Questions and Answers-B2300 Duct Cleaning Service (FINAL).pdf

DEPARTMENT OF THE AIR FORCE

355 TH CONTRACTING SQUADRON (ACC)

DAVIS-MONTHAN AIR FORCE BASE, ARIZONA

18 September 2024

MEMORANDUM FOR RECORD

FROM: 355TH CONS/PKB

SUBJECT: Questions and Answers for FA487724QA575, B2300 Duct Cleaning Service

1. The questions and answers for solicitation FA487724QA575 are as follows:

1. Who was the previous incumbent, if any; if there was, please provide the award number and answer if the scope of the work is the same?

Answer: This is a request for a one-time service so I would say no, there is no previous incumbent.

2. When was the last service of this magnitude?

Answer: Never been done.

3. What is the anticipated start date for this contract and the timeframe for project completion?

Answer: Anticipated start date is 30 September 2024; time for completion is 120 days from anticipated start date.

4. What is the height of all ceiling registers?

Answer: Standard ceiling height in office spaces; 20-25 ft in atrium space.

5. What is the size of the return grills?

Answer: Standard 20x20, however everything is plenum return.

6. If a vacuum is used to clean, does it have to be a HEPA type vacuum cleaner to clean debris behind the blower?

Answer: Yes, HEPA requested.

7. Where is the access to the HVAC Unit located? On the roof or ground?

Answer: AHU 5 that serves 1W, 1C, 2W, 2C is located in basement on west side of building, accessible via stairwell on south side of furthest west face. AHU 3 serves 1E only is located in mechanical room on southern side of the long east face of building near stairs.

AHU 4 serves 2E only and is in same mechanical room as AHU 3. The location for the other two units will be disclosed to the apparent awardee for this contract after award as I don’t have the exact location at this time.

8. If access to HVAC system is on the roof, what type of access is there to it?

Answer: No units on roof.

9. Bid docs state the facility is 56,118 Square Feet. Is this an office space?

Answer: Yes, but command section (1WS & 1WN, which is the single story only portion of building) is off limits.

10. Please confirm that hard surfaces (e.g. ceilings and walls) are not required to be cut into in order to facilitate project.

Answer: Building has drop grid ceiling.

11. Please confirm that testing and/or air monitoring is not required.

Answer: No air monitoring required; this was completed 22 Aug 2024.

Air flow @ static pressure test required for supply duct main for 3 AHU’s. See Answer to #32 for details.

12. The National Air Duct Cleaners Association (NADCA) first method of verifying a surface is clean is as follows: A visual inspection of porous and non-porous HVAC system components shall be conducted to assess if the HVAC system components are visibly clean. An interior surface is considered visibly clean when it is free from non-adhered substances and debris. If a component is visibly clean, then no further cleanliness verification methods are necessary. Will this be an acceptable method in determining if the surface will be defined as clean upon completion of the cleaning?

Answer: Yes, with the caveat that inside duct surfaces shall be the appropriate color to indicate they are clean, specifically where there is a large amount of dark oil-like substance today.

13. Please confirm equipment can be cleaned in place (e.g. contractor is not required to remove fans and/or coils inside Air Handlers to facilitate cleaning).

Answer: Cannot yet confirm. Must confirm via field visit, based on contractor duct cleaning equipment requirements.

14. Contractor is required to provide 24 Filters that are 16” x 16” air filters, are there any other Specs on these filters as far as MERV Ratings, etc.?

Answer: MERV 11

15. Please confirm that hazardous materials (e.g. Asbestos Containing Materials) are not required to be removed in this project.

Answer: Confirmed. Recent test on duct material found no asbestos.

16. Can you provide mechanical drawings showing the ductwork?

Answer: Will be provided on request; please email jeffrey.dreyer@us.af.mil to request the drawings. Mechanical drawings will be sent through the DoD Safe website. You will receive an email with instructions on how to access the file.

17. Can all work be done with ladders, or are lifts needed?

Answer: Ladders should be fine in most areas. The only possible exception is if anything is to be done in atrium.

18. What type of ceiling is in the building? Is it a drop ceiling?

Answer: Predominantly drop ceiling.

19. Are you requiring the contractor to be NADCA Certified?

Answer: Yes

20. Are the Air Handling Units to be cleaned as well?

Answer: Yes, but limited to inside AHU components and surfaces in contact with supply/return air

21. How many air handling units are associated with the ductwork?

Answer: Five (5)

22. Are there any restrictions on work hours or days of the week when services can be performed?

Answer: Please refer to 1.2.16. Normal Hours of Operation for DMAFB in the Performance Work Statement for this information. Also, 1.2.6. in the Performance Work Statement outlines the instructions for temporary shutdowns of the facility electrical system.

mailto:jeffrey.dreyer@us.af.mil

23. Does the Air Force have a preferred methodology for duct cleaning (e.g., source removal, power brushing, air washing), or is the contractor expected to propose the most suitable method?

Answer: Propose based on system duct sizes/shapes. There is a good number of large oval duct indicated on drawings.

24. Will the Air Force provide a designated staging area for equipment and materials during the project?

Answer: Yes, we will partner with FM to designate a spot.

25. Are there any specific security clearance requirements for personnel working on this project beyond the standard base access procedures?

Answer: Please refer to 1.2.23. Security Requirements in the Performance Work Statement for this information.

26. Is there a preferred format or template for the detailed price breakdown requested in the solicitation? Is there a detailed pricing schedule or template, if available? [Note: This will ensure our cost breakdown aligns with the Air Force's preferred format and facilitates a clear comparison of bids.]

Answer: Please disregard the request for a detailed price breakdown. There is no specific format or template for quotes. Please refer to the Performance Work Statement to ensure you understand the entirety of the service requirements and this questions and answers sheet for more specific details when formulating your quote and quote a total price in “one

(1) Lot” for quantity and unit of measure on your company’s standard format for quoting.

27. Are there any energy efficiency or sustainability goals associated with this project that should be addressed in our proposal?

Answer: No

28. Will the contractor be responsible for any post-cleaning air quality testing or verification?

Answer: No air quality testing. Provide before and after AHU Cfm@pressure tests.

29. Are there any upcoming renovation or modification plans for Building 2300 that might impact the scope or timing of this duct cleaning project?

Answer: None that will impact this project.

30. What is the maximum vertical clearance from the floor slab to the underside of the roof deck or ceiling structure? This measurement is critical for determining the required working height and platform height specifications when sourcing appropriate aerial work platforms.

Answer: ~14 ft (except in atrium)

31. Are there any specific areas within Building 2300 that require special attention or have unique access challenges for duct cleaning equipment? [Note: Specifically, ductwork access points, step ladders, scissor lifts, or necessary cleaning equipment.]

Answer: A couple of the areas in building 2300 are secure areas (Security Forces and Wing Commander’s area) that require closed doors. Please ensure you coordinate with the personnel in those sections for equipment such as compressor lines. You shouldn’t have any other access issues for step ladders and required cleaning equipment. A scissor lift will not be needed as the register in the atrium is accessible on the second floor.

32. Are there any deliverables, specifically reports? What is the address for deliveries?

Answer: Test airflow (cfm) and associated static pressure (in WG) in AHU duct mains per ANSI/ASHRAE 41.2. Test at suitable distances from bends or airflow disruptions to ensure laminar flow.

Perform before cleaning and after cleaning tests on each AHU for comparative purposes.

Test using the same grid (per ASHRAE 41.2) at the same location for before and after.

AHU 5 in particular has ductwork that is clearly very compromised and fill with thick oil-like substance.

33. Are there any units on the roof?

Answer: No

34. Will we need building escorts to enter the building and work?

Answer: The building currently has five (5) Building Managers assigned to different sections of the building. Depending on the section of the building you’re working in will determine which Building Manager you have to escort you throughout that specific section.

35. Any restrictions on photo documentation?

Answer: All sections in building 2300 have approved the use of cameras to document “ONLY” work related photos. If you’re unsure of whether or not you can take photos of a specific area, please ask the assigned Building Manager to get clarification.

36. What is the number of allowable contractor personnel on site at a time?

Answer: The total allowable number of contractor personnel on site at a time is five (5) personnel. A Sight Manager is authorized as additional to the five (5) personnel as long as said person is only coming in and out to make checks and or verifications.

37. Are contractors expected to wear uniforms?

Answer: All contractor personnel will be required to wear work attire that has their company logo and some form of safety vest for visibility as well.

38. Will contractor personnel receive a pass or badge for base access?

Answer: The maximum time allowable to complete this service is 120 days, so contractor personnel will receive a temporary pass every 30 days until the service is complete.

39. Can contractor personnel use radios or walkie-talkies to communicate while performing the service?

Answer: Only basic commercially available walkie-talkies that strictly communicate between contractor personnel are authorized. Walkie-talkies used on base cannot have encryption or decryption capabilities.

2. The point of contact for this memorandum is the undersigned at (520) 228-4830 or email at jeffrey.dreyer@us.af.mil.

JEFFREY W. DREYER, Civ, DAF Contract Specialist