Attachment C.pdf
PDF 115 KB Posted
- Attached to
- FMU HVAC MAINTENANCE
- Solicitation number
- 5400026690
- Issued by
- Greenville County, South Carolina
About this file
FMU HVAC Maintenance - Questions and Responses Document
This document is a Questions and Responses file for Solicitation 5400026690 related to HVAC maintenance services at Francis Marion University in South Carolina. The document addresses inquiries submitted by potential bidders regarding the scope of work outlined in Sections 2.1, 3.1, 4.1, and 4.2 of the solicitation. Key clarifications include confirmation that the University, not the contractor, is responsible for the outdated Harris/Automated Logic computer; the University does not maintain a listing or count of fire and smoke dampers by building; three assigned technicians require operator-level training on the Metasys control system, with advanced troubleshooting and repair training handled by contractor IT personnel; and there are no formalized capital projects planned for updating existing equipment beyond items listed in Lot A (A32-A35). Asbestos-containing material exists in Rogers Library, McNair Science Building, and Stokes Administrative Building, though most areas have been encapsulated and quarterly air monitoring has detected no evidence of ACM. Natural gas curtailment switchovers for the two main boilers have occurred with increasing frequency, ranging from one to eleven times annually between 2018 and 2024.
Regarding repair versus replacement decisions, the University and contractor will mutually agree on all options. When additional quotes identify the contractor's repair or replacement proposal as unreasonable, the University may purchase an alternative solution, with the new equipment becoming part of the contract and the contractor assuming maintenance responsibility. The University has coordinated with the current contractor to address existing deficiencies, with approximately twenty two-ton split system units in Forest Villas Apartments requiring replacement during the new contract term. Fire dampers have not been formally inspected and have only been addressed reactively when problems arose. An updated equipment list has been provided in Attachment D to replace the outdated asset list previously referenced in the solicitation.
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Other files
| File | Type | Posted |
|---|---|---|
| Amendment 1.pdf | ||
| Award Extension.pdf | ||
| Notice of Award.pdf | ||
| Equipment Spreadsheet.xlsx | XLSX spreadsheet | |
| Solicitation.pdf | ||
| ASHRAE Chart.pdf | ||
| Attachment D.xlsx | XLSX spreadsheet |
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Questions for Solicitation 5400026690
• Section 2.1.11 Wanted to confirm as stated in the pre-bid that the outdated computer running the Harris/Automated logic computer is not included to repair / replacement. It was stated that the BacNet Interface to the Metasys is to be maintained and repaired to make sure system stays online and visible. Just looking for confirmation since conference discussions were not official.
STATE RESPONSE: NO CHANGE. The University is responsible for the computer.
• Section 2.1.20 Additional Items covered under contract. Items A. and M. identify Fire and Smoke Dampers. Does the University have a listing of fire and smoke damper testing by the fire contractor? Or at least counts by building?
STATE RESPONSE: The University does not have a listing of fire/smoke dampers nor a count by building.
• Section 3.1.1.2 A. What manufacturer training on controls is required? Is it only operator training or repair/troubleshooting training?
STATE RESPONSE: The three assigned technicians/operators are required to have operator training. Any advanced needs on controls i.e., programming, troubleshooting, and repair of the
Metasys System must come from contractor information technology personnel who would, in turn, be trained accordingly.
• Please identify any capital projects by building planned by the university to update equipment in the facilities.
STATE RESPONSE: Other than the items listed in Lot A, page 60 (A32-A35), there are no known additional future buildings. There are no formalized capital projects in place for updating existing equipment at this time.
• Section 4.1.1.4 Please identify any areas of the university that the contractor may be required to work in that contain asbestos.
STATE RESPONSE: Rogers Library (RL), McNair Science Building (MSB), and Stokes Administrative
Building (SAB) are the three areas with asbestos containing material (ACM). Most of the areas in these buildings, however, have been encapsulated/mitigated. Most of what remains is sprayed on fire-proofing. We conduct quarterly air monitoring in these areas and have never found any evidence of ACM.
• Section 4.2.1.1 D. How often on average do Natural Gas curtailment switchovers happen?
STATE RESPONSE: Only the two main boilers require switchover. Switchovers have taken place in:2018: 2 times; 2019: 1 time; 2020: 2 times; 2021: 5 times; 2022: 11 times; 2023: 6 times;
2024: 1 time so far.
• Section 4.2.6.6 Specification states ‘It is at the discretion of the University to determine whether repair a unit or opt for replacement’. Does this mean that the contractor could have to go a replacement route costing more money even if the unit could be repaired to an operating condition?
STATE RESPONSE: The University and the contractor will discuss all options and come to a mutually agreed upon course of action.
• 4.2.6.6 Specification states ‘In cases where additional quotes identify the Contractor’s repair solution or proposed replacement not reasonable, the University reserves the right to purchase the solution from the alternate vendor. Purchased solution from alternate vendor remains the responsibility of the Contractor’. Confirming that this means the contractor is responsible for contributing cost share portion of the alternate vendor’s price. Is this correct?
STATE RESPONSE: No Change. This language is to state that new equipment, even if sourced from an alternate vendor, becomes part of the contract; maintenance of said equipment becomes the responsibility of the contractor.
• Although this was affirmed during the pre-bid, wanted to have official answer here. Is the successful bidder responsible for existing deficiencies (split cost or contractor responsibility) once the contract has started?
STATE RESPONSE: The University has worked in coordination with the current contractor to correct as many existing deficiencies as possible. A notable existing deficiency that will be the responsibility of the contractor will be a set of approximately 20 two-ton split system units in the Forest Villas Apartments. These will require replacement over the course of the newly awarded contract.
• The asset list is not or does not appear to be up to date.
STATE RESPONSE: The University has reviewed the current contractor to provide an updated equipment list. See updated equipment list in Attachment D.
• Who is responsible for inspection of fire dampers and when were they last inspected.
STATE RESPONSE: These dampers have only been addressed when a problem has arisen. We have no records of any past Inspections.
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