AFIT HVAC Cleaning Questions 15 SEP.docx

Questions: FA860126Q0141 – AFIT HVAC Cleaning.

** Quotes will now be due Wednesday, 16 Sep 2026 by 12:00 PM EST**

1. Is a follow-up or individual site visit available for vendors who were unable to attend the scheduled visit? Given the field-condition-dependent nature of this scope (ceiling heights, vent density, and diffuser types across six buildings), firsthand access would significantly improve pricing accuracy.

No

2. If a follow-up visit is not feasible, could the Government provide a per-building breakdown of the estimated vent quantities (approximately 2,992 total across Buildings 20640-20644 and 20646)? This would allow offerors who missed the visit to price the requirement with greater confidence.

The qty’s include buildings 20640-20644 and 20646. Bldg 20645 is intentionally excluded as are auditoriums Kenny, Bain, and CE Auditoriums from the scope of work.

3. Which labor classification under Wage Determination 2015-4731, Revision 31, does the Government consider applicable to the surface cleaning, sanitizing, and mold-inhibitor application described in Performance Work Statement Sections 3.2 through 3.5 — for example, 11150 Janitor, 23370 General Maintenance Worker, or 23410/23411 HVAC Mechanic? We note that solicitation clause 52.222-42 lists “Janitor/Custodian (WG-2 equivalent)” at $18.59 for information purposes only, while the incorporated Wage Determination sets the Janitor rate at $17.27, and we would appreciate the Government’s confirmation of which governs. We would also appreciate confirmation of the applicable health and welfare fringe benefit rate — $5.92 per hour under the standard fringe benefits provision, or $5.42 per hour under Executive Order 13706 — given that clause 52.222-62 is incorporated at page 10.

The requirement is limited to surface cleaning, sanitization, mold-inhibitor application, and post-work cleanup of designated HVAC supply and return grilles/diffusers. It does not include HVAC repair, maintenance, adjustment, testing, balancing, or other mechanical work.

The incorporated Service Contract Labor Standards Wage Determination No. 2015-4731, Revision 31, governs the applicable minimum wage and fringe-benefit requirements. Offerors are responsible for selecting the wage-determination classification(s) that correspond to the actual duties their employees will perform under the PWS.

FAR 52.222-42 is informational only and does not establish the applicable SCLS wage rate. Offerors shall refer to the incorporated wage determination, including its fringe-benefit provisions and associated footnotes, for the applicable Health & Welfare, vacation, and holiday requirements. Because FAR 52.222-62 is incorporated, offerors shall apply the applicable Executive Order 13706 Health & Welfare provision stated in the wage determination.

4. Is the period of performance 90 calendar days, as stated at Performance Work Statement Section 6.1, or 90 work days, as stated at Solicitation page 6? We would also appreciate the Government’s confirmation of the event that starts that period — date of contract award, or a later “contract start” or “lead time event” — since Deliverables D-001 (due 14 calendar days prior) and D-002/D-003 (due 10 calendar days prior) are dated relative to that start point.

The period of performance will be in calendar days. The period of performance will be 120 calendar days as per Amendment 0002. The solicitation document does not yet reflect this change. It will be reflected on the contract.

The event that starts that period will be the date of award.

5. Solicitation Block 27a indicates that FAR 52.212-3, Offeror Representations and Certifications, and FAR 52.212-5 are attached; neither provision’s text appears in the posted solicitation package or in the List of Attachments at page 13. Will the Government provide these documents, or confirm that completing paragraph (b) of FAR 52.212-3 and relying on our current System for Award Management registration for the remainder is acceptable?

Current System for Award Management registration will suffice

6. Performance Work Statement Sections 3.2 through 3.5 describe dry-dusting, sanitizing, and mold-inhibitor application on the surfaces of drop-ceiling supply and return grilles/diffusers, while Section 3.2 also references compliance with the current NADCA ACR Standard, which more broadly governs whole-system duct cleaning. Would the Government confirm that the required scope is limited to the grille, diffuser, and boot surfaces described in Sections 3.2 through 3.5, and does not extend to cleaning of interior duct runs, plenums, coils, or air handling units?

Scope is limited to grill, diffuser and boot/contact surfaces and does not extend to interior ductwork, plenums, coils or AHU’s.

7. Is FAR 52.219-14, Limitations on Subcontracting, applicable to this 100% total small business set-aside? The provision does not appear in the clause listings at pages 9–10 or 14–16, and we would like to confirm the permitted subcontracting arrangement before finalizing our team and price.

FAR 52.219-14- will not apply if contract value is under the Simplified Acquisition Threshold ($350K)

8.Please provide the approximate ceiling heights and heights of the diffusers, ductwork, and other components requiring access in each building.

The PWS states that designated work areas are accessible using a standard commercial ladder for heights of 12 feet or less. Please confirm whether all work areas are 12 feet or less, or identify any areas exceeding 12 feet.

All work areas are 12 feet or less.

9. Are the layouts, ceiling configurations, diffuser types, and work conditions generally consistent across Buildings 20640, 20641, 20642, 20643, 20644, and 20646, or do they vary significantly by building?

Generally consistent.

10.Are there any special entry barriers, controlled areas, security restrictions, or escort requirements beyond the standard WPAFB base-access/pass process described in the solicitation?

Yes. Access to include restricted areas for the Primary and/or Subcontractor will be coordinated by an authorized individual after contract award.

11. The PWS does not identify Government-furnished water. Please confirm whether potable water is available at each building/work area and whether the contractor may use Government-provided water at no cost.

If water is not available in a particular work area, what is the Government's expectation for providing water necessary to perform the work?

There are numerous mop sinks and restrooms available on each floor of each facility, all will be made accessible to the contractor. Mop sinks will require coordination with facility team.

12. Please confirm that suitable electrical power is available in each building/work area for the contractor's equipment. If so, please provide the anticipated voltage/outlet requirements where known.

If suitable power is not available in a work area, is the contractor expected to provide temporary power?

All classrooms and offices have 120v 15/20a electrical receptacles. Extension cords will be needed in the hallways and large classroom areas.

13. Will the contractor be permitted to route air hoses, vacuum hoses, electrical cords, or similar equipment through doors, windows, corridors, or other building openings as necessary to perform the work?

Are there any restrictions on this type of equipment routing?

This can be accommodated with the proper coordination through AFIT facilities. Not all spaces will have window access.

14. How will HVAC shutdowns be coordinated?

Will the Government shut down and restart the applicable HVAC systems/zones, or is the contractor responsible for this activity?

Please also clarify the expected shutdown duration for each building/zone.

There will be no shutdowns. See Question 6.

15. What types/configurations of supply and return diffusers are installed?

Are the approximately 1,940 supply and 1,052 return diffusers generally removable using standard tools, or are there known diffuser types requiring special removal procedures?

Various types, linear type, plenum ceiling return grates, and standard HVAC supply diffusers are used. There are no known issues removing diffusers if needed.

16. Will removal and reinstallation of ceiling tiles be required to access any diffusers or HVAC components?

No

17. If ceiling tiles are damaged or require replacement due to their existing condition, who is responsible for replacement materials and labor?

If ceiling tiles require replacement due to their existing condition, the government is responsible. If tiles are damaged by contractor, contractor is responsible.

18. Will the buildings and individual rooms be occupied during the work?

If so, is the contractor expected to work around employees/students/other occupants, or will rooms/areas be made available exclusively to the contractor during scheduled cleaning?

Coordination will be needed to ensure classrooms, office spaces are taken care of while student/faculty are out of the spaces.

19. Who is responsible for moving desks, chairs, tables, equipment, or other Government property that may obstruct access to the diffusers?

Should offerors assume that work areas will be cleared by the Government before the contractor arrives?

Prior to beginning overhead work in any room or hallway, the Contractor shall protect all underlying government property (floors, carpeting, desks, chairs, computer workstations, research apparatus, and wall finishes) using clean, durable drop cloths and protective containment shields. Any damage resulting from Contractor operations shall be repaired or replaced at the Contractor's sole expense.

20. Should offerors assume that all work can be performed during the normal 0700–1600 Monday–Friday hours?

If after-hours or weekend work is anticipated, please provide the expected extent and whether such work will be directed by the Government.

Performance may be scheduled during normal business hours (0700 and 1600 hours, Monday through Friday), after normal business hours, and/or on weekends, as directed by the facility manager or designated government representative. The contractor shall maintain sufficient scheduling flexibility to perform services during the period necessary to avoid disruption to classroom activities and facility operations.

21. Are there any known areas of significant mold, microbial contamination, water damage, or other conditions that the contractor should account for in its pricing?

If significant contamination is discovered beyond the stated cleaning/treatment scope, how should the contractor proceed?

No

22. Are there any known asbestos-containing materials, hazardous materials, or other environmental conditions in the work areas that contractors should be aware of before pricing?

If suspect material is encountered during performance, please confirm the Government's required procedure.

There are no known asbestos containing materials. Stop working immediately and notify facilities team if asbestos is detected.

23 Please confirm whether the contractor may propose an EPA-registered disinfectant/sanitizer and mold inhibitor meeting the PWS requirements, subject to Government approval.

Are there any Government-preferred or previously approved products that offerors should use?

No

24. Please confirm that the contractor is responsible for removal and disposal of all waste, debris, used filters/materials, and cleaning-related waste generated by the work.

Is there a designated Government disposal area or does the contractor need to remove all waste from the installation?

Immediately upon completing overhead work in each zone or room, the Contractor shall clean and vacuum all affected carpet and hard flooring beneath treated vents using HEPA-filtered vacuum equipment to eliminate all fallen dust, debris, and residue.

All work areas must be returned to a clean, usable condition prior to the conclusion of each work shift.

25. Will the contractor be provided with any secure area for temporary staging or storage of equipment and materials during the project?

If not, should the contractor assume that all equipment must be removed from the facility at the end of each workday?

The contractor needs to be able to remove all equipment from the facility at the end of each workday.

26. Can the Government provide floor plans, diffuser schedules, AHU information, or other available documentation identifying the location and type of the approximately 2,992 supply and return diffusers?

Not at this time

27. Please confirm that the Government's final inspection will be based on the acceptance criteria stated in the PWS and that any contractor-performed work found not to meet the PWS requirements will be corrected by the contractor at no additional cost to the Government.

Yes all work must be complete IAW the PWS requirements. The anticipated contract is firm fixed price. Payment shall be made upon 100% completion of job IAW PWS requirements.

28. Other than the access and coordination identified in the solicitation, are there any Government-furnished utilities, equipment, materials, facilities, personnel, access services, or other resources that offerors should assume will be available at no additional cost to the contractor?

No

29. If a scheduled work area is unavailable due to Government operations, occupancy, security restrictions, or other Government-controlled circumstances, will the contractor be permitted to reschedule the work within the authorized period of performance without additional cost or schedule penalty?

Yes Performance may be scheduled during normal business hours (0700 and 1600 hours, Monday through Friday), after normal business hours, and/or on weekends, as directed by the facility manager or designated government representative. The contractor shall maintain sufficient scheduling flexibility to perform services during the period necessary to avoid disruption to classroom activities and facility operations.