RFQ ATT 6 - RFI Log QA_12-9-2025.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- FA440725QJC02
About this file
The file is a Request for Information (RFI) Log for a Department of the Air Force Air Mobility Command contract at Scott AFB, detailing chemical treatment and water sampling services for HVAC systems. The solicitation involves water/chemical monitoring for 13 cooling towers across 8 facilities, 124 closed loop systems (56 chilled and 68 hot), and 27 coupon racks, with specific requirements for chemical treatments including cooling tower chemicals, biocides, corrosion inhibitors, propylene glycol, and nitrite products.
Key details include a potential contract start date of January 2026, quote expiration on January 31, 2026, and specific technical requirements such as quarterly loop testing (now updated to 496 total loop tests annually), chemical delivery preferences (bulk delivery preferred), and precise specifications for chemical concentrations and treatments. The RFI log demonstrates extensive technical clarifications around chemical volumes, testing frequencies, and system specifications, with responses from government technical experts addressing vendor questions about measurement units, testing schedules, and chemical treatment methodologies.
View the file
Other files
Show all 38
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1
| Requests For Information (RFIs) - HVAC Cooling Towers & Water Sampling | ||||||
| RFI # | Date Recv'd | Date Sent to Customer/Technical Expert | RFI | Response | Date Answered | |
| 1 | 17-Nov-25 | 17-Nov-25 | On the far right column, it states "Treat 10M GAL/MU". Does the "M" mean Thousands or Millions of make-up water? | "M" means Million. The unit of measure is one thousand (K) gallons, the historical is to treat 10 million (M) gallons. 1,000 X 10,000 = 10M gallons. What we are looking for is what are you going to charge to treat with respective chemical per 1,000 gal. We are doing it this way because only one solicitor can actually provide a price per gallon of their respective chemical. Unit of measure X price per unit X Quantity = Year Amount | 18-Nov-25 | |
| 2 | 17-Nov-25 | 17-Nov-25 | Typically, cooling tower cost would be $/1,000 gal MU. If $/10,000 gal MU, then make sure cost is to third decimal? | "M" means Million. The unit of measure is one thousand (K) gallons, the historical is to treat 10 million (M) gallons. 1,000 X 10,000 = 10M gallons. What we are looking for is what are you going to charge to treat with respective chemical per 1,000 gal. We are doing it this way because only one solicitor can actually provide a price per gallon of their respective chemical. Unit of measure X price per unit X Quantity = Year Amount | 18-Nov-25 | |
| 3 | 17-Nov-25 | 17-Nov-25 | Biocides, oxidizing and non-oxidizing are fed based on cooling tower system not MU volume. So, an accurate biocide quote will need cooling tower system volume, total gallons. | |||
| a. | See to CLIN 0003, 0004, Question 1.B, 1.C, 2.B, 2.C. | We do not have this information, historically the contractor performing the services has been able to provide a cost per gallon of chemical provided to maintain acceptable reading limits. | 18-Nov-25 | |||
| 4 | 17-Nov-25 | 17-Nov-25 | Closed loop quantity, 496, means testing all closed loops, hot and cold, 4 times per year. Typically, cold and hot loops are tested 2 times per season so, essentially loops are being tested each quarter. For example, hot loops in 1st and 4th and cold loops in 2nd and 3rd Quarters. Please clarify? | Loop quantity has changed to 248 annually. Please see SOW (18 Nov 2025) para 4.1 & 4.2 for specifics. Note-Updated 8 Dec 2025, please read below RFI Question #12 for update in quantity. | 18-Nov-25 | |
| 5 | 17-Nov-25 | 17-Nov-25 | Closed loop treatment for systems without glycol specifies it must be NO2 not Na2NO2. However, NO2 is a gas, NaNO2 is the liquid form typically used for closed loop treatment. Should we assume the liquid form will be acceptable? | We want propylene glycol that is inhibited with Nitrite ions. We do not want salt sodium nitrite. | 18-Nov-25 | |
| 6 | 2-Dec-25 | 2-Dec-25 | Of the (124) total closed loop systems, how may are ‘inhibited glycol’ loops? | Approx. 58 | 3-Dec-25 | |
| 7 | 2-Dec-25 | 2-Dec-25 | What is the average operational ‘Cycles of Concentration’ for the (13) cooling tower systems? | Unknown | 3-Dec-25 | |
| 8 | 2-Dec-25 | 2-Dec-25 | Do you have the water volume for each closed loop systems? | No | 3-Dec-25 | |
| 9 | 2-Dec-25 | 2-Dec-25 | Could you please post the site visit attendee’s list? | We will post site visit attendee's list after the site visit. | 2-Dec-25 | |
| 10 | 2-Dec-25 | 2-Dec-25 | Can you provide the anticipated award date and start date? | Start date is the date of award. We cannot provide an anticipated award date, but our hope would be by 1 Jan 2026. | 2-Dec-25 | |
| 11 | 2-Dec-25 | 2-Dec-25 | Can you verify the Quote expiration date? | 31 Janurary 2026 | 2-Dec-25 | |
| 12 | 4-Dec-25 | 4-Dec-25 | On the RFI Line #4 referring to Close Loops. On all previous contracts all hot and chilled loops were tested all four quarters instead of having them tested only two quarters as stated in the SOW paragrahs 4.1 and 4.2. |
For example, in the mechanical room the hot water sample area is approimately 4 - 5 feet from the chilled loop sample area. For preventive maintenance, we feel that both loops should be tested at the same time to monitor any water loss, Nitrite level, conductivty, Ph and glycol (where needed).
On the RFI form it states that the hot loop be tested in Quarter 1 and 4 and chilled loops in Quarter 2 and 3.
Quarter 1: Oct/Nov/Dec (hot loop) Quarter 2: Jan/Feb/Mar (chilled loop) Quarter 3: April/May/June (chilled loop) Quarter 4: July/Aug/Sept (hot loop)
| We feel that this schedule may not fully or accurately represent the status of each closed loop. All loops should be monitored throughout the contract year to prevent mechanical failures. | Please note a change regarding Loop testing quantities. After the technical experts discussed what was required to support the base, the Government is increasing the required Loop testing from 248 to 496 loops. Both hot and cold loops will be tested on a quarterly basis (124 loops X 4 quarters = 496). The Statement of Work (SOW) and CLIN Pricing Sheets have been updated to reflect this change. This new quantity supersedes the previous response to RFI question 4, answered on November 18, 2025. We apologize for any inconvenience this may cause. | 8-Dec-25 | ||||
| 13 | 5-Dec-25 | 8-Dec-25 | Can you please let me know how many cooling towers are seasonal and how many towers run year round? | Buildings 44, 1575, 1700, 1900, 5160 run year-round. The rest are seasonal. | 9-Dec-25 | |
| 14 | 5-Dec-25 | 8-Dec-25 | If possible, a rough estimate of system volumes for your closed loop systems that are not glycol. | Unknown | 9-Dec-25 | |
| 15 | 5-Dec-25 | 8-Dec-25 | The question is regarding cost per unit of the Cooling Tower Chemical Treatment. Our assumption is that you are trying to get a cost to treat 10,000,000 gallons of make-up water based on three cycles of concentration. With the units to be calculated in cost per 1,000 gallons of make-up water and extended to 10 million gallons. This is fine, however if that is the case where do we provide the actual cost per gallon of chemical that is sold? The closed loop chemicals have a CLIN line for the actual unit cost of the chemicals. |
The Biocides are fed differently than the Cooling Water Treatment. They are not fed based on the amount of make-up water, but are slug fed several times per week based on the system volume. Calculating based on 10 million gallons of make-up water will not provide a realistic cost evaluation. Additionally, like with the cooling tower treatment we can provide a cost per volume of water, but where do we put the actual cost per gallon of chemical.
| The excel spread sheet provides information that can help with the evaluation, but we think the CLIN lines are confusing unrealistic. We greatly appreciate your thoughts. | The goal for CLIN’s 0002, 0003, 0004 is to provide a cost to treat 1K gal (price per unit). Pricing will be based on the CLIN pricing sheet dated 5 Dec 25, if you want to also include your price per gallon as well, then include that with your proposal, but not on CLIN pricing sheet. | 9-Dec-25 | ||
| 16 | 8-Dec-25 | 8-Dec-25 | Chemical Storage Tanks |
Could the Government please confirm whether each cooling tower and closed loop system is equipped with existing chemical storage tanks?
| If so, can the Government provide the capacity/size of these tanks (e.g., 50-gallon, 100-gallon, 200-gallon, 500-gallon, etc.)? | Each system does have their own storage tank, sizes unknown. | 9-Dec-25 | ||
| 17 | 8-Dec-25 | 8-Dec-25 | Chemical Delivery Format Preferences |
For the corrosion inhibitors, oxidizers, non-oxidizing biocides, glycol, and nitrite chemicals required under this contract, does the Government prefer:
• Bulk delivery
• Mini-bulk delivery
• 55-gallon drums
• Pails or smaller containers
| • Or any other specific format? | Bulk delivery is preferred. While we are open to alternative delivery solutions, our primary concern is uninterrupted chemical supply without requiring any handling or storage on our end. The product is to be delivered and dispensed by the contractor. | 9-Dec-25 | ||
| 18 | 8-Dec-25 | 8-Dec-25 | Restrictions on Storage Quantities | |
| Are there any on-base chemical storage quantity restrictions or limitations we should be aware of when planning delivery and replenishment schedules? | We do not have any storage areas. No bulk chemicals are to be stored at Scott AFB. | 9-Dec-25 | ||
| 19 | 8-Dec-25 | 8-Dec-25 | Nitrite – Closed Loop (CLIN 0008) |
The CLIN lists 500 gallons. Please clarify:
• Is the government requesting 500 gallons of nitrite product, or
| • | The quantity of nitrite required to treat 500 gallons of loop volume? | |||
| This distinction affects how suppliers calculate product concentration and pricing. | This is actual 500 gallons of product/chemical (price per gallon). The government purchasing 500 gallons of Nitrite. | 9-Dec-25 | ||
| 20 | 8-Dec-25 | 8-Dec-25 | Propylene Glycol – Inhibited (CLIN 0009) |
The CLIN specifies 3,000 gallons, and the SOW states glycol concentration must maintain 25–35% in the closed loops.
We need clarification on:
A. Percentage Requested
• Should vendors price pure glycol (100%), or
• A pre-diluted inhibited glycol blend (e.g., 25%, 30%, 35%)?
The percent concentration significantly affects cost and shipping.
B. Packaging Requirements
| • | Does the government require delivery in: |
| o | 55-gallon drums, |
| o | 275-gallon totes, |
| o | Bulk tanker, |
or
| o | No preference (vendor to propose)? | A- Whatever it takes to maintain the required % parameter stated in the SOW 4.4. |
| B- Contractor may propose packaging method keeping in mind we have no storage areas to provide and that you are responsible for dispensing. | 9-Dec-25 | |
| 21 | ||
| 22 | ||
| 23 | ||
| 24 | ||
| 25 | ||
| 26 | ||
| 27 | ||
| 28 | ||
| 29 |
Sheet2
Sheet3
File details come from the government source that posted it. Updated .