whether the contractor should include all temporary hose, fittings, valves, supports, ramps, barricades, signage, temporary electrical panels, conduit, wiring, core drilling, scanning, and related materials in the setup CLIN.

A: Yes see previous response.

Q: Can we receive facility site plan listing the buildings & areas the chillers VA will want chillers staged.

A: Yes see previous response.

Q: Will there be anything the VA will be supplying at this location.

A: Yes. The Government will provide tie in manifold with 6” flanged connections for the 500 ton chiller and a properly sized breaker and trip unit for the electrical feeders for both units.

Q: Can we get asbuilt Floor plan of main building where temporary chiller power will enter building & turn down into basement.

A: Yes see previous response and sketch.

Q: Can we get asbuilt of electrical box that power will travel through to basement?

A: Assuming this refers to the Electrical Trough installed below the switchgear proposed to feed the 500-ton chiller, no As Builts exist. The box is 8’L X 4’W X 2’H.

Q: Can we get asbuilt floor plan of basement from where power will enter basement through where it will turn up into electrical room?

A: See previous response.

Q: Can we get asbuilts of the electrical room floor plan where power will enter the electrical bus?

A: See previous response.

Q: Can we get the plumbing asbuilts at the connection location of the temporary chiller supply & return chilled water lines.

A: See previous response. Sketch and photos are provided.

Q: Please provide electrical information to the electrical bus the temporary chillers will connect to.

A: Government will supply an appropriately sized breaker and trip sensor to power a 500-ton chiller with 480 volts. Once a contract is awarded the Government will install the breaker and trip unit based on the equipment demand not to exceed 1600 Amps. Lug connections are available.

Q: Will power cables run through the basement need to be in conduit or can cables be hung loose through the basement?

A: Conduit will be required.

Q: Because of the distance to power this 500-ton chiller there will be a need for an online switchgear panel at the halfway point to be installed.

A: Not required.

Q: Where will the power for this online switchgear panel come from?

A: Switchgear panel not required. See responses above for power locations.

Q: Please list the breaker or bus that will be available to get power from?

A: See responses above.

Q: Will any possible core drilling of the floors need to be resealed after chillers are removed?

A: Yes.

Q: Will any chilled water or electrical shutdowns need to be performed on weekends?

A: Yes, see responses above.

Q: Will the crane be able to enter through the gate at SW16th street & setup inside the fence line?

A: See responses above for placing 100-ton chiller.

Q: How wide is this gate opening at SW16th Street?

A: 16 feet

Q: Will SW16th street be able to be blocked to shutdown traffic during the unloading of the 100-ton chiller to be placed inside the fence line?

A: Contractor shall coordinate necessary road closures with local authorities & provide the information to the services point of contact and Contracting Officer.

Q: Will any special permits be needed to be obtained to block SW 16th street.

A: Contractor shall coordinate necessary road closures with local authorities.

Q: Can we get asbuilts of the electrical room location of the electrical bus the temporary chiller will connect to?

A: See responses above.

Q: Please provide electrical information to the electrical bus the temporary chillers will connect to?

A: See responses above.

Q: Will the chilled water supply & return lines to temporary chiller be able to be placed on the floor or will they need to be supported off the floor?

A: See responses above.

Q: Will the electrical power need to be inside a conduit or will exposed insulated cables be allowed?

A: See responses above. Preferred method is in-conduit.

Q: Will the electrical power cables inside the electrical room be placed on the floor or will they need to be supported off the floor?

A: See responses above. No wiring, conduit, piping shall impede walkways, sidewalks, or egress areas.

Q: How wide does the MEP platform spanning the sidewalks need to be?

A: Must maintain 48’ egress

Q: Can there be scaffold frames in the middle of the sidewalks with protection & will 4’ opening between frames be enough for egress?

A: See responses above

Q: Will any chilled water or electrical shutdowns need to be performed on weekends?

A: See responses above.

Q: Temporary Power Conductors – Copper vs. Aluminum Please confirm whether the VA requires copper conductors for the temporary power feeders/cabling, or whether aluminum conductors may be used if properly sized, rated, terminated, and installed in accordance with applicable NEC requirements, equipment manufacturer requirements, and VA facility electrical shop/AHJ approval.

A: VA Specification requires copper only. Aluminum conductors are prohibited.

Q: 500-Ton Chiller Placement Area / Existing Fuel Tank During site review, a 2,500-gallon fuel tank was identified near the proposed placement/location area for the 500-ton chiller. Please confirm whether this area is off limits for delivery vehicles, equipment, forklifts, trucks, or temporary equipment movement. If travel over or near this area is permitted, please provide any load restrictions, access limitations, protection requirements, or preferred routing.

A: No deliver vehicles shall be permitted to drive over or park on the fuel tanks.

Q: 500-Ton / 527-Ton Chiller Temporary Cable Sizing Please confirm whether 4/0 temporary power cable may be used for the 500-ton/527-ton chiller installation, provided the cable installation is properly engineered/sized for the equipment load, run length, voltage drop, overcurrent protection, terminations, and installed in compliance with NEC requirements and VA facility electrical shop/AHJ approval. If 4/0 cable is not acceptable, please identify any VA-required minimum conductor size, material, or installation standard for the temporary feeder run.

A: See responses above. The contractor will be required to size cabling based on the specific equipment provided as load varies with different manufacturers. The Government will provide a suitable breaker and trip unit based on the specifications of the equipment the contractor provides.

Q: 500-Ton / 527-Ton Chiller Power Cable Routing Please confirm whether the contractor may run temporary rental Cam-Lok/Camlock-style power cable from the 500-ton/527-ton chiller location to the VA-supplied breaker/location

A: See responses above. The preferred method is to route the conductors in conduit as this is not a short-term rental. Conductors exposed for a period of 5 years are subject to damage.

Q: identified during the site visit, with the approximate 300-foot run per phase, subject to VA Engineering routing direction, safety requirements, and AHJ approval.

A: The VA Electrical Shop is the AHJ and will approve the proposed electrical route selected by the contractor.

Q: For the 500-ton chiller requirement, the Statement of Need identifies the Main Building switchgear connection point as approximately 300 feet from the desired chiller location and references a VA-provided 1200A breaker. Please confirm whether the contractor may run rental Cam-Lok/camlock power cable from the chiller to the VA-supplied breaker located in Room D089 for the approximately 300-foot run per phase, provided the installation meets VA requirements, NEC code, safety requirements, and facility electrical shop/AHJ direction.

A: See responses above. The preferred method is to route the conductors in conduit as this is not a short-term rental. Conductors exposed for a period of 5 years are subject to damage.

Q: For the 100-ton chiller serving the CLC Building, please confirm how many floors/levels the CLC chilled water loop serves

A: Three Floors

Q: For the 100-ton CLC chiller, please confirm whether booster pumps are required or whether the existing chilled water system/pumping arrangement is sufficient for the temporary chiller connection.

A: Depends on the chiller pumps can push three floors.

Q: Provide the required design entering chilled-water temperature, leaving chilled-water temperature, and design flow rate (GPM) for each temporary chiller connection serving the Main Building and CLC Building.

A: 42-54

Q: Confirm whether the stated minimum capacities of 500 tons and 100 tons are required at actual project design conditions, including specified entering/leaving water temperatures and Gainesville, Florida ambient conditions, or whether nominal nameplate capacity is acceptable.

A: Yes

Q: Confirm whether existing facility pumps will provide the required flow through each temporary chiller or whether the contractor is required to furnish temporary pumping equipment.

A: See responses above

Q: Provide available drawings, photographs, dimensions, flange standards, pipe sizes, elevations, and connection configurations for the existing chilled-water manifolds at both locations.

A: See all responses above as well as the marked-up diagrams and photos, Q: Identify allowable shutdown windows and maximum permitted outage durations for chilled-water and electrical tie-in activities at each building.

A: Shutdowns for any tie ins will occur after hours and/or on the weekend.

Q: Provide the available fault current, breaker manufacturer/model, trip settings, interrupting rating, grounding configuration, and confirmed voltage/phase/frequency at each Government-furnished electrical connection point.

A: See responses above. Voltage is 480VAC, 60 Hz.

Q: Clarify the exact contractor connection interface at each switchgear location, including whether the Government will perform breaker operation and final energization/de-energization or whether these activities are within contractor scope under VA oversight.

A: Government will provide breakers and trip units. Additionally, the Government will provide LOTO as well as all breaker operation.

Q: Provide available routing drawings and identify known restrictions affecting the approximately 300-foot Main Building feeder route and approximately 50-foot CLC feeder route, including required overhead crossings, minimum clearances, fire-rated penetrations, egress restrictions, and prohibited routing areas.

A: See responses above. Contractor will be responsible for identifying the most suitable route. A site walk through was facilitated for all potential bidders including a walk through the piping basement.

Q: Confirm whether the Government has existing utility scans or as-built drawings for anticipated penetration areas and clarify required firestopping, waterproofing, patching, and restoration standards.

A: Contractor will be responsible for scanning and obtaining permission prior to coring through any walls and floors. A site walk through was facilitated for all potential bidders including a walk through the piping basement identifying all anticipated penetration areas.

Q: Provide maximum allowable equipment footprint, overall dimensions, axle/loading limitations, outrigger restrictions, pavement loading limits, and required access clearances at each designated chiller location.

A: Field Verify

Q: Confirm that the proposed 500-ton chiller staging area and access route can accommodate a fully loaded trailer-mounted unit and associated delivery vehicle, and identify any Government-imposed restrictions on delivery vehicle length, turning radius, axle loading, or delivery hours.

A: Field Verify

Q: Clarify whether unloading and final placement of the 100-ton skid-mounted chiller are entirely contractor-furnished and whether any crane, rigging, or lift-plan requirements apply.

A: Yes

Q: Identify any site-specific sound limits, nighttime restrictions, patient-care-area limitations, or required acoustic mitigation applicable to continuous chiller operation.

A: None

Q: Provide available chilled-water chemistry data and clarify responsibility for flushing, cleaning, chemical treatment, side-stream filtration, glycol compatibility, and restoration of system water chemistry following installation or removal.

A: Contractor responsibility

Q: Clarify whether the temporary chillers are required to interface with the facility BAS, provide remote alarms, or operate as standalone equipment with local controls.

A: No.

Q: Clarify required response times for service calls, emergency failures, refrigerant events, loss of capacity, and other conditions affecting continuous operation.

A: Within 8 hours of call to contractor.

Q: Clarify the required preventive-maintenance scope, frequency, documentation, and coordination requirements during the base and option periods.

A: Will be the responsibility of the providing contractor/manufacturer.

Q: Define the maximum acceptable outage duration for either rental chiller and whether replacement equipment is required within a specified timeframe following a non-repairable failure.

A: Response for any failure, reduced capacity, and other conditions affecting continuous operation shall be responded to within 8 hours. Non-repairable equipment shall be replaced within 48 hours.

Q: Define the acceptance criteria for the required minimum 24-hour testing sequence, including required load conditions, trend data, temperatures, flow verification, alarm testing, and Government witness requirements.

A: VA point of contact will witness

Q: Clarify what documentation and Government approvals constitute successful startup and acceptance for purposes of commencing monthly rental charges.

A: Installation and Start-up documentation.

Q: Confirm whether monthly rental charges begin upon physical delivery, completion of installation, successful startup, completion of the 24-hour test, or formal Government acceptance.

A: Monthly rental charges begin once units are fully operational and running.

Q: Confirm whether equipment is expected to remain continuously installed and operational between the base period and exercised option periods without demobilization and remobilization.

A: (24/365) for the duration of the contract.

Q: Define required site restoration at final removal, including removal of temporary feeders, conduit, hoses, supports, manifolds, penetrations, firestopping, and pavement/building repairs.

A: Site will be returned to the original state following removal of the equipment, piping, and electrical feeders.

Q: Identify required permits, infection-control requirements, interim life-safety measures, construction risk assessments, VA work permits, or other facility-specific approvals applicable before mobilization.

A: No permits are required, no ICRA, no ILSM requirements. Contractor will be required to supply a copy of their safety program and policies for review by the VA Safety Department.

Risk assessments are recommended by the VA. Impairment Forms are required requesting shutdown of Chilled Water or Electrical Switchgear to facilitate tie in. COR will facilitate the Impairment Forms based on request from the contractor.

Q: Confirm whether award will be made on a lowest-price technically acceptable basis or another best-value methodology, and identify any technical information required beyond the pricing schedule and standard solicitation representations.

A: See evaluation factors (Section E) of the solicitation.

Q: After startup and training, who is responsible for day-to-day operation of the chillers:

contractor personnel or VA facility staff?

A: VA Staff

Q: Does the contractor need to provide routine preventive maintenance, emergency service, repairs, refrigerant service, remote monitoring, or 24/7 on-call support during the rental term?

A: See response above.

Q: What response time is required for service calls, alarms, breakdowns, or loss of cooling?

A: See response above.

Q: Are backup units, temporary redundancy, or contingency response plans required if either rental chiller fails?

A: See response above.

Q: Who is responsible for consumables, filters, refrigerant, oil, water treatment chemicals, and replacement parts during the rental period?

A: See response above.

Q: Clarify the acceptance criteria for the required minimum 24-hour testing sequence for both chillers.

A: See above

Q: Must the 24-hour test be performed under actual building load, simulated load, or no-load circulation?

A: See above

Q: What data must be recorded during the test: supply/return temperature, flow, pressure, amperage, alarms, runtime, ambient conditions, or other parameters?

A: See above

Q: Who will witness and approve the test: VA Engineering, Electrical Shop, Safety Officer, COR, CO, or other personnel?

A: Chiller Plant Supervisor/Designated Service POC

Q: Will the Government allow early delivery/staging before the POP start date if necessary to meet the operational deadline?

A: Yes

Q: Are there any known outages, construction activities, campus events, or restricted access dates that may affect mobilization, installation, testing, or removal?

A: No

Q: Confirm whether CLIN 0003 “Rental Chiller(s) Set-Up” should include all freight, mobilization, installation, electrical connection, piping/hoses, startup, testing, training, and commissioning.

A: Yes

Q: Confirm whether monthly rental CLINs should include routine maintenance, emergency service, repairs, monitoring, and replacement equipment if required.

A:Yes

Q: If either chiller is removed before the end of a monthly rental period, will monthly rental charges be prorated?

A:Yes

Q: Are offerors required to price all option years even though the base period is only two months?

A:Yes, regardless of the POP for the base period or any option year.

Q: Is the Government expecting a single award for both chillers, or would it consider separate awards?

A: Single Award

Q: Is there any Buy American, Trade Agreements, or manufacturer/origin requirement applicable to the rental chillers, major components, controls, or temporary electrical equipment?

A: Contractor will be required to provide specifications for review. All materials installed for piping tie ins and electrical feeders will be subject to the BAA.

Q: Will the Government provide a sign-in sheet or list of site visit attendees after the site visit?

A: No.

Q: Confirm the breaker size that will be provided for the 500-ton chiller and the breaker size that will be provided for the 100-ton chiller.

A: See responses above.

Q: Confirm whether the Government would consider installing the conduit and above-ground disconnects, or alternatively allow the use of temporary 4/0 cable in lieu of conduit, subject to applicable VA requirements, NEC requirements, and Government approval.

A: See responses above.

Q: If core drilling is required, confirm whether as-built drawings are available showing utilities, reinforcing steel, embedded conduits, and other concealed conditions in the proposed coring areas.

A: See responses above.

Q: Confirm whether 42°F is the required leaving chilled-water temperature under full-load design conditions and provide the corresponding required entering chilled-water temperature and design flow rate for each chiller.

A: See responses above

Q: Confirm whether after-hours or weekend work is permitted or required for electrical connections, chilled-water tie-ins, testing, commissioning, or system switchover activities.

A: See responses above.