Questions with Government Responses-W50S9327QA0001.pdf

Questions and responses Replacement of 10 Ton HVAC Unit, Bldg.11

W50S9327QA001

1. Site visit: SOW paragraph 6.0 states the contractor is responsible for conducting a site visit prior to proposal submission. Will the Government schedule a site visit before the quote due date? If so, please provide the date, time, meeting point, and the base access information required for attendees.

ANSWER: Notification for a site visit date was set as per public notice on October 29, 2026 at 9:00AM AST. Although not mandatory, it was clarified as highly encouraged to mitigate risks and damages for both the contractor and our agency. To guarantee that all interested businesses are treated equally and prevent appearances of favoritism no future site visits will be considered.

2. Period of performance: Section F states 30 calendar days from date of award receipt. Considering the 15– 30-day Entry Access List processing (SOW 2.4.5) and manufacturer lead time for a 10-ton package unit with factory anticorrosive coating, may offerors propose a period of performance beginning at Notice to Proceed, or propose a longer period with justification in the project schedule?

ANSWER: Upon receipt of award, the contractor will process a material submittal approval form (AF3000) for the unit to secure its authorization to purchase, then a written manufacturer/re-seller acknowledgement of lead times and order date will be required to furnish a contract project schedule reflecting all activities and lead-time expected for the HVAC unit.

3. Unit type: SOW 5.3.3 calls for a 10-ton R-410A package unit, while the Technical Exhibit 2 submittal list references an "HVAC Split Unit." Please confirm that a package unit is required.

ANSWER: Replace existing 10 TON package unit

4. Asbestos/lead: SOW 2.4.14 and 2.4.15 reference asbestos and lead abatement, AHERA training, and a site closure report. Are asbestos- or lead-containing materials known or suspected at the Bldg. 11 HVAC work area, or do these requirements apply only if such materials are encountered?

ANSWER: Not applicable to this service contract solicitation. No abatement required

5. Existing equipment: Please confirm the nameplate data of the existing unit (model, voltage/phase) and whether the existing pad/curb and electrical disconnect are to be reused.

ANSWER: TSC120F3R0A001S 208/230 v. The contractor is responsible for any adjustments or modifications to the existing pad required to accommodate the contractor’s proposed unit. The existing electrical disconnect shall remain. The contractor shall provide new conduit and wiring from the disconnect to the new unit’s electrical connection point.

6. Subcontractor access to documents: The SOW is marked CUI. Please confirm that offerors may share the

SOW with prospective licensed HVAC subcontractors for the sole purpose of preparing a quote.

ANSWER: Yes, if it is for the strict purpose of generating a quote

7. Construction sign: Is the stand-alone project sign (Figure A-5) required for a project of this size and duration?

ANSWER: Not require for this project

8. What is the Voltage?

ANSWER: refer to response no. 5

9. Do the existing ducts and controls remain?

ANSWER: Yes, However, Contractor is responsible for the ductwork connection to the new package unit and to provide a thermostat controls compatible with the new unit.

10. Is the existing unit disposal part of the project?

ANSWER: Yes, Contractor is responsible for the disposal of the existing unit, and any solid waste and debris generate during contract execution. Contractor is required to provide evidence of disposition IAW State and Federal regulation.

11. 10 Ton unit can be 454-B?

ANSWER: YES

12. HSP, Asbestos and Lead (Sections 2.4.14–2.4.15), Confirm whether asbestos-containing materials (ACM) and/or lead-containing materials are known or anticipated within the work area, and whether abatement is included in the contract scope.

ANSWER: refer to response no. 4

13. Provide available asbestos and lead surveys, sampling and laboratory results, inspection reports, drawings, and material inventories. If no surveys exist, confirm whether the Government will perform or furnish an assessment before disturbance, or whether the Contractor must price and perform it.

ANSWER: Refer to response no. 4

14. If abatement is required, identify affected components (including insulation, duct sealants, coatings and adjacent building materials), locations, estimated quantities, and required removal or containment limits.

ANSWER: Refer to response no. 4

15. Confirm whether removing the existing HVAC package unit and modifying supply/return ductwork are expected to disturb regulated materials and identify any restrictions on disturbance.

16. Specify which positions and activities require AHERA training or accreditation, and the exact OSHA, PR-

OSHA, Air Force and installation-specific training, licenses, medical surveillance or other credentials expected for HVAC workers, demolition workers, supervisors and abatement personnel. Confirm whether requirements are task/exposure-specific rather than identical for all workers.

ANSWER: No required for the service contract

17. Section 2.4.11 requires a Safety Plan and Section 2.4.14 requires a site-specific HSP. Confirm whether a single integrated site-specific Safety and Health Plan satisfies both, and identify the required format, content, submittal deadline, reviewer and approval process.

ANSWER: A Safety Plan and a specific Job Hazard Analysis will satisfy the requirements.

18. Identify asbestos/lead permits and notifications, air or exposure monitoring, third-party inspections, clearance testing, waste characterization, manifests and closeout records required, if any, and the responsible party for each.

19. Confirm required stop-work, isolation, notification, testing and authorization-to-resume procedures if suspect ACM/lead materials are encountered unexpectedly; identify how resulting scope, cost and time impacts will be evaluated by the KO.

ANSWER: Upon notification from the contractor, the KO will categorize the unexpected contaminants as a Differing Site Condition. They will assess whether the required environmental abatement can be incorporated into the current HVAC contract via a bilateral change order, or if it represents an out-of-scope effort that requires an entirely separate remediation contract before the HVAC replacement can safely resume.

The KO will audit the submitted REA (Request for Equitable Adjustment) to determine a fair and reasonable financial adjustment. This comprehensive review will encompass direct stand-by costs, equipment demobilization and remobilization expenses, and, if authorized, the direct and indirect costs associated with the contaminant removal.

Analyzing the project's critical path schedule, the KO will measure the exact delay directly caused by the work stoppage, site investigation, and subsequent clean-up. The CO will then grant an equitable time extension to the contract's period of performance, ensuring the contractor is not held liable for this excusable delay.

20. Confirm whether the draft/final Site Closure Report under Section 2.4.15 applies when no asbestos or lead abatement is performed. If it applies, specify required content, forms, permits and approving authorities.

21. Clarify whether the 21-day initial and possible 14-day resubmittal review periods under Section 2.4.15 are included in the 30-calendar-day Period of Performance, and whether approval must precede project completion/final payment.

ANSWER: Yes, the entire 30-calendar day period of performance covers all activities from initial mobilization to inspections, punch lists and final acceptance, all approvals from material approval submittals and remediation from inspections shall be completed prior to final payment. Please be cognizant that this contract-prescribed period of performance begins after receipt of contract, this means that activities that would impact schedule (material submittal from long lead items, base passes) will need to be processed before contract receipt, upon this, a contract progress schedule shall be produced by the contractor to incorporate dates of receiving these two schedule-impacting activities. A Pre-Performance meeting will be held before receipt of contract to provide the contractor a walkthrough of these procedures.

22. Confirm whether asbestos/lead provisions in Sections 2.4.14–2.4.15 are project-specific or general provisions. If inapplicable, confirm whether the KO will issue a written amendment or other binding clarification

23. Sections 2.3 and 2.4.5 Confirm the event that starts the 30-calendar-day PoP (award, NTP, site access or other), and whether equipment procurement, submittal review and delivery are included. Section 2.4.5 states installation access processing requires an Entry Access List 15–30 calendar days ahead; clarify how this lead time is accommodated and the procedure for Government-caused access delays.

ANSWER: Page 6 of the solicitation under Section F-“Deliveries or Performance” states that performance will start at date of award receipt, therefore, there is no notice to proceed. Instead, contractor will be requested to submit their designated personnel base access requests and to produce a material approval submittal for the unit proposed, upon approval and later placing the order, contractor will be required a written manufacturer statement to specify lead-times, this will allow the contractor to submit a revised contract progress schedule based off these long lead times items.

24. Section 5.3.3 Clarify the requirement for “SEER and EER 14% or higher,” including the intended numeric efficiency rating and applicable rating standard. Confirm whether R410A is mandatory or approved alternatives are permitted; identify acceptable manufacturers/equivalent models, capacity and performance conditions, voltage/phase, and required manufacturer data.

ANSWER: Cooling 15 EER. Refer to response no. 11

25. Section 5.3.4 Confirm whether factory-applied or field-applied anticorrosive treatment is acceptable;

identify components/surfaces requiring treatment, required test documentation for ASTM B117, G21 and D4060, inspection criteria and whether equivalent coatings/testing will be accepted ANSWER: A factory-applied anticorrosive treatment shall be provided. ADSIL is preferred. See SOW Paragraph 5.3.4 for required parameters.

26. Section 5.3.5, Provide dimensions, existing drawings or field information defining the supply/return ductwork adjustment, transitions, insulation specifications, connection details and limits of demolition/replacement. Confirm whether additional duct cleaning, testing, adjusting and balancing are required by the referenced standards.

ANSWER: Refer to response no. 9

27. Sections 5.3.6–5.3.7, Confirm existing service capacity, disconnect, breaker, wiring and equipment support adequacy for the replacement unit. Identify responsibility for any electrical distribution upgrades, modifications beyond the existing point of connection, and permits/inspections.

ANSWER: The contractor is responsible for the electrical and control connections for the new unit. The existing disconnect shall remain, and the contractor shall provide new conduit and wiring from the disconnect to the new unit.

28. Sections 2.4.11, 2.4.13 and Technical Exhibit 2, Reconcile Safety Plan and Waste Management Plan deadlines stated as no later than 10 days after award with Technical Exhibit 2 indicating material submittals no later than 7 days after NTP. Confirm which requirements must be approved before field work and clarify the Exhibit’s reference to an “HVAC Split Unit” versus the package unit specified in Section 5.3.3.

ANSWER: Required plans, such as the Safety Plan and Waste Management Plan, shall be submitted no later than 10 days after contract award. Technical submittals, such as product data and shop drawings, shall be submitted no later than 7 days after receipt of contract (instead of NTP). Refer to Response No.

3 for unit clarification.

29. Sections 2.4.4–2.4.5, 5.2 and 6.1, Confirm allowable work windows, shutdown coordination, staging/laydown limitations, lifting and delivery access, and whether Government-furnished as-built drawings or equipment data are available. Confirm responsibility for any unanticipated site conditions or additional work outside the defined replacement scope.

ANSWER: Refer to response in question #19

30. Section 5.3.3 – Refrigerant: The SOW specifies R-410A refrigerant. During the site visit, our representative discussed the transition to R-454B refrigerant, which is now commonly used in newly manufactured HVAC units. We understand that the Government expressed a preference for R-410A if available. Could you please confirm whether a new 10-ton HVAC unit utilizing R-454B would be acceptable?

ANSWER: Refer to response no. 11

31. Section 5.3.5 – Ductwork Insulation: The SOW requires adjustments or modifications to the existing supply and return ductwork, including insulation. Our representative indicated that the existing ductwork currently has internal duct liner. Could you please clarify whether the Government requires internal duct liner or external duct insulation as part of the replacement work?

ANSWER: Follow SOW requirements

32. Will the government accept a 10-ton packaged HVAC unit equipped with hermetic scroll compressors in lieu of the semi-hermetically sealed compressor specified in the Statement of Work?

ANSWER: Yes

33. Will equivalent equipment manufactured by Daikin, Carrier, Trane, or another established commercial manufacturer be acceptable, provided it meets all specified performance and installation requirements?

34. Is R-410A mandatory, or will the government consider a compliant replacement unit using R-454B or R-

32?

ANSWER: Refer to response no. 11

35. Please confirm the minimum required cooling efficiency rating, sensible cooling capacity, airflow, and external static pressure requirements.

ANSWER: Refer to response no. 24

36. Will factory-applied corrosion protection be acceptable if the manufacturer provides documentation demonstrating compliance with the specified ASTM standards? Which equipment components must receive corrosion protection?

ANSWER: Refer to response no. 25

37. Is the replacement unit required to provide cooling only, or must it include heating capability?

Must the replacement unit interface with an existing building automation system, or is standalone thermostat operation acceptable? Are existing controls to be reused or replaced?

ANSWER: HVAC package unit. Refer to response no. 9

38. Can the government provide the existing Trane unit’s model and serial numbers, including available nameplate information?

ANSWER: refer to response no. 5

39. Must the replacement unit maintain the existing supply and return duct configuration? Are duct dimensions, airflow measurements, or external static pressure readings available?

ANSWER: No data available. Refer to response no. 9

40. Is the existing unit roof-mounted, ground-mounted, or installed on another support structure? Can the existing mounting arrangement be reused, and are there any known lifting or rigging restrictions?

ANSWER: The existing unit is pad-mounted. The contractor shall provide new supports and is responsible for any concrete pad modifications required for the proposed new unit.

41. Is the existing electrical service suitable for the specified 208–230V, three-phase replacement? Are modifications to the disconnect, wiring, circuit breaker, or overcurrent protection anticipated?

ANSWER: Refer to response no. 5

42. Please identify the location of the existing equipment photographs referenced in the solicitation and confirm whether additional site photographs or installation drawings are available.

ANSWER: No additional photographic record available.

43. How does the required 15–30-day advance submission of base-access documentation align with the 30-calendar-day project completion requirement? Will expedited access processing be available?

ANSWER: Apologies for the confusion, this is providing reference for larger more complex projects/contract processing times. Upon delivery of Police Record Check form (DD369) P.R Police Certificate of Good Conduct and a valid Real ID driver’s license or US Passport, base accesses are rather quick to process, they have an approximate turnaround of 48-72 hrs. at the most.

44. If a compliant replacement unit has a manufacturer lead time exceeding 30 calendar days, will the government consider an appropriate extension supported by manufacturer documentation?

ANSWER: Refer to response to question #23

45. Are installation activities restricted to normal base operating hours, or can evening and weekend work be authorized?

ANSWER: Refer to SOW paragraph 2.4.4

46. Have asbestos-containing materials or lead-based paint been identified in the existing equipment, insulation, ductwork, or surrounding work area? If abatement is required, is it included in the contractor’s scope?

47. What Puerto Rico permits, contractor licenses, base approvals, and inspections are required for this installation?

ANSWER: Base access request only

48. Please confirm the required equipment, compressor, materials, and workmanship warranty periods. Must any extended equipment warranty include labor?

ANSWER: Material, parts and workmanship shall have a 1-year warranty. For internal equipment such as compressor, the warranty must cover up to 5 years.

49. Will the government provide existing mechanical or electrical drawings, equipment access, staging areas, or other site support?

ANSWER: No. The Government will only identify the staging areas and facilitate equipment access.

50. Please confirm whether this solicitation is a total small-business set-aside or a Women-Owned Small Business set-aside, as the published notice and extracted solicitation information appear inconsistent.

ANSWER: Block 10 of the solicitation (SF1449) states this effort being a 100% small business total set aside. Public notice (SAM.gov) is designated as being a Total Small Business Set-Aside (FAR 19.5) accordingly

51. Please confirm whether Davis-Bacon prevailing wage requirements apply and identify the applicable wage determination, if required.

ANSWER: No, they do not, since it has been determined as a supply contract with inherent installation work.

52. Are performance bonds or payment bonds required? Please confirm any minimum insurance requirements applicable to the contractor.

ANSWER: No payment or performance bonds are required, however the standard protections to employees and the government apply as per clause Insurance—Work on a Government Installation" (FAR 52.228-5) these are laid out in clause FAR 28.307-2 as follows:

Workers' Compensation and Employer's Liability: You must comply with all applicable Federal and

State workers' compensation statutes. In addition, employer's liability coverage must be at least $100,000.

General Liability: You are required to have bodily injury liability insurance of at least $500,000 per occurrence. (Property damage liability is generally only required in special circumstances as determined by the agency).

Automobile Liability: Policies covering vehicles used in connection with the contract must provide minimum coverage of $200,000 per person and $500,000 per occurrence for bodily injury, as well as $20,000 per occurrence for property damage .

Even without payment or performance bonds, upon request, the contractor must provide written proof of this coverage to the Contracting Officer before beginning work on the installation . Ensure that your policies also contain an endorsement stating that any cancellation or material change will not be effective unless written notice is given to the Contracting Office (156th MSG/MSC)

53. Please confirm whether CLIN 0001 is the only line-item requiring a price under the amended solicitation.

54. Will the government provide written site-visit findings, equipment measurements, or other clarifications to contractors who did not attend the October 29 site visit?

ANSWER: No, in lieu of this, contractors are provided the opportunity to address questions via questions and answers session and based their pricing on the responses the government offers posted in the public notice.

55. Would the government consider extending the November 5, 2026, quotation deadline to allow interested contractors sufficient time to obtain compliant equipment quotations following the government’s responses to these technical questions?

ANSWER: Yes, due to the significant number of inquiries and questions, an extension will be made to set the due date for the receipt of offers to November 12, 2026 at 10:00AM AST.

56. Equipment: What efficiency metric and minimum are intended by “SEER and EER 14% or higher,” and what compressor type is required? Would a current-production lower-GWP refrigerant unit be acceptable if compliant R-410A equipment is unavailable?

57. Schedule: Is advance access processing or an escort available to accommodate the 30-day completion period, given the stated 15–30-day access process?

ANSWER: Please refer to response in question #43.

58. Asbestos/lead: Do §§2.4.14–15 apply to this replacement? If so, please identify the survey and required abatement scope.

59. Wages/payment protection: Please identify the applicable wage determination and any required payment protection, including amount and timing.

ANSWER: Please refer to response for question #52

60. Cybersecurity: What covered information and safeguarding/SPRS assessment requirements apply under

DFARS 252.204-7008, -7012 and -7019?

ANSWER: No applicable to this service

61. Acceptance: Does §9.15 require certified TAB, whole-system duct cleaning or controls/fire-alarm work beyond unit reconnection? Please also confirm the UID deliverable.

ANSWER: Refer SOW paragraph 11.6

62. Do I have to have a "payment at performance bond" for the project? If required, what percent?

ANSWER: Please refer to response for question #52

63. Does the anti-corrosion treatment have any specific specification?

ANSWER: Refer to response no. 25

64. At what time can the work be carried out?

ANSWER: Refer to SOW for working days and hour schedule.