Attach 10_VRF QnA NEW.pdf

Variable Refrigerant Flow (VRF)

Solicitation: FA301625R0051

Question and Answers 26-27 Jun 2025

1. Storage Area for Training Curriculum Materials. Will there be a designated storage area on each base for training curriculum materials?

a. Storage is available for packets, booklets, binders and other classroom-related items.

2. Designated Storage Area for Parts and Equipment. Will there be a designated area on each base where we can store parts and equipment?

a. No designated areas for parts storage. Trucks used for official duties to travel around JBSA can be parked on base.

3. Roof Unit Heights and Access. Could you provide the approximate heights of rooftop VRF units at each installation to assist with lift equipment planning and fall protection requirements? Additionally, is there safe and adequate access to the roof at each location?

a. Roof hatch and ladders are primary access points. See Below for Table 1. Facility Heights and Install Year.

4. Blueprints / Drawings. Are as-built drawings or blueprints of the facilities, mechanical rooms, and equipment locations available for review?

a. As-built and floorplans can be requested as needed to awardee, but it is possible that some facility records are not complete.

5. Corrective Action Timelines. PWS requires corrective action to begin within 3 days of repair approval. Could the Government clarify what is the fallback or consequence if this timeline is not met (e.g., penalties, deductions, or performance ratings)?

a. Delays due to a lack of action of the Contractor would result in an unacceptable surveillance for each occurrence.

6. In-Service Dates and Historical Data. Could the Government provide the in-service dates, such as the original installation dates, for the installed VRF equipment, as well as any additional historical data beyond what has recently been provided?

a. Attached list of equipment installation dates. Not all equipment installation dates are available.

7. Off-Base Training. Is it permissible for students to complete any portion of the training, such as classroom training, at off-base facilities?

a. No, all training will be completed at JBSA facilities

8. Scope of Services. Does the contract scope cover preventive maintenance (PM) only, or will it also include corrective repairs as needed?

a. VRFTs will be responsible for assigning preventive and correction maintenance as needed.

9. Training Class Duration and Frequency. Could the Government please clarify the minimum duration required for training classes and how frequently this training must be conducted to meet applicable compliance or contract requirements?

a. Para 1.1.4 Training. Training shall be performed for at least two weeks (80 hours) each month. Some lessons may need multiple sessions to provide enough attendance opportunities for locations with more than 30 personnel.

Question and Answers 26-27 Jun 2025

10. Certificate of Completion. Are students required to receive a certificate of completion at the conclusion of the course?

a. A certificate of completion is not required but recommended.

11. While technicians will be able to provide 608 certification and limited manufacturers, the majority of manufacturers listed do not provide any kind of certification outside of their own internal employees. More important will be access to diagnostic communication tools specific to each manufacturer, which we can provide.

a. Contractor is responsible for providing all equipment. Para 2.2

12. Can the government clarify if it is the minimum or maximum that they must be HVAC Journeymen with 1-2 years’ experience?

a. Minimum experience

13. Can the government please confirm whether resumes count as page count? These documents will take up the majority of the page count and not leave adequate space for explanations if so.

a. Resumes will not count against the solicitation page count.

14. For the "firmware updating" task mentioned in PWS, will the Government provide all necessary firmware files and associated software licenses, or is the contractor responsible for the procurement and cost of these items? Ref: Document

Attach_1_VRF_PWS_18_JUN_25.pdf, Page 2, Section 1.1.3.

a. Contractor is responsible for the procurement of firmware files as requested by the CO or COR and utilizing CLIN 0003.

The Government will retain ownership of all files after the Period of Performance.

15. The historical data in Appendix F provides labor hours for past work orders. To help calibrate pricing for the $50,000

Not-To-Exceed materials CLIN 0003, could the Government provide the approximate total material costs associated with the 128 work tasks from FY24? Ref: Document Solicitation_-_FA301625R0051.pdf, Page 3, CLIN 0003 and

Attach5 VRF APPENDIX TABLE E-1_E-2_E-3.pdf.

a. Approximately $60,000 in material costs.

16. Regarding the government-furnished training facilities, can the Government describe the available equipment (e.g., projectors, whiteboards, etc.)? More importantly, will there be functional VRF units available for the hands-on portion of the training, or must the contractor provide its own training aids? Ref: Document

Attach_1_VRF_PWS_18_JUN_25.pdf, Page 3, Section 1.1.4 and Attach_3_VRF_APPENDIX_TABLE_B-

1_n_TABLE_C-1.pdf.

a. Television monitors and/or whiteboards will be available for training sessions.

17. The PWS states hands-on training may involve technicians observing live maintenance work. Can the Government clarify the expected ratio of this "observational" training versus "practical" training on dedicated equipment? What is the process for scheduling 25-30 students to observe a live repair without impeding the work? Ref: Document

Attach_1_VRF_PWS_18_JUN_25.pdf, Page 3, Section 1.1.4.

a. Small groups can rotate and take turns to receive observational portions of the training.

18. Given the requirement to conduct training for at least two weeks every month and the risk of a single point of failure, does the Government have an expectation for instructor redundancy? In the event the primary instructor is unavailable, would a delay be permissible, or should the contractor's plan include a qualified backup instructor? Ref: Document

Question and Answers 26-27 Jun 2025

Attach_1_VRF_PWS_18_JUN_25.pdf, Page 3-4, Section 1.1.4 (Training) and Section 1.1.5 (Activity Reporting).

a. The Contractor is responsible for providing at least two weeks of training every month. The number of instructors to complete the minimum requirement is up to the contractor.

19. For Emergency Services, does the 2-hour on-site response clock begin at the initial verbal notification or at the time of the follow-up written confirmation? Furthermore, when billing against CLIN 0004, does the proposed overtime hourly rate apply to travel time, or only to time on-site performance? Ref: Document Attach_1_VRF_PWS_18_JUN_25.pdf, Page 4, Section 1.1.6 (Emergency Services) and Solicitation_-_FA301625R0051.pdf, Page 3, CLIN 0004.

a. PWS para 1.1.6 requires the contractor to respond within 2-hours on-site after the contractor has been verbally notified by CO or COR. Billing against CLIN 0004 will be for the hours the Contractor is on the installation mitigating the emergency.

20. For scheduling PM and repair work, are there any known access restrictions, non-standard operating hours, or special security clearance requirements for the buildings listed in Appendix A-1 that could impact the ability to perform work during the normal duty hours of 0600-1700? Ref: Document Attach 2 VRF APPENDIX TABLE A-1.pdf and Attach 1 VRF PWS 18 JUN 25.pdf, Page 6, Section 3.1 (Hours of Operation).

a. Access to the interior of facilities is limited to the Unit’s individual operating hours with the majority of them being within the duty hours IAW the PWS.

21. The solicitation requires the submission of a Management Plan, a Quality Control Plan, resumes, and certifications within the Technical Volume (Volume II). The instructions state that this volume is limited to a maximum of 25 pages.

Given that resumes and certifications for the proposed team will utilize a substantial portion of this page allowance, this may leave limited space for the detailed narrative descriptions requested for the Management and Quality Control Plans. The instructions provide a list of items excluded from the page count (e.g., cover pages, dividers), but resumes and certifications are not on this list. To ensure we can provide a thorough and comprehensive proposal, could the Government please clarify if the required resumes and certifications can be excluded from the 25-page count for Volume II? Ref: Documents Attach_8_RFP_Clause_FAR_52.212-1_Addendum.pdf, Pages 1-3, Sections 3.1, 3.2, and 4.2; Attach_9 RFP_Clause_FAR_52.212-2_Addendum.pdf, Pages 1-2, Sections 1.4.A, 1.4.B, and 1.4.C.

a. Resumes and Certificates will not count against the solicitation page count.

END OF QUESTIONS AND ANSWERS

Table 1. Facility Height and Install Year