HVAC QUESTIONS AND ANSWERS TEMPLATE FINAL.xlsx
XLSX spreadsheet 29 KB Posted
- Attached to
- HVAC DUCT CLEANING MSCPAC
- Solicitation number
- N4044326Q0035
About this file
This is a Questions and Answers document for HVAC duct cleaning services at Naval Base Point Loma, Building 570, under solicitation N4044326Q0035. The Q&A addresses 60 inquiries from potential offerors regarding scope, methodology, scheduling, access, safety requirements, and project closeout procedures. The scope includes cleaning of supply ducts, return ducts, dampers, diffusers, and grilles for approximately 99 registers, excluding exhaust ducts and outside fresh air intake systems. Work must comply with National Air Duct Cleaners Association (NADCA) ACR standards and utilize commercially appropriate equipment with proper methodology tailored to duct material types, including hand vacuuming and coating options for fiberglass-lined ducts. Cleaning is restricted to regular business hours (Monday-Friday, 8 a.m. to 4 p.m.) during the revised period of performance of July 13-31, with the building remaining occupied and floor-by-floor completion coordinated with a Government Facilities Operations Services representative.
Key contractor responsibilities include dust containment, negative air machines, HEPA filtration, furniture protection and repositioning, removal and reinstallation of ceiling tiles with accountability for damages, and disposal of all collected materials off the Government installation. Performance and payment bonds are not required. Contractors must obtain DBIDS credentials for base access prior to the start of the period of performance, provide an on-site supervisor, conduct pre- and post-cleaning video inspections, and submit comprehensive closeout documentation including cleaning reports, photographs, video recordings, equipment logs, disposal manifests, and certification statements. Government representatives must witness pre-cleaning inspections, cleaning operations, and final acceptance inspections. Sanitizers and disinfectants are approved on an as-needed basis only, and any discovered asbestos-containing materials or damaged fiberglass lining requiring encapsulation or replacement will require change orders approved by the Government.
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Q and A
| Question and Answers | ||||||
| RFO: | N4044326Q0035 HVAC CLEANING | Date of publication: | TBD | |||
| Note: The following are answers to questions received from potential offerors. | ||||||
| Number | WI NBR | WI Paragraph / Ref Section | Question | Answer | ||
| 1 | Please provide wage determination for this project. | Wage determination is found at the bottom of WI rev 1 | ||||
| 2 | Please clearfy scope. Duct cleaning of suppy and return and make-up air only. No exhaust duct is included in this scope of work? | Correct | ||||
| 3 | Can all secure rooms be cleaned after hours? | Cleaning is to take place during regular business hours. | ||||
| 4 | Was attendance at the June 15, 2026 site visit mandatory or optional? | Optional | ||||
| 5 | Will the site visit be rescheduled for contractors who were unable to register by the June 11 deadline? | Site visit will not be rescheduled | ||||
| 6 | If Eyeris did not attend the site visit, can we still submit a responsive and competitive quote? | Yes | ||||
| 7 | Is a performance bond or payment bond required for this requirement? If yes, please confirm the applicable percentages or bond amounts. | No | ||||
| 8 | What is the expected timeline and sponsor process for subcontractors to obtain access to Building 570 for site assessment and/or execution? | Base access can be approved in 2-5 days if no personnel issues arise. | ||||
| 9 | Has Amendment 0003 or any additional amendments been issued since Amendment 0002? | No. Q&A template will be amendment 0003 | ||||
| 10 | The Statement of Work mentions the wording "Use 25ft roto-brush". There is a manufacturer of residential type duct cleaning equipment called Roto Brush. It is meant for smaller residential ducts, not commercial ones. Please clarify that any NADCA approved method and manufacturer system can be used, provided the system maintains negative air pressure. | Yes utilize commercial appropriate equipment | ||||
| 11 | Also, using any type of rotary brush would likely further damage fiberglass-lined ducts. In other words, any manufacturer's rotary brushes can clean metal and plastic flex ducts, but should not be used on lined fiberboard ducts. Other methods such as hand vacuuming fiberglass-lined ducts or using compressed air, are more appropriate. Please confirm the methodology adheres only to NADCA standards and is not restricted to using only a rotary brush method. | Agree use appropriate technique when require. | ||||
| 12 | Most of the older ductwork consists of fiberglass-lined metal ducts. Both the spiral branch ducts and the rectangular main ducts in this building are lined. Whether it was fiberboard or softer fiberglass lining the life expectancy when installed was probably 15 years. The fiberglass lining degrades over time. We won't know the condition until the ductwork is opened by disconnecting the flex tails or by cutting access into them. If the lining is damaged hand vacuuming the ducts will only accomplish so much. The lining might need to be encapsulated (coated) or replaced. Both are additional options outside the current cleaning scope. Typically coating is a much cheaper option than replacing the ductwork altogether. It consists of spraying or rolling on a special paint to hold down any loose fibers and provides an anti-microbial coating. Please confirm if a change order is required for additional repairs. | Yes for this inquiry subject matter if lining is discovered damaged recommend to repair as describe by spraying /rolling solution to prevent loose fibers and add anti microbial coating. | ||||
| 13 | Please confirm if the outside fresh air intake system is included in the duct cleaning scope. It is that large rusty duct with the inline fan in the mechanical chiller room that we saw. This brings fresh air to the return side (before the filters) plenum, and it is typically more rusty than dirty. The added ductwork will increase the cost. | No the outside fresh air intake system is not included. | ||||
| 14 | The statement of work also mentions to "disinfect each one of the ducts". Per NADCA ACR sanitizers and disinfectants should not be used unless there is a need for it. In other words don't introduce a chemical unless there is a bacterial present to kill. If mold or bacteria are found, sanitizers are typically used. Stronger chemicals such as disinfectants are usually used when there is substantial mold growth in air handlers. Please confirm the use of sanitizers or disinfectants on an as-needed basis only. | Yes only as needed basis. | ||||
| 15 | Similarly, if mold or bacteria are found within any porous material such as fiberglass, replacement will likely be required. In minor cases, you can scrape or vacuum the residue off and then coat the surface, but adding water-based chemicals like sanitizers or disinfectants is not recommended. Please specify the use of any chemicals only on non-porous materials. | If mold /bacteria is present authorize replacement if MINOR as noted scrape/vacuum residue and coat is authorize. | ||||
| 16 | Given the detailed work required for this project a two week timeline might not be reasonable if small areas are accessed at a time. Cleaning most nonessential areas after hours when no staff are present, allows crews to move on to the next system or area without waiting for staff relocation. Please confirm if flexible hours of operation are possible. | Revised POP is July 13-31. After hours operation is not granted | ||||
| 17 | Are these living spaces? Office spaces? Or what type of areas are these? | Office spaces | ||||
| 18 | A few pictures of the spaces and vents would be extremely helpful. | No pictures available | ||||
| 19 | Please provide existing HVAC drawings, duct layouts, and the number of individual HVAC systems serving Building 570 to verify the complete extent of duct cleaning and disinfection. | All have taken pictures of drawings during site visit I will provide basic building space with number of registers with attached duct and registers with non connected duct open leading to above ceiling. Have attached building layout number of registers per space. | ||||
| 20 | Please provide current photographs of the HVAC equipment, duct access points, registers, and representative building areas to assist with evaluating existing conditions and access requirements. | N/A | ||||
| 21 | Please provide duct sizes, lengths, and locations of access panels. Please clarify whether the contractor is responsible for creating and restoring additional access openings required to perform duct cleaning. | N/A No creating additonal openings | ||||
| 22 | Please clarify whether removal and reinstallation of ceiling tiles, hard ceilings, access panels, or other building finishes required to access ductwork are included in the contractor’s scope. | No additonal openings required, NOTE: Contractor responsibility for any damges casue by removing and installing ceiling tiles. Access panels responibility by GOV rep to open and secure. | ||||
| 23 | Please clarify whether Building 570 will remain occupied during duct cleaning operations and provide allowable work hours, after-hours requirements, and any restrictions related to occupied spaces. | Building will be occupied. Telework will be authorized for employees who are authorized to telework. | ||||
| 24 | Please clarify whether the contractor is responsible for moving, protecting, and reinstalling furniture, office equipment, and other contents located beneath the work areas. | Yes contractor responsible to cover work affecetd areas before cleaning and return furnishing in its original locations. | ||||
| 25 | Please clarify allowable HVAC system shutdown periods and whether the Government will coordinate access to mechanical rooms and control systems. | Authorize designated space HVAC shutdown while cleaning, no shutdown to the entire building. | ||||
| 26 | The SOW specifies the use of Decon 30 for duct disinfection. Please clarify whether an approved equivalent disinfectant is acceptable if Decon 30 is unavailable. | Yes equivalent is authorized | ||||
| 27 | Please clarify the required number and locations of pre- and post-cleaning airborne particle count tests and provide acceptance criteria for the laser particle counter readings. | N/A | ||||
| 28 | Please clarify the required format for particle count reports and whether testing must be performed by an independent third-party agency. | N/A | ||||
| 29 | Please confirm whether hazardous material testing has been performed for duct insulation, HVAC components, or surrounding building materials that may be disturbed during the work. | N/A | ||||
| 30 | Please clarify whether existing HVAC filters are to be removed and replaced as part of the duct cleaning scope. | No removal and replacement filters there is a current PM package conducted by NAVFAC this past month were replaced. | ||||
| 31 | The SOW identifies 99 registers. Please clarify whether the scope includes removal, cleaning, reinstallation, repair, or replacement of damaged registers and diffusers. | Damaged during removal and installation of registers responsibility of contractor | ||||
| 32 | Please clarify whether temporary containment barriers, negative air containment zones, or special protection measures are required in occupied areas during duct cleaning. | Yes requirement controls during occupied spaces. | ||||
| 33 | Please confirm the anticipated processing time for DBIDS credentials and whether access delays will result in an extension of the period of performance. | DBIDS will be completed prior to POP start | ||||
| 34 | Please clarify whether the work shall be completed floor-by-floor, by HVAC system, or according to a Government-provided schedule to coordinate with building operations. | Floor by Floor barring schedule changes due to customers operational commitments like meetings etc. | ||||
| 35 | Please clarify required closeout documentation. | • | Cleaning reports | |||
| • | Photographs | |||||
| • | Video recordings | |||||
| • | Equipment logs | |||||
| • | Disposal manifests | |||||
| • | Certification statements | |||||
| 36 | Please clarify the security clearance, background check, badging, escort, and base access requirements for contractor personnel performing duct cleaning activities | DBIDS for base access | ||||
| 37 | Please identify any restricted, controlled, classified, or mission-sensitive areas requiring special coordination for duct cleaning operations. | Yes there will be GOV rep for ready access | ||||
| 38 | Please confirm the approval process and required notification period for HVAC shutdowns associated with duct cleaning activities. | Beginning of the week Monday as per pre determine work schedule as set by GOV (FOS) rep and Contractor. | ||||
| 39 | Please identify any communications, IT, command-and-control, server, medical, laboratory, or other mission-critical equipment requiring special protection measures during cleaning operations. | N/A | ||||
| 40 | Please confirm the required cleaning standard, including whether compliance with National Air Duct Cleaners Association ACR Standard or project-specific military criteria is required. | NADCA ACR | ||||
| 41 | Please provide available reports identifying: | |||||
| • | Mold | |||||
| • | Asbestos-containing materials | |||||
| • | Lead-containing materials | |||||
| • | Bird or rodent contamination | |||||
| • | Other hazardous substances within the HVAC system. | N/A | ||||
| 42 | If asbestos-containing materials are encountered within duct insulation or system components, please clarify stop-work procedures and remediation responsibilities. | Yes GOV responsibilities. | ||||
| 43 | Please confirm whether the cleaning scope includes: | |||||
| • | Supply ducts | |||||
| • | Return ducts | |||||
| • | Exhaust ducts | |||||
| • | Air handling units | |||||
| • | Fan-powered boxes | |||||
| • | VAV terminals | |||||
| • | Reheat coils | |||||
| • | Diffusers and grilles | |||||
| • | Dampers | Required supply Ducts/Return ducts,dampers, diffusers and grills | ||||
| 44 | Please confirm whether installation of temporary or permanent duct access doors is permitted where adequate cleaning access is unavailable. | No. | ||||
| 45 | Please clarify requirements for dust containment, negative air machines, HEPA filtration, and occupant protection during cleaning activities. | Yes | ||||
| 46 | Please provide authorized working hours and identify any blackout periods due to mission operations, training activities, or security requirements. | Monday-Friday 8am- 4pm | ||||
| 47 | Please clarify whether building pressure relationships must be maintained during cleaning operations in secure or environmentally controlled spaces. | No | ||||
| 48 | Please confirm whether pre-cleaning and post-cleaning video inspections are required for acceptance. | Yes | ||||
| 49 | Please provide the acceptance criteria and inspection procedures that will be used to determine successful completion of duct cleaning activities. | After photos/videos and conduct final walk thru of all spaces | ||||
| 50 | Please confirm whether Testing, Adjusting, and Balancing (TAB) services are required following duct cleaning activities. | Not required | ||||
| 51 | Where HVAC systems must be taken offline, please clarify whether temporary cooling, heating, or ventilation systems are required to maintain facility operations. | Not required | ||||
| 52 | Please provide requirements for protection of classified materials, secure storage areas, and sensitive equipment located within work areas. | Responsibility of GOV | ||||
| 53 | Please confirm required closeout documentation, including: | |||||
| • | Cleaning reports | |||||
| • | Photographs | |||||
| • | Video recordings | |||||
| • | Equipment logs | |||||
| • | Disposal manifests | |||||
| • | Certification statements | Yes all. | ||||
| 54 | Please clarify disposal requirements for debris collected from HVAC systems and identify any special handling procedures for potentially contaminated materials. | All requirments is the contractor responsibiliy to dispose all materials off Government installation. | ||||
| 55 | Please confirm whether Government representatives are required to witness: | |||||
| • | Pre-cleaning inspections | |||||
| • | Cleaning operations | |||||
| • | Final acceptance inspections | Yes | ||||
| 56 | Please provide available HVAC drawings, as-built drawings, or equipment schedules identifying duct routing, system configuration, air handling units, fan coil units, and approximate duct quantities associated with Building 570. | Pictures provided only 2nd and 3rd floors original drawings no as built. | ||||
| 57 | The solicitation references compliance with EM 385-1-1; however, we were unable to identify any specific requirements regarding project supervision, quality control, or site safety staffing. |
Please clarify whether the Government requires the contractor to provide any of the following personnel for this project:
• Site Safety and Health Officer (SSHO)
• Quality Control Manager (QCM) or Quality Control Representative
• On-site Superintendent or other dedicated supervisory personnel
If any of these positions are required, please identify:
Whether the position must be full-time and on-site during performance.
Any required certifications, training, or qualifications (e.g., EM 385-1-1, OSHA 30, NAVFAC/USACE requirements).
| Whether one individual may serve in multiple roles (e.g., Superintendent/SSHO/QC Representative) for this project. | On site supervisor required | |
| 58 | "We note that the Wage Determination included in the solicitation does not appear to be the current version published by the US Department of Labor. |
| Please verify that the referenced Wage Determination is correct for this procurement or advise whether an updated Wage Determination will be issued by amendment prior to proposal submission." | ? | ||||
| 59 | |||||
| 60 | |||||
| 60 | 0 | 0 | 58 | 58 |
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