HVAC Solicitation Q and As.docx

1. Will contractor be allowed to complete all work in each pricing option in a single mobilization? If not, is there a minimum mobilization charge contractor can charge?

Minimum mobilization charge per mobilization. The intent is to have one mobilization. Each contractor shall determine their own fee and compete against other proposals.

2. If multiple mobilizations are required to complete a pricing option, is that when the contractor is allowed to charge the mobilization charge outlined in the pricing for each mobilization?

One mobilization is the intent.

3. Please confirm the commercial buildings are done at hourly rate since they have different square footage totals.

See wage determination.

4. Please confirm no high reach equipment other than 6’-12’ladders are required to be provided. For Example, please confirm that an aerial lift is not required to be provided for work in hangars.

An aerial lift shall be required. Specifically, in the commercial structures.

5. If aerial lifts are required, can they be a separate pricing line item since all facilities won’t require them?

No, the government does not provide the lift. Pricing should be included in line item.

6. Please confirm equipment is not required to be taken apart or removed to facilitate cleaning.

Equipment will need to be disassembled to access the airstream.

7. Please confirm that hard surfaces (e.g. walls and /or ceilings) are not required to be cut into in order to facilitate cleaning.

Cannot confirm the need to cut into hard surfaces. For several buildings, this is the first time duct cleaning will be performed. The contractor will need to determine the best means to access ductwork. If cutting is required the contractor shall install appropriate access door or patch per industry standard and a modification will be process if additionally pricing is required.

8. Please confirm that testing and/or air monitoring is not required.

The SOW calls out testing in the QC Program, but does not specify type of testing. Section 4.2 Contents of the QC Program – part F states, Steps and Flow Diagram: Includes checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations. While there's no single universally mandated type of air quality testing before and after duct cleaning, professional organizations like the National Air Duct Cleaning Association (NADCA) emphasize the importance of visual inspections as a key component of pre- and post-cleaning assessment.

9. Please confirm that repairs and/or replacements are not part of the scope of work Affirmative. But if/when equipment is damaged by the contractor’s actions, the contractor is liable for those repairs.

10. Please confirm contractor is not required to provide new filters.

It would be in our best interest to have the contractor replace the air filters per industry standard. When HEPA filters are present the contractor should replace the pre-filters only.

11. Please provide drawings.

Drawings have been provided.

12. The pricing documentation for commercial properties to be cleaned asks for a “Firm Fixed Price” and also lists “Quantity” and “Units: Hours” Please clarify if we provide an hourly rate or lump sum price for each commercial group. (item #0004. 0008, 0012, 0016, 0020) Lump Sum

13. What individual wage rate is to be used for bidding this project?

See wage determination attachment.

14. Is there an anticipated time of year when these services are to be performed?

Nothing specified in SOW. Close coordination with FED/Building occupants will be required. A reasonable amount of time will be required to allow for scheduling and shifting of base operations to accommodate contractor. The preference of Base Cape cod would be during Spring/fall during non heating or cooling seasons.

15. Will residential houses be occupied at the time of cleaning? Commercial locations?

Yes residential and commercial will be occupied. Close coordination with Maintenance Control in FED will be required.

16. Please verify whether dedicated exhaust systems, such as in the hangers and workshops, are included in this project.

Yes.

17. Will additional plans be available (i.e. not included in original bid specification package)?

No, all plans provided is what Base Cape Cod has on file.

18. Are we to clean ductless units (heat pumps) as part of the SOW? (We observed that one hangar contains 8–9 groundwater heat pumps.)

No to ductless units. Yes to groundwater source heat pumps.

19. How many VAV (Variable Air Volume) boxes are located within the ~8 to ~9 commercial buildings that do not have mechanical prints? The only VAV’s are in the Keahler Clinic and drawings were provided.

20. Is ductboard used in any of the duct systems at the carpentry shop?

No.

21. Can you confirm whether Line Item 3 (Mobilization and Demobilization of a Crew to Martha’s Vineyard) is intended to be charged once per year, or each time we are mobilized for service?

One mobilization is the intent.

22. Will the contractor receive task orders in advance for scheduling, or should we assume a pre-set schedule? No. Scheduling of work will occur in close coordination with the COR and FED Maintenance control as the mission here is dynamic and constantly changing. This will allow for easier scheduling of cleaning.

23. Is the government expecting that all work on Martha’s Vineyard is completed during a single mobilization, or should we plan for multiple trips?

One mobilization is the intent.

24. Will lodging be provided on base, or must all lodging be arranged independently?

No, the government will not provide lodging.

25. Are contractors allowed to store trailers or equipment on base for mobilization purposes?

Yes. Base Cape Cod has room to temporarily store trailers and work equipment.

26. Will the hourly labor for commercial buildings (Line Item 4) be billed as T&M (Time and Materials), or as a fixed-price service?

Fixed Price Service.

27. Are there minimum or maximum hours expected per year for commercial hourly labor (Line Item 4)?

Hours required to complete the work is dependent on meeting the standards of the SOW. This is a fixed-price contact.

28. Are site maps or mechanical drawings available for all buildings (particularly those in Group 1)?

All mechanical drawings were provided that BCC has on file.

29. Are there any seasonal restrictions to ferrying or accessing Martha’s Vineyard for scheduling purposes?

The ferry runs to MV everyday, multiple times a day. Scheduling can be an issue as vehicle ferries fill quickly. But the COR and Maintenance Control can notify residents of work well in advance.

30. What is the expected response time for mobilization once a task order is issued?

This is fixed-firm price.

31. Is there a not-to-exceed contract value or estimated annual obligation?

This contract will be fixed firm price.

32. Is there a minimum quantity or dollar value required for a task order to be issued under this contract?

This contract will be fixed firm price. The contractor will be paid in full at the completion of the work.