Questions and Answers FINAL.pdf

Questions and Answers

Solicitation No. 70FBR926Q00000014

PAO Quarterly HVAC Maintenance

Existing HVAC Equipment Inventory and Quantity

Q1. Is there an existing equipment schedule or inventory available showing the quantity, type, manufacturer, model, capacity/tonnage, serial number, location, approximate age, and known deficiencies of the HVAC equipment covered under this requirement?

A1. The Government is providing the available HVAC reference materials, including the PAO HVAC Map and HVAC floor plan, for oƯerors’ review. A complete equipment inventory is not currently available. The successful contractor shall develop the equipment inventory during the initial system assessment in accordance with SOW Section C.1, “System Assessment - First Visit.”

Q2. If a full inventory is not available, can FEMA provide an approximate count of the split systems, air handlers, condensing units, ventilator units, thermostats, controls, condensate components, exhaust/outside-air equipment, and other major HVAC equipment expected to be serviced at Building 520 / 546 Bonney Loop, including equipment currently serving the FEMA PAO oƯice?

A2. The Government is providing the available PAO HVAC Map and HVAC floor plan for reference. OƯerors are encouraged to attend the optional site visit to observe equipment locations, quantities, and site conditions. The successful contractor shall confirm and document the final equipment inventory during the initial system assessment.

Q3. If an inventory is not available before the quote due date, should oƯerors price CLIN 0001, Quarterly Preventive Maintenance, and CLIN 0003, Initial System Assessment and Equipment Inventory, assuming the inventory will be developed after award during the first scheduled service visit?

A3. Yes. OƯerors shall price CLIN 0001 based on the solicitation, SOW, attachments, site visit information, and any amendments issued by the Government. CLIN 0003 shall be priced as a separate firm-fixed-price CLIN for the initial system assessment and equipment inventory in accordance with SOW Section C.1, “System Assessment - First Visit.” The inventory shall be developed after award during the first scheduled service visit, unless otherwise directed by the Contracting OƯicer.

Q4. Are prior contractor service reports or inventory records available for release to oƯerors, redacted as necessary?

A4. No additional prior contractor service reports or inventory records are available for release at this time. OƯerors shall rely on the solicitation, SOW, attachments, optional site visit, and any written amendments issued by the Contracting OƯicer.

Q5. Is there an available equipment list for oƯerors to review?

A5. The Government is providing the PAO HVAC Map and HVAC floor plan for reference. A complete equipment inventory is not currently available and shall be developed by the successful contractor under CLIN 0003.

Equipment Locations and Accessibility

Q6. Can FEMA provide any floor plans, mechanical plans, equipment location drawings, or photos that would help identify where the covered equipment is located?

A6. The Government is providing the available PAO HVAC Map and HVAC floor plan for reference. OƯerors are encouraged to attend the optional site visit to observe equipment locations and site conditions.

Q7. Are any units located on rooftops, above ceilings, in restricted mechanical spaces, or in areas requiring ladders, lifts, special access equipment, or escorts?

A7. Some units are located above ceilings, including ventilator equipment and one evaporator. Most AC evaporators are mounted to interior walls. OƯerors are encouraged to attend the optional site visit to assess accessibility, equipment locations, and any ancillary access needs.

Q8. Please confirm whether roof, mechanical-room, or outdoor condenser access requires additional coordination or escort support beyond the on-site POC.

A8. No additional coordination or escort support beyond the on-site point of contact is anticipated for routine access during normal business hours. Contractor personnel must comply with all Fort Shafter and FEMA access requirements.

Quarterly Preventive Maintenance Scope, Filters, and Consumables

Q9. Should oƯerors include the cost of replacement filters and other routine consumable maintenance materials in the quarterly firm-fixed-price maintenance price?

A9. Yes. The quarterly preventive maintenance price shall include all labor, supervision, tools, equipment, routine materials, filters, consumables, and incidentals necessary to perform the quarterly maintenance requirements.

Q10. If replacement filters are to be included in the contractor’s quarterly price, is FEMA able to provide filter quantities and sizes?

A10. The available PAO HVAC Map and HVAC floor plan are provided for reference. OƯerors are encouraged to attend the optional site visit to review equipment and assess filter requirements. The successful contractor shall confirm filter quantities, sizes, and related equipment information during the initial system assessment and equipment inventory.

Q11. Please confirm who will furnish disposable filters and other consumables: the contractor or the Government.

A11. The contractor shall furnish disposable filters and routine consumables required to perform quarterly preventive maintenance.

Q12. Should filter replacement be included in the CLIN 0001 price for all quarterly visits, or only when directed by the Government?

A12. Filter inspection, cleaning, and replacement, as required by the manufacturer or as directed by the Government, shall be included in the CLIN 0001 quarterly preventive maintenance price for all quarterly visits.

Q13. The SOW requires the contractor to inspect washable, disposable, pre-filters, and ventilator filters and to clean or replace filters as required by the manufacturer or as directed by the Government. Please confirm whether the contractor’s quarterly firm-fixed-price maintenance shall include the cost of all replacement filters and routine consumable materials required during each scheduled maintenance visit.

A13. Confirmed. The cost of replacement filters and routine consumable materials required during each scheduled quarterly maintenance visit shall be included in the quarterly firm-fixed-price maintenance price.

Q14. Are coil cleaning, drain-line clearing, and similar maintenance tasks expected to be completed during each quarterly visit when needed, or should work beyond routine inspection be separately quoted if additional labor or materials are required?

A14. The contractor shall perform the quarterly preventive maintenance tasks described in SOW Section C.2. This includes checking drain pans, drain traps, condensate pumps, and condensate drain lines; clearing minor obstructions when accessible; and reporting deficiencies requiring repair. Corrective repairs, replacement parts, equipment replacement, or work outside the approved quarterly maintenance scope shall not be performed without prior written Government authorization.

Q15. Please identify any Government-furnished filters, materials, equipment, or access support.

A15. The Government will not furnish filters, materials, or equipment. The on-site point of contact will provide access support during normal business hours, subject to Fort Shafter and FEMA access requirements.

Current Equipment Condition

Q16. Are there any known HVAC systems that are currently inoperable, experiencing cooling or humidity issues, or otherwise in need of repair?

A16. The SOW identifies the need for the contractor to inspect equipment suspected of being inoperable or contributing to poor cooling, air circulation, and elevated humidity.

OƯerors are encouraged to attend the optional site visit to observe current site conditions.

The successful contractor shall identify and document known or observed deficiencies during the initial system assessment.

Q17. Are there any known deficiencies that FEMA expects the contractor to address during the initial system assessment?

A17. The contractor shall identify deficiencies, operational concerns, safety concerns, and service needs during the initial system assessment in accordance with SOW Section C.1.

Corrective repair work or equipment replacement shall require prior written Government authorization before performance.

Initial System Assessment and Equipment Inventory

Q18. Should the initial system assessment and equipment inventory be priced separately under CLIN 0003 from the first quarterly preventive maintenance visit?

A18. Yes. CLIN 0003 shall be priced as a separate firm-fixed-price CLIN.

Q19. Is the intent for the initial assessment and first quarterly preventive maintenance visit to occur at the same time?

A19. Yes. The initial system assessment and equipment inventory shall be performed during the same mobilization as the first quarterly preventive maintenance visit unless otherwise directed by the Contracting OƯicer.

Q20. Please confirm whether CLIN 0003, Initial System Assessment and Equipment Inventory, is intended to be performed during the same mobilization/service visit as the first quarterly preventive-maintenance visit, or whether the Government anticipates these as separate site visits.

A20. CLIN 0003 is intended to be performed during the same mobilization as the first quarterly preventive maintenance visit unless otherwise directed by the Contracting OƯicer.

Q21. The CLIN schedule states “Delivery: 1 Days After Award,” while the SOW states that the initial work shall be completed within 7 calendar days or less from award.

Which deadline governs the initial assessment and first service visit?

A21. The initial system assessment and first quarterly preventive maintenance visit shall be scheduled in coordination with the Government and completed within 7 calendar days after award, unless otherwise directed by the Contracting OƯicer. The “Delivery: 1 Day After Award” language is administrative and does not supersede the SOW or written amendment language.

Emergency Service Callouts

Q22. Please clarify how CLIN 0002 should be priced.

A22. CLIN 0002 shall be priced in accordance with the amended CLIN schedule. OƯerors shall provide the requested hourly labor rates for non-routine HVAC service/repair callouts, including regular hours and after-hours rates, as applicable.

Q23. Does the quantity of 1 EA represent one included emergency service callout during the base year, an annual allowance for callout labor, an evaluation placeholder, or another pricing structure?

A23. The quantity of 1 EA is included for ordering/evaluation purposes. OƯerors shall provide the required hourly labor rates for non-routine service/repair callout support as specified in the amended CLIN schedule.

Q24. For CLIN 0002 and the option-year emergency callout CLINs, should the oƯeror provide a single fixed price per callout, an hourly labor rate, a minimum callout charge, a not-to-exceed amount, or another pricing structure?

A24. OƯerors shall provide hourly labor rates for HVAC Technician regular hours and after-hours support as specified in the amended CLIN schedule. Corrective repair work, replacement parts, materials, and equipment shall require prior written Government approval before performance.

Q25. Please confirm what costs should be included in the emergency callout price.

A25. The emergency/non-routine callout CLIN is intended to establish hourly labor rates for non-routine service callouts, troubleshooting, diagnostics, and Government-approved repair support outside scheduled quarterly preventive maintenance visits. Any recommended repair or replacement work shall be supported by a written cost estimate and shall not be performed without prior written approval from the Contracting OƯicer.

Q26. Should travel and diagnostic labor be included in the emergency callout price, with any subsequent repair labor, parts, materials, and equipment quoted separately?

A26. Diagnostic and troubleshooting labor shall be priced using the applicable hourly rate.

Any subsequent corrective repair work, parts, materials, equipment, disposal, or other associated costs shall be included in a written cost estimate for Government review and written approval before performance, unless otherwise stated in the amended CLIN schedule.

Q27. Please confirm whether the emergency service-call CLIN is intended to cover troubleshooting and diagnostic labor only, and that corrective repair work, replacement parts, materials, and equipment identified during the emergency visit would require separate written Government authorization before proceeding.

A27. Confirmed. Corrective repairs, replacement parts, materials, equipment, and follow-on repair work shall not be performed without prior written Government authorization.

Q28. Is there an estimated historical or anticipated number of emergency service calls per year?

A28. Historical usage varies, but emergency/non-routine service generally has not exceeded approximately 20 hours per year. This estimate is provided for informational purposes only and does not guarantee a minimum or maximum number of service callouts or hours.

Repairs and Replacement Work

Q29. Please confirm that corrective repairs and equipment replacement outside the quarterly preventive maintenance scope will be separately quoted and performed only after written Government approval.

A29. Confirmed. Corrective repairs and equipment replacement outside the quarterly preventive maintenance scope shall be separately quoted and shall not be performed without prior written Government authorization.

Q30. The SOW requires the contractor to submit written recommendations and quotes for repair or replacement work following emergency service visits. Please confirm that such repairs and replacements are outside the firm-fixed-price preventive-maintenance CLINs and would be separately authorized and compensated if approved by the Government.

A30. Confirmed. Repairs and replacements outside the firm-fixed-price preventive maintenance scope shall be separately authorized and compensated only if approved in writing by the Government.

Q31. Would any approved repair work be issued under this contract, or handled through a separate purchase order or modification?

A31. The Government will determine the appropriate contractual method for any approved repair work at the time the need is identified. Approved repair work may be authorized under the resulting contract, by modification, or by another appropriate procurement action, as determined by the Contracting OƯicer.

Licensing Requirements and Subcontractors

Q32. Are there any specific State of Hawaii contractor licenses or trade licenses FEMA requires the prime contractor to hold for this scope beyond the licenses normally required to perform HVAC maintenance and repair work in Hawaii?

A32. The contractor is responsible for obtaining and maintaining all licenses, certifications, and permits necessary to perform the work in accordance with applicable federal, state, and local requirements and SOW Section D, “Permits, Royalties, and Licenses.” FEMA does not identify any additional licensing requirement beyond those legally required to perform the work.

Q33. Are subcontractors permitted for specialized work if required?

A33. Yes. Subcontractors are permitted, provided all work complies with the solicitation, SOW, applicable laws, and contract requirements. The prime contractor remains responsible for performance.

Q34. Is subcontracted performance by a qualified Oahu HVAC contractor permitted? If so, what subcontractor information must be submitted with the quotation?

A34. Yes. Subcontracted performance by a qualified contractor is permitted. OƯerors should identify any proposed subcontractors in their quotation, if known, and describe the subcontractor’s anticipated role. The prime contractor remains responsible for successful performance of all contract requirements.

Personnel Requirements, Background Checks, and Credentialing

Q35. Please confirm whether contractor personnel must be U.S. citizens or lawful permanent residents before quotation submission, before award, or before site access.

A35. In accordance with the SOW, all individuals performing under the contract shall be U.S. citizens or lawful permanent residents. Contractor personnel must satisfy applicable access and security requirements before performing work or accessing the facility.

Q36. What is the expected background investigation level for HVAC maintenance personnel?

A36. The SOW provides the applicable background investigation requirements. FEMA Personnel Security Division will determine the appropriate risk designation based on the functions and duties of the contractor position. Contractor personnel requiring routine access to DHS/FEMA facilities may be subject to background investigation and facility access requirements as stated in the SOW.

Q37. Is there an anticipated timeframe for completion of required background checks and credentialing after award?

A37. Processing time may vary based on the individual, completeness of submitted documentation, FEMA Personnel Security Division processing, and Fort Shafter access requirements. Contractors shall provide required information promptly after award to support timely processing.

Q38. If personnel have not completed the full FEMA credentialing process by the first scheduled service date, is temporary or escorted access available?

A38. The SOW states that FEMA Personnel Security Division, at its sole discretion, may grant temporary eligibility prior to completion of the full background investigation if initial review reveals no issues of concern. Temporary or escorted access is not guaranteed and is subject to FEMA and Fort Shafter access requirements.

Fort Shafter Access and Performance Start

Q39. What access and escort arrangements should the contractor anticipate for routine quarterly service and emergency response?

A39. Contractor personnel must comply with Fort Shafter and FEMA access requirements.

The on-site point of contact will coordinate access support during normal business hours.

Contractors are responsible for obtaining required visitor/base access in accordance with U.S. Army Garrison Hawaii procedures.

Q40. Will contractor personnel require an escort while working in mechanical rooms or other restricted areas?

A40. Contractor personnel using a FEMA Facility Access Card may be required to be escorted in Critical Infrastructure areas, including mechanical rooms, in accordance with the SOW. Escort requirements will be determined based on facility access status, work location, and applicable FEMA/Fort Shafter requirements.

Q41. Please confirm whether the Government will provide escort support for mechanical-room access and whether any areas require PIV, FAC, or other credentialing beyond a visitor pass.

A41. The Government will coordinate required access support through the on-site point of contact, subject to facility and installation requirements. PIV, FAC, visitor pass, or escort requirements will depend on the nature and duration of access and the applicable FEMA and Fort Shafter requirements.

Q42. What is the expected lead time for Fort Shafter visitor passes, base access, and any required FEMA Facility Access Card processing?

A42. Lead times may vary. OƯerors should review the attached Fort Shafter visitor access documents. Contractors are responsible for allowing suƯicient time to complete base access and visitor pass requirements.

Q43. Are there escort-only or after-hours constraints specific to Building 520?

A43. Work is expected to be performed during normal business hours, Monday through Friday, 8:00 a.m. to 4:00 p.m., unless after-hours work is approved by the Contracting OƯicer and coordinated with the on-site point of contact. Specific access constraints may be discussed during the optional site visit. Any material clarification will be issued in writing by amendment if determined necessary by the Contracting OƯicer.

Q44. The solicitation states that initial work shall begin within seven calendar days of award, while personnel requiring Fort Shafter access must be properly vetted prior to issuance of a visitor pass. Please confirm whether the seven-day performance period will be adjusted if installation-access processing extends beyond the contractor’s control.

A44. The initial work shall be scheduled in coordination with the Government and completed within 7 calendar days after award unless otherwise directed by the Contracting OƯicer. The Contracting OƯicer may adjust scheduling if required access processing or Government coordination aƯects the planned start date.

Work Hours

Q45. The SOW notes normal performance hours of Monday through Friday, 8:00 a.m. to 4:00 p.m. Is there a preferred day or time for routine quarterly maintenance?

A45. There is no preferred day or time. Routine quarterly maintenance shall be scheduled based on contractor and on-site staƯ availability and coordinated with the on-site point of contact.

Q46. Please confirm the standard work hours for this requirement.

A46. Standard work hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., unless otherwise approved by the Contracting OƯicer.

Q47. Should oƯerors anticipate any regular after-hours work, or would after-hours work only occur when specifically approved by the Contracting OƯicer?

A47. Regular after-hours work is not anticipated. After-hours work shall occur only when approved by the Contracting OƯicer and coordinated with the on-site point of contact.

Service Reports and Manufacturer Requirements

Q48. Does FEMA have a required service report format, or may the contractor use its standard HVAC preventive maintenance report?

A48. The contractor may use its standard HVAC preventive maintenance service report format, provided the report includes the information required by the SOW.

Q49. The SOW requests manufacturer documentation for maintenance performance schedules. Is FEMA requesting manufacturer-recommended maintenance schedules for each unit following completion of the equipment inventory?

A49. Yes. The contractor shall provide manufacturer documentation or manufacturer-recommended maintenance performance schedules, as applicable and available, for covered equipment following completion of the equipment inventory.

Wage Determination / Labor Classifications

Q50. Please identify the applicable labor classifications and current wage/fringe requirements under Wage Determination No. 2015-5689 Rev. 28 for this work.

A50. Wage Determination No. 2015-5689, Revision 28, applies to this requirement.

OƯerors are responsible for reviewing the applicable wage determination and determining the appropriate labor classifications and wage/fringe requirements for their proposed workforce based on the work to be performed. The Government does not direct oƯerors’ labor classification selections.

Insurance Requirements

Q51. Please confirm whether the required insurance limits must be in place at quotation submission or only before performance.

A51. Required insurance must be in place before performance begins. The successful contractor shall provide proof of required insurance before work begins.

Q52. May subcontractor insurance satisfy any portion of the insurance requirement?

A52. The prime contractor is responsible for ensuring all insurance requirements are satisfied. Subcontractor insurance may support compliance for subcontracted work, but it does not relieve the prime contractor of responsibility for meeting contract requirements.

Small Business Set-Aside

Q53. Please confirm whether this requirement is a 100% Small Business Set-Aside.

The solicitation narrative and FAR 52.219-6 indicate a total small business set-aside, while the SF-18 cover page appears to indicate that the RFQ is not a small business set-aside.

A53. This requirement is a 100% Small Business Set-Aside. The solicitation narrative and FAR 52.219-6 apply. Any inconsistent marking on the SF-18 cover page is corrected by amendment.

Pricing Format

Q54. In addition to pricing each CLIN shown in the solicitation, is there a separate pricing worksheet or format that oƯerors are required to use?

A54. OƯerors shall price each CLIN shown in the solicitation and any amendment. If a pricing worksheet is provided with the amendment, oƯerors shall use the provided pricing format. Otherwise, oƯerors may submit pricing in their own format, provided all CLINs, quantities, unit prices, hourly rates, and total evaluated prices are clearly identified.

Q55. Should pricing for all four option years be submitted with the initial quotation?

A55. Yes. OƯerors shall submit pricing for the base period and all four option years.

Q56. May option-year pricing include reasonable escalation for labor, materials, and other costs?

A56. Yes. OƯerors may propose option-year pricing that includes reasonable escalation.

The Government will evaluate pricing in accordance with the solicitation.

Proposal Submission Requirements

Q57. Aside from the completed pricing and technical approach, are there any specific forms, certifications, staƯing information, licenses, insurance documents, subcontractor information, or other supporting documents FEMA expects to be included with the quotation?

A57. OƯerors shall submit the information required by the solicitation and any amendments. At a minimum, quotations should include pricing for all CLINs, a technical approach addressing the SOW, staƯing information suƯicient to demonstrate capability to perform, and identification of any proposed subcontractors, if applicable. The successful contractor shall provide required insurance documentation before performance begins.

OƯerors are responsible for ensuring applicable representations and certifications in SAM are current.

Amendments and Attachments

Q58. Please confirm whether the Government has issued any amendments or additional attachments after the documents provided with the RFQ.

A58. The Government will issue any amendments and additional attachments through the oƯicial solicitation posting. OƯerors are responsible for reviewing all amendments, attachments, and written notices issued by the Contracting OƯicer.

General Note Regarding Optional Site Visit

OƯerors are encouraged to attend the optional site visit to observe site conditions, equipment locations, access requirements, filter sizes, equipment quantities, ceiling access, mechanical spaces, parking, visitor access procedures, and other physical conditions that may aƯect performance.

Verbal responses provided during the site visit are for general informational purposes only and shall not modify or bind the Government. If the Contracting OƯicer determines that clarification or changes are necessary, such information will be issued in writing through a solicitation amendment. Only written amendments issued by the Contracting OƯicer shall modify the solicitation.