Questions Answers - FA301626R0035_15 Oct 26.pdf

Troubleshoot and Repair 8 Portable Chillers at JBSA Lackland and Fort Sam Houston

Questions and Answers

FA301626R0035

Contractor Question 1: Local Office / One-Hour Response Requirement. The Performance Work Statement requires the contractor to maintain an off-base office/facility within the San Antonio metropolitan area and requires the contract manager or alternate to be able to meet on base within one hour during normal duty hours.

Would Alpha Government Solutions LLC satisfy this requirement by proposing a named first-tier subcontractor located in the San Antonio metropolitan area, with a designated local project/contract manager from that subcontractor who can meet on base within the required one-hour timeframe?

a) Government Response: The requirement for the contractor to maintain an office within the San Antonio metropolitan area will be removed from PWS Section 3.1 in a forthcoming amendment. However, the requirement in PWS 4.8 for a Contract Manager or Alternate to be able to meet on the installation within one hour during normal duty hours remains in effect. This individual must possess full authority to act for the contractor on all contract matters.

Contractor Question 2: The PWS appendix gives Building 10056 (unit U21B08716, 29.39629 N / 98.627102 W) and Building 7429 (unit U13G06951, 29.378193 N / 98.62916 W) at Lackland without street addresses. Are there designated street addresses or gate/entry instructions for scheduling service at those two buildings?

a) Government Response: Specific site addresses, entry instructions, escort requirements, and the names of the designated Government Points of Contact (POCs) for coordinating base access will be provided to the awardee at the post-award conference. For proposal purposes, offerors should assume that all contractor personnel will require base access passes in accordance with PWS Section 4.14 and that unescorted access to the work sites will be granted once proper credentials have been obtained.

Contractor Question 3: Could you also clarify whether technicians will need a government escort at the gate or at any of the eight chiller locations, and whom we should coordinate with for any required base/vehicle passes and access? The PWS mentions a designated Project Point of Contact for pass requests, but we have not identified that contact.

a) Government Response: Specific site addresses, entry instructions, escort requirements, and the names of the designated Government Points of Contact (POCs) for coordinating base access will be provided to the awardee at the post-award conference. For proposal purposes, offerors should assume that all contractor personnel will require base access passes in accordance with PWS Section 4.14 and

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FA301626R0035

that unescorted access to the work sites will be granted once proper credentials have been obtained.

Contractor Question 4: Would the Government consider waiving or removing the applicable limitation on subcontracting requirement for this acquisition? We understand this is a Total Small Business Set-Aside and that FAR 52.219-14 generally applies, so we would appreciate clarification before proceeding with our proposal.

a) Government Response: This clause is applicable to this requirement, therefore, there will be no waiver or removal of the clause.

Contractor Question 5: The schedule lists a period of performance ending March 1, 2027, but the CLIN 0001 schedule appears to show January 1, 2027. What is the correct period of performance for each CLIN?

a) Government Response: The intended period of performance is 120 days, currently scheduled from 1 November 2026 to 1 March 2027 as stated in the Deliveries or Performance section of the Solicitation. However, these specific dates are subject to shift depending on the actual date of contract award. If the award is delayed (e.g., awarded on 3 November 2026), the 120-day performance period will adjust accordingly from the effective date of award.

Contractor Question 6: The PWS overview describes units at Lackland and Fort Sam Houston, while the unit list also includes Port of San Antonio and Camp Bullis. Please confirm all eight work locations and each unit’s current operating status.

a) Government Response: For proposal purposes, offerors shall consider all four (4) locations listed in the PWS Appendix (Section 5.0) to be within the scope of this requirement. The work sites are located at JBSA-Lackland, JBSA-Fort Sam Houston, Camp Bullis, and Port of San Antonio. Please see updated PWS Overview.

Contractor Question 7: The technical proposal instructions refer to a 120-day performance period. How should that timeline be reconciled with the CLIN dates and the requirement to complete approved repairs within 10 business days?

a) Government Response: As stated in response to Question #5, the total period of performance for this contract is 120 days. This 120-day period encompasses all required activities, from the initial diagnostic assessment through the completion of all final repairs. The 10-business-day requirement referenced in PWS 1.6.3.2 applies to the completion of individual repair actions after a work order is approved by the Contracting Officer. Offerors must provide a proposed project schedule that demonstrates all work can be completed within the overall 120-day period of performance.

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FA301626R0035

Contractor Question 8: Does the 10-business-day repair period begin after written CO approval and receipt of the signed work order? How should contractors proceed if parts lead times exceed that period?

a) Government Response: Correct. The 10-business-day repair period begins upon the contractor's receipt of the work order signed and approved by the Contracting Officer. The process for extensions is detailed in PWS Section 1.6.3.2, which states:

'If additional time is required, the contractor must explicitly justify the requested extension on the initial work order quote.' This justification is subject to Government review and approval as part of the work order.

Contractor Question 9: Which wage determination labor classifications and rates should be used for chiller/HVAC technicians under the Service Contract Act?

a) Government Response: The Service Contract Act (SCA) is applicable to this requirement. The Wage Determination attached to the solicitation establishes the minimum wages and fringe benefits that must be paid to service employees.

Offerors are responsible for proposing their own fully burdened firm-fixed-price hourly labor rates for CLIN 0001 and 0002 that are, at a minimum, compliant with the attached Wage Determination.

Contractor Question 10: Labor hours (CLINs 0001 and 0002): Is the firm-fixed hourly rate billed per technician hour? For example, if two technicians work on a unit for 3 hours, would that be billed as 6 hours against the CLIN?

a) Government Response: Yes. The firm-fixed-price hourly labor rate is to be billed per technician, per hour. The example provided in the question is correct: if two technicians work for three hours, the Government would be invoiced for a total of six (6) hours against the appropriate CLIN.

Contractor Question 11: Parts (CLIN 0003): May the contractor's work order quote price parts and materials at the subcontractor's or supplier's quoted price, including its standard handling markup, or will the Government reimburse only the original vendor invoice cost?

a) Government Response: In accordance with PWS Section 1.6.3.1, individual repairs will be executed using Firm-Fixed-Price (FFP) work orders. For each repair, parts and materials shall be quoted on an FFP basis under CLIN 0003. This FFP quote may include standard material handling, procurement, and commercial supplier markups. Once the Contracting Officer approves the work order quote, the price for those parts is fixed. All labor associated with the repair must be excluded from CLIN 0003 and instead be quoted and billed using the competitive hourly labor rates established under CLIN 0002.

Questions and Answers

FA301626R0035

Contractor Question 12: Full-load testing (PWS 1.4.1): Two units are not connected to any facility. Will the Government provide a chilled-water load connection for testing these units, or should temporary load equipment be submitted as a separate work order?

a) Government Response: In accordance with PWS Section 3.2.2, the Government will provide the necessary services to make connections for testing, which includes providing water and power to the test site.

Contractor Question 13: Unit locations: PWS 1.0 lists two addresses, while the Section 5.0 table lists units at Lackland, Port San Antonio (Bldg 171), Fort Sam Houston (Bldgs 4197 and 1703) and Camp Bullis (Bldg 5428). Please confirm the location of each of the eight units and which two are the non-operational, unconnected units.

Government Response: PWS has been updated to reflect current locations and status as of 15-Oct:

a) CHILLER - U21B08715 – Bldg. 6586 - 1550 Connally Street Lackland AFB, 78236

b) CHILLER – U21B08716 – Bldg. 10056 – Arnold Circle Lackland AFB, 78236

c) CHILLER – U13G06951 – Bldg. 7429 - Tinker Avenue Lackland AFB, 78236

d) CHILLER – U19A02980 – Bldg. 7246 – 2220 Carswell Avenue Lackland AFB, 78236

e) CHILLER – U16M06897 – Bldg. 171 – 485 Quentin Roosevelt Road, San Antonio

Tx, 78226 (PoSA)

f) CHILLER U13B05560 Camp Bullis B5428, 21503 MARNE RD, San Antonio Tx, 78257

g) CHILLER U15C01676 – B1287, 3101 HARNEY PATH, San Antonio, TX 78234

FSH

h) CHILLER 2EWM006555 – B1703, 3853 WINANS RD, San Antonio TX 78234

(East Side of B1703) (unconnected, not operational) FSH

Contractor Question 14: Place of performance - number of sites. PWS paragraph 1 identifies the units as located at 1555 Gott Street, JBSA Lackland and 2199 Storage Street, JBSA Fort Sam Houston. The PWS Appendix ("Serial Numbers and Locations") lists the eight units across what appear to be four separate locations: JBSA Lackland, Port of San Antonio (Building 171, 485 Quentin Roosevelt Road), JBSA Fort Sam Houston, and Camp Bullis (Building 5428, 21503 Marne Road). Please confirm that all four locations identified in the Appendix are within the scope of this requirement, so that offerors price mobilization and travel consistently.

i) Government Response: Yes, all four locations are within the scope of this requirement. Please see the response to Question #6.

Contractor Question 15: CLIN 0003 - pricing basis for repair parts and materials.

The Schedule identifies CLIN 0003 as "Repair Parts and Materials," a Not-to-Exceed CLIN of

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FA301626R0035

$350,000, with Pricing Arrangement listed as Firm Fixed Price, and paragraph 7.1 of the Instructions directs that offerors shall not provide pricing for CLIN 0003. PWS paragraph 1.6.3.1 requires the contractor to itemize all parts, materials, and estimated labor hours in each work order quote submitted for the Contracting Officer's approval.

Please confirm whether parts and materials under CLIN 0003 are to be quoted in the work order at the contractor's invoiced acquisition cost, or at a firm-fixed price inclusive of the contractor's procurement, handling, and warranty costs. If supporting documentation (vendor invoices or quotations) is expected with each work order, please confirm what is required.

a) Government Response: Please see the response to Question 11. Individual work order quotes must strictly separate parts and materials (CLIN 0003) from estimated labor hours (CLIN 0002). Because the approved work order is Firm-Fixed-Price, the contractor will invoice for the pre-approved FFP amount upon successful completion of the work; standard supplier receipts are not required at the time of final billing. However, to enable the Contracting Officer to perform a fair and reasonable price determination prior to work order approval, the contractor must submit itemized parts lists and vendor/supplier quotes with their initial work order submission.

Contractor Question 16: FAR 52.216-19, Order Limitations - single-item maximum. Paragraph (b)(1) states the Contractor is not obligated to honor any order for a single item in excess of $2,500.00, while paragraph (b)(2) sets the maximum for a combination of items at $350,000.00.

PWS paragraph 1.3.2 contemplates replacement of compressors, condenser fans and motors, evaporators, and expansion valves, individual unit costs for which routinely exceed $2,500.00.

Please confirm whether the $2,500.00 figure at (b)(1) is intended as stated.

a) Government Response: The $2,500.00 single-item maximum originally listed in clause FAR 52.216-19 was a template placeholder. In accordance with PWS Section 1.6.3.1, repair labor (CLIN 0002) and parts/materials (CLIN 0003) are funded and tracked separately. Based on Government market research for specific chiller models identified by serial numbers in the PWS, a forthcoming solicitation amendment will update clause FAR 52.216-19, Order Limitations. The minimum order limit under paragraph (a) will be established at $2,500.00 to align with the Service Contract Act threshold and reduce administrative overhead on minor tasks.

The single-item maximum order limit under paragraph (b)(1) will be established at $95,000.00 to ensure that all anticipated parts-only requirements for major component repairs (such as screw compressor overhauls) remain contractually binding on the contractor.

Contractor Question 17: PWS 3.1 and 4.8 - local facility and contract manager availability.

PWS paragraph 3.1 requires the contractor to provide its own facility or office off the premises of the installation and within the metropolitan area to conduct business and store supplies and equipment. PWS paragraph 4.8 requires the contract manager or alternate to be available during normal duty hours to meet on the installation within one hour.

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FA301626R0035

Please confirm whether these requirements may be satisfied through the facility and personnel of the contractor's subcontractor performing the work in the San Antonio metropolitan area, with that subcontractor's site manager designated as the contract manager's alternate under PWS 4.8.

a) Government Response: Please see the Government Response to Question #1.

Contractor Question 18: SF 1449 - blocks to be completed by the offeror. The note at the top of the SF 1449 states "OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30." Paragraph

7.2 of the Instructions states "Submit a signed SF 1449 (blocks 12, 17, 26, and 30 completed)."

Block 26 is designated "TOTAL AWARD AMOUNT (For Government Use Only)," and blocks 23 and 24 are Unit Price and Amount. Please confirm which set of blocks the offeror is to complete.

a) Government Response: Offerors shall complete and submit a signed SF 1449 with Blocks 12, 17, and 30 completed. Block 26 is reserved for Government Use Only at the time of award and shall be left blank by the offeror. Pricing for the individual CLINs shall be submitted separately on the provided price schedule. Please see updated Solicitation.

Contractor Question 19: Site visit materials. We understand the site visit was held on 6 October 2026. The PWS Appendix includes photographs of each unit and its model number plate and notes that additional photographs are available for Building 1703. To ensure all offerors compete on a common basis, we respectfully request that any questions and answers arising from the site visit be published by amendment, and that any additional equipment photographs, model and serial data, or nameplate information be made available to all offerors.

a) Government Response: Every question and answer to this requirement will be addressed and posted on SAM.gov to ensure a fair field.

Contractor Question 20: We are interested in bidding if we are still allowed to without a site visit.

a) Government response: Yes, you can submit a proposal without attending the site visit.

Contractor Question 21: Cooling application. Please confirm whether the eight portable chiller units provide environmental (comfort) air conditioning to occupied facilities, or process cooling to equipment or industrial loads. Texas Occupations Code Chapter 1302 issues air-conditioning contractor licenses under separate endorsements for Environmental Air Conditioning versus Commercial Refrigeration and Process Cooling, and the answer determines which endorsement a Texas contractor must hold to perform this work.

a) Government Response: These are for environmental (comfort) air conditioning of occupied facilities.

Contractor Question 22: PWS §1.0 states that the two Fort Sam Houston units are non-operational and are not connected to any facility, while PWS §1.4.1 requires operation under full-load capacity to validate operating temperatures. For execution and pricing, please identify the

Questions and Answers

FA301626R0035

temporary electrical and hydronic connections, hoses, cabling, or related connection hardware that the Government will provide or arrange for post-repair testing.

a) Government Response: In accordance with PWS Section 3.2.2, Government Civil Engineering (CE) personnel will provide services to make connections, which includes providing temporary hoses and power connections to the chillers as needed for testing and troubleshooting.

Contractor Question 23: For the full-load testing required by PWS §1.4.1, please confirm whether the Government will provide and connect the pumps necessary to establish the required hydronic circulation and load.

a) Government Response: Any additional temporary pumps needed will be provided by contractor for testing and troubleshooting.

Contractor Question 24: If full-load operation cannot be made available for a chiller, please identify the acceptable alternative method for post-repair performance validation.

a) Government Response: Full load operation must be met.

Contractor question 25: Please confirm whether the PWS §3.1 local-office requirement may be satisfied through a proposed subcontractor's local facility, or whether the prime contractor itself must maintain the required off-installation facility/office.

a) Government Response: Please see the Government Response to Question #1.

Contractor Question 26: PWS §4.8 requires the contract manager or alternate to be available during normal duty hours to meet on the installation within one hour. Please confirm whether this response requirement may be satisfied by an authorized local representative of a proposed subcontractor acting on behalf of the prime contractor, or whether the prime contractor's contract manager/alternate must personally be locally based and available.

a) Government Response: Please see the Government Response to Question #1.

Contractor Question 27: PWS §4.16 requires documentation for manufacturer warranties extending beyond the one-year period,' but the reviewed PWS does not otherwise establish the one-year warranty requirement or identify whether it applies to labor, replacement parts, or both.

For proposal pricing and post-performance responsibility, please confirm the required warranty period for work performed under this contract and identify whether the warranty applies to contractor labor, installed parts/materials, or both.

a) Government Response: A forthcoming solicitation amendment will update the PWS to incorporate the final, comprehensive warranty requirements.

Contractor Question 28: Please confirm that replacement refrigerant required by PWS §1.3.1 is an allowable reimbursable material under CLIN 0003.

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FA301626R0035

a) Government Response: Correct. New refrigerant required for performance under PWS 1.3.1 is considered a material. As such, it shall be quoted as a Firm-Fixed-Price line item on the work order quote and funded under CLIN 0003, in accordance with the process outlined in response to Question #11.

Contractor Question 29: For execution and pricing, please confirm which party is responsible for physically moving each portable chiller as needed for troubleshooting, repair, and testing.

a) Government Response: In accordance with PWS Sections 3.2.1 and 3.2.2, the Government will provide the services to physically move and make the necessary electrical/hydronic connections for the chillers, provided the contractor gives the required 36-48 hours' notice. There is no cost to the contract when the Government performs this service.

In the event the Government is unable to provide these services due to operational constraints, the contractor may be directed in writing by the Contracting Officer to perform the work. Any such labor associated with moving or connecting the chillers shall be quoted as estimated hours on the work order and, upon approval, will be billed at the contractor's firm-fixed-price hourly labor rate under CLIN 0002. No such labor shall be charged to CLIN 0003

Contractor Question 30: For execution and pricing, please confirm which party is responsible for disconnecting, reconnecting, or otherwise hooking up each portable chiller to the electrical and hydronic systems required for troubleshooting, repair, and testing.

a) Government Response: Please see the Government Response to Question #29

Contractor Question 31: Refrigerant type and source of supply.

PWS paragraph 1.3.1 requires the contractor to identify and seal refrigerant leaks, dehydrate each system via deep evacuation, and charge with new refrigerant. PWS paragraph 1.3.1.1 states the Government will furnish refrigerant recovery cylinders for recovered refrigerant.

Please identify the refrigerant type for each of the eight units listed in the PWS Appendix. Please also confirm whether new refrigerant required for recharge is reimbursed as a material under CLIN 0003, or whether it is to be included within the contractor's firm-fixed hourly rates under CLIN 0001 and CLIN 0002.

a) Government Response: The contractor is responsible for verifying the exact refrigerant type and charge capacity from the equipment nameplate and/or manufacturer specifications during their troubleshooting process.

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FA301626R0035

For information purposes, PWS Appendix A (Section 5.0) has been updated to include the known refrigerant details for each unit. New refrigerant required for system recharging is considered a material and shall be quoted on a Firm-Fixed-Price basis and submitted under CLIN 0003 (see the response to Question #28). Refrigerant costs shall not be included in the contractor's hourly labor rates under CLIN 0001 or CLIN 0002.

Contractor Question 32: Timing of proof of technician certification.

Evaluation Subfactor 1.1 requires the offeror to provide proof that the designated technician(s) assigned to perform the diagnoses and repair hold a valid EPA Section 608 Universal Certification, and the standard-met criteria reference verifiable proof for all designated technicians.

Please confirm whether copies of the certifications for specific named individuals must be submitted with the proposal, or whether the offeror may identify certified personnel and furnish their certifications upon award.

a) Government Response: Please see the updated Technical Subfactor 1.1 and PWS Section 4.9, as revised in Amendment 0002.

Contractor Question 33: Proposal due date.

We understand responses to offeror questions will be published following the 6 October site visit.

Should those responses be published within five business days of the current due date, will the Government consider extending the 15 October 2026, 10:00 AM CDT proposal due date to allow all offerors adequate time to incorporate the Government's answers into their technical and price proposals?

a) Government Response: The response due date has been updated. Please see amendment 0001.