Attachment I - Questions and Answers.docx

Questions and Answers

1. To ensure accurate pricing and a complete understanding of the HVAC systems covered under this requirement, will the Government allow interested offerors to attend a site visit at Building 5730? Site Visit was scheduled for May 6, 2026, and May 13, 2026, per Amendment 0001.

2. Can the Government provide a complete HVAC equipment list, including unit type, manufacturer, model number, serial number, tonnage/capacity, voltage/phase, refrigerant type, location, age/year of manufacture, and current operational status? See Excel document “BLDG 5730 HVAC Equipment Schedule M-601 R2”. Tonnage/capacity, voltage/phase, age/year manufacturer are located on data plates, attached. Refrigerant is R410A.

3. If a complete equipment list is not currently available, will offerors be permitted to inspect and document unit information during a scheduled site visit so pricing can be based on verified equipment data? Site Visit was scheduled for May 6, 2026, and May 13, 2026, per Amendment 0001.

4. Can the Government provide current photos of the HVAC equipment, access points, mechanical rooms, rooftop/ground locations, controls, condensate drains, and any hard-to-access equipment areas? Photos will not be provided due to site visit scheduled May 6, 2026, and May 13, 2026, per Amendment 0001.

5. Are there any known existing deficiencies, failed components, refrigerant leaks, control issues, airflow issues, drainage issues, or equipment currently not operating as designed? HVAC system is fully operational with no failed components. Deficiencies include: Dedicated offline Facility Explorer control software may be outdated but is operational. 3 cold spots in the building require heating coils to be on 24/7 even during the summer. DOAS unit may not have been installed as designed for optimal energy efficiency but is operational.

6. Please clarify the required tasks for each quarterly preventative maintenance visit, including whether coil cleaning, filter replacement, belt inspection/replacement, capacitor testing, refrigerant checks, drain treatment, electrical checks, thermostat/control checks, and written service reports are required. These quarterly PM visits are based off MFR recommendations and commercial industry standards. There are 3 quarterly visits and 1 annual visit per year. See attached “Comprehensive Maintenance Plan R1” checklists as a sample guide for annual and quarterly PMs.

7. Will filters be Government-furnished or contractor-furnished? If contractor-furnished, please provide filter sizes, quantities, MERV rating requirements, and replacement frequency. Filter list provided with Amendment 0001.

8. Should belts, drain tablets, coil cleaner, contact cleaner, minor hardware, and other PM consumables be included in the quarterly PM price, or billed separately when needed? CLIN 0003 is provided to price out PM consumables.

9. For on-demand repairs, should repair parts be included in fixed pricing, or billed separately upon Government approval? If separately, is there an allowed material markup or required markup limit? CLIN 0003 is provided to price out parts which are included in a quote for repairs.

10. What response time is required for urgent, emergency, after-hours, weekend, holiday, or mission-critical HVAC service calls? As stated in the SOO repairs shall be tended to the following day no later than 8:00 am once a Contract Specialist issues a task order. Should the order be placed on a Friday or holiday, response time to the site will be the next available working day.

11. Please define normal working hours for this contract. Are PM services required during normal duty hours only, or may work be performed after hours to minimize disruption? As stated in the SOO normal working hours are Monday through Friday 7:00 AM -3:00 PM except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. All work is to be performed during these time frames in order to provide COR coverage.

12. Since pricing is requested in 30-minute increments, should offerors provide separate rates for regular time, after-hours, weekend, holiday, and emergency demand service? Contractors should provide pricing as they see fit to provide proper information for the Government to make a sound decision.

13. Will the Government allow a minimum service charge for demand calls, such as a one-hour or two-hour minimum, even though billing increments are requested in 30-minute intervals? The Government will allow a reasonable minimum service charge as provided by the Contractor upon arrival and investigation of situation.

14. What base access requirements apply to contractor personnel, vehicles, and subcontractors? Contractors will be required to provide a list of the personnel who will access the base as needed. All personnel may be subject to an NCIC background check.

15. Will Government personnel provide escorts to mechanical areas, rooftops, controlled spaces, or secure areas, or must contractor personnel obtain unescorted access? Government personnel (COR or appointees) will be available during the performance of the service.

16. Is the HVAC system connected to a building automation system or DDC controls? If so, what manufacturer/platform is used, and will the contractor be expected to troubleshoot controls? The DDC control system is not connected to the Lackland BACNET system and is dedicated and not online. WiFi or wireless connection capabilities are unknown. Facility Explorer 2018 3rd party licensed software outdated but operational. Yes troubleshooting controls is part of annual PM.

17. Can the Government identify refrigerant types used in the covered equipment, including whether any units use R-22 or other phased-down refrigerants? There is no indication that R-22 is used. MFR Data plates attached show R410A used for DOAS and split system for COMM room. No refrigerant is listed on outside unit data plates for the 2 air handlers.

18. If equipment requires major repair or replacement beyond normal PM, will that work be handled through separate approval, separate purchase order, or a contract line item? The Solicitation provides a CLIN which will be available for repairs. Repairs will be quoted and a separate task order will be issued against this CLIN as listed in the Solicitation.

19. Are any HVAC units currently under manufacturer, installer, or extended warranty? HVAC units are outside all warranties; therefore, a Blanket Purchase Agreement is being solicited at this time.

20. Can the Government provide prior service records, PM reports, repair history, asset condition reports, or known recurring issues for the covered HVAC equipment? Yes, for DLA direct contracted and self-help work but limited for Lackland Base Civil Engineer (BCE) records.

21. What documentation must be submitted after each PM or repair visit? As stated in the SOO attached to the Solicitation a Work Certificate will be provided to the COR no later than five (5) workdays after the performance of the repair and three (3) days after the preventative maintenance is completed.

22. Please clarify the evaluation method for award, including whether award will be based on lowest price technically acceptable, best value, past performance, technical approach, or another method. Awards will be issued based on the lowest price technically acceptable methodology.

23. Are subcontractors permitted for specialized work such as refrigeration, controls, lift support, or electrical work, provided the prime contractor remains responsible for contract performance? Subcontractors are permitted but will remain under the Contractor’s responsibility. All personnel assigned to Subcontractors will be required to successfully gain base access.

24. Are lifts, ladders, roof hatches, fall protection anchor points, or other access equipment available on site, or must the contractor provide all access equipment? Government issued tools will not be accessible by the Contractor. Contractors will provide their own equipment and safety apparatuses.

25. Please confirm the total number of HVAC units covered by the contract and whether the requirement includes only Building 5730 or any additional associated spaces/equipment. Here are 4 HVAC system units labeled: “CU-3/DOAS-1”, “SSCU-1” for the COMM room 117, “CU-2/AHU-2”, and “CU-1/AHU-1”. All are dedicated to building 5730 only. HVAC systems include VAV boxes throughout.

26. Please clarify NAICS code for Solicitation SP060026R0399. Proper NAICS code for Solicitation SP060026R0399 is 561210.

27. Approximately how many repair orders were issued annually under prior service arrangements for Building 5730? If historical data is unavailable, can the Government provide an estimated annual repair order volume for pricing purposes? This is a new requirement, and no prior repair orders have been established. It is difficult to project repair order volume. Pricing requested in the Solicitation per the Worksheet should be pricing for hourly rates for repairs by technician.