ITC-RFQ-16-0004_HVAC_-_Amendment_3_Attachment_1.pdf

Attachment 1 ITC-RFQ-16-0004 Amendment 000003

Heating Ventilation and Air Conditioning (HVAC) Preventive Maintenance and Repair Services

Questions and Answers

Question 1: What type of glycol should be used for water treatment? Ethylene or propylene or another?

Answer 1: Ethylene should be used for water treatment.

Question 2: Is the $162,247.46 cost of the current contract inclusive of all 3 years, or is that number just 1 year?

Answer 2: $162,247.46 is the total value of the current Purchase Order for HVAC Preventive

Maintenance and Repair Services.

Question 3: Reference Section 2.4.2.1: Typically, most PM’s that change out parts (filters and belts) or cleaned are done quarterly and not monthly. Most of this equipment will fall under the Quarterly PM’s. However, several listed manufactures suggest daily visual inspections as part of their maintenance. (1) Can 2.4.2.1 be clarified to clearly define the desired scope of work as far maintenance? (2) Can 2.4.2.1 be clarified to clearly define as to how often the contractor should visually inspect equipment? (3)

Can 2.4.2.1 be clarified to clearly define as to how often the contractor should use his refrigerant gauges, electrical meter or other diagnostic tools to run each system / piece of equipment to check its proper operation? (4) Can 2.4.2.1 be clarified to clearly define as to how often the contractor would be required to change out the filters and belts? (5) Can 2.4.2.1 be clarified to clearly define as to how often the contractor should clean coils?

Answer 3: The Contractor will be paid a monthly firm fixed price amount for preventive maintenance; however, the preventive maintenance schedule does not have to be on a monthly basis for each item. The Government acknowledges that not every piece of equipment covered under this requirement will need preventive maintenance each month.

The Contractor is expected to propose an adequate preventive maintenance schedule in accordance with manufacturers’ specifications or better.

(1) Maintenance shall be performed in accordance with the manufacturers’ specifications or better (reference Section 2.3 of the solicitation).

(2) The Government acknowledges that the Contractor would not be able to visually inspect the equipment daily. Equipment should be visually inspected as much as possible by the Contractor; however, the equipment should be visually inspected, at a minimum, on a quarterly basis.

(3) The Contractor is required to use all test instruments/tools as often as necessary to run each system/piece of equipment to check its proper operation. The Contractor is expected to use its subject matter expertise in order to determine when and how often test instruments/tools are used.

(4) Filters and belts shall be changed in accordance with the manufacturers’ specifications.

(5) Coils shall be cleaned in accordance with the manufacturers’ specifications.

Section 2.12 of the solicitation is amended to include the deliverable (Deliverable 6)

“Preventive Maintenance Schedule.” The preventive maintenance schedule shall be delivered to the Contracting Officer’s Representative (COR) within 30 days of award (see

Attachment 2 of this amendment).

Question 4: Reference Section 2.4.2.3: Water treatment shall consist of at least 40% Glycol concentrate. (1) Please clarify as to the current % of Glycol concentration used. (2)

Please clarify as to the specific type of Glycol that is desired that is to be used. (3)

Please clarify which pieces of equipment that will be impacted by this requirement.

Answer 4: (1) The current percentage of Glycol concentration used is 40%.

(2) See the answer to Question 1.

(3) Offerors are expected to review the corresponding equipment list and use their subject matter expertise to determine which equipment will be impacted with water treatment.

Question 5: Reference Section 2.10: Access. (1) Please clarify as to the required notice needed for shutdown of any equipment for preventive maintenance, service or replacement.

(2) Please clarify as to the required work hour availability for shutdown of any equipment for preventive maintenance, service or replacement (After Hours, Holiday, Standard Work Hours or etc.).

Answer 5: (1) There is no notice required for preventive maintenance. The possibility of equipment shutdown is already known based on the Contractor’s preventive maintenance schedule. Repair services, which are initiated by the Government, or replacement of equipment will be coordinated between the Contractor and the Government, thus no notice is required. If necessary, the Contractor will be required to obtain a burn permit and fire watch from the Commission building owner. There is no cost/fee associated with obtaining the previously stated permits.

(2) All required services for the performance of preventive maintenance shall be performed during the hours stated in Section 2.10 of the solicitation. Time will be made available for services calls that require equipment shutdown at the time services are provided. Replacement of equipment will be coordinated between the

Contractor and the Government, which will allow for available time for equipment shutdown. Any unit replacement or repair in public working areas will not be performed during the hours stated in Section 2.10 of the solicitation. Time outside of the stated hours will be made available to address any unit replacement and repair, and will be mutually agreed upon by the Contractor and Government.

Question 6: Reference Section 2.11: Post Award Conference. (1) Please clarify as to if a

Performance and Payment Bond will be required at the time of the award. (2)

Please clarify as to if a Tax Exempt Certificate Number will be provided at the time of the award.

Answer 6: (1) A Performance and Payment Bond will not be required under this Purchase Order.

(2) Upon award, the Commission will address appropriately.

Question 7: Reference Sections 3.7 and 4.3.2: Key Personnel Qualifications. (1) Please clarify as to if a Mechanical Engineer is required as part of the key personnel as listed in the

3.7 graph. If so, Please clarify as to the desired certificates or level of engineering degree.

Answer 7: (1) Section 3.7 states “*provided by the Contractor.” The provided key personnel were only suggestions; a Mechanical Engineer is not required. However, the Offeror is expected to propose adequate key personnel to provide the services and successfully meet the requirement.

Question 8: Will a storage area be provided?

Answer 8: Yes, a small onsite storage area can be provided.

Question 9: Are ceiling units accessible with a six foot ladder?

Answer 9: Yes, all ceiling units are accessible with a six foot ladder.