Amend1-RFQ-CRHC23-88.pdf

-06'00'

DEPARTMENT OF HEALTH AND HUMAN SERVICES Public Health Service

Cheyenne River Service Unit

PO Box 1012

Eagle Butte, SD 57625

(605) 964-7724

Reference: CRHC23-88

Amendment #1

September 6, 2023

To Whom It May Concern:

Enclosed is the executed SF-30 document signed and dated by the Contracting Officer in reference to Amendment #1, to solicitation number CHRC23-88. Please retain for your own records.

Should you have any question or need information, please contract Stephanie Red Elk, Contracting Officer Representative at (605)964-0507 or via email at Stephanie.RedElk@ihs.gov.

Sincerely, Danielle D.

Digitally signed by Danielle

D. Chasing Hawk -S

Chasing Hawk -S Date: 2023.09.06 11:47:10

Danielle Chasing Hawk, Contracting Officer

DHHS/IHS/CRHC

Attachments mailto:Stephanie.RedElk@ihs.gov

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X) 9A. AMENDMENT OF SOLICITATION

NO.

CRHC23-88

9B. DATED (SEE ITEM 11)

08/28/2023

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

Amendment #1 09/06/2023 N/A

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE

Indian Health Service Cheyenne River Health Center 24276 166th Street Airport Rd Eagle Butte, SD 57625

Same

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE

PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return 1 copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Amendment #1 as follows:

1) Post Questions/Answers.

2) There are no other changes by reason of this amendment.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Danielle Chasing Hawk, Supervisory Contract Specialist

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 1D6 B .aUnN IiTeE lDleS T ADT E. S OF AMERIC D A igitally signed by Danielle D.

Chasing Hawk -S

Chasing H(Sai gwn a tukre-oSf ConDtraatceti:n2g0O23ff.i0c9e.r0)6 12:26:58 -06'00'

16C. DATE SIGNED

09/06/2023 (Signature of person authorized to sign)

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.24

Questions/Answers

CRHC23-88 Duct Cleaning

1) Is there a site visit scheduled for this solicitation or any drawings/info available showing the size of the apartments and dryer vents?

No site visit scheduled but can be made available upon request. We have vacant units that we can show. Dryer vent size can be measured if needed.

2) The word "ANY" is a mighty impossible statement, unless everything is brand new and even then, it could be tough to not have "ANY" lint, dirt, and debris left behind. Now to get as much as possible w/in reason is another story. Please explain and reword to an attainable amount/statement in the scope.

To the best that the contractor’s equipment will allow. Any spilled liquids in ductwork that could later create a smell will need to be cleaned. If any sheetrock dust is located that has gotten wet and hardened is observed that will need to be noted and let Maintenance staff know so it can be addressed in future cleanings. Will work with vendor.

3) Please describe what debris is? I think we all know that certain things fall into this category... "I hope it doesn't mean removal of any construction material (over spray of paint, over spray of sheetrock like some homes had that have been in the ducts since construction), toys like barbie doll shoes/colors/pet toys. A lot of such items may come out, but if it doesn't the remaining item is clean.

Debris - The remains of something broken down or destroyed, something discarded. So that would mean any foreign objects in the ductwork that do not belong there.

4) What is "DEBRIS"? If something is lodged in the coil fines, something that could damage the coil removing it especially depending on its location.

Refer to answer in Question #3

5) Would you remove the words duct cleaning vacuum? I use a special whip that doesn't require a vacuum. Some (not me) might run a hose down with something similar to a shop vac.

No

6) Can this be reworded to say they will be cleaned? Thoroughly is defined how or to what extent, can't make some look like new. Good chance lint & dirt can be removed but what is debris? Some grills can get a foreign substance on them that I don't think can be removed legally/safely. Could have a different color paint on the grill, could have something from cooking on them that won't come off. You might be wondering how from cooking but the returns suck air in and anything up in the air like smoke/cooking oil/grease clouds/.... I feel if it doesn't come off with water and a soft brush it's not the cleaner's fault.

This is really not a question. Thoroughly means they need to be cleaned inside and out.

Many of the grills have a lot of lint on and in them. If it were reworded to say cleaned that could mean it was brushed off on the outside and call that cleaned when the inside of the grill is still dirty.

7) Is this a monthly service for 1 year, or is the time allotted for cleaning 133 units 1 year?

Cleaning all 133 quarters units one time over the period of 1 year. That will allow for the cleaning to be conducted in the spring, summer, and fall time. Avoid having them come in during the winter months.

8) Is it possible for us to schedule a site visit before we submit a proposal, to ensure the needs of the Good River Community are met?

Refer to answer in Question #1

9) Do I return every page(of RFQ)

10) Just the page with request for quotations?

Request For Quote, signed and filled out. Read solicitation for requirements. If you are submitting a quote/bid break down with the RFQ, submit that as well.

11) Page with request with quotations plus the next 4 pages, that makes up 5 pages of that which is noted on the top right of the request for quotations page along with the next 4 pages?

You can email, fax, drop off in person or mail, as long as it is before the closing date. Read entire RFQ for requirements.

12) When referring to the cleanup of the components, it's stated that they shall "be free of any lint, dirt, and debris." Does "any" refer to any and all, such as spotless, or would it be more closely associated with, to the best of the contractor's while still adhering to the guidelines that are outlined within the SOW?

To the best that the contractor’s equipment will allow. Any spilled liquids in ductwork that could later create a smell will need to be cleaned. If any sheetrock dust is located that has gotten wet and hardened is observed that will need to be noted and let Maintenance staff know so it can be addressed in future cleanings. Will work with contractor on issues as they arise.

13) Do the technicians need to be NADCA certified?

14) Is a purchase and payment bond required?

15) Are all of the homes 1 story or are some of them multiple levels?

All are 2 levels. One story with basement, or One story with crawl space.

16) Is the HVAC systems furnace located outside (package unit), crawl space, attic or closet?

In crawl space or basement.

17) Do you have any mechanical drawings of the various structures?

We have drawings on site.

18) Is the dryer on the homes located on the first floor? If not, what is the highest point for a dryer vent outside the home?

For handicap units it is on the first floor. For other units it is in the basement. Approximately 10-15 feet below the vent to the exterior.

19) Do you require that a foreman be present who has 30 hour OSHA training?

No

20) Does the company and employees need to be National Air Duct cleaning association certified?

21) Is there a workforce requirement from the tribal community?

Contact TERO office regarding this:

Phil Knife, TERO Director

Cheyenne River Sioux Tribe

PO Box 768

7 South Willow St

Eagle Butte, SD 57625-0768

Phone – 605-964-8376

Cell -- 605-200-0216

Fax – 605-964-8375

E-mail: phil_knife@hotmail.com

Email Address: tero@lakotanetwork.com

22) Is there a report due for each home completed?

No. Just the homes that have significant findings that will require more work than just cleaning.

23) Does the company and employees need to be National Air Duct cleaning association certified?

Refer to answer in Question #13

24) Will the awarded bidder be required to have membership and good standing in the

National Air

Duct Cleaners Association (NADCA)?

25) Will AHUs and ductwork be required to be cleaned in accordance with NADCA ACR

2021?

26) How many housing units can/will be made available to clean each workday?

Depending on how many they can complete per day.

27) Are housing units currently occupied?

Most are occupied. Some are vacant.

28) Will housing units be occupied during cleaning of ductwork/dryer vents?

If tenant chooses to be home while duct cleaning is taking place, then yes.

29) Where are the AHUs/furnaces located within the housing units? (closet, attic, crawlspace, etc.)

Handicap units are in the crawl space, other units are in the basement.

30) What is the approximate size (tonnage) of AHUs/furnaces to be cleaned?

3.5 ton, 4 ton, and 5 ton.

31) What are the manufacturers and/or model/serial numbers of the AHUs/furnaces to be cleaned?

Johnson Controls

32) Are any pictures of the existing AHUs/furnaces available?

Upon written request.

33) Are any mechanical drawings showing ductwork layout available for any of the housing units to be cleaned?

Drawings on site.

34) What is the approximate age of the systems to be cleaned?

10-12 years old

35) Is internal ductwork hard pipe or flexible duct?

No flexible ductwork

36) Are the plenum boxes composed of sheet metal, duct board, or flexible duct?

Sheet metal

37) What is the approximate average length of the 133 dryer vent lines to be cleaned?

10-15 feet

38) What happens if the project is delayed due to an IHS employee not being available to accompany the contractor while their field team is on-site?

Someone will be available, contractor will need to give advance notice of coming on site to coordinate schedules.

39) What happens if a unit is not available for cleaning when the cleaning is scheduled?

Tenants will be notified in advance that this needs to be done. A cleaning scheduled will be prepared in advance to give tenants adequate notification their unit is scheduled for cleaning.

40) If such delays occur, how many cleaning attempts are required to meet the contract requirement?

Refer to answer in Question #39. Tenants will be notified that this needs to be done.

41) Will the units be occupied at the time of cleaning?

Refer to answer in Question #28

42) Is all of the ductwork metal? If not, where is ductwork that is not metal?

All metal ductwork.

43) What is the final inspection criteria referenced in the Statement of Work’s Clean Up section?

When a quarters unit is complete either Housing Manager or Maintenance personnel will inspect quarters unit to make sure that contractor cleaned up after themselves, that all ductwork was placed back properly, and that the quarters unit was left the way it was prior to cleaning being conducted.

44) Is the item number, supplies services unit price the price used to calculate invoices for completed services?

Will be the all inclusive costs to clean the unit. Can submitting a price break down i.e.

travel, different pricing per bedroom size, etc.., if elect to do so please submit with response to RFQ.

45) If the invoicing and payment assumption is correct, we get to invoice for ONE mobilization, right?

Can submitting a price break down i.e. travel, different pricing per bedroom size, etc.., if elect to do so please submit with response to RFQ.

46) What is the square footage of the locations?

47) Please confirm hard surfaces, such as walls or ceilings, will not have to be cut into in order to facilitate cleaning.

No hard surfaces will be cut into to facilitate duct cleaning. All duct work is accessible from crawl space or basement.

48) How many locations can contractor have access to in one day?

All depends on how many can be completed per day. A schedule will be preplanned out so notification to tenants will be given.

49) When referring to the cleanup of the components, it's stated that they shall "be free of any lint, dirt, and debris." Does "any" refer to any and all, such as spotless, or would it be more closely associated with, to the best of the contractor's while still adhering to the guidelines that are outlined within the SOW?

Refer to answer in Question #2

50) Are there specs we can use, of the vent system, to provide a more accurate quote?

We have drawings on site.

51) Is there an incumbent?

52) Do you want all 133 units cleaned one time or will this be on a recurring basis?

One time.