Questions and Answers - HVAC Maintenance (14 April 2025).pdf

14 April 2025

Questions and Answers in Response to Site Visit and Combined Synopsis/Solicitation W911QY-25-R-0007

NSSC HVAC Maintenance Service Contract

Question 1: Can the proposal deadline be extended?

Answer 1: Yes, the proposal deadline has been extended to 21 April 2025 at 1200 EST.

The dates for Oral Presentations have also been updated: 22 and 24 April 2025 will be the new oral presentation dates. The SAM Combined Synopsis/Solicitation has been updated to reflect these new deadlines.

Question 2: What exactly is the purpose of Option CLIN 0007 titled “Preventive Maintenance Future HVACs”? Is there an expectation to provide a price for this CLIN?

Answer 2: This CLIN was developed to include new equipment as it is installed. This CLIN can come into play when and if equipment is discovered not covered in the appendix. There is not an expectation to provide a price for CLINs 0007, 1007, 2007, 3007, and 4007.

Question 3: Which CLIN is for mission specific equipment?

Answer 3: Please omit this equipment at this time. Once the government has an updated list and a required scope of work, we will utilize CLIN 0007 to add this equipment to the contract.

Question 4: What is the plan for the “Phase In / Phase Out” process with regards to the overlap of contractors?

Answer 4: There is no plan for the “Phase In / Phase Out” process since the old contract expired on 31 January 2025. Contract performing maintenance has stopped.

Question 5: Are job boxes allowed?

Answer 5: Yes, but they need to be coordinated, based on space availability. A storage Conex box is possible if approved by master planner for location, it follows environmental rules for storage and is accessible for inspection at any time.

Question 6: In CDRL A008, is there more than one absorption “chiller”? If not, can this CDRL be updated to remove the “s” in “chillers”?

Answer 6: Yes, the CDRL was updated to reflect one (1) absorption chiller, along with the Annex H: Section 2.1 Facility Workload, sub-section “y”.

Question 7: Who is the technical POC for service calls?

Answer 7: The POC of the service call will be DPW’s shop who requested the service and/or the COR. After hours DES gets the contractor access to post. These after hour calls may require a learning curve with support from DPW and/or the COR in the beginning; and less as the contractor familiarizes themselves with the systems locations.

Question 8: What is the time expectation for the contractor working on base? Is the contractor expected to work on base 40 hours/week? 80 hours/week?

Answer 8: The contractor should perform its requirements Monday thru Friday 0700 thru 1530 EST. Weekend work and after-hours work may be performed only if coordinated with the COR. No additional costs will be charged for the work outside of standard hours.

Question 9: What is process for “seasonal shutdowns”? How much time is given to prepare and who gives it?

Answer 9: This seasonal shutdown is coordinated with DPW’s HVAC department, and conveyed to the contractors by the COR. There are reference dates that are used as guidelines so the contractor will have the opportunity to be prepared.

Question 10: Will the contractor have access to the BMS or Building Management System?

Answer 10: The awarded contractor will have access to the head end located in NSSC Building 1, and the awarded contractor will possess the required Carrier credentials to utilize the BMS system front end. The other terminal is in the HVAC department, which will be utilized to perform daily monitoring. The contractor may use this terminal also, coordinating access to their secured shop.

Question 11: Is there a threshold for quoted repairs?

Answer 11: Repairs will be quoted by the contractor and performed once approved. The contractor should quote to cover worst case. It’s easier to be under invoiced then trying to add cost to the approved quote. The exception is that once repair begins, more work is discovered, a new scope shall be quoted and approved separately.

Question 12: What building should deliveries go to?

Answer 12: Warehouse 20 at NSSC would be best if a delivery is coming via UPS, but the contractor can coordinate with their vendors to meet on post at whichever building they are working at. Material can be dropped off on loading docks for short time for unloading purpose, but not for storage.

Question 13: For the volume III – past performance – factor 3 section, is there a form to be filled out by the participant or are contractors expected to create their own form to fill out based on the guidelines in the solicitation given under that section of instruction (page 155-156)?

Answer 13: The Past Performance Questionnaire was added to the SAM solicitation on 09 April 2025.

Question 14: What information is needed from an Offeror to register and present for the oral presentations?

Names of team members? Emails? Etc.

Answer 14: The information that is needed: company name, names & email addresses of POC’s attending, preferred date and time (between hours of 0800-1200, and 1300-1500 EST), and any materials the Offeror wants to present.

Question 15: Can we obtain a copy of the prevailing wage schedule for this site?

Answer 15: A copy of the most recent Wage Determinations for Massachusetts has been attached to the SAM solicitation.

Question 16: Is 2x per year coil washing necessary on all DX equipment?

Answer 16: It is the condensers that is required to cleaned twice a year. The spring is for pollen build up, and the fall is for leaf and fall debris.

Question 17: Is removing the PTAC unit from the wall 2x per year necessary? We could save money by accessing the exterior of the unit to clean the condensers with a lift or perform a full pull of the chassis once per year. I could understand 2x if they are exposed to heavy contamination or health sensitive environments. Just want to clarify.

Answer 17: These pieces of equipment are scheduled for decommissioned by months end; therefore, the pieces of equipment are no longer relevant to the bid process. The PTAC units info from Annex H: Section 2.1 Facility Workload, sub-section “ii” has been removed/redacted from the Solicitation.

Question 18: It is stated on page 158 of the solicitation under Evaluation Factors that it is being solicited on a “Lowest Price Technically Acceptable” basis. Could you please confirm that this will be the evaluation method and that the lowest price will be awarded, as long as the Technical Capabilities and Past Performance criteria has been met?

Answer 18: Contract will be awarded to the Lowest Price Technically Acceptable Offeror, provided the Offeror meets the Technical Capabilities and Past Performance criteria.

Question 19: It is also said that a detailed evaluation and combined technical/risk rating will be provided regarding the Technical Volume (oral presentation). Can you confirm that the Technical Volume will be rated as either Acceptable or Unacceptable?

Answer 19: The Technical Volume will be rated as Acceptable of Unacceptable.