HVAC Replacement RFIs_all.docx

HVAC Replacement RFIs: Contracting

1. Labor standard. The solicitation incorporates FAR 52.222-41 (SCA) and includes 52.222-42 in full text at pages 9–10 with the classifications and rates left blank, and no wage determination is attached. The requirement is NAICS 238220 / PSC N041 and the scope reads as construction or alteration, which would point to FAR 52.222-6, not included. Please confirm which labor standard applies and provide the applicable wage determination for Pierce County, Washington — by amendment if Davis-Bacon governs.

Applicable wage determinations for Pierce County have been posted to the solicitation notice and included in the amendment. N041 is a code for installation of equipment and is classified as a service code. Therefore, FAR 52.222-6 and the Davis-Bacon Act are not applicable to this contract.

2. Proposal content. FAR 52.212-1 is incorporated with no addendum. Is a technical narrative expected beyond the SF 1449 pricing and the required Quality Control Program?

52.212-1 Addendum included in the solicitation notice and amendment.

3. Submission: Please confirm that the 18 Sep 2026, 12:00 PM deadline is Pacific Time, and that quotes should be emailed to you. Is there a page limit or required format for the technical approach and past performance?

Timeline for submissions has been updated. Further instructions are included in the 52.212-1 Addendum.

4. Wage determination: The solicitation includes FAR 52.222-41 (Service Contract Labor Standards), but no wage determination was attached. Please provide the applicable WD for Pierce County, WA, or confirm whether Davis-Bacon applies.

Applicable wage determinations for Pierce County have been posted to the solicitation notice and included in the amendment. N041 is a code for installation of equipment and is classified as a service code. Therefore, FAR 52.222-6 and the Davis-Bacon Act are not applicable to this contract.

5. Site visit: No site visit is scheduled. Could SFC Silva provide a short walk-through of Bldgs 9160/9162, 9190, 9934 and 9983 before the due date? If not, can you share line-set lengths, outdoor unit locations, and the existing electrical disconnect locations?

Details for the site visit have been posted.

6. Buy American: Does DFARS 252.225-7001 apply to the installed equipment? Most ductless split systems from the approved brands are manufactured outside the U.S.

The solicitation has been amended to incorporate DFARS provision 252.225-7000 and clause 252.225-7001. Quoters must complete the certification at DFARS 252.225-7000 identifying whether the proposed equipment qualifies as a domestic end product, a qualifying country end product, or an 'other' end product subject to evaluation.

7. Could we schedule a site visit this Friday? Please let me know the process. I have a CAC card, but I would love to bring my operations manager too for a second set of eyes. He does not have a CAC. I am familiar with JBLM. Should we just stop at the gate and get him registered?

Details for the site visit have been posted.

8. Could you please confirm that he is approved to attend the site visit and advise whether any additional information, identification, visitor registration, gate pass, or base-access documentation is required before arrival?

Details for the site visit have been posted.

9. Wage determination. This is written as a services PWS but the work is construction in nature. Can you confirm whether Davis-Bacon or SCA rates apply?

Applicable wage determinations for Pierce County have been posted to the solicitation notice and included in the amendment. N041 is a code for installation of equipment and is classified as a service code. Therefore, FAR 52.222-6 and the Davis-Bacon Act are not applicable to this contract.

10. Can a site visit be done for this job or are any pictures available?

Details for the site visit have been posted.

11. Limitations on Subcontracting: The solicitation includes FAR 52.219-6, Notice of Total Small Business Set-Aside. FAR 52.219-14, Limitations on Subcontracting, is not identified in the provided solicitation package. Please confirm whether any limitation-on-subcontracting requirement applies to this acquisition and, if so, identify the applicable clause and calculation requirements for this work.

52.219-14, Limitations on Subcontracting, does not apply as the total value of the contract is not expected to exceed the simplified acquisition threshold.

12. Quotation Submission Method / Response Posting: Please confirm the required method and destination for quotation submission and for submission of this RFI. also requests that any Government responses or amendments affecting scope, schedule, access, or pricing be made available to all prospective quoters through the solicitation record.

52.212-1 Addendum included in the solicitation notice and amendment.

13. Applicable Wage Determination / Labor Standards: The solicitation incorporates FAR 52.222-41, Service Contract Labor Standards, and FAR 52.222-42, but the equivalent Federal rates shown are identified as informational and not a wage determination. Please provide the applicable wage determination that quoters should use for pricing and confirm whether any additional Federal construction wage determination or Washington State prevailing-wage requirement applies to this work.

Applicable wage determinations for Pierce County have been posted to the solicitation notice and included in the amendment.

14. Request for Pre-Bid Site Walkthrough: we respectfully requests an opportunity to conduct an escorted site walkthrough before submitting its quotation, if the Government can accommodate one within the acquisition schedule. A walkthrough would allow and its prospective HVAC subcontractor team to verify existing indoor and outdoor unit locations, equipment access, refrigerant and condensate routing, electrical connections, mounting conditions, ceiling/roof access, penetrations, and other field conditions that may materially affect a firm-fixed-price quotation. For access coordination, the project manager currently holds a valid Common Access Card (CAC) through U.S. Army Reserve service and an active Secret clearance. understands that a CAC or clearance does not independently authorize access to all 1SFG facilities or restricted areas and will comply with all Government escort and security requirements. Please advise what information is required for any additional contractor or subcontractor personnel who may attend.

Details for the site visit have been posted.

15. Quotation Deadline, Time Zone, and Potential Extension: The SF 1449 reflects quotations due September 18, 2026 at 12:00 PM local time, while performance is scheduled to begin September 28, 2026. Please confirm the applicable time zone for the quotation deadline. Given the compressed acquisition schedule and the lack of a scheduled site visit in the provided package, please advise whether the Government would consider a brief extension of the quotation deadline if a site visit is authorized or if the Government's responses materially affect pricing or technical approach development.

The quotation deadline is September 24, 2026, at 13:00 PM Pacific Time. The quotation deadline was updated on SAMs.gov

16. Performance Start Date / Notice to Proceed: Please confirm whether September 28, 2026 is a firm required mobilization/start date or an anticipated date subject to actual award, post-award coordination, access approvals, and any Notice to Proceed. If award timing or pre-performance requirements make the stated start date impracticable, please confirm whether the start date and corresponding completion date will be adjusted.

Work is expected to start September 28, 2026. However, dates for the period of performance will be finalized after contract award.

17. Electrical scope. PWS Part 5 requires power and communication cable run to all 16 unit pairs. Does this contemplate reuse of existing branch circuits, raceway, and external disconnects, or installation of new ones? Washington licensing requirements differ between the two. Reuse if possible, replace if not

18. Equipment. The Description/Specifications section requires "Trane, Carrier, Daiken/McQuay, or York brand HVAC chillers." Please confirm (a) the intended equipment is ductless split systems rather than chillers and whether "Daiken/McQuay" is one manufacturer or two; and (c) whether all four brands are acceptable at every capacity. Cooling-only product is not available across all four brands at the ~42,000 BTU cassette, and no cooling-only equivalent has been identified in any of the four for the ~60,000 BTU outdoor unit serving the two ceiling units. Please advise on acceptable alternatives. (a) ductless minisplits, (b)that is one company(c) yes any brand listed is acceptable at any capacity as long as the unit is cooling only, and is capable of cooling the space

19. Unit count. PRS #9 refers to "11 contractor provided and 3 customer provided," or 14 units, while the PWS states 16 and PWS Part 3 lists Government furnished equipment as "Not applicable." Please confirm the number of units the contractor furnishes. 16 systems total, no government provided corrected on PWS

20. PRS numbering. Technical Exhibit 1 runs #1–#7 and #9–#11. Was PRS #8 omitted inadvertently? Yes omitted inadvertently Corrected on PWS

21. Period of performance. The SF 1449 states 28 September to 11 November 2026; the PWS states November 12. Please confirm the completion date.12 NOV

22. Badging. The PWS requires badge designs to the COR 10 workdays before performance start. Given a September 24 offer date and September 28 start, please confirm the expected timeline and whether RAPIDGate enrollment satisfies this. I believe RAPIDGate satisfies this requirement

23. Scope clarifications:

a. The Description refers to "Trane, Carrier, Daikin/McQuay, or York brand HVAC chillers," but the PWS calls for ductless split systems. Please confirm that ductless splits from these brands are acceptable. Ductless split units are acceptable

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b. PRS #9 refers to "11 contractor provided and 3 customer provided" systems. Please confirm that the contractor provides all 16 new systems. 16 systems total, no government provided

c. The two Mitsubishi ceiling units currently share one outdoor unit. Is a single multi-zone outdoor unit acceptable as the replacement, or do you want two single-zone systems? ideally maintain a single multizone unit

d. The solicitation lists the period of performance as ending 11 Nov 2026, while the PWS says 12 Nov 2026. Please confirm the end date. 12 NOV

25. Unit count. Section 5.5 lists 13 rooms but the requirement is 16 systems, and PRS #9 references 11 contractor-provided and 3 . Can you confirm the final count we're pricing and whether any equipment is government furnished? 16 systems total, no government provided

26. Cooling-only selection. These rooms are rejecting heat year round, including in January when outdoor temps here drop into the 20s. A standard cooling-only split will lock out or short cycle at those ambients. We'd want to confirm the units are specified with low ambient operation, otherwise you're looking at the same failures a couple winters from now. ok

27. Existing linesets. Several of the units listed are old enough to likely be R22 with mineral oil. New equipment will be R454B. We can reuse lines where sizing allows, but it takes a proper flush and verification, and in a few cases replacement may be the better call. We'd price this with eyes on it rather than guess. All units use R410

28. Refrigerant classification. R454B is an A2L, and some of these rooms are small. There are concentration limits tied to room volume that could affect equipment selection or call for leak detection. Worth confirming during a walkthrough. ok

Section 5.4 lists PAR-U01MEDU for the two ceiling mounted units. Those are wall controllers rather than indoor units, so we don't have the actual model. We'd need to identify those on site. PUMY-P6ONKMU is the condenser model for those two units

29. The PWS provides several existing equipment model numbers; however, we could not locate a complete schedule showing the required BTU capacity, tonnage, electrical requirements, or capacity for each of the 16 replacement systems. to the best of my knowledge they are all on 30A 208V

30. Additionally, Section 7 of the PWS references:

a. Technical Exhibit 4 – Building Floorplan and Existing Unit Layout. We do not appear to have received this exhibit with the solicitation package. Floor plans attached

31. Could you please provide the following, if available:

a. Technical Exhibit 4 – Building Floorplan and Existing Unit Layout Floor plans attached

b. Required BTU/tonnage/capacity for each of the 16 replacement systems

c. Room-by-room equipment schedule showing which existing unit serves each room Can be identified during walkthrough and on attached excel

d. Existing electrical voltage/phase requirements, to the best of my knowledge they are all on 30A 208V

e. Any equipment schedules, drawings, photographs, or manufacturer data that can assist contractors in selecting like-for-like compliant replacements

f. Confirmation whether replacement units should generally match the existing equipment capacities or whether contractors are expected to independently size the new systems if the capacity meets the size requirements generally match unless drastic miss-match in size is identified

32. Please provide any available solicitation documents, amendments, equipment schedules, drawings, photos, site information, or other project documentation that would assist us in preparing our proposal. See attached excel

33. We would also like to confirm the following:

a. Registration requirements for the September 18, 2026 site visit, time/meeting location. BLDG 9190 1330

b. Current proposal due date and time. Updates to proposal timeline and instructions are posted in the solicitation amendment

c. Required method and email address for proposal submission. Updates to proposal timeline and instructions are posted in the solicitation amendment

d. Whether any additional amendments or contractor questions and answers have been issued. Updates to proposal timeline and instructions are posted in the solicitation amendment

e. Any specific access or security requirements into buildings for the site visit. We have current badging and access to JBLM. 1 SFG will provide escorts during the installation

34. Quotation Content - QCP, Technical Approach, and Past Performance: PWS Section 1.6.1 states that three copies of a comprehensive written Quality Control Plan (QCP) shall be submitted "with the contractor's proposal," while FAR 52.212-2 identifies Technical Approach, Price, and Past Performance as evaluation factors. Please confirm whether the QCP is required with the initial quotation or post-award, and identify the required format and minimum content for the Technical Approach and Past Performance submissions, including any page limitations, number of references, or required forms. QCP is deliverable following the award of the contract

35. Contractor Badging / Mobilization Requirement: PWS Section 1.6.7 states that a contractor not participating in RAPIDGate shall submit its proposed employee identification badge design at least 10 workdays before the performance start date. With quotations due September 18 and performance scheduled to begin September 28, that lead time cannot be fully satisfied by a contractor selected after the quotation deadline. Please clarify how this requirement will be administered for the successful quoter and whether the performance start date will account for required access/badging processing. Adjusted PWS to reflect 2 work days prior

36. Complete Unit and Room Schedule: Please provide or confirm the complete location schedule for all 16 replacement systems, including the associated indoor and outdoor components. PWS Section 5.5 lists rooms H120, G108, G109, G103A, G103B, G105A, G105B, G203A, G205A, G205B, G202, 139, and GCR. The supplied floor plan also identifies G203B; depicts Room 139 in both the Building 9160 East and West areas; and notes that Room H120 contains two evaporators. Please clarify the exact quantity and location of all 16 indoor and outdoor units. Reference attached EXCEL and clarification provided during walkthrough the east side of building 9160 used to be a separate building(9162) so there are duplicate room numbers

37. Building 9162 Scope: PWS Section 1.6.5 identifies Buildings 9160, 9162, 9190, 9934, and 9983 as places of performance; however, the supplied floor-plan package does not appear to identify replacement-unit locations within Building 9162. Please confirm whether any replacement work is required in Building 9162 and, if so, identify the affected locations. That is an error. 9162 used to be a separate building but is now apart of 9160 ;any reference to 9162 refers to the east wing of 9160 corrected in PWS

38. Government-Furnished vs. Contractor-Furnished Equipment: PWS Section 5.5 states that the contractor shall provide and install 16 new cooling-only split systems. Technical Exhibit 1, PRS #9, however, refers to "11 contractor provided and 3 customer provided" systems. Please confirm whether all 16 replacement systems are contractor-furnished. If any units are Government-furnished, please identify the quantity, manufacturer, model, capacity, condition, and present storage/location. 16 systems total, no government provided corrected on PWS

39. Replacement Equipment Requirements / Equipment Schedule: Please confirm the required capacity and electrical characteristics for each replacement system, including cooling capacity, voltage, phase, refrigerant type, minimum efficiency requirements, indoor-unit configuration, outdoor-unit configuration, and any manufacturer/model requirements beyond the approved manufacturers identified in the solicitation. If an equipment schedule, basis-of-design list, load information, or additional HVAC drawings exist, please provide them. all units use R410; to the best of my knowledge they are all on 30A at 208V

40. Existing Refrigerant, Condensate, and Interconnection Lines: PWS Sections 5.6 through 5.9 permit existing refrigerant and condensate lines to be purged, tested, reused, or replaced depending on condition. For base bid pricing, should quoters assume reuse of serviceable existing lines with replacement only where testing identifies a deficiency, or should full replacement of refrigerant and/or condensate lines be carried in the firm-fixed-price base quote? If known, please provide approximate existing line-set lengths, routing information, and any known deficiencies or refrigerant-compatibility concerns. Assume reuse wherever possible and replace deficiency; all units use R410; line lengths and exact routing paths can be identified during walkthrough

41. Access, Restoration, and Installation Conditions: Please identify any known requirements or constraints involving lifts, scaffolding, roof access, ceiling access, wall or roof penetrations, concrete pads, equipment stands, crane/rigging operations, firestopping, patching, painting, weatherproofing, or restoration of disturbed finishes. Please also identify any areas requiring after-hours work, outage coordination, special escorts, or restricted electronic-device use beyond the general PWS requirements. All buildings have roof access by ladder with the exception of 9160, where a scissor or boom lift will be required. 1SFG(A) will provide escorts during all installations and the 1SFG(A) Engineer office will deconflict times with the building occupants

42. Testing, Acceptance, and Closeout Documentation: Please confirm the required commissioning and closeout documentation for each installed system. In addition to functional cycling and temperature verification, does the Government require startup sheets, refrigerant recovery documentation, vacuum/pressure-test records, manufacturer commissioning forms, disposal/recycling documentation, as-built information, O&M manuals, warranty registration, or other acceptance records? We would take all manuals and warranty documentation

43. Previous Site Visit / Walkthrough: Please confirm whether a pre-solicitation site visit, market-research walkthrough, contractor site assessment, or other industry access to the affected spaces has previously occurred for this requirement. If so, please identify the date and provide any Government-generated notes, photographs, clarifications, questions and answers, or other technical information that was made available as a result so that current prospective quoters have access to the same material information. There was a site visit O/A April 2026 to provide the ROM for solicitation. No pictures were taken, the documentation provided is attached

44. Period of Performance End Date: The solicitation delivery schedule identifies an end date of November 11, 2026, while PWS Section 1.5 identifies November 12, 2026. Please confirm the correct required completion date. November 12