VRF Questions and Answers Final.pdf

Variable Refrigerant Flow (VRF) System Support Services

Questions and Answers

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15 May 2025 @10:00AM FSH Site Survey

1. Can the CLIN Structure be broken out to be able to easily quantify the Technical Maintenance vs

Training function and/or to go deeper by installation location?

Response: The CLIN Structure has been changed to reflect the training and maintenance separate;

there are now 4 CLINS

2. Description of Services. What Is the desired end-state of this solicitation? I believe this could be read as being limited to recommended periodic maintenance tasks specific to the listed set of equipment, and using LPTA the awardee will perform a very limited scope of work that’s unlikely to solve the underlying issues with JBSA’s VRF systems.

Response: The end result is for Civil Engineering Personnel to be able to perform corrective and preventative maintenance services to the listed VRF systems.

3. What is the expectation of the training instructor?

Response: Expectations for the instructor are detailed in paragraph 1.1.4. Suggested training curriculum has been provided as an appendix to the PWS.

4. Do we price it out per student/trainee?

Response: Pricing will be IAW to the instructions listed in the RFP round to 2 decimal points. Refer to Page 22 Section 3.7 of the RFP

5. Will the contractor have a 2hr recall notice for all work or only emergency calls?

Response: It is anticipated between regular maintenance and work tasks for all locations, the technicians will be on site (JBSA) during duty hours.

6. How will Preventive Maintenance and/or training be prioritized?

Response: It is anticipated that the maintenance and training personnel will not be the same (ie technicians perform maintenance, instructor performs training). The instructor will be leading and present for all on the job trainings for CE to watch technicians perform maintenance and/or repairs. Contractors determine number of instructor(s) and technician(s) to meet the needs of the PWS.

7. Can you clarify whether this contract is limited strictly to preventive maintenance, or if it includes corrective and unscheduled repairs as part of the base scope?

Response: Paragraphs 1.1.3 states corrective and preventative.

8. CE HVAC personnel should be present during all maintenance. What better way to learn, than hands on.

Response: The hands on training will include CE HVAC personnel looking over the technician’s shoulder when feasible as overseen and facilitated by the Instructor during OJT

9. Is there an expectation that the contract awardee would do maintenance on any VRF equipment not listed?

Response: No. Any VRF equipment not listed would be added by modification prior to the contractor performing any work on said equipment.

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10. Is there a list of maintenance schedules and items to price for contract?

Response: No

11. Will there be an itemized list for pricing for repair or maintenance items?

Response: No

12. Will the technician be responsible for any training and/or repairs

Response: Technician will be responsible for repairs as detailed in paragraphs 1.1.3.1. – 1.1.3.6. The instructor is responsible for training.

13. Are contractors expected to perform all necessary VRF system repairs directly, or only submit recommendations and quotes for Government action?

Response: Upon approval by COR/CO, contractor is expected to perform repairs. All repairs shall be in accordance to PWS para 1.1.3.1

14. Will the Contractor have to notify the COR of every single repair deemed necessary?

If it’s an easy fix, can they not repair it on the spot?

Response: Yes. Second question: Only if additional costs are not incurred by the Government.

15. Is the Government open to a Cost-Plus model for repairs exceeding the $2,500 COR threshold, particularly when unforeseen conditions arise?

Response: No, there is an NTE CLIN for parts so contractor can bill for approved repairs

16. “Quotes shall be submitted to the COR within 10-days of identifying the deficiency and shall be valid for a minimum of 30-days.” – I believe that too much time (it is hard enough getting parts ordered in a timely manner); I would change to Quotes shall be submitted to the COR within 3 calendar days.

Response: Understand, at this time that is the maximum time. However, the Government encourage contractors to submit quotes as soon as possible. If a repair is urgent the Government will request a shorter time frame response for quotes.

17. After KTR trains CE will a certificate be needed to show completion of training?

Response: No, but an attendance list is recommended.

18. Are there specific deliverables related to the training such as hours per person per week?

Response: No

19. Will a certification need to be acquired per Manufacture?

Response: No

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20. Will 2 weeks a month’s training be based on present conditions or a set curriculum?

Response: Training curriculum may vary month to month to cover an array of items associated with the

VRF equipment/systems.

21. Is there a specified number of hours required per training day, or a minimum total hour requirement for the two weeks of monthly training?

Response: No

22. May the two weeks of required training be split into non-consecutive days throughout the month, or must they occur in a continuous block?

Response: They may be split if annotated on the schedule and approved by Government personnel. For continuity of HVAC personnel’s work schedule, consecutive days are preferred for at least one week at a time (for example week 1 and 3 of the month).

23. Are all HVAC technicians listed in Appendix Table B.1expected to attend training simultaneously, or can the contractor conduct staggered sessions?

Response: Not all CE HVAC personnel will be able to attend at one time. Staggered sessions are permissible.

24. If the required manufacturer training content is proprietary or restricted, will the Government accept third-party or certified equivalent curriculum?

Response: Per paragraph 1.1.4.: “The training shall consist of manufacturers’ recommended preventive maintenance for” listed manufacturers. The instructor would have to have the actual manufacturer’s maintenance plan for training purposes.

25. Is the 2 weeks per installation (RND/LAK/FSH) or a combined in-person and OJT Response: 2 weeks may include OJT and classroom time. The requirement is 2 weeks per month, not 2 weeks per installation.

26. Will bi-monthly training be based on present conditions or a set curriculum?

Response: It can be based on both.

27. Can the technician take students on field training?

Response: The INSTRUCTOR may take the students on field training (OJT) within the confines of JBSA.

28. Two weeks of training monthly? Not sure that’s feasible.

Response: Yes, two weeks monthly.

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Questions and Answers

29. Will the contractor be using the company (model specific literature/manuals) to conduct training?

Response: Paragraph requires manufacturers’ recommendations and specifications.

30. There should be more “hands on” training vs classroom instruction?

Response: No Response.

31. Should it be Top to Bottom/Cradle to Grave training?

Response: “All aspects of preventive maintenance as required by the manufacturer’s specifications and identifying common causes of failure and remedies for repair.”

32. How are other shifts going to receive training (night shift)?

Response: Their schedule will change as required.

33. With current work and incoming work orders, can you guarantee personnel are able to attend training?

Response: Government cannot guarantee the number of personnel that will be available from class to class.

34. Is the goal to have CE HVAC personnel obtain certification per model or be fully trained in all repairs?

Response: The goal is for CE HVAC personnel to be able to trouble shoot and repair per model.

35. Would the training schedule ultimately be dictated by HVAC/ops leadership and should the plan be developed in coordination with them?

Response: HVAC leadership can be consulted for the schedule, but they do not dictate the schedule.

36. Can class be conducted in the field?

Response: OJT can be part of the training facilitated and overseen by the instructor.

37. 1.2. Service Summary. SS Table #1 “1.1.3- Complete preventative maintenance tasks IAW manf.

recommendations; complete corrective actions within 3-days of notification/discovery.” Nowhere in 1.1.3. does it state complete within 3 days.

Response: The PWS may be updated via a modification after award to reflect the corrective time frame stated in the service summary.

38. “The Government will provide a building, room or work area, on the installation, for the contractor to use during the performance of the contract.” Does CE have designated rooms/space? If so what Building/room numbers?

Response: It will be shared space with CE HVAC personnel, not a dedicated building just for the contractor.

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39. Para 2.1 Facilities. Will KTR be given an office in the CE Bldg to accommodate all KTR personnel?

Response: No

40. Appendix Table A-1. Number of Facilities Covered. Can you please confirm the total number of buildings or facilities that fall under the scope of this contract?

Response: Table A-1 lists 21 buildings.

41. Appendix Table A-1. Need to add a column to designate location of VRF unit? Inside/outside/roof

Response: Locations to VRF units has been added to Table A-1

42. Appendix Table B-1. Can you verify the number of CE personnel per installation?

Response: Number of personnel provided by CE HVAC supervision.

43. How is the instructor position structured? Are there specific goals or performance metrics that students need to meet under the instructors?

Response: The instructor will facilitate all training, field and OTJ training IAW with PWS and training curriculum

44. Can we get an itemized list of the necessary repairs so we can provide an accurate bid?

Response: Not available – for contractor to ascertain

45. Is there a specific response time required for VRF issues? If so, this would push the contract towards on-site VRF maintainers, which would greatly improve uptime for HVAC across JBSA

(and the likely price of the contract) but may not be your intent.

Response: SS Table item #1 performance objective: “Complete corrective actions within 3 days of notification/discovery.”

46. Will the government cover the cost of tools for each student, or should we include that in our proposal Response: Paragraph 1.1.4. Training. “The contractor shall provide the instructional material and supplies for a complete training curriculum…” However, the intent is not to provide tools for students to keep. Any tools provided is only to use during training sessions.

47. What classroom or training facilities will be provided, and will there be actual units or equipmentavailable for students to work on?

Response: Training will typically be held in shop breakrooms or conference rooms. Any items used for training will be provided by the contractor except for OJT sessions.

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48. Is there a specific certificate that students should receive at the end of the course?

Response: See item #17

49. Are there any proprietary issues or restrictions with the vendors or manufacturers’ units that we should be aware of?

Response: Contractor to ascertain as it is unknown

50. Regarding the two weeks of instruction per month, is this requirement for each base individually, or is it cumulative across all three bases (Fort Sam, Lackland, and Randolph)?

Response: See item #25

51. For every repair, are we expected to have one or more students present for hands-on learning, or will the repairs be handled solely by our technicians with students learning in the classroom?

Response: Students will observe maintenance/repairs based on the instructors specified schedule. It is not the intent for CE personnel to shadow the contractor on every repair. However, they may observe on some instances.

52. Is the class instruction focused on a specific manufacturer, or does it provide a general overview of how HVAC systems work?

Response: Paragraph 1.1.4. lists the manufacturers the training should be geared towards. In addition a suggested training curriculum has been added.

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