RFI Questions and Answers W911SG26BA009.pdf

RFI QUESTIONS AND ANSWERS

W911SG26BA009

HVAC Repair by Replacement (6 Units) B1611

1. TAB Report and Working Hours

Paragraph 3.1.18 requires an independent TAB report by a NEBB-certified contractor or approved equal. Please confirm that a complete TAB report is required for all replacement units. Also, must the testing and balancing work be performed after normal operating hours, or can it be completed during regular working hours?

ANSWER: All TAB work must be done during normal operating hours. Any different time proposed will be prime Contractor’s expense.

2. Temporary Cooling and Heating The solicitation requires temporary cooling and heating while the RTUs are being demolished and installed. If an existing unit can be removed and replaced within a short period, will temporary equipment still be required, or will an approved phasing plan that maintains service to the building be acceptable?

ANSWER: Temp cooling is required for any unit that is down. Examples of acceptable temporary cooling are: large portable evap coolers and large portable fans for air movement.

Please make sure all safety procedures are followed.

3. Number of Units Replaced Simultaneously If temporary cooling is not required for a short-duration replacement, how many RTUs may be removed and replaced at the same time? Please provide the maximum number of units that may be out of service simultaneously.

ANSWER: Temporary cooling IS required even on short duration replacements. Please see question number 2 for further details. It is up to the Contractor to make their demolition plan/ schedule and see how many RTUs they can take down PER Contract and within each contract.

Temporary cooling IS required PER unit down regardless of the time. Please take into consideration tenant’s daily operations to avoid having them without air for long periods of time.

4. Electrical Breakers Paragraph 3.1.25 requires new breakers, disconnects and wiring. If the existing breakers and disconnects are in good condition and properly sized for the new equipment, may they remain in place? Can breaker replacement be limited to locations where the new equipment requires a different voltage, MCA, MOCP or increased amperage?

ANSWER: New breaker and disconnect shall be installed as per SOW; if wiring is in good condition leave in place. There are NO voltage changes in requirements. New Units shall have the same voltage requirement as existing units. If MCA and MOP differs, it is the responsibility of prime’s Contractor that the existing electrical panels allow for change.

5. Condensate Piping Material Paragraph 3.1.23 indicates PVC Schedule 80 condensate piping, while paragraph 3.1.28 requires copper piping painted white. Please confirm which material is required.

ANSWER: PVC schedule 80. Revised SOW will be sent out.

6. Controls Scope Paragraph 3.1.31 states that the existing LonWorks/Johnson Controls Metasys components and communication wiring must be protected. Please clarify whether the mechanical contractor is responsible only for disconnecting, labeling and reconnecting the existing controls, or if controls programming, integration and commissioning are also included in the mechanical scope.

ANSWER: Contractor is responsible for disconnection of wiring, remove LONTALK control boards or unit interphase. Contractor shall label all communication wires and turn over other LONTALK devises to COR. No base wide integration shall be done. ANY commo wiring must be protected. Thermostat programming and operator training will be required for the thermostats.

7. Fire Alarm and Smoke Detectors Please confirm whether the existing smoke detectors are to be reused when possible and whether new supply-duct smoke detectors are required only when an existing unit serving more than 2,000 CFM does not already have one. Also, please confirm whether all final testing must be scheduled after hours.

ANSWER: Existing ductwork for units over 2,000 CFM should be in place. Contractor shall test smoke detectors once new unit is installed. If any smoke detectors are faulty, please bring information to COR’s attention immediately. If there’s a unit 5 tons of refrigeration or above that does NOT have the smoke detector, one shall be provided. All final testing shall be done during normal working hours.

8. Work Hours and Shutdowns Because Building 1611 will remain occupied, please provide the permitted working hours and identify whether RTU replacements, electrical shutdowns, crane operations, fire-alarm testing and work affecting occupied areas must be scheduled after hours.

ANSWER: Contractor shall work during working hours 0700-1630. Any deviations shall be discussed with the Tenant, COR, and shall be at no Cost to the Government.

9. Section 5.1, Table 1 identifies Tab I – Proposed HVAC Specifications as a required submission.

However, Tab I does not appear to be included in the list of required bid documents under Section 12, Bid Content/Bidders Qualifications. Please clarify whether Tab I – Proposed HVAC Specifications is required as part of the bid submission. If required, please provide the expected content and level of detail for this tab.

ANSWER: Bidders shall submit detailed equipment specifications for each proposed HVAC unit, for example, does it meet the following:

• 3-year parts, coils, and controls warranty,

• 5-year compressor parts-only warranty

• 15-year stainless steel heat exchanger parts-only warranty

• 1-year whole-unit labor warranty by the manufacturer, with certificate provided to the owner and engineer

• Manufacturer start-up, with log provided to the owner and engineer

• Equipment MUST meet BUY AMERICAN ACT

• All accessories must be FACTORY installed.

10. The SOW states to install high efficiency units. Are standard roof units acceptable, or do all units need to be high efficiency?

ANSWER: All Units shall be High Efficiency.

11. Can the contractor use a helicopter to remove the old units from the roof and set new units in place?

ANSWER: Crane usage and other removal procedures shall be approved by the Federal Aviation Administration. Please reference section 3.1.36 of the amended SOW.

12. Can all the units be removed at once and then reinstalled? Will all units arrive at the site at the same time or could the awarded contractor schedule delivery accordingly to install?

ANSWER: Unit removal affects the tenant’s air requirements and distribution needs. It is up to the Contractor to make their demolition plan/ schedule and see how many RTUs they can take down PER Contract and within each contract. As per the General Description of Work on this Solicitation: “The Contractor shall furnish all labor, material, equipment, tools, transportation, and supplies necessary to complete the work according to the contract.” It is not the Government’s responsibility to give the Contractor a unit arrival time; this is a contractor responsibility.

13. Bid Documents and RTU Identification Please provide the current design, demolition, and new-work drawings referenced in SOW Section 6. If none will be issued, confirm that the SOW, RTU schedules, and furnished 2009 record drawings are the complete bid basis and state the order of precedence. Also provide an RTU-by-RTU list showing the field tag, roof location, served area, and whether the existing curb/adapter, duct connection, electrical circuit/disconnect, gas connection, condensate, controls, and duct detectors are to remain, be reused, modified, or replaced.

ANSWER: All pertinent documentation has been provided by the Contracting office. Any applicable items, i.e. SWPPP, SCLMR, DCLMR, etc., need to be coordinated with the corresponding agency/ department.

14. Ductwork, Insulation, and Interior Restoration Please define the demolition and new-work limits for ductwork, insulation, exterior weatherproofing, firestopping, ceilings, and interior finishes at each RTU. Confirm that downstream ducts, diffusers, grilles, dampers, and finishes remain unless specifically identified or damaged by this work.

ANSWER: Limits for new work are the responsibility of the Prime Contractor as they see it applies to the requirements on this SOW.

15. Curbs, Roofing, Structure, and Lightning Protection Please identify whether each existing curb will remain, receive a factory adapter, or be replaced, and define how the required 14-inch curb/adapter dimension is measured. Provide the roof system, warranty/repair standard, and structural, wind, uplift, and attachment criteria. Confirm whether existing lightning protection or permanent service access must be modified, bonded, tested, or recertified.

ANSWER: Sections 3.1.4- 3.1.9 specify adapt a curb requirement for the new units. Any measurements are the responsibility of the Prime Contractor and/or sub-Contractors.

16. Electrical Scope and Reuse Please confirm the electrical scope for each RTU, including new breaker, conductors, disconnect, grounding/bonding, powered convenience outlet, and final connection. State whether any existing conductors, conduit, disconnects, or other components may be reused and provide the required inspection and acceptance tests.

Confirm whether separate convenience-outlet circuits, upstream distribution upgrades, power-system studies, or new arc-flash labeling are required.

ANSWER: Sections 3 specifies any electrical requirements for the new units. Any other field verifications requirements are the responsibility of the Prime and/ or sub-Contractors; this is a unit replacement job.

17. Natural-Gas Piping Please identify the gas-piping demarcation for each RTU and confirm which existing branches, valves, regulators, unions, connectors, and supports may remain. Provide available pressure/capacity and define required modifications, testing, outage procedures, and responsibility for inadequate or deteriorated upstream piping.

ANSWER: Demarcation points need to be discussed with TX Gas. Gas line valves on bldg. roof shall be used for shutting off gas to the units.

18. Condensate Piping Conflict Please resolve the conflict between SOW 3.1.23 and 3.1.28: is new condensate piping to be copper painted white or Schedule 80 PVC, and must it connect to the nearest roof drain, or may it discharge to a splash block? Define the replacement/reuse limit and responsibility when the existing route or nearest drain is unavailable or deficient.

ANSWER: Please see response to question number 5 for further details. Revised SOW will be sent out.

19. Local Controls and Future BACnet Please confirm that the contract requires fully operational standalone local thermostats/controls and BACnet-capable RTUs for future use only, with no connection or integration to Metasys, LonWorks, DPW BOC/UMCS, or another BAS, and no network extension, graphics, programming, cybersecurity, or BAS commissioning. Define whether native BACnet or a furnished, installed, and powered ProtoNode/gateway is required, the required protocol, and which existing controls or communication wiring must be disconnected, protected, or reconnected.

ANSWER: Units need to have BacNet capability. Please reference section 3.1.31 in the amended SOW for more information and question #7 for additional clarification.

20. Fire Alarm and Duct Smoke Detectors Please provide the per-RTU supply/return duct-detector scope, including which existing detectors, modules, and wiring are to be reused or relocated and which must be new, particularly for units over 2,000 CFM. Identify the required fire-alarm contractor qualifications, programming/zone and shutdown sequence, impairment/fire-watch procedures, baseline testing, Fort Bliss Fire Department witnessing, and acceptance requirements. Confirm that unrelated pre-existing fire-alarm deficiencies are excluded.

ANSWER: Please see question number 7 response.

21. TAB, Startup, Testing, and Acceptance Please define the TAB boundary and provide required design airflows, outside-air quantities, and tolerances. Confirm whether pre-TAB is required and whether correction of unrelated existing duct, damper, diffuser, or distribution deficiencies is excluded unless added by modification. Identify required manufacturer startup, functional testing, witnesses, training, per-unit acceptance, warranty start, and closeout documents.

ANSWER: Please see question number 1 response.

22. Occupied PX Work and Protection Please identify the area/tenant served by each RTU, normal and after-hours work windows, blackout periods, outage-notice requirements, and who releases and accepts each area. Define responsibility for moving or protecting merchandise, food-service areas, IT/security equipment, ceilings, and finishes, including required barriers, cleaning, and pre-existing-damage documentation.

ANSWER: All work must be done during normal operating hours. Any different time proposed will be prime Contractor’s expense. RTUs air distribution is shown on as-builts. Contractors shall work with COR and tenants for any possible merchandise move/protection. Pre-existing damage shall be brought to COR’s attention immediately and documented properly i.e. pictures, email, site visit with COR/ tenant.

23. Temporary HVAC and Phasing Please define the temporary heating/cooling and approved phasing required to keep the occupied PX conditioned, including required capacity, space conditions, operating hours, redundancy, monitoring, utilities/operating costs, maximum units or areas out of service, and maximum outage duration. Clarify whether 'simultaneously' permits sequential or grouped work and whether each approved replacement RTU, adapter, and required accessories must be onsite before that unit is demolished.

ANSWER: please see questions 2 and 3 responses.

24. Replacement-Unit Requirements and Approved Equals Please provide the required per-unit capacity/rating basis at 105 degrees F and 3,600 feet, efficiency/high-efficiency or LEED requirement, gas-heat derating, external static pressure, and required accessories. Resolve comparative- versus differential-enthalpy control and the CO2-sensor location; identify acceptable current refrigerants and A2L requirements, approved-equal criteria, and required bid/submittal and Buy American documentation.

ANSWER: As- builts provide unit specifications. Please refer to unit schedule for unit requirements.

25. Hazardous Materials and Unforeseen Conditions Please provide available asbestos, lead, PCB, mold, or other hazardous-material surveys for the affected roof, curbs, ductwork, insulation, mastics, coatings, sealants, electrical components, and interior access areas. Confirm whether sampling or abatement is included and define stop-work, testing, schedule-relief, and change procedures if unidentified suspect material is discovered.

ANSWER: Surveys provided by DPW Environmental Division have been provided in SAM.gov. No abatement is referenced in SOW.

26. Salvage, Refrigerant, and Scrap Please identify which removed equipment, components, and refrigerant the Government may retain, the decision period, and the required delivery or storage location. Confirm contractor ownership/disposition of remaining scrap and provide the required R-410A recovery, documentation, recycling, and disposal procedures.

ANSWER: Contractor shall refer to Section 3, parts 3.1.11, 3.1.14- 3.1.15 for guidance on procedures on environmental requirements.

27. Access, Crane, Logistics, and Sanitation Please identify permitted delivery, crane, and roof-access hours/routes; crane setup, airspace, road/parking closure, lift-plan, traffic-control, and public-protection requirements; laydown/storage, dumpster, salvage, and temporary-HVAC locations; badging, escort, parking, photography, and temporary-utility rules. May contractor personnel use designated Building 1611 restrooms; if not, where may portable toilets and handwashing facilities be placed and serviced?

ANSWER: Please see SOW section 3.1.36. Revised SOW will be sent out.

28. SCLMR, SWPPP, and Traffic-Control Applicability Please confirm whether an SCLMR/dig permit, SWPPP, and Traffic Control Plan are required for this rooftop replacement when the contractor's means and methods do not disturb soil, except for specifically approved crane or closure activities. Provide applicable forms and review durations and confirm that nonapplicable or Government-delayed approvals will not create contractor delay liability.

ANSWER: ONLY permits required will be worked on for this Contract. It is Contractor’s responsibility to know which are applicable to this contract.

29. Safety, QC Staffing, and Wage Classifications Please identify the applicable EM 385-1-1 edition and Fort Bliss safety requirements and confirm whether an SSHO and QCM are required, their qualifications/presence, and required QC reporting. May the qualified prime superintendent also serve as SSHO and/or QCM, and may one qualified team cover both contracts if the same prime wins both? Also confirm the Davis-Bacon classifications for HVAC/refrigeration, TAB, fire alarm, local controls, riggers/signalpersons, and the conformance basis for any unlisted classification.

ANSWER: ONLY sections required will be worked on for this Contract. It is Contractor’s responsibility to know which are the latest editions applicable for this requirement and contract.

30. Coordination Between A008 and A009Please confirm whether A008 and A009 will be performed concurrently and may be awarded to different primes. If different, identify the Government coordination lead and responsibility for shared roof/crane/laydown, utilities, temporary HVAC, controls/communications, fire alarm, TAB, outages, and integrated testing; confirm that each prime remains responsible only for its own contract unless shared work is expressly assigned. If the same prime wins both, may staffing, phasing, logistics, and mobilizations be combined while records, acceptance, warranties, and invoicing remain separate?

ANSWER: They are two different projects, therefore they will need to be worked simultaneously even if the same prime wins both. Both projects also need to meet the bona fide need rule.

31. As-Built and Record Documents Please identify the exact drawings and data that must be updated at closeout and provide editable backgrounds and CAD standards. Confirm that record documents are limited to work performed under this contract and state whether 24-inch by 36-inch mylar drawings, DD Form 1354, BIM/GIS/COBie data, or consolidation of the companion contractor's changes is required.

ANSWER: Please see section 9.7 for closeout documents that need to be provided

32. Digitally Signed Bid Drawings Please define the Tab H 'digitally signed drawings' requirement, including required files or sheets, required signer, acceptable signature type, file format, and submission method. Confirm that the signature acknowledges the bid documents and proposed equipment only and does not transfer design responsibility for existing conditions;

provide an acceptable example if available.

ANSWER: The drawings posted within the solicitation, titled Schedules_RTUS_1611.pdf, must be digitally signed and included in the bid package. The signed drawings may be emailed.

33. Firm-Fixed-Price Versus Award-Fee CLIN Please confirm that CLIN 0001 and the resulting contract are firm-fixed-price with no award-fee component and amend the conflicting 'Firm Fixed Price Plus Award Fee' label. If an award fee is intended, provide the award-fee plan, pool, criteria, periods, payment method, and applicable clauses.

ANSWER: CLIN 0001 and resulting contract will be Firm Fixed Price; information will be uploaded to SAM.gov as Amendment 0001.

34. Liquidated-Damages Amount Please confirm that liquidated damages are $1,717.24 per calendar day, rather than the conflicting '$1,17.24,' and identify the milestone that stops accrual. Amend the contract so every occurrence is consistent.

ANSWER: Liquidated damages are $1,717.24 per calendar day; information will be uploaded to SAM.gov as Amendment 0001.

35. Award, NTP, and Task-Order Terminology Please confirm that references to 'TO,' 'TO award,' and 'per TO' mean the A009 contract or contract award, as applicable; confirm that the 270-calendar-day period begins with Notice to Proceed; and identify which deadlines begin at award versus NTP. Amend the terminology to provide one consistent schedule basis.

ANSWER: Performance and payment bonds are required 5 calendar days after award.

Submittals are required to be complete 60 days after award, sooner is preferable. The 270 days are calculated at the NTP issue date. Contractor will have 270 days from the NTP date.

36. Tab, I Proposed HVAC Specifications Please confirm whether Tab I Proposed HVAC Specifications is required with the bid and whether omission is non-responsive. If required, define the documents required for all six RTUs, acceptable format and submission method, any digital-signature requirement, and how Tab I relates to Tab H and the approved-equal review.

ANSWER: See answer to question 9, the instructions to bidders will be updated through an amendment.

37. Blank SOW Paragraph 3.1.33 Please confirm that blank SOW paragraph 3.1.33 contains no omitted requirement. If text was omitted, issue the complete paragraph and revise the solicitation by amendment.

ANSWER: Number has been deleted and amended SOW will be resent.

38. The bid mentioned HVAC unit substitutions can be considered if comparable to bid specs.

How should substitutions be provided? In the bid proposal or prior to submission?

ANSWER: TAB I in the solicitation asks for proposed HVAC specifications. Bidders shall submit detailed equipment specifications for each proposed HVAC unit within their bid package.

Please note some TABs may be emailed while others are required to be received as hard copies.

Both parts of the bid package (emailed and hardcopies) will need to be received before the bid opening day and time.

39. SOW paragraph 3.1.3 lists six-unit tags (A8, A10, A11, A12, A14, A15) as this contract's scope and separately warns that field unit tags differ from the as-built drawing schedule (Schedules_RTUS_1611, dated 2009 with 2010 as-built revisions). That schedule lists roughly 30 rooftop units across the A and B series, not just the 6 in this contract, and a companion solicitation, W911SG26BA008, claims 13 additional A-series tags from the same schedule.

Can the Government provide a current, marked-up version of the RTU schedule that identifies which units belong to this 6-unit contract, which belong to W911SG26BA008, and which (e.g., A1, A2, A9, and the B-series units) are outside the scope of both, so the boundary is unambiguous in the field given the documented tag discrepancy?

ANSWER: A section of the schedule is what will be worked on. B units on RTU schedule belong to Food court which is a separate section of the mall NOT the PX. Requirements for this solicitation are listed in section 3.1.3. Schedules match what is on the field.

40. The equipment schedule referenced at SOW paragraph 3.1.9 (Schedules_RTUS_1611) lists approximately 30 rooftop units, not 6. Can the Government confirm the exact total unit count on that schedule, confirm that only units A8, A10, A11, A12, A14, and A15 are included in this contract's scope, and clarify the status of the remaining units shown on that schedule (e.g., already replaced, scheduled under a separate contract, or not part of any current scope)?

ANSWER: please see question number 39 for clarification.

41. Given that Building 1611 is the subject of multiple concurrent HVAC replacement contracts, please clarify how coordination responsibilities will be delineated between contractors where scopes intersect, including but not limited to demolition activities, ductwork modifications, tie-ins, utility outages, phasing, testing and balancing, and commissioning activities. If work performed under one contract affects or is dependent upon work performed under another contract, which contractor is responsible for the associated coordination, scheduling, and remediation?

ANSWER: Both Contracts will be awarded simultaneously. Contracts will depend on submittal approval to move forward. COR will discuss Contracts schedules with MICC KS for further guidance.

42. Additionally, in the event of scope overlap, conflicting direction, schedule impacts, or differing interpretations between the contracts, please clarify which contract takes precedence and what process the Government will use to resolve conflicts between contractors.

ANSWER: There are 2 contracts that are independent from one another. Both Contracts will be awarded simultaneously. Contracts will depend on submittal approval to move forward. COR will discuss Contracts schedules with MICC KS for further guidance.