Question and Answer.docx

1. We would like to request a complete list of the AHUs with model and serial number that are required to be services as part of this bid. The list provided in Appendix B of the PWS has some missing information.

See Appendix B in updated SOW. Spreadsheet “Appendix B” is also attached separately in Amendment 2.

2. Can the government provide the procedure to shut down an air handler during standard business hours?

The COR will be routing the Outage request in our Leaf Portal for all shutdowns. That will be the responsibility of the COR and HVAC Supervisor. Air handlers will not be shut down during normal business hours. They can be turned off after normal business hours 8pm until 4am. This is with the COR or HVAC Supervisor routing a shut down and providing express permission to do so.

3. Can the government provide the procedure to shut down an air handler outside of standard business hours?

See answer #2.

4. Can the government identify what pieces of equipment in the RFQ will require after hour service to complete maintenance?

All HVAC and Filter Changes will be done between 0700-1600 during normal business days. If a shutdown is required to change the filters, then they will be performed during non-business hours between 8pm and 4am.

5. Can the government provide the facilities lockout tagout procedure?

Lockout/Tagout procedures are being written and is not available at this time.

6. Will the facility be mandated to confirm the contractor’s lockout tagout procedure before maintenance can begin?

HVAC Shop will shut-down, isolate energy sources, and perform Lockout/Tagout of the equipment first. Contractor working on equipment will then be required to place their lock on the lockout/tagout devices.

7. Can the government provide a filter list?

See Appendix F in updated SOW. Spreadsheet “Appendix B” is also attached separately in Amendment 2.

8. What is the frequency of replacement for the filters?

See answer #7.

9. Can the government provide a blower belt list?

See Appendix B in updated SOW. Spreadsheet “Appendix B” is also attached separately in Amendment 2.

10. Can the government provide a maintenance schedule that directly speaks to the frequency of which filters and belts should be replaced for specific air handlers?

Government has provided model and serial number for all equipment. Please see the manufacturer’s maintenance schedule for details.

11. The equipment list we saw did not properly describe the capacity of each AHU and we only looked at 30 or so of the 50 on the list (the largest ones and outdoor air units I assume were all covered since that was the focus of the job walk). Requesting an equipment schedule from the Mechanical drawings or other references to the air flow or motor horsepower, would help us determine the maintenance requirements.

See Appendix B in updated SOW. Spreadsheet “Appendix B” is also attached separately in Amendment 2.

12. Will there be a designated space for the employee(s) that will be servicing this contract?

No, there will not be a designated parking space. Contactor may be allowed to park in patient garage if space is available. This shall be revocable by the facility at any time.

13. Can you please provide the MERV rating and/or HEPA details for the filters?

This is in Appendix F

14. Is there a filter list with frequencies that can be provided? Specifically transitional living – 7 units, CEP units 6, 7 and 8, and research units.

This is in Appendix F

15. Is there a maintenance checklist of items that have been maintained? If so, please provide.

See answer #10.

16. Can we have access to mechanical schedule/drawings?

No drawings shall be provided for this maintenance project.

17. Are hot water pumps included?

No hot water pumps are included

18. Are exhaust units included?

The ERV units (referred to as DOAS units) shall be maintained. Return and general schedule exhaust as it relates to the AHU system shall be maintained. Separate exhaust for infectious waste and kitchen exhaust shall not be associated with contract.

19. Will there be storage on site for contractor use?

Yes, there will be some short-term storage for filter staging only.

20. Who is the incumbent? Previous project award amount?

This is the first contract for this requirement. There is no acquisition history.

21. Is there currently an EMCS -Energy Management System Monitoring?

Yes. We use JCI based MetaSys.

22. If yes, are the Energy Management System, Maintenance scheduling, and data available?

No, not at this time as maintenance schedules are being developed to be congruent with contract requirements.

23. Is there Energy Management system data available on all Air Handlers

EMS data and access will not be provided. Individually requested information may be given at the discretion of the VA.

24. What are the ages of the 56 Air Handlers?

Approximately 5 years

25. Is this a new preventative maintenance contract? Or is this a renewal of a previous PM contract. IF a renewal, who is/was the incumbent? Also, if a recompete, then there is likely a PM schedule used for the previous contract.

See answer #20.

26. Is there a schedule, type and quantity listing of Filter Media Types for each Air Handler?

This is in Appendix F

27. When was the last time air handler coils inspected for dust and debris?

Monthly

28. The solicitation requests preventative maintenance services for approximately 56 AHUs and requests that pricing be provided on a monthly, quarterly, semi-annual, and annual basis. Is there a scope/checklist of preventative maintenance for each of these periods that has been used for PM in these periods to date or will the contractor need to research all the different manufacturers data for each AHU and compile a table of services by PM period of services to provide a basis for pricing?

Contractor to use manufacturers recommendations to offer best service value.

29. Does the VA maintain a current library of all manufacturer’s manuals for all the AHU’s, or will the contractor be required to recollect all this data?

Yes to both.

30. Can we have access to the latest Facility Condition Analysis (FCA) for all the Air Handlers at the New Orleans VAMC? If the FCA was correctly and completely done, it would provide a lot of detail information on the existing Air Handlers and their assessed conditions.

The FCA was conducted in 2021 and will not be given out to contractors.

31. Is there a list of equipment that is still under original installation warranties?

No

32. The solicitation states that the Contractor shall provide Professional services to maintain the Air Handling Units, auxiliary and ancillary components on a scheduled basis. How far back up the chain does auxiliary and ancillary components go?

AHUs as listed, their ERV (DOAS units), General Schedule exhaust, return fan assemblies if separate from the AHU, Dampers for unit isolation, control dampers and back draft dampers within the AHU and ERV units, unit condensate drain lines.

33. Who at the New Orleans VAMC is in charge/responsible for preventative maintenance of the AHUs? Who will we be reporting to for this effort? Can we get a map of all facilities and floor plans of each facility showing where each piece of equipment is located?

HVAC Shop Supervisor at least 2 weeks in advance, and the Central Energy Plant Shift Leaderman during times of service. A map of the facility and unit locations are provided as “Attachment B – Site Plan” with amendment 2.

34. Would the VA consider an extension to the May 19, 2022, due date given? If so, it would benefit the VA with more effective pricing and contractors’ knowledge of requirements.

Extended to May 26th, 2022, 13:00 (1:00 pm) Central.