Questions and Answers - FA301626Q0121.pdf

Questions & Answers

JBSA LAK HVAC Replacement System B4983

Solicitation: FA301626Q0121

1. Please advise on whether the HVAC system is located on the roof or within interior mechanical rooms, and any access constraints we should anticipate during the assessment.

Government Response: The condensing unit is outside next to the building, and the air handler is inside the mechanical room with plenty of room to operate.

2. Please advise on how city or local permits will be coordinated or required for work on base facilities, given the military environment, and any base-specific permitting processes we must follow.

Government Response: No city/local permits required but installation should still follow all applicable building codes. Only base pass requests are required for the contractors performing the work.

3. Should we include the cost to remove the existing unit in the cost to purchase and install the new unit? Or do you want those 2 activities separated? If so, could you please update Supplies or Services & Prices or Costs on page 3 of RFQ to include Item 0002 for "Removal of old HVAC system"?

Government Response: Yes. The Government considered the separation of work and updated the Services & Prices or Costs Contract Line Item (CLIN) structure. Please see revised RFQ.

4. Confirmation on whether the HVAC system is located on the roof or within interior mechanical rooms.

Government Response: The condensing unit is outside next to the building, and the air handler is inside the mechanical room with plenty of room to operate.

5. Any access constraints we should anticipate during the assessment.

Government Response: There will be no access constraints during the assessment.

6. Information regarding city or local permits that may be coordinated or required for work on base facilities.

Government Response: No city/local permits required but installation should still follow all applicable building codes.

7. Any base-specific permitting processes that we must follow.

Government Response: There are no base specific permits.

8. Site visit — is a site visit available before the 8 June response deadline? Building 4983's existing ductwork condition, electrical service, outdoor pad/condenser access path, and crane/rigging needs are significant pricing drivers. Even a 30-minute escort walk-through would let us bid cost-realistically.

Government Response: A site visit was offered with this solicitation. A separate site visit will not be offered.

9. Building 4983 mission — what is the building's primary function, and what downtime window (if any) is acceptable during demolition and install? This drives our scheduling and any overtime/weekend pricing.

Government Response: Building 4983 is currently operating under a temporary HVAC system, and the existing system for replacement under this acquisition is completely non-operational.

Because of this, there is no critical downtime window required for the demolition or installation phases. All work must be executed during normal business hours per the SOW. Because the building's heating and cooling are currently maintained by the temporary system, there is no requirement or justification for overtime or weekend pricing.

10. DDC/EMCS integration — the SOW requires final acceptance to include integration with the base DDC/EMCS. Could you identify the existing system (Tridium Niagara, Johnson Metasys, Siemens Apogee, or Air Force-specific platform), and confirm whether programming/point-mapping is part of the contractor's scope or coordinated through the base controls team?

Government Response: This is NOT required and is removed from the Statement of Work entirely. Please be sure to refer to updated SOW dated 4 June 2026.

11. Existing ductwork — has the existing ductwork been recently inspected, and is sizing/condition information available? §3.3 and §4.2 leave duct replacement at the contractor's discretion based on incompatibility, but a prior inspection report would help us price accurately rather than carry contingency.

Government Response: Duct work will not be replaced. Existing ductwork will need to be tied into the new air handler. Please refer to updated SOW dated 4 June 2026.

12. Electrical service — is the existing 208/230V 3-phase feed verified to support a modern AHRI-certified R-454B 15-ton condenser, or should we plan for service upgrades?

Government Response: New system must be compatible with the existing power supply.

13. Outdoor pad — is the existing condenser pad reusable for the new equipment footprint, or should new pad work be included?

Government Response: Yes, the existing pad is reusable.

14. Refrigerant recovery cylinders — confirming that Building 210 Chapman Annex refrigerant management shop is the pickup and return location for all R-22 recovery, with cylinders provided at no cost to the contractor.

Government Response: Correct. Cylinders will be provided at no cost to the contractor

15. AF Form 3952 HAZMAT submission — is there a preferred lead time before mobilization for environmental office review, and is there a contractor-side template/example available?

Government Response: The Government POCs will follow up with the environmental office if necessary.

16. Final inspection committee — §15.1 lists the 502d CES HVAC shop, 502d Project Manager, Warranty Dept POC, and "1354 POC" as participants. Could you provide a contact for the 1354 POC, and a typical lead time for scheduling the joint inspection after notice of readiness?

Government Response: This will be coordinated with the awardee at time of award.

17. Warranty options — is the government interested in optional pricing for extended labor warranty (2 or 3 years) beyond the standard 1-year, or should we hold to the 1-year baseline?

Government Response: No.

18. Submittals timing — §6.0 requires product data sheets, technical specs, and shop drawings to be submitted to 502 CES for approval prior to procurement. Typical turnaround time from submittal to approval?

Government Response: Please see updated SOW dated 4 June, specifically paragraph 4.5.

19. CUI handling — is any portion of the SOW, drawings, or attachments designated as Controlled Unclassified Information requiring CUI training acknowledgments from contractor personnel?

Government Response: No.

20. We would like to coordinate and confirm the acceptable system downtime required to safely complete the installation.

Based on the scope of work, the project will require a full shutdown of the existing unit during decommissioning, removal, and installation of the new system. To ensure proper planning and minimize disruption, we kindly request clarification on the following:

• Maximum allowable downtime for the HVAC system during installation

Government Response: Building 4983 is currently operating under a temporary HVAC system, and the existing system for replacement under this acquisition is completely non-operational. Because of this, there is no critical downtime window required for the installation phase. However, the contractor shall ensure the installation is executed in a timely manner, consistent with standard commercial practices for HVAC systems of this scale.

• Whether the unit currently supports any critical or mission-essential operations

Government Response: Special Warfare training building is mission essential.

• If a 24–48-hour shutdown window would negatively impact facility operations or mission requirements

Government Response: No, it would not impact the facility operations/mission since the system currently in place is already non-operational. However, the contractor shall ensure the demolition and installation is executed in a timely manner, consistent with standard commercial practices for HVAC systems of this scale.

• Any preferred installation windows (e.g., weekends, after-hours) to mitigate operational impact

Government Response: All work will be performed during normal duty hours

21. Was this a mandatory site visit for us to bid?

Government Response: No, the site visit was not mandatory. However, it is highly recommended that vendors make every effort to attend site visits to ensure accurate pricing. For this requirement, vendors were required to meet the coordination suspense outlined in the RFQ to attend. Missing the outlined suspense prevents attendance at the site visit, but it does not disqualify the vendor from submitting a quote.

22. Could you please advise how would you like for your proposal to be submitted?

Government Response: Follow the instructions in the RFQ and fill out the Contractor Information section.

23. Are there going to be heat kits required for this unit? If so, what size?

Government Response: Yes, heat kit is required that is appropriately sized for the new unit

24. What is the rough distance between indoor and outdoor units in feet? (for copper pipe calcs)

Government Response: Approximately 5 feet.

25. Is a slab required for the outdoor unit?

Government Response: Yes

26. Is this address the one to submit the proposal to? ulysses.solis@us.af.mil

Government Response: Please follow the instructions in the RFQ. Personnel to contact are listed in it.

mailto:ulysses.solis@us.af.mil

27. Equipment Location: Could you confirm if the air handler is located on the perimeter wall closest to the condensing unit?

Government Response: Yes

28. Ductwork Modifications: We will be replacing the 90° duct for the supply air, which will be fabricated out of sheet metal. Additionally, will the return air plenum require a fresh air damper?

Government Response: Yes, the return air plenum shall have a fresh air damper.

29. Electrical Requirements: We will be bringing in an electrician to run the conduit for the disconnects, the 110V outlet, and the conduit for the electric heater. Could you confirm the exact kilowatt (kW) rating required for the new electric heater so we can size the electrical runs properly?

Government Response: Exact size will be determined based on the size of the new heat kit provided by the contractor.

29. Condenser Pad & Drainage: Is the existing condenser pad and the condensate drain piping intended to remain as-is, or should we include the replacement of these items in our scope?

Government Response: It is contractor’s responsibility to ensure the new unit fits adequately on the existing condenser pad which is existing condenser pad is which is approximately 92” L X 76” W.

Condensate drain line should be replaced.

30. Water Spigot Relocation: We want to confirm the exact requirements for the relocation of the existing water spigot. Could you provide the preferred placement details or dimensions for where it needs to be moved?

Government Response: The Spigot does not need to be moved. See additional pictures provided.

31. Can you provide the controls?

Government Response: Contractor is responsible for providing controls if necessary.

32. Can you provide the electrical?

Government Response: There is currently power to existing system.

33. Can you provide T&B and Commissioning?

Government Response: Contractor is responsible for T&B and commissioning per the SOW.

34. If the existing concrete pad does not accommodate the new condenser, who will be responsible for pouring the new concrete pad?

Government Response: The concrete pad measures 92" x 76". The new HVAC system footprint must fit within these dimensions.

35. Does this unit tie into a Building Automation System or will it be independent?

Government Response: Independent

36. What size heat kit is required?

Government Response: Appropriately sized for new unit.

37. In executing this project, can one superintendent fulfill the supervision, safety, and QAQC roles?

Government Response: The Government does not mandate specific staffing structures for this effort, as it is being acquired as a commodity purchase with incidental services. Per the Statement of Work (SOW), “The contractor shall provide all personnel, labor, equipment, tools, materials, supervision, and quality control necessary to perform the replacement of the HVAC system.”

38. Are contractors required to issue a contract specific QA/QC Plan?

Government Response: No, a contract-specific QA/QC Plan is not required. Please refer to Section 1.0 of the Statement of Work (SOW) for contractor supervision and quality control requirements.

39. Are contractors required to issue a contract specific Safety Plan?

Government Response: No. A contract-specific Safety Plan is not required for this commodity purchase. Contractors are expected to follow standard industry safety practices, OSHA regulations, and any specific safety provisions detailed in the Statement of Work (SOW).

40. Is this project tax exempt?

Government Response: The contractor is responsible for determining their tax liabilities, and the Government will not provide tax exemption certificates for this acquisition.