IFB IGSA #26-02 Replace Two HVAC Units Addendum 2.docx
DOCX document 105 KB Posted
- Attached to
- IFB IGSA #26-02 â Replace Two HVAC Units
- Solicitation number
- IFB-117413
- Issued by
- Caroline County, Virginia
About this file
IFB IGSA #26-02 Replace Two HVAC Units Addendum 2
This Addendum 2 document is a pre-bid conference Q&A and sign-in sheet issued by the Town of Bowling Green, Virginia, acting as the contracting agent for Fort Walker under an Intergovernmental Support Agreement, addressing clarifications for the procurement of two HVAC unit replacements at Fire Station #8 on Fort A.P. Hill. The project requires installation of a 5-ton rooftop heat pump system with ductwork for Addition 1 (Sleeping Facility, 1,116 net square feet) and a 7-ton rooftop heat pump system with ductwork for Addition 2 (Office/Training Space, 1,340 net square feet), with both utilizing allowable refrigerants (R-32 or R-454B) per design drawings dated February 2026. The pre-bid conference was held on April 21, 2026, with two representatives from OHA Virginia LLC in attendance. The question deadline is April 23, 2026, at 3:00 PM, sealed bid submissions are due May 6, 2026, at 3:00 PM via eVA and physical delivery, with bid opening immediately following via Microsoft Teams and an anticipated award date of May 10, 2026. The resulting contract term is six months from the date of award, with overall performance completion required within 12 months and 30 days from the approved schedule start date. Bidders are permitted additional site visits during the pre-bid phase with coordination and should acknowledge this addendum prior to the bid due date.
Key clarifications from the pre-bid conference address project specifications and execution requirements. Bidders must base proposals on the system configuration and scope of work specified in contract documents, with no propane systems to be considered despite the building's propane service. Existing ductwork will be replaced as identified in the scope of work; no existing ductwork is to be reused. Structural repairs are not required but may be included as optional items; the owner will address any needed repairs related to duct penetrations identified after award. All electrical work associated with the HVAC system must be included in bids, with the new design reducing electrical load on the existing panel; existing electrical systems may be reused if compatible, though full replacement may be required depending on design changes. No permits are required, as the owner handles permitting and inspection functions internally. The facility remains operational during construction and work must be coordinated to minimize disruption. Weekend work may be permitted on a case-by-case basis with prior approval. The owner will provide any needed temporary HVAC provisions and will address unforeseen work through coordination with the Government Point of Contact. Failure to acknowledge this addendum may result in the bid being declared non-responsive.
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Other files
| File | Type | Posted |
|---|---|---|
| IFB IGSA #26-02 — Replace Two HVAC Units Addendum 1.docx | DOCX document | |
| IGSA 26-02 Replace 2 HVAC Units FINAL.pdf | ||
| IGSA 26-02 Replace 2 HVAC Units FINAL.pdf |
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Text version
IFB IGSA #26-02 — Replace Two HVAC Units Addendum 2 Questions Asked at the April 21, 2026 Pre-Bid Conference:
1. What HVAC system type should bidders base their proposals on?
Answer:
Bidders shall base their proposals on the system configuration specified in the contract documents.
2. Is the building served by gas, and should gas systems be considered?
Answer:
Yes, the building is served by propane. No, propane is not to be considered. Bidders should follow the specified system type in the contract documents.
3. Are windows operable for ventilation purposes?
Answer:
Yes, most all windows are operable for the building occupant’s usage when appropriate.
4. Is attic space accessible and adequate for ductwork installation?
Answer:
Yes, though access points are limited and should be field verified.
5. Is there a crawl space, and can it be utilized for ductwork?
Answer:
Yes. Crawl spaces are present , accessible, and contain existing ductwork.
6. Will existing ductwork need to be replaced?
Answer:
Existing ductwork will be replaced as identified in the scope of work. Bidders shall follow the project scope.
7. Are there known structural concerns that may impact the work?
Answer:
There are no concerns as a whole but a potential issue was observed where the duct penetrates the floor and additional support may be needed. This will be addressed after award and the removed duct allows better assessment. The owner will either make any needed repairs or coordinate with the contractor.
8. Should structural repairs be included in the bid?
Answer:
Bidders may include such work as an optional item.
9. What is the responsibility for electrical work associated with the HVAC system?
Answer:
All electrical work should be included in bid per the scope of work design. The new design is reducing the electrical load on the existing electrical panel.
10. Will existing electrical infrastructure be reused?
Answer:
Existing electrical systems may be reused if compatible with the new equipment. However, a full replacement may be required if the system design changes.
11. Are permits required for this project?
Answer:
No permits are required. Permitting and inspection functions are handled internally by the owner.
12. Should bidders include temporary HVAC provisions?
Answer:
No, the owner will provide any needed temporary HVAC if needed.
13. How should temporary HVAC systems be vented?
Answer:
Not applicable. The owner will address any temporary HVAC requirements.
14. Is exterior work included in the project scope?
Answer:
Yes, some exterior work is included in the scope of work drawings, to include removal of the condenser/package unit, line sets, disconnects, ductwork etc.
15. Can existing abandoned ductwork or systems be reused?
Answer:
No. Per the scope of work design drawings, no existing duct is to be reused.
16. What is the expected method for installing exterior HVAC units?
Answer:
Per the scope of work drawings, the exterior located HVAC units will be located on existing concrete pads.
17. Is weekend work permitted?
Answer:
Weekend work may be permitted on a case-by-case basis and requires prior approval. Approval will depend on project conditions, site restrictions, and operational considerations.
18. Can weekend work be used to accelerate the project schedule?
Answer:
Potentially, yes. However, all weekend work must be approved in advance and may be restricted depending on site conditions and oversight requirements.
19. Will the facility remain operational during construction?
Answer:
Yes. The facility is operational at all times, and work must be coordinated to minimize disruption to ongoing activities.
20. Can bidders conduct additional site visits?
Answer:
Yes. Additional site visits during the pre-bid phase are permitted with coordination.
21. How should additional or unforeseen work be addressed?
Answer:
Any additional work identified during the project would be immediately brought to the attention of the Government POC. Once evaluated, the work may be completed by the owner or a proposal will be requested from the contractor and coordinated if applicable.
Note:
Acknowledgement of this addendum or any subsequent addenda must be prior to the bid due date and time or signed and uploaded as an attachment with the electronic bid submission. Failure to acknowledge or submit the addendum may be grounds for declaring the bid non-responsive.
Name of Firm
Signature Title Date
IFB IGSA #26-02 — Replace Two HVAC Units 11:00 AM Pre-Bid Conference Sign-In Sheet
| Firm Name |
| Attendee |
| Phone |
| OHA Virginia LLC |
| Devon Kelly (Owner) |
| seth@fixmyair.com |
| 540-840-2233 |
| OHA Virginia LLC |
| Seth Miller (Roofing Manager) |
| seth@fixmyair.com |
| 540-322-7546 |
IFB IGSA #26-02 — Replace Two HVAC Units Addendum 2 image1.png
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