Questions and Answers.pdf

QUESTIONS & ANSWERS RFQ:FA5270QB003

QUESTIONS AND ANSWERS 19 OCT 2026

FOR

SOLCITATION NUMBER: FA527027QB003

DCDO HVAC

1. We have HVAC Solutions employs HVAC technicians who hold EPA Section 608 Universal Certification in the United States. The PWS references Class 1 or Class 2 Refrigerant Certification, or an "equal commercial standard Certification."

Please confirm whether EPA Section 608 Universal Certification is considered an acceptable equivalent commercial standard certification for U.S.-based contractor personnel performing the HVAC and refrigeration work required under this contract. (PWS page 12, Section 1, Para 1.7.5)

Yes, EPA section 608 meets requirement.

2. For a U.S. prime contractor proposing to use a licensed local Japanese performing subcontractor, may the prime submit copies of the subcontractor’s and/or its technicians’ listed Japanese certifications to satisfy the amendment’s certificate-submission and responsibility requirement? Or must the prime contractor or its own employees independently hold the listed credentials?

(Amend 0001, Section Addenda to FAR 52.212-1, Para Certification / responsibility)

Submission of subcontractor’s certificate/license is acceptable.

3. Does the stated two-hour response require a qualified technician to arrive physically at the DCDO facility within two hours, or does telephone acknowledgement/dispatch satisfy initial response?

This will be determined on a case-by-case basis. Sometimes the technical trouble will be solved via telephone explanation, if this measurement doesn’t work a qualified technician is required to arrive physically at DCDO facility within two hours.

4. Is there an incumbent for this solicitation?

The current contractor for FA527022P0016 is American Engineering Corporation

5. To assist in preparing our quote, could the Government provide the number of service calls (separated into normal duty hours and after-hours) for the most recent 12 months, and the annual amounts billed under the Reimbursable Parts and Materials CLIN, under the previous contract (FA527022P0016)?

Number of service calls was three during the most recent 12 months. They were all during normal duty-hours. Annual amounts billed is non-applicable.

6. For CLIN 0002 (and CLINs 1002 through 4002), "Reimbursable Parts and Materials," will the Government provide a fixed estimated amount to be entered by all offerors, or should each offeror enter its own estimate? If each offeror enters its own estimate, will the amount of these CLINs be included in the total evaluated price?

Please do not include a quote for these CLIN 0002,1002, 2002, 3002, and 4002. It is reserved for the Government to provide funding if parts and materials need to be purchased.

7. For consumables and materials used in scheduled PMIS (e.g., compressor oil, oil filters and filter-driers for the annual chiller PMIS, air filters for air handling units, V-belts, and pump gaskets), will the portion exceeding ¥10,000 per service be reimbursable under PWS paragraph 3.1 (Reimbursable Parts and Materials), or must the full cost be included in the fixed monthly price (CLIN x001)?

It will be reimbursable under PWS paragraph 3.1 (Reimbursable Parts and Materials).

8. Will rental costs for equipment required for major repairs (e.g., a crane or other lifting equipment for chiller compressor replacement, refrigerant recovery units) be considered "parts and materials" and be reimbursable under PWS paragraph 3.1?

Yes. Rental costs are considered "parts and materials" and is reimbursable. All the costs need to be calculated in a contractor’s estimate (HVAC parts and materials OFFER).

9. Is the cost of refrigerant (e.g., R-22) used for recharging considered "parts and materials" reimbursable under PWS paragraph 3.1? Also, is the use of reclaimed R-22 refrigerant acceptable?

Yes.

10. In which currency should prices be quoted: Japanese Yen or U.S. Dollars? (We note that the PWS states the reimbursement threshold in Yen.)

If you submit your quote in USD, you will be paid in USD. If you submit it in JPY, you will be paid in JPY.

Evaluation of Foreign Currency:

For the purpose of evaluation and comparison of offers, the Government will convert all JPY offers to USD using the official fiscal year 27 budget rate ( $1 = 153.2542 yen).

11. FAR 52.217-3, "Evaluation Exclusive of Options," is incorporated by reference, while FAR 52.212-2(b) states that the Government will evaluate offers by adding the total price for all options to the total price for the basic requirement. Please clarify whether the price evaluation will include the option periods (CLINs 1001 through 4002) or the base period only.

We will issue an amendment to remove FAR 52.217-3.

12. Regarding FAR 52.228-3, Workers' Compensation Insurance (Defense Base Act), is DBA insurance coverage required for local Japanese national employees?

If a DBA waiver applicable to Japan exists, please advise.

FAR 52.228-3 will be removed.

13. Appendix B, Estimated Workload Data, lists "Operate and Maintain EMCS, 12 Mo," while PWS paragraph 1.2.2.9 states that the contractor is not required to maintain the Direct Digital Control (DDC). Please clarify the following: (1) Is the EMCS within the scope of this contract? (2) If so, please provide the manufacturer, model, and location of the system, and the required tasks (monitoring of operation only, or maintenance of software and hardware as well).

(3) Do "EMCS" and "DDC" refer to the same system?

Not required for this contract.

14. Regarding PWS paragraph 1.2.2.16 (AHUs, ducts, diffusers, VAV boxes and balancing of systems), please clarify the following: (1) The extent of the duct systems covered (number of duct systems per air handling unit, and the approximate quantity of diffusers, grilles/registers, and fire dampers). (2) Must airflow measurement and balancing be performed periodically (e.g., annually) on all systems, or only on systems where deficiencies are found during inspection?

(3) Is cleaning of duct interiors included in the scope? (4) Can the Government provide existing as-built drawings, ductwork drawings, and test-and-balance (TAB) reports?

1.

VAV 22

DUCT systems 6

FIRE DAMPER 2

DIFFUSERS 63

DUCT HEATER GRILL 22

2. Only on systems where deficiencies are found during inspection.

3. No.

4. Yes.

15. Regarding PWS paragraph 1.2.2.21 (monthly check of temperature and humidity controls), please clarify the following: (1) The approximate quantity and locations of the thermostats, humidistats, and sensors covered. (2) May we assume that controls that are part of the DDC system (excluded from maintenance under paragraph 1.2.2.9) are excluded from this paragraph?

DCDO monitor’s EMCS temperatures and humidity. If there is a problem we will contact HVAC contractor for repairs.

16. Regarding PWS paragraph 1.2.2.19 (air-cooled condensers), please clarify the following: (1) Is the removal of weeds, bushes, and other obstructions within three feet of air-cooled condensers within the scope of this contract, or is it performed under a separate base grounds maintenance contract? If it is within our scope, please designate a disposal location for cut vegetation. (2) Does the requirement to "wash coil fins with water under pressure at least monthly" apply to all air-cooled condensers, including the four air-cooled chillers? (3) Will water hose bibs be available near the chillers and condensing units for coil washing?

(Appendix C lists potable water as Government-furnished.)

1. DCDO MLAs will remove those.

2. Yes.

3. Water hoses are available near the chillers and condensing units for coil washing.

17. PWS paragraphs 1.2.2.23 and 1.5 require maintenance of dehumidifiers and dehumidification systems; however, no dehumidifiers are listed in the equipment list in Appendix C. Are there any dehumidifiers to be maintained under this contract? If so, please provide the location, manufacturer, model, quantity, and PMIS frequency.

No dehumidifiers, instead JP air handler and VAV, ACU 2,3,4 and VAV heater maintenance required as needed.

18. PWS paragraph 1.6 refers to the ventilation equipment listed in "Technical Exhibit 2," which is not attached. May we assume that the "VENTILATION EQUIPMENT" list in Appendix C (34 units) constitutes the complete list of ventilation equipment to be maintained?

Yes. "VENTILATION EQUIPMENT" list in Appendix C (34 units) constitutes the complete list of ventilation equipment to be maintained

19. For the following equipment in Appendix C for which the manufacturer and/or model number is blank, please provide the manufacturer, model number, year of manufacture, and refrigerant type and charge (if applicable):

[Pumps]

- Chill Water Pump (#4) (Bldg 2490A, Rm 124)

- Booster Pump (#1) (Bldg 2940A, Rm 124)

- Booster Pump (#2) (Bldg 2940A, Rm 124) [Air Cooled Condensing Units]

- Air Cooled Condensing Unit, Split System 8-16t (#6) (Bldg 2943, Outside)

- Air Cooled Condensing Unit, Split System 8-16t (#7) (Bldg 2943, Outside) [Air Handling Units - manufacturer and model blank]

- Air Handling Unit, Ceiling Mount Type (#15) (Bldg 2940A, Rm 104; MFR column shows "uncertain")

- Air Handling Unit, Ceiling Mount Type (#16) (Bldg 2940A, Rm 115; MFR column shows "AHU-2")

- Air Handling Unit, Ceiling Mount Type (#17) (Bldg 2940A, Rm 235; MFR column shows "ACU-8") [Fan Coil Unit - manufacturer and model blank]

- Fan Coil Unit (#8) (Bldg 2940A, Rm 204 Stair)

[Exhaust Fans - manufacturer and model blank, US SIDE]

- Exhaust Fan (Bldg 2940A, Rm 103)

- Exhaust Fan (Bldg 2940A, Rm 210)

- Exhaust Fan (Bldg 2940A, 2nd Floor Toilet)

- Under Floor Exhaust Fan (#1) (Bldg 2940A, Rm 109)

- Under Floor Exhaust Fan (#2) (Bldg 2940A, Rm 109)

- Under Floor Exhaust Fan (#3) (Bldg 2940A, Rm 109) No other information is available.

20. For the following equipment in Appendix C for which the manufacturer is listed but the model number is blank, please provide the model number, year of manufacture, and refrigerant type and charge (if applicable):

[Air Handling Units - LIEBERT]

- Air Handling Unit (#4) (Bldg 2940A, Rm 114, DWG No. ACU-7)

- Air Handling Unit (#5) (Bldg 2940A, Rm 115, DWG No. ACU-6)

- Air Handling Units (#6) through (#14), 9 units total (Bldg 2940A, US SIDE Rm 109, DWG Nos. 1, 2, 3, 4, 5, 6-1, 6-2, 6-3, 6-4)

- Air Handling Unit, Ceiling Mount Type (#18) (Bldg 2940A, Rm 151, DWG No.

ACU-9)

- Air Handling Unit, Ceiling Mount Type (#19) (Bldg 2940A, Rm 236, DWG No.

ACP-2)

[Fan Coil Units - KUBOTA]

- Fan Coil Units (#1) through (#4), 4 units total (Bldg 2940A, Rm 143 UPS, DWG No. FCU-12)

- Fan Coil Unit (#5) (Bldg 2940A, Rm 299 Stair, DWG No. FCU-6)

- Fan Coil Unit (#6) (Bldg 2940A, Rm 233 Stair, DWG No. FCU-8)

- Fan Coil Unit (#7) (Bldg 2940A, Rm 302 Stair, DWG No. FCU-5) [Propeller Fan - MITSUBISHI]

- Propeller Fan (#1) (Bldg 2940, Pump Room; the model column shows "FE-44," which appears to be a drawing number) [Sirocco Fan - EBARA]

- Sirocco Fan, Ceiling Belt Type (#6) (Bldg 2940A, Rm 218; only "2SRM3" is listed, and the motor output (kW), DWG No., and PMIS frequency are blank.

May we assume the PMIS frequency is quarterly (Q), the same as the other sirocco fans?)

21. Please provide the year of manufacture and refrigerant type (e.g., R-22) for the air-cooled chillers (CARRIER 30GTN080 (#1) through (#3), 3 units; Hitachi RCUP3000A2B-S (#4), 1 unit) and the air-cooled condensing units (DAIKIN SHP112L (#1), SHP80L (#2), S28DTDV (#3) through (#5), 3 units, and RYCP140P (#8)). Also, if there are any plans to replace equipment using R-22 during the contract period, please advise.

22. Please confirm the following regarding the equipment list in Appendix C: (1) VAV UNIT (#1) (Bldg 2940A, Rm 116, KUBOTA SVDM-12, DWG No.

VAV-1) is listed twice. May we assume this is a duplicate entry and that there are 22 VAV units in total? (2) May we assume that Building Nos. "2490A" (Chill Water Pumps (#2), (#3), (#4); Hot Water Pumps (#4), (#5), (#6); VAV UNITs (#10), (#11)) and "2990A" (VAV UNIT (#15)) are typographical errors for "2940A"?

1. Yes, these are duplicated, there are 22 VAV units in total.

2. Yes, these are typographical errors for “2940A”.

23. To support the equipment inventory (paragraph 1.2.1.1) and the acquisition of manufacturers' operation and maintenance manuals (paragraph 1.2.1.2), can the Government provide any existing equipment inventory, manufacturers' manuals, and maintenance/inspection records from the previous contract?

Yes, can be provided.

24. Will an escort be required when servicing equipment in the US SIDE areas (Bldg 2940A, Rms 109, 103, 210, and the 2nd floor toilet)? If so, please advise of any constraints on the days and hours that escorts are available and the length of time allowed per entry. Also, PWS paragraph 4.2.8 refers to "Technical Exhibit 3," which is not attached. Should we use Appendix F, "Request for Escorts"?

Yes, an escort will be required for US side areas. The escort request should be made using the Appendix F “Request for Escorts”. Then escort coordination will be executed as accordingly.

25. Regarding the certifications required by PWS paragraph 1.7.5 and

Amendment 0001 (Refrigerant handling, Liquid and Vapor Line Construction Specialist, and Class 2 Electrical Construction Specialist), may these requirements be satisfied by certifications held by employees of a subcontractor?

Also, for each certification, may multiple certified personnel be assigned on a rotating basis? If so, is there a limit on the number of certified personnel that may be registered?

Yes, requirements are satisfied by certifications held by employees of a subcontractor.

Certified personnel’s numbers don’t have limitations.

26. PWS paragraph 4.13.1 requires the Contract Manager and alternate(s) to be able to read, write, speak, and understand English. Would this requirement be satisfied if an interpreter fluent in English accompanies the Contract Manager at all times? If so, may multiple interpreters be used on a rotating basis? If so, is there a limit on the number of interpreters that may be used?

Interpreter is acceptable. Multiple interpreters are acceptable. Number of interpreters don’t have limitations.

27. PWS paragraph 4.9.11 requires the vendor to maintain license(s)/qualification(s) necessary to provide latrine and hand wash stations, which appears unrelated to HVAC maintenance services. May we assume this requirement does not apply to this contract?

This requirement does not apply to this contract.

28. Although this is a firm-fixed-price (FFP) contract, FAR 52.212-4 Alternate I (for time-and-materials or labor-hour contracts) is included. May we assume the basic clause of FAR 52.212-4 applies? Also, the date fields in FAR 52.232-19, "Availability of Funds for the Next Fiscal Year," are blank. Please provide the applicable date.

FAR 52.212-4 Alternate I and FAR 52.232-19 will be removed from this solicitation.