QUESTIONS AND ANSWERS.pdf

Question and Answers

1. HVAC Equipment Inventory & Technical

History

Equipment Condition: Are any of the 67 HVAC assets currently non-operational, operating with known deficiencies, or awaiting repair or replacement? If so, can those assets and their known conditions be identified?

ANSWER: ALL OPERATIONAL

Maintenance History: Is historical preventive maintenance and repair documentation available for the 67 HVAC assets? If so, would this information be available for review?

ANSWER: Newly installed, no maintenance has been performed yet.

2. PM Materials, Parts & Consumables Allocation of Maintenance Consumables: Please clarify whether routine materials, consumables, and parts utilized during scheduled preventive maintenance—including filters, belts, lubricants, compressor oil, coil cleaner, drain-treatment materials, and refrigerant added during PM—must be included in the firm-fixed-price PM CLIN, charged against the corrective-maintenance parts allowance (CLIN), or if they will be supplied by the Government (Coast

Guard).

ANSWER: The Contractor must supply these under the Firm-Fixed-Price PM

CLIN. SOW Section 3.1 & 3.5 (Page 13) state explicitly that the Government will not furnish any resources, materials, or supplies in support of this contract. SOW Section 4.2 (Page 14) requires the Contractor to provide any materials necessary to complete the work. Section 5.13 (Page 22) separates the pricing into FFP PM tasks (Section 5.4) and a separate $5,000

Not-to-Exceed (NTE) allowance for corrective maintenance parts (Section

5.5). Because routine filter changes, belt adjustments/replacements, lubrication, and refrigerant level checks are mandated directly under the

PM Job Plans (Pages 33–41), these consumables must be included in the

FFP PM price (CLIN 001/101/etc.) and cannot be billed to the corrective parts allowance.

3. Corrective Maintenance Allowances (Labor

& Parts) Corrective Maintenance Labor Allowance (40 Hours):

Is each annual 40-hour labor CLIN a firm-fixed annual amount payable in full, or a

Not-to-Exceed (NTE) amount invoiced only for authorized hours actually used?

Is travel/mobilization time chargeable against this 40-hour limit?

What is the authorization process for utilizing this allowance? Is prior-written approval required before performing corrective work?

ANSWER:

The annual 40-hour corrective maintenance labor CLIN is a Not-to-Exceed

(NTE) allowance, not a lump-sum firm-fixed-price payment. The contractor shall only invoice for actual, authorized labor hours worked to perform corrective repairs. Any unused hours at the end of each contract year will remain with the Government and will not be paid to the contractor.

No. Travel and mobilization time are not chargeable against the 40-hour corrective labor allowance. The 40 hours are strictly reserved for direct, on-site "wrench-time" performing corrective maintenance on the HVAC systems. Travel and mobilization costs must be built into the vendor's overall hourly labor rates or factored into the fixed preventive maintenance CLINs.

Yes, prior written approval is strictly required before any corrective work is performed. When a deficiency is identified, the contractor must submit a written cost estimate (including estimated hours, required parts, and a description of the work) to the Contracting Officer (CO) and/or the

Contracting Officer’s Representative (COR). Work may only begin once a written Authorization to Proceed (via email or formal work order) is issued by the CO/COR. Unauthorized work is performed at the contractor's own financial risk and is not reimbursable.

Corrective Maintenance Parts Allowance ($5,000):

Is the $5,000 annual parts CLIN invoiced only for authorized parts actually used?

Are contractor markup, freight, and delivery included within this $5,000 ceiling, and does any unused balance expire at the end of each contract year?

Yes. The $5,000 parts allowance is a Not-to-Exceed (NTE) reimbursable CLIN.

The contractor will only invoice the Government for the actual cost of parts that were pre-authorized in writing and successfully installed during approved corrective maintenance.

Yes, any unused balance expires at the end of each contract year and does not roll over to subsequent option years.

Contractor Markup: No contractor markup or profit is allowed on parts. Parts are reimbursed at actual direct cost to the contractor.

Actual, direct freight and delivery charges for the authorized parts are reimbursable and may be charged against this CLIN, provided they are supported by supplier invoices/receipts and the total combined cost of parts, freight, and delivery remains within the $5,000 annual ceiling.

Allowance Overages: If corrective maintenance requirements exceed the annual 40 labor-hour allowance or the $5,000 parts allowance, what procedure will be used to authorize and compensate the contractor for the additional work?

In accordance with FAR Part 43, the contractor must immediately notify the

Contracting Officer (CO) in writing once they estimate that a repair will exceed either the 40-hour labor allowance or the $5,000 parts allowance ceiling.

The contractor must stop work on that specific repair (and is not obligated to perform work exceeding the limit) until the CO issues a formal, written bilateral contract modification (SF-30) to increase the ceiling of the

CLIN and add additional funding.

Any work performed by the contractor exceeding these contract ceilings without a written, signed modification from the CO is done at the contractor's own financial risk and is not reimbursable.

4. Building Automation System (BAS) &

Controls General Controls Scope: Does the facility currently utilize a Building Automation

System (BAS), centralized HVAC control system, or other networked controls? If so, is maintenance, troubleshooting, programming, or integration of these controls included within the contractor's scope of work?

Answer:

Yes. Section 7.2 (Page 31) lists "HVAC Control, Central System" (Siemens, Model 274-03169, Equip #4309331) as part of the building equipment inventory. SOW Section 5.7 (Page 19) outlines that maintenance on proprietary automated control systems is included in the scope. This maintenance requires "accessing the program and verifying parameters;

operating a percentage of the valves and actuators in the system; verifying that a random percentage of the sensors are within calibration; and general operation of the control system." The PM steps are detailed in Job

Plan 1728 (Page 35).

Siemens Controls Clarification:

When researching Siemens part number 274-03169, it appears to reference a control valve/valve-related component rather than a central HVAC control system. Could you please confirm whether this line item is intended to reference the building's Siemens central HVAC control/BAS system, or whether the required preventive maintenance is specifically for the Siemens control valve identified by part number 274-03169?

If it refers to the HVAC control system, will the Government provide the necessary access, passwords, software/interface, or licensing required to service the existing Siemens HVAC control system? Additionally, is a Siemens-authorized technician required, or may the work be performed by a qualified HVAC/BAS technician?

ANSWER: It is in reference to the building’s central control BAS/system, SIEMENS

Desigo CC. If awarded, please speak with unit point of contact for information on system access.

5. Operations & Execution Requirements

Response Times: What response time is required for corrective or emergency

HVAC service calls? Are there any requirements for after-hours, weekend, or federal holiday emergency service?

Answer: Response time is 24 hours as shown in Section 5.5. If repairs cannot be completed at the time of response, the contractor has 48 hours to provide a quote. The contractor has seven days to complete repairs. If parts need to be ordered, the contractor has seven days from part delivery.

Elevated Access: For equipment requiring elevated access, who is responsible for providing lifts, scaffolding, or other specialized access equipment? Should the contractor include these costs in the Firm-Fixed-Price proposal?

Answer:

The contractor is solely responsible for providing all tools, safety equipment, ladders, scaffolding, aerial lifts, or other specialized access equipment necessary to safely perform the preventive and corrective maintenance services under this contract. No equipment will be provided by the

Government.

The contractor must include all mobilization, rental, and operational costs for specialized access equipment within their overall Firm-Fixed-Price (FFP) preventive maintenance proposal (under the respective PM CLINs). These costs cannot be billed separately or charged against the parts or labor allowances.

6. Pricing Workbook & CLIN Structure Formula Discrepancy & Linking: In the Base Year PM Equipment Detail worksheet, the annual-total formula in column K appears to be missing from numerous equipment rows, which causes CLIN 001 to omit those assets. May offerors restore the formulas consistently across all 67 assets, or will the

Government issue a corrected workbook? Also, should the Option Year equipment-detail tabs be linked to the respective option-year PM CLINs?

If an offeror identifies any formula discrepancies in the provided pricing worksheet that affect pricing accuracy, they are authorized to make the necessary formula adjustments prior to submission. Offerors must double-check and verify that all pricing calculations are mathematically correct and fully synchronized across all worksheet tabs before submitting their quote. If an offeror is unable to utilize the Excel worksheet, they must submit a comprehensive document (such as a PDF or Word file) containing a complete, itemized pricing breakdown for each of the 67 equipment assets across the base and all option years.

7. Administrative, Compliance & Proposal

Requirements Procurement History: Is this a new requirement? If not, would you be able to provide the previous/current contract number?

ANSWER: This is a new requirement.

Set-Aside Status: The SF-1449 marks the acquisition as set aside, but the percentage and specific category are blank. Please confirm whether this is a 100%

Total Small Business Set-Aside and identify the applicable FAR small-business clauses.

ANSWER: As stated in the solicitation, this is a 100% total small business set-aside.

Technical Volume Structure: Please confirm the required contents, format, page limit, and supporting documents for the Technical Volume. Should it include licenses/certifications, resumes, past performance, staffing, local response plan, quality-control approach, and subcontracting plan?

ANSWER: Proposal submission instructions are listed on the solicitation.

Licensing and Certifications: Please identify the Florida contractor-license classification and technician certifications that must be submitted with the quotation, including any EPA Section 608 requirement for work on the air-cooled chiller and refrigerant systems.

ANSWER: To perform work on the air-cooled chiller and associated refrigerant systems under this contract, the contractor must meet the following licensing and certification requirements:

1. Contractor License: The contractor must hold an active Florida Class A Air

Conditioning Contractor or Mechanical Contractor license. If they hold a State

Registered license (rather than a State Certified license), they must be registered specifically with the Citrus County Building Division. A Class B license is not sufficient for commercial chiller maintenance.

2. Technician Certifications: All technicians performing work on the refrigerant systems must hold an active EPA Section 608 Type II or Universal

Certification.

Insurance Requirements: Please confirm the required types and exact minimum limits of workers’ compensation, employer’s liability, commercial general liability, and automobile liability coverage.

ANSWER: In accordance with FAR 52.228-5 (Insurance—Work on a

Government Installation), HSAR 3052.228-70 (Insurance), and FAR 28.307-2

(Liability), the contractor must provide and maintain the following minimum insurance types and coverage limits:

1. Workers’ Compensation: Statutory limits in compliance with Federal and

State of Florida laws.

2. Employer’s Liability: At least $100,000 per occurrence.

3. Commercial General Liability: At least $500,000 per occurrence for bodily injury.

4. Automobile Liability: At least $200,000 per person, $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage.

Wage Adjustments: Please confirm whether FAR 52.222-43 applies to wage-determination changes during the option years and any extension under FAR

52.217-8.

ANSWER: Yes, FAR 52.222-43 applies to wage-determination changes during both the option years and any extension period exercised under FAR

52.217-8.

8. Performance Schedule, Deliverables &

Security Key Dates & Timelines: The stated base-period start date is September 15, 2026, while quotations are due September 9, 2026. The SOW requires the personnel list and security forms ten calendar days before the contract start date, which would precede the quotation deadline. Please provide the intended post-award due dates.

ANSWER: The solicitation will be awarded on or before September 15, 2026.

Once awarded email is received, reach out to the unit to provide personnel list and fill out any required forms the unit requires.

Security Clearances: Please confirm whether CAC/Tier 1 processing is required when scheduled visits remain below the recurring-access threshold stated in

Section 1.6.5.1.

ANSWER: Once solicitation is awarded, reach out to the unit point of contact to discuss security Base Access and required documents.

Material-List Deadline Discrepancy: Section 4.2 states that the contractor-furnished materials list is due 15 calendar days prior to award, while the

Deliverables Schedule identifies it as due 15 calendar days after award. Please confirm the correct deadline.

ANSWER: Please have both contractor-furnished materials and Deliverables schedule prepared, so once awarded, reach out to the unit point of contact to discuss both documents.