36C25620Q0587 Questions and Answers.pdf

36C256-20-Q-0587 HVAC Duct and Hood Cleaning

Questions and Answers

1. Are you asking for the IKECA hood cleaning certification for the hood systems?

Response:

The following are ACCEPTABLE certifications:

• International Kitchen Exhaust Cleaning Association (IKECA);

• Certified Hood and Duct Cleaning Association (CHDCA); and

• National Air Duct Cleaners Association (NADCA)

2. Is there any way that the requirement could be switched into systems monthly ie core lab, or, gu? This way full systems are cleaned at a time not just an amount of lin. feet of duct.

Response: No. The Government requests Contractors to clean each system, designated by

AHU, at a time, to meet the square footage requirement.

3. Is there any way the amount of monthly duct work can be lessened and spread over more time to allow a woman owned small business to be able to bid ie like a quarterly requirement instead of monthly?

Response: No.

4. I am wanting to know how big the facility is.

Response: With interstitials Building 100 is 2,877,498 sq ft.

5. Scope and any other pertinent details you might be able to add.

Response: All pertinent details are listed in the combined synopsis/solicitation and attached documents.

6. I am a verified service connected disabled veteran owned business and I would like to bid on the duct cleaning and kitchen hood cleaning at the Michael E. DeBakey VA Center. Due to scheduling conflicts, I was unable to attend the scheduled site visit and would like to know if a visit could be scheduled prior to the bid deadline.

Response: Alternate site visits will not be provided.

7. Can the facility provide adequate personnel needed to handle all coordination with facility departments that will ensure continuous and unhindered availability of work areas, system shutdowns and daily QA acceptance for all completed work? And what about on a 24/7 basis if needed?

Response: Yes. We have staff here 24/7/365. The COR will conduct all of the coordination well before the contractor will be going into an area to clean the ductwork and registers.

Someone will be available to conduct inspections for when contractor’s complete their work.

8. On the equipment list drawing schedule there are (159) general exhaust, battery area exhaust, Toilet exhaust and ISO exhaust systems. Can you provide a Specific list of the 84 exhaust systems to be included in this bid?

Response: It is just the general exhaust. None of the fume hood or battery room exhausts are within the scope of this contract.

9. The RFQ states there are 110 AH systems to be cleaned. There are (100) total air handling units shown on the equipment schedule drawing, with one showing future use. What are the locations and AH #’s of the remaining systems to be cleaned that are not shown on the drawing?

Response: They are shown as the make up air units on the drawings and there are three additional small unit’s in the basement in separate mechanical bays.

10. Will the facility be able to provide connection for contractor provided pigtails for an air compressor? This will be needed in various locations to minimize air hose run lengths throughout the duration of the project. Preferred areas would be the interstitial areas and varying areas at each floor level. Power would be 208v or 230v 30amp single phase service for each pigtail needed.

Response: There is 110 v power in the interstitials and 110v and limited 208/30a/1 ph available in the mechanical bays.

11. 2.2.5 states that facility will not provide a working area but in Section 4 it states that it will provide. Please clarify.

2.2.5. The facility will not provide an area for temporary offices, trailers, containers, or to store additional equipment.

or

Government Furnished Property & Services

Facilities: The Government will provide an area for the Contractor to store equipment used to complete the requirements under the contract. Storage space will not exceed 16’ x 24’ in total area.

Response: The Government will not provide an area for the Contractor to store equipment.

12. Is it insulated on the interior or exterior?

Response: The majority of the ductwork is exterior insulated. There are small sections with interior insulation.

13. Are we going to need any special tools like scissors lift?

Response: Much of the ductwork in the mechanical bays is elevated and will require a means to access it. Either a lift or ladders.

14. The RFP states the duct cleaning portion is to be completed in one year or 12 months. This is a large complex facility and cleaning of all ductwork for a hospital facility this large that has never been cleaned will require more than one or two duct cleaning companies to accomplish in that time frame. Due to the overall scope requirements and duct LF quantities a facility this large will require around the clock (24/7) work schedule to accomplish this in a 12 month period and that will still be tight. This type of schedule is going to increase the cost to clean the ductwork for this facility three fold compared to a more reasonable schedule. A more reasonable schedule will allow for better QA/QC Control, improved scheduling and communication, better pricing, improved performance and safety, etc.

a) Can the duct cleaning schedule be extended to a 3 year contract for duct cleaning? (this would be preferred and would eliminated

b) If the schedule cannot be extended for the duct cleaning work and a 12 month schedule for duct cleaning is required, then is the facility prepared to allow for a very invasive and disruptive

24/7 Schedule for 12 months?

Response: We have staff here 24/7/365. The work completed by the Contractor should not be invasive or disruptive and shall be conducted in a manner to cause minimal impact to the Medical Center’s operations.

c) Can the facility provide adequate personnel needed to handle all coordination with facility departments that will ensure continuous and unhindered availability of work areas, system shutdowns and daily QA acceptance for all completed work on a 24/7 basis?

Response: The COR will conduct all of the coordination well before the contractor will be going into an area to clean the ductwork and registers. Someone will be available to conduct inspections for when contractor’s complete their work.

15. Will cleaning of the Air Handling Units, exhaust plenums & discharge screens exiting the facility, the outside air ductwork, OA intake plenums and screens be included in the Duct cleaning work.

Response: No. Work terminates where ducts enter AHU’s or returns tie-in to intakes.

16. Are the AHU Return Fans and Exhaust Fans going to be cleaned?

Response: Yes, however dedicated fume hood exhaust and battery exhausts are excluded.

17. On the equipment list drawing schedule there are (159) general exhaust, battery area exhaust, Toilet exhaust and ISO exhaust systems Can you provide a Specific list of the 84 exhaust systems to be included in this bid.

(This info is needed in order to do an accurate takeoff of the drawings)

Response: Dedicated fume hood exhaust and battery exhausts are excluded.

18. The RFQ states there are 110 AH systems to be cleaned. There are (100) total air handling units shown on the equipment schedule drawing, with one showing future use. What are the locations and AH #’s of the remaining systems to be cleaned that are not shown on the drawing.

Response: They are shown as the make up air units on the drawings and there are three additional unit’s in the basement in separate mechanical bays.

19. The larger ductwork may be cleaned by Crawling. Will the ductwork be considered a confined space by the facility for this cleaning method? If so what protocol will you require for safety, air monitoring and documentation?

Response: This would be considered a non-permit required confined space. A copy of the facility’s confined space program is included with the solicitation attachments.

20. We will need power to run equipment in the interstitial and other areas where ductwork is located.

A) Will the facility be able to provide connection for contractor provided pigtails for an air compressor? This will be needed in various locations to minimize air hose run lengths throughout the duration of the project. Preferred areas would be the interstitial areas and varying areas at each floor level. Power would be 208v or 230v 30amp single phase service for each pigtail needed.

Response: There is 110 v power in the interstitials and 110v and limited 208/30a/1 ph available in the mechanical bays.

B) Are there adequate 110 volt power outlets available throughout each interstitial area for operation of vacuums, collectors etc.?

Response: Yes.

C) If the interstitial areas currently do not have power available will this be provided by the facility for this project?

Response: Interstitials contain 110v power outlets.

21. Will the personnel used to clean the grilles registers and diffusers be required to be employed by or supervised by a NADCA certified company?

Response: Only the project manager is required to have the certification. This applies to all three facets of the work described in the PWS.

22. Do you happen to have any historical data on pricing that can be disclosed?

Response: The Government does not have historical pricing.

23. In accordance with the SOW, this is scheduled to be completed within a year. Will a change order be allowed if that timeline cannot be met?

24. When it bid back in March the bid in the base year was to clean ductwork conditioning

1,600,000 square feet. This bid is now saying to clean 1,600,000 square feet of ductwork. Can you provide clarification? Does the ductwork to be cleaned condition 1,600,000 square feet of building area or is there 1,600,000 square feet of ductwork to be cleaned? We believe it’s the former, but please clarify.

Response: This refers to 1,600,000 sq ft of ductwork.

25. Also can you clarify there are nine (9) kitchen hood exhaust systems to be cleaned?

Response: Yes, there are nine.

26. How will payments be made for completed work , Draw schedule set up ?

Response: Payments will be made in accordance with Section B, Schedule after the work is approved and invoiced.

27. Can we work nights ,and / or weekends

Response: Yes.

28. will there be a desagted person or/ persons to inspect work the weekly sign off , as completed approved work ready to invoice

Response: Yes. The Contractor shall invoice in accordance with section B.

29. Parking areas desnagted , possible storage , construction Trailer if needed .

Response: Parking will be available. No storage will be provided. No area for a construction trailer will be provided.