HVAC Replacement RFIs_additional (002).docx

HVAC Replacement RFIs:

For Bldg. 9934 the EVAP model # is actually a thermostat part number. I am assuming it is one outdoor condensing unit to 2 indoor units. Are they wall mounted, or ceiling mounted cassettes? They are suspended ceiling cassettes. We are not permitted to take pictures and no markings were found on the entire unit other than Mitsubishi Electric. The best I can say is they look identical to PCA-AK36NL P-Series Ceiling Suspended Mini Split.

Inspection and Permitting:

Who will be the inspecting authority for this project? Will permits be required, and if so, which agency has jurisdiction? CW2 Landon Beto will be the inspecting authority. Permits are not required as there will be no new penetrations or electrical upgrades required. The scope of work is to replace existing units with “like-size” replacements.

Electrical Modifications/Upgrades:

If the proposed replacement equipment requires electrical modifications, panel changes, or circuit upgrades beyond the existing 30A/208V service, who will be responsible for providing and paying for those modifications? The scope of work is to replace existing units with “like-size” replacements. No electrical upgrades are authorized.

Approved Manufacturers:

During the site visit, it was stated that only four manufacturers are approved. Please provide a specific list of approved manufacturers. The four previously identified manufacturers are correct.

SM-60 Systems:

Please confirm whether both SM-60 systems discussed during the site visit are included in the requirement. If so, please provide the location of the second outdoor unit, the indoor unit model numbers, and confirm whether the indoor units are connected through a branch box. If by SM-60 you are talking about the units in H120, yes they are included. There are two heads to the one condenser and I believe the model is PCA-AK36NL, but no markings were found on the unit.

Building 9934 – AC1/AC2:

Please provide the correct existing manufacturer and model/part numbers for AC1 and AC2, as the information in the spreadsheet appears to be incorrect. 2 heads similar to 1 condenser PCA-AK36NL, but no markings were found on the unit.

Condensate Pumps:

The Addendum requires external condensation pumps where applicable. Please confirm whether condensate pumps are to be replaced on all 16 units, or only where existing pumps are defective or inadequate. Only pumps that are defective or inadequate require replacement.

Condensate Piping Material:

The Addendum references tubing. Please confirm whether flexible tubing is an acceptable material in lieu of PVC piping for condensate drainage where applicable. Flexible tubing is an acceptable material for condensate drainage.

Building 9983 – Room G202:

Please confirm whether the existing condensate piping/tubing in Room G202 can be reused or whether new piping is required. If new piping is required, please identify the designated drain location. New piping is only required if during testing, drain tube does not drain properly.

Replacement Sequence:

Are the units required to be replaced one at a time to maintain continuous cooling, or may multiple units be taken offline and replaced simultaneously? Multiple units, no more than four at a time can be removed and replaced. Minimizing the number of escorts required and time between uninstallation and new installation.

As-Built Drawings:

Please confirm whether existing as-built drawings are available showing equipment locations, refrigerant piping routes and lengths, condensate lines, and other relevant HVAC information. This is a request to our DPW Customer Rep (Vince).

What is the heat load of each space to determine if the replacements have the capacity or not? This will determine if they are sized correctly or not, which could mean replacement of copper line sets as well. This is unnecessary, as we are not authorized to increase the size of units.

The spreadsheet handed out has incorrect info on it. What are the existing part numbers for AC1 & AC2 in bldg. 9934? 2 heads similar to PCA-AK36NL but no markings were found on the unit to 1 condenser Are the (2) indoor units connected to (1) Condensing unit PUMY-P60NKMU? Yes, the Mitsubishi Citi-Multi Are we replacing the condensate pumps on all units? Yes Is tubing acceptable instead of PVC piping? Yes It was noticed that in Bldg. 9983 Rm G202 that the condensate had been leaking down the wall onto the floor for an extended period of time. Is there existing condensate tubing or pipe to this unit, or will a need tube/pipe need to be installed? It’s likely it will need to be replaced. Inspect it further, test its ability to drain, if it’s clogged and beyond repair, then replace it.

Where would it need to be drained ? probably to a drain but outside would be fine Do they have to be replaced like for like using the same manufacturer as the existing, or can they all be replaced with one manufacturer? So we can purchase all from one vendor. No, there is no requirement to replace them with the existing manufacturer. They can all be replaced with a single manufacturer.

Do these units need to be replaced one at a time? No, though no more than 4 units should be replaced at a time to ensure we can provide a sufficient number of building escorts and if the existing units are providing cooling that the least amount of downtime is necessary.

Will the period of performance be extended beyond what was specified in the RFQ? Yes.

It was noticed that a project booklet was found during the job walk. Are there as-build drawings showing pipe lengths, equipment locations, condensate lines, ETC? It’s possible. We will need to reach out to our Customer Rep at DPW to request these, Final Unit Count / Recent Emergency Replacements

Please confirm the final quantity and exact locations of all systems that remain within the contract scope. During the September 18 site walkthrough, Government personnel indicated that two units in Building 9934 may have recently been replaced under an emergency requirement.

Please identify whether those replacements affect the 16-system requirement or the equipment/location schedule presently included in the solicitation. These units were not replaced. The condenser was diagnosed, a loose schrader core valve was replaced, the unit was recharged. This unit will get replaced per the contract.

Room Heat Loads / Final Equipment Sizing

The solicitation requires the installed systems to maintain the designated spaces within the specified temperature range while supporting operational computer and communications equipment. During the site walkthrough, several rooms appeared to have substantially different equipment and heat loads, particularly the server room in Building 9983.

Please provide any available room-by-room cooling-load calculations, equipment heat-load data, or design criteria.

If no Government load calculations are available, please confirm that the contractor should size each replacement system based on the actual cooling requirement of the room rather than strictly matching the capacity of the existing system. No Government load calculations are available or necessary. The contractor shall replace existing units with “like size” units. Providing equal or greater cooling capacity within the limits of the existing refrigeration lines and electrical power supplies.

Existing Refrigerant Line Testing and Replacement

The PWS directs the contractor to reuse serviceable existing refrigerant lines and replace deficient lines as necessary.

Please confirm the expected method and acceptance criteria for determining whether an existing line set is serviceable.

Additionally, where an existing concealed line set cannot reasonably be determined to be defective until pressure testing, evacuation, flushing, or other field testing is performed after award, please clarify whether replacement of a subsequently identified deficient line is expected to be included in the original firm-fixed price or addressed through the contract change process as a documented discovered condition. No existing refrigeration lines shall be replaced unless it is discovered that a unit has failed to pass pressure testing, a failed test will be verified by 1SFG(A) personnel, a contract change request will be routed at that time.

Existing Penetrations / Routing

During the site walkthrough, Government personnel stated that no new building penetrations are permitted.

Please confirm that replacement refrigerant, condensate, electrical, and communication lines, when required, shall utilize existing penetrations and pathways and that the contractor is not expected or permitted to create new wall, roof, or exterior penetrations. This is correct.

Permits and Inspections

Please identify all required Federal, state, local, JBLM, or other permits associated with the work and specify which party is responsible for obtaining and paying for them.

Please also confirm whether HVAC/electrical inspections and final acceptance will be conducted internally by JBLM/1SFG(A) or whether outside permitting-authority inspections are required. Final acceptance will be conducted by JBLM/1SFG(A). No outside permitting is required.

Wireless / Wi-Fi Equipment

During the site walkthrough, Government personnel stated that Wi-Fi capability is not permitted due to security requirements.

Please confirm whether proposed HVAC equipment and controllers must be manufactured without Wi-Fi capability, or whether equipment containing wireless capability is acceptable if the wireless functionality is disabled, not installed, or otherwise rendered inactive. It cannot have any WiFi Capability. If the Wifi chip was not installed or removed then it no longer has WiFi capability. This will be verified after install but 1SFG(A)

Existing Electrical Capacity / Branch Circuit Verification

The Government previously indicated that the existing systems are believed to be approximately 30A at 208V. During the September 18 site walkthrough, however, offerors were not able to trace all existing HVAC disconnects to their originating electrical panels or verify the breaker sizes, conductor capacities, and available electrical capacity serving each system.

Please provide, if available, the existing electrical panel/circuit information for the affected systems, including voltage, phase, breaker size, conductor size, disconnect rating, and originating panel/circuit designation.

If this information is not available, please confirm whether the successful contractor is expected to field-verify the existing electrical capacity after award.

Additionally, if properly sized replacement equipment requires electrical capacity beyond that provided by the existing branch circuit, please clarify whether modifications such as breaker replacement, conductor replacement, raceway modification, disconnect replacement, or other electrical upgrades are included within the original firm-fixed-price scope or would be addressed through the contract change process. The contractor is responsible for verifying electrical breakers are properly sized before connecting new equipment.

Existing Infrastructure Replacement / Applicable Labor Standards

The Government has previously stated that FAR 52.222-6 and Davis-Bacon construction labor standards do not apply and has provided the applicable Service Contract Labor Standards wage determination.

If field verification or testing determines that deficient or inadequate existing refrigerant lines, condensate lines, electrical branch circuits, conductors, raceway, breakers, disconnects, or similar infrastructure must be replaced or modified in order to install properly sized replacement equipment and complete the PWS, please confirm that such work remains subject to the labor standards presently incorporated into the solicitation and does not trigger a separate Construction Wage Rate Requirements/Davis-Bacon wage determination.

Replacement or modification of existing refrigerant lines, condensate lines, electrical branch circuits, conductors, raceway, breakers, disconnects or similar infrastructure is authorized under the current terms and conditions of this contract. However, any required modifications to the buildings must be discussed and separately approved after contract award and may result in a separate construction contract.

Government-Provided Material Storage

During the site walkthrough, Government personnel stated that onsite storage containers could be made available for contractor use.

Please confirm whether secure onsite storage will be available to the successful contractor during the period of performance and identify any size, access, security, or duration limitations associated with its use. Yes we have a roughly 20x20 warehouse only accessible by our ENG office that will be available to store units

Completion Date / Equipment Lead Times / Discovered Conditions

The amended solicitation establishes a period of performance ending November 12, 2026. During the September 18 site walkthrough, Government personnel indicated that there may be some flexibility associated with the completion date.

Given the compressed period between quotation closing, anticipated award/performance start, equipment selection and procurement, delivery, installation, testing, and final acceptance, please confirm whether November 12, 2026 is a firm required completion date.

If the successful contractor promptly orders compliant equipment following award but documented manufacturer or distributor lead times prevent delivery in sufficient time to meet the November 12 completion date, please clarify whether the Government will consider an appropriate extension to the period of performance.

Additionally, if post-award testing or field verification identifies concealed deficiencies in existing refrigerant, condensate, electrical, or related infrastructure requiring additional replacement work beyond the anticipated reuse of existing systems, please confirm how any resulting schedule impacts would be administered.

The period of performance can be modified based on existing site conditions or procurement lead times for equipment. However, work must be initiated no later than September 30th, 2026.

What are the buildings’ capacity amperages and will the current electrical set-up be able to support split units? The scope of work is to replace existing units with “like size” replacements. No electrical upgrades are authorized.

Electrical requirements panel, if new units surpass the capacity of the old unit? The scope of work is to replace existing units with “like-size” replacements. No electrical upgrades are authorized.

Electrical room locations See attached Excel What are the Diameters of Copper Refrigerant lines? Either ¼” or 3/8” What is the BTUs per server room? The scope of work is to replace existing units with “like size” replacements.

What is the current split unit set-up in H120? Mitsubishi - 2x Evaporators Model# best guess is PCA-AK36NL but no markings were found on the unit 1x Condenser Model # PUMY-P6ONKMU Restrictions on the brands and types of units that can be bought? Same manufacturers as PWS What is the current length of the refrigeration lines (this will impact the price of the quote depending on the current length of the line and whether or not it will need to be replaced)? This information might be available in the mechanical drawings, if provided by DPW. Also, no lines should ne replaced unless they are found to be damaged or leaking.

Is the POP of 15NOV if it is flexible and can it be extended?

The period of performance can be modified based on existing site conditions or procurement lead times for equipment. However, work must be initiated no later than September 30th, 2026.

What is the leniency for change orders? If for Firm-Fixed-Price can it be changed after the fact given what is discovered during installation or is the price rigid?

Modifications to the contract will be made by written agreement between both parties in accordance with FAR 52.212-4.

Is the Davis-Bacon Act to be included in this contract or does it not apply to contracts for services?

The Davis-Bacon Act does not apply to this contract. This is a service contract using the Service Contract Labor Statute. The Davis-Bacon Act is only for contracts involving construction.

If maintenance costs should be included in the quote for continuing maintenance Quotes should be provided based on completing the requirements in the PWS using existing equipment/infrastructure only and not include maintenance costs. This contract is solely for replacement of the existing systems.