Responses to Questions.docx

1. Section C.11 (VAAR 852.219-75, Notice of Limitations on Subcontracting) has box (iii) ‘Special trade construction contractors’ checked, which carries a 75% limitation, rather than box (i) ‘Services,’ which carries a 50% limitation. Given this is a preventative maintenance services requirement (PSC J041), can the Contracting Officer confirm whether the 75% limitation in box (iii) governs this award, or whether box (i) Services (50%) should apply and the certificate needs to be corrected by amendment? Box (i) Services should be checked and box (iii) Special trade construction contractors should be unchecked.

2. The Base Year period of performance begins September 25, 2026 — only two calendar days after the September 23, 2026, quote due date. Given the standard 30-45 day timeline typically needed for badging, background checks, and mobilization, does the Government anticipate exercising flexibility on the Base Year start date for the awardee, or is an incumbent already performing similar services who can bridge that gap? The V.A. HVAC dept. is currently maintaining chillers.

3. Is a contractor currently performing preventative maintenance on these 12 chiller systems? If so, will maintenance records, refrigerant leak logs, and the most recent Eddy Current Testing reports for the water-cooled units be made available for review at the site visit or upon request? V.A. HVAC currently servicing equipment and can provide Refrigerant logs and Eddy current test that have been completed.

4. Beyond the 2-year field experience and formalized OEM training program stated in the SOW's ‘Competencies and Qualifications’ section, does the Government require any specific individual certifications (e.g., EPA 608 Universal, OSHA 10 or 30, State of Wisconsin HVAC license, or manufacturer-specific certifications for York, McQuay, or Multi-Stack equipment) for FSTs performing this work? E.P.A. Refrigerant handling certification is required.

6. Section E.3 states the Government will use a comparative evaluation approach under RFO 12.203(c)(2) rather than Lowest Price Technically Acceptable and may select other than the lowest-priced quote for added benefit. Can the Government clarify what would be considered added benefit under Factor 2 (Technical Capability) or Factor 3 (Relevant Experience) beyond meeting the stated minimums? This would be determined by situational circumstances therefore it is not able to be answered at this time.

Section 2 — Equipment & Scope Questions

7. The SOW's operational-maintenance checklist (‘Provide operational maintenance services as defined by each chiller unit's manufacturer recommendations’) describes what must be checked at a visit, but the solicitation does not state how many operational inspections are required per year — the Period of Performance language only states that work ‘shall be completed in accordance with the performance schedule and shall be coordinated with the Government upon contract award,’ without providing that schedule. Based on RJY's experience performing chiller PM contracts at other VA medical centers around the country, operational inspections are typically performed multiple times during the cooling season (summer months) rather than as a single annual visit. RJY requests that the Government clarify the required number of operational inspections per ordering period and provide the performance schedule referenced in the SOW. RJY recommends, and requests the Government confirm or provide an alternative to, a schedule of three (3) operational inspections performed during the summer cooling season plus one (1) annual inspection (4 visits total per ordering period) — this materially affects the quantity/frequency priced into the Annual PM task lines on RJY's Price Schedule. This is just a one-time visit to each chiller listed.

8. How many of the 12 chillers may be taken out of service at one time for annual PM without affecting cooling capacity to any of the buildings served (400–408 and the portable unit)? Is there an N+1 requirement RJY should plan around, particularly for Building 400, which is served by three Multi-Stack water-cooled units? One chiller down at a time.

9. The SOW states Eddy Current Testing should occur ‘every other year,’ but the Price Schedule prices ECT (CLIN 0002/2002/4002) only in the Base Year, Option Year 2, and Option Year 4 — skipping Option Years 1 and 3. Can the Government confirm no ECT is expected in OY1 or OY3, consistent with a strict biennial cadence starting at award? Skipping years 1&3 is expected.

10. The ECT requirement applies to the 4 water-cooled chillers only (CH-09 through CH-12, per Table 2 and CLIN 0002/2002/4002 ‘on all water-cooled chillers’). One SOW bullet specifically names the CONDENSER side (Inspect water cooled condenser gaskets and tubes for damage and perform Eddy Current Test’), while a second SOW bullet reads more broadly (‘Conduct Eddy Current Testing (ECT) on chiller tubes and heat exchangers’) without expressly limiting scope to the condenser. Can the Government confirm whether ECT is required on the condenser bundle only, or on both the condenser AND evaporator bundles, for each of the 4 water-cooled chillers? Eddy current tests were for condensers only and bldgs. 401 and 400 chillers.

11. Table 2 does not state evaporator construction (e.g., shell-and-tube with a removable head, vs. brazed-plate) for any of the 12 chillers, including the 8 air-cooled units. Since the SOW's tube-brushing procedure (‘remove and re-installation of one head only’) describes a shell-and-tube configuration that a brazed-plate evaporator cannot physically accommodate, can the Government confirm the evaporator construction type for each chiller, or direct RJY to the OEM submittal/nameplate data so this can be verified at the site visit? The focus of this is to be the shell and tube condensers which have removable heads bolted to them.

12. For the VFD glycol change required in the Base Year only (CLIN 0003) on the two air-cooled screw-compressor chillers (one serving Bldg. 403, one portable), can the Government provide the OEM-specified glycol type and concentration, and confirm whether this is a full drain-and-refill or a top-off? use of the York specified glycol or equivalent can be used.

13. CH-08 is described as a portable/trailer-mounted York screw-compressor chiller. Is this unit expected to remain in continuous service at Tomah VAMC throughout the full 5-year period of performance, or could it be relocated or replaced during the contract term? Portable chiller may be in use at any time. If it is not, it will be ready and available at time of service. And be able to operate.

14. For the four water-cooled chillers (Basement, serving Bldgs. 400/401), who is responsible for condenser water chemical treatment — VA staff, a separate water treatment vendor, or is it expected to be part of this PM contract? Is there a Legionella or water management plan the awarded contractor must follow when servicing these units? V.A. is responsible for water treatment, and the Legionella management plan is handled within.

15. CH-01 and CH-02 are identical York YLAA0115SE units both serving Building 402. Do these operate as a lead/lag or N+1 pair, and is one intended as backup capacity for the other? These are able to be run independently so one can be shut down for service at a time.

17. Are any of the 12 chillers currently under an active manufacturer warranty that would restrict who may perform maintenance, tube brushing, or ECT without voiding that warranty? No, there are no chillers still under warranty.

Section 3 — Ancillary / Balance-of-Plant Equipment Questions The SOW's stated scope (‘Contractor shall provide all parts, equipment, material, labor, and supervision... necessary to provide factory, OEM certified, preventative maintenance service to 12 Chiller Systems’) is written around the 12 chiller units themselves and does not expressly address the balance-of-plant equipment that supports them. RJY requests confirmation on the following before pricing:

18. Condenser water and chilled water circulating pumps — is the awarded contractor responsible for preventative maintenance on the pumps associated with these 12 chiller systems (e.g., bearings, seals, coupling alignment, motor condition, pump VFDs), or is pump maintenance performed under a separate VA Facilities Management service or contract? Pumps are not part of the contract.

19. Cooling towers — for the water-cooled chillers (CH-09 through CH-12), is the contractor responsible for the associated cooling tower(s) (fill, basin, belts/sheaves, fan and gear drive, cooling-tower VFDs), or is cooling tower maintenance outside this SOW's scope and covered separately? There are no cooling towers.

20. Refrigerant monitoring systems — are area refrigerant leak/vapor monitors (e.g., ASHRAE 15-type monitors) installed in the mechanical spaces serving these chillers, and if so, is inspection, testing, or calibration of those monitors included in this SOW, or maintained under a separate contract? There are no refrigerant leak monitors.

21. BAS instrumentation — is the contractor responsible for calibrating any Building Automation System (BAS) sensors, pressure transducers, or flow meters used to monitor these chillers (including the condenser/chilled water flow referenced in the SOW's operational-maintenance checklist and the flowrate, temperature, and pressure data required in the maintenance log deliverable), or is that instrumentation maintained under a separate controls contract? BAS is VA responsibility.

22. Vibration analysis scope — the SOW's operational-maintenance checklist states ‘Check for unusual noise and vibration. Provide annual vibration analysis in accordance with manufacturer's recommendations,’ stated only in the context of the 12 chiller units themselves (compressor, motor, and associated rotating components). Is the awarded contractor's annual vibration analysis obligation limited to the 12 chillers, or does the Government also expect vibration analysis on associated ancillary/balance-of-plant equipment such as condenser and chilled water pumps and cooling tower fan/drive assemblies? If ancillary equipment is included, RJY requests the Government identify which specific pumps and cooling towers are within scope. Vibration analysis only pertains to compressors, motors, and associated rotating components.

23. Field Service Technician/Subcontractor Personnel: The solicitation requires Field Service Technicians to meet the stated training and experience requirements and also states that individuals performing the work must be regular employees of the contractor. The solicitation separately permits the use of subcontractors subject to the managing official for the HVAC systems located at the Tomah VA Medical Center. May the required chiller preventive maintenance services be performed by qualified technicians who are regular employees of an approved subcontractor, provided those technicians meet all applicable training, experience, and certification requirements of the solicitation? EPA Refrigerant Handling certification is only requirement.

24. Factory/OEM Certification: The Statement of Work requires "factory, Original Equipment Manufacturer (OEM) certified" preventive maintenance services. The equipment schedule includes chillers manufactured by York, McQuay, and Multi-Stack. Is the contractor required to provide manufacturer-specific factory certification for technicians servicing each respective manufacturer's equipment, or will documented formal manufacturer/OEM-equivalent training and demonstrated competency on the identified equipment satisfy this requirement? OEM Training is not required, and the SOW has been revised to reflect “trained personnel in chiller preventative maintenance”.

25. Certification Documentation with Quote: Factor 3 requires contractors to provide certifications showing they are qualified to perform all required work. Please clarify which specific technician and/or contractor certifications must be submitted with the quotation versus those that may be provided after award or upon request by the CO. EPA Refrigerant Handling can be provided after award of contract.