3. 25LLHZ-0002 Replace HVAC Multi RFI_Final.xlsx
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About this file
This document is a Request for Information (RFI) for a U.S. Air Force project to replace HVAC units at Hatzor Air Base in Israel. The solicitation requires a contractor to remove, dispose of, and install new HVAC units across multiple facilities including dormitories, dining facilities, and prefab buildings. The project involves replacing 24 package units, 4 large ductless split system units, and 28 ductless mini-split system units, with specific requirements including Israeli citizen workforce, base security protocols, and equipment specifications.
Key project details include a firm fixed price contract awarded on a Lowest Price Technically Acceptable (LPTA) basis, with proposals due by August 11th, 2025. The contractor must begin work within 10 days after notice to proceed and complete the project within 180 days. Strict security requirements mandate that only Israeli nationals can work on-site, employees must surrender passports daily, and all vehicles must be approved for base access. The estimated project scope covers multiple HVAC unit replacements with specific technical requirements, including minimum 3.5 COP efficiency, matching existing unit capacities, and compliance with local regulations.
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Sheet1
| 3. 25LLHZ-0002 Replace HVAC Multi Request for Information (RFI) | |
| # | Contractor Question |
| Government Answer | |
| 1 | Dorm A – Mini-Split Systems: Can you please confirm the maximum allowable refrigerant piping length for each split unit installed in Dorm A?" |
| See scope of work sections 3.1 and 3.3. Contractor is responsible for conducting a site visit to confirm all measurements and verify all sizing requirements. Exisiting line sets for Dorm A's mini-splits are on average 220cm. Please note, the sizing for all the remaining options may not match Dorm A. Contractor is to size, and install units that meet the current requirements as stated in section 2.1 | |
| 2 | Pricing Scope – Ductless Units: |
In cases where existing ductwork is confirmed to be reusable, may we submit a price proposal for replacement of exterior (outdoor) units only, excluding the indoor components?"
| See scope of work section 2.2. | |
| 3 | Unit Capacity Ratings: Please provide the BTU capacities of all HVAC units specified in the scope of work, based on an outdoor ambient temperature of 35°C (95°F)." |
| Please see Statement of Work Section 3.1 | |
| 4 | Design Temperature Confirmation: Can you confirm whether 35°C (95°F) is the designated outdoor temperature for system sizing and performance calculations?" |
| Yes. Designated outdoor temperature confirmed. | |
| 5 | Minimum Efficiency Requirement: Please confirm the minimum required COP (Coefficient of Performance) for the new HVAC units being installed." |
| Minimum 3.5. Units need to meet at a minimum exisiting units COP. | |
| 6 | How is funding being done? Manufacturers in Israel require a portion of the price down upon ordering. Will government fund any or all of down payment? The bulk of the cost of this project is the material cost. Would the government entertain funding a portion of the material down payment cost to ensure contractors need not fund this very large portion of the cost out of pocket? |
| This is a firm fixed price effort. No down payments will be covered. | |
| 7 | In the dining room (DFAC two (2) northwest total package units requiring total replacement), are we replacing two units or all four units (the latter as indicated on site visit, the former written in the solicitation)? |
| The solicitation and statement of work have been updated to reflect the appropriate amount. | |
| 8 | Can you provide the make and model of all existing units? Do you want replacement units to be same manufacturer and model or different manufacturer and/or model(s)? Can you provide pictures of the actual labels for ease and clarification? |
| See statement of work sections 2.1, 2.2, 2.3, 3.1, 3.3, and 5. |
Package Units:
- Dorms A-D: Manufacture - Lennox; M/N-BAH042SNM3M
- Dorms L-K: Manufacture - Samsung; M/N- AM300KXVAGH
- K-Span 1 & 2 - These units were specifically manufactued for our site. There are no associated plates. These are 144k BTU units
- Pre Fab: Manufacture - Arrow; M/N-PAC-25-RC
| 9 | K-Span units had the nameplates removed. What was the name of the manufacturer and model for those units? |
| These units were manufactured specifically to meet the required tonnage. There are no manufacture or model numbers associated with the units. | |
| 10 | It states there are 180 days to complete after notice to proceed. What happens in the event of manufacturer delay in delivering units? |
| If unforseen events cause delay that neither the government or contractor cause, a no cost delivery extension will be completed. | |
| 11 | For Options # 13 (Dorms L two (2) southwest total large exterior Ductless Split Samsung HVAC Units requiring total replacement) and # 14 (Dorms K two (2) southwest total large exterior Ductless Split Samsung HVAC Units requiring total replacement) in the SOW, do you want heat recovery units? If exterior only is required, no warranty is available. Do you still want a bid with exterior only replaced? |
| If an additional heat recovery unit is required to provide both heating and cooling capacity for these facilities are required as stated in the statement of works, please provide. | |
| 12 | One of the security requirements we are currently working under at Hatzor and Nevatim for KBR is that only workers who are Israeli citizens are allowed to work on these bases. Will this be the same security requirement for these three tenders? |
| Yes, only Israeli nationals will be allowed to work on those sites. | |
| 13 | Can the bid date for these projects be delayed by at least one week to (week of August 4 or 5th).. as it will take time to sort out some of the answers to the questions below. |
| The date has been extended to August 11th 2025 at 1200 GMT. | |
| 14 | Where do we set the contractor's office and storage/container yard for each project? Does the USAF need an adjacent office on site? |
| Contractors work office will be located on base, at the worksite. Contractors proposed trailer location will be reviewed after project award. |
USG does not need an adjacent office on site.
| 15 | Is there a (about 2%) Israeli indirect tax reimbursement on these projects that is common on the USACE projects in Israel and will the USAF guarantee a certain number of options under section 2 - as the contractor's overhead is not linear for each option? |
| Per SOFA U.S. contractors are not subject to VAT. No guaruntee of exercising options. | |
| 16 | As the Lennox replacement units come from France, is the contractor who is providing the equipment to the US Goverment (USAF) exempt from paying the import duties (mekas)? |
| No exeption per the U.S. and France SOFA, however per the U.S. and Israel SOFA there are exemptions. Answer is dependent on which country would issue the import duties. | |
| 17 | Per section 3.2 - where is the place to store demolished units or spare parts |
| Contractors demolition area will be located on base, at the worksite. Contractors proposed location will be reviewed after project award and must be removed off base upon completion of the project. | |
| 18 | SOW Question: The SOW calls the replacement units "Option". Section B of the Solicitation, Offer, and Award looks like a breakdown for price of installing each individual "option". Will I be Submitting a total bid for the entire job, or breakdown by unit/option? |
| The contractor will provide pricing by CLIN or "option". | |
| 19 | SOW Question: What is the make and model of the 24 current Package Units installed on the PREFAB-1, Dorms, K-Span1 and 2, and DFAC? |
| Make and model vary based off load requirements as discussed during site visit. Prefab units were manufactured specifically to meet load requirements. Units are Lennox, Arrow, or uniquly manufactured to meet load requirements. | |
| 20 | SOW Question: If you're unable to provide the Make and Model of the 24 Package Units, What is the current tonnage and BTU ratings? |
| 4800 CFM |
144000 BTU/Hr 400V 3 Ph 50Hz 32.5A 16.1kW R410A Coolant
| 21 | SOW Question: What is the make and model of the 4 current Ductless Large-Split System Units? |
| Samsung Ductless Split Units. AM300KXVAGH | |
| 22 | SOW Question: If you're unable to provide the Make and Model of the 4 Ductless Large-Split System Units, What is the current tonnage and BTU ratings? |
| AM300KXVAGH |
84 kW / 94.5 kW
38.4 A / 33 A
73 A
22.7 kW 20.59 H: 4.1 Mpa L: 2.2 Mpa R-410A 14 kg / 29.24 T1
IPXA
| 23 | SOW Question: What is the make and model of the 28 current Ductless Mini-Split System Unit Replacements ? |
| Exisitning units are Tadiran, Electrca, Amcor. Model varies based off unit and load requirements as discussed during site visit. | |
| 24 | SOW Question: If you're unable to provide the Make and Model of the 28 current Ductless Mini-Split Systems, What is the current tonnage and BTU ratings? |
| Exisitning units are Tadiran, Electrca, Amcor. Model varies based off unit and load (tonnage) requirements as discussed during site visit. | |
| 25 | SOW Question: 2.3 I'm being asked to dispose of the old equipment. Will I be provided a truck/trailer to move the equipment, or do I need to find/rent one? |
| There are no government provided equipment/vehicles to support contractors demolition. | |
| 26 | Base Security Requirements: B3 Mentions Acceptable forms of identification include: a. Israeli ID card b. Passport c. Israeli Driver’s License d. IAFB entrance approval. If all of my employees are American citizens, would their Passport (b) be sufficient? |
| US citizens without proof of US secret clearance will not be allowed to access the sites daily. | |
| 27 | Base Security Requirements: B7a "shall transport all employees using only vehicles that have been approved for IAFB access". Does this mean my team will use rental cars? Do the cars have to be approved before we get them, or does this just mean they get inspected? |
| Host nation reserves the right to inspect all vehicles without prior notice. All vehicles must comply with Israeli MOT (ministry of transportatoin) regulations (I.E. they have valid insurance and registration). If vehicles have a recording camera - those cameras must be disconnected or covered prior to each entry to an IAF facility. | |
| 28 | Base Security Requirements: B8 "any work performed on-site include the physical presence of one (1) Israeli citizen with a valid Level 6 security clearance, who shall serve as the local foreman." Do I find this citizen or is a list of possible options provided to me? |
| The contractor will bear the responsibility to find a local foreman. | |
| 29 | Base Security Requirements: B8 continued "presence of one (1) Israeli citizen with a valid Level 6 security clearance…" If I am paying them, how much is standard pay? |
| The contractor shall conduct market research and determine payment. | |
| 30 | Base Security Requirements: C5. Like the B8 question above, am I supposed to find an IDF qualfied citizen and hire them as my Liason, or is one provided? Am I paying for this service? If so, how much is standard pay? |
| The contractor will bear the responsibility to find local workers in accordance with host nation rules and regulation. The contractor shall conduct market research and determine payment. | |
| 31 | Base Security Requirements: C7. Is there off-base housing for my employees to stay? Or is the expectation that they will stay in a hotel? |
| USG will not provide housing. | |
| 32 | Base Security Requirements: D7. Another question regarding local assistance. Are the guards going to be provided and I simply pay them, or do I have to find the guards as well? |
| Guards are not required for the performance of this requirement. | |
| 33 | Base Security Requirements: F3 states my employees must have ID, but D5 states "all non-Israeli employees surrender their passports upon arrival at the gate each morning. Passports shall be securely held by the BSO and will be returned to the employees upon departure from the IAFB at the end of each workday." Will their American drivers license work? |
| Yes, each employee will have to turn in their ID at the beggining of each day and pick it up at the end of each day. | |
| 34 | General Question: How many HVAC technicians am I able or limited to bring? |
| No. | |
| 35 | General Question: Are meals provided at the DFAC or by another means during the day? Or does my team, Guards, and Liason have to all pause at the same time to leave the base to get food? |
| All contracted employees are required to provide their own meals. | |
| 36 | Understanding how the hired Israeli civilian support arrangement works. I understand the job says I need to work with Israeli Liaison, Guards, and Escorts. Am I paying these people? Do I have to find them? Is a list of potential candidates provided to me that I pick from? Or are they simply saying I am going to be babysat the whole time? |
| This statement is to ensure an understanding to comply with all local protocol for installation access. | |
| 37 | Are my employees really going to have their Passports taken from them each day while they are working on the base? I'm not sure how comfortable I feel about that. If my guys are being guarded and escorted, why would they have to give up the Passport? Is that a standard practice for other US personnel or service members on the base? |
| Answer: According to host nation SOPs, contractors are required to turn in their IDs daily, this applies to local contractors too. | |
| 38 | Are offerors required to submit any performance bonds or payment guarantees as part of this solicitation? |
| Please reference the solicitation. | |
| 39 | Should the pricing proposal be submitted in Israeli Shekels (NIS) or in U.S. Dollars (USD)? |
| The pricing of the proposal should be in U.S. Dollars (USD). | |
| 40 | Is there any guidance regarding Value Added Tax (VAT)? Specifically, will a U.S.-based company be eligible for reimbursement or exemption of VAT in the event it is incurred during contract execution in Israel? |
| Per Article XII of the SOFA, United States contractors are exempt from VAT. | |
| 41 | Could you please confirm the official method for bid submission? Should proposals be submitted via SAM.gov, through an electronic platform such as PIEE, or directly by email to the designated U.S. Air Force point of contact? |
| Via e mail to michael.roybal.1@us.af.mil. | |
| 42 | What is the control method for the HVAC units? Will there be individual thermostats per room (manual), or will the system be managed via centralized remote control? |
| Pachage HVAC units will be controlled by theromostats per zone. | |
| 43 | Please provide the quantity and types of evaporators (indoor units) – this was not addressed during the site visit. |
| Information could not be obtained. | |
| 44 | Is there a preference for specific HVAC brands or manufacturers? |
| See SOW Section 5 | |
| 45 | Dorm L (Options 13+19) |
a. External units include heating – is replacement of the indoor units also required?
b. Two 300 VRF condensing units –
- Is HEAT RECOVERY or HEAT PUMP configuration required?
- Is it required to replace the indoor cassettes?
Dorm L is Option 13.
a. See SOW section 2.2 option #13. If exisiting units include heating, the interior components can remain givin the systen is a complete and usible system upon completion of this project and meet all the remaining requirements stated in the SOW
b. Yes, heating capabability is required. No indoor cassettes do not need to replaced if requirements stated in the contract are met with only replacing the exterior units 46 Dining Facility – Option 9 Two external units rated at 38.2 kW – is an economizer (fresh air intake system) required for these units?
| Dining facility is option 12. Please match exisiting unit requriements as stated in SOW sections 3 and 3.3 | |
| 47 | Will the contractor be provided with an on-site office for the duration of the work? |
| No. Any construction trailers requested to be used by the contractor is at the contractor to provide and install. Any electrical requirements must be energized by contractor provided portable generator | |
| 48 | Indoor Units – Dorms L and K |
Please provide detailed information regarding the indoor units currently installed in Dorm L and Dorm K, which are connected to Samsung HVAC systems.
Are there any available drawings, model numbers, or technical documentation?
| No information available for indoor units. | |
| 49 | Central Controller Requirement |
What type of central controller is currently installed or required for Dorms L and K?
Is there a specific model that must be used, or is a new integrated control solution acceptable?
| Samsung Centrallized Controller. No model number available. | |
| 50 | Project Timeline |
Could you please clarify the anticipated schedule for the project:
What is the expected start date for on-site work?
Is there a required completion deadline for the entire installation?
| Contractor will be required to begin performance within 10 days after NTP. Once performance begins, the contractor has up to 180 days for completion of work. | |
| 51 | Delivery and Installation Timeline |
When is the contractor expected to begin delivering and installing the equipment?
What is the total time frame allocated for the full execution of the project?
| Contractor will be required to begin performance within 10 days after NTP. Once performance begins, the contractor has up to 180 days for completion of work. | |
| 52 | Form 1442 specifies that an Offer Gurantee is not required. However, Section H - Special Contract Requirements is included in the Solicitation. Please confirm that an Offer Guarantee is not required. |
| Bid guaruntee is required, amended to update section 13b. | |
| 53 | Solicitation Section B states Firm Fixed Price. However, Section L states in part: "(5) Proposal shall include but is not limited to, a cover page or pages, project cost estimate Volume 1 shall include: The cover page and the project cost estimate . . . ." Please clarify if Offeror's proposal is to include either a cost estimate or a firm fixed price |
| The proposal will be awarded on a firm fixed price. Verbiage of "estimate" has been removed to prevent and confusion. | |
| 54 | Section L states in part "Proposal shall include . . . Volume 1 shall include: The cover page and the project cost estimate and a detailed cost breakout by types and quantities." Please provide a pricing template with the required breakdown that is to be completed and submitted by the Offeror with Volume 1. |
| Verbiage removed. | |
| 55 | Section M - Evaluation Factors for Award does not specify the Government's approach to evaluation of proposals for contract award, either Low Price Technically Acceptable or Best Value. Please advise Offerors if the Government's approach to evaluation of proposals for contract award will be either Low Price Technically Acceptable or Best Value. |
| Amended to reflect "The Government intends to award a Fixed-Price Contract based on LPTA (Lowest Price Technically Acceptable)" | |
| 56 | Scope of Work section 3.3 Installation, states the following: “The contractor is responsible for furnishing and installing new HVAC units. The units must meet or exceed the existing capacity requirements in terms of tonnage and BTU ratings.” However, information is not provided in the Solicitation that specifies the existing capacity requirements in terms of tonnage and BTU ratings. |
Please either provide this information for the existing HVAC units or specification and capacity requirement for the replacement units. This information is needed to provide accurate pricing.
Site visit was provided to collect tonnage requirements.
Lennox units are 138874 BTU (M/N: BAH042SNM3M) Arrow Units are 4800CFM / 144000 BTU/Hr Samsung Units are H: 4.1 Mpa / L: 2.2 Mpa (AM300KXVAGH) KSpan Units are 144,000 BTU (M/N: CUP-140)
| 57 | In order to determine the specifics and capacity of existing HVAC package units required to be replaced, please provide pictures of the nameplates for each type of package unit to be replaced. |
| No pictures can be provided. | |
| 58 | In order to determine the specifics and capacity of existing ductless large-split system units to be replaced, please prvoide pictures of the nameplates of the outside and inside units for each type of split system unit to be replaced. |
| No pictures can be provided. | |
| 59 | In order to determine the specifics and capacity of existing ductless mini-split system units to be replaced, please prvoide pictures of the nameplates of the outside and inside units for type of each split system unit to be replaced. |
| No pictures can be provided. | |
| 60 | In order to obtain best pricing from suppliers, we request a time extension of the proposal due date be extended until Thursday August 7, 2025. |
| Extension til Auguist 11th has been made due to multiple inquiries. | |
| 61 | Reference SOW document section 9. Submittals/Deliverables states "Contractor shall allow fourteen (10) calendar days…". Please clarify if 14 or 10 days shall be allowed for Government review? |
| Contractor shall allow 14 calendar days. Verbiage will be revised to reflect accordingly. | |
| 62 | Section L states "The cover page shall include project number, project title, total project cost, and performance period." Do you really want t the project cost on the cover page? The project cost will also go on the SF1442 an Section B. Please confirm. |
| Government Answer: Verbiage has been updated to remove the requirement for a cover page. Please reference amendment. | |
| 63 | Which volume of the proposal do you want Section I - Contract Clauses and Section K - Reps and Certs? |
| Verbiage has been updated, please submit accordingly. | |
| 64 | Ductless Mini-Split System Unit Replacements (Options 15-20): What are the capacity of these units ? are all the units the same capacity ? |
| Should be within 1000 BTU's of the ELECRTA INV 240 / CMD18DCA |
File details come from the government source that posted it. Updated .