HVAC - QA - 7 April 2026.pdf

HVAC Maintenance Services 7 April 2026

W911SG-26-Q-A028

Questions and Answers

1. Pricing for High-Value HVAC Components: PWS sections 5.1 and 5.3 state the Contractor is responsible for general repairs to restore units to full operation, including the replacement of compressors and motor control circuit boards. CLIN 0003 is structured as a monthly Firm-Fixed Price (FFP) item. Can the Government clarify if the Contractor is expected to include the cost of all replacement parts and high-value components (e.g., compressors) within the FFP monthly price, or will the Government provide a reimbursable CLIN for materials?

A. Firm Fixed Price - include the cost of all replacement parts and high-value components within the quote.

2. Conflicting Performance and Supervisory Hours: PWS 1.5.4.3 defines Contractor

Support Hours as 08:30 AM to 02:30 PM, Monday through Friday. However, PWS

1.11 requires the Program/Contract Manager to be available between 07:00 AM and 04:00 PM. Please clarify the mandatory on-site performance window and if the Government requires supervisory availability outside of the standard facility operating hours.

A. The Contractor Support Hours of 08:30 AM to 2:30 PM are only when the sites are accessible and when the maintenance work can be done. The Program/Contract Manager hours of 07:00 AM and 04:00 are for the PM to be available for any calls or preparation with the COR.

3. Service Call Volume and Scope: PWS 5.1 states that HVAC and Electrical service calls are expected to average one per month but may exceed this amount. Does the Government intend to pay the FFP rate for CLIN 0003 regardless of the number of service calls received, or is there a maximum threshold of calls per month included in that price? Additionally, what is the dollar threshold distinguishing a "general repair" from a major renovation or replacement?

A. No, this is a firm-fixed price contract. We may request a diagnostics quote for additional potential services before any repair is authorized.

4. Escort Requirements and Productivity: PWS 1.6.3.1 states that all Contractor and subcontractor personnel "shall be escorted at all times" while accessing U.S.

facilities. Given the remote nature of McGregor Range and the limited 6-hour daily work window, will the Government guarantee the availability of escorts at 08:30 AM daily, and will the Contractor be penalized for performance delays (e.g., the 7-day repair window) caused by the unavailability of Government-provided escorts?

A. Yes, the COR will coordinate to ensure an escort is onsite while the contractor is onsite. No, the contractor will not be penalized for performance delays, the COR will communicate with the KO/KS if delays occur due to the limited hours.

5. Security Clearance Contradictions: PWS sections 1.6.1 and 1.6.2 state that a

Security Program and Personnel Security Clearances are "Not Applicable". However, PWS 1.6.4 requires personnel to have an active security clearance at the time of proposal submission, and PWS 1.25.6 mandates TARP training for employees who "require a security clearance". Please confirm if a security clearance is a mandatory requirement for this contract.

A. No, a security clearance will not be required.

6. "Rolling Stock" Bulbs Allocation: PWS 5.4 (d) and (e) require the Contractor to provide and maintain a "rolling stock" of specific light bulbs, with replenishment occurring at the beginning of each option year. Is the Contractor responsible for the actual installation/replacement of these bulbs throughout the year, or is the scope limited to the annual delivery of the specified cases of bulbs to a Government storage location?

A. The contractor will not be responsible for installation/replacement only for the inventory maintained at our storage location.

7. Joint Inspection Lead Times: PWS 5.6.2 requires joint inspections with the COR before and after services. What is the Government's anticipated lead time for scheduling these inspections, and will they occur within the 08:30 AM to 02:30 PM work window?

A. The lead time for the joint inspections will be 7 days and scheduled when coordinating service and after work is performed.

8. Site visit: Whether a site walkthrough will be scheduled for this requirement. A walkthrough would enable our prospective subcontractors to accurately assess site conditions, validate the scope, and develop a fully compliant and competitive quotation.

A. Site visit was conducted on 1 April 2026 at 0900. Site visit noticed was published on SAM.gov prior to.

9. Incumbent Contractor: Could you confirm if there is a current incumbent for this contract? If so, could you provide the Purchase Order number and the total contract value?

A. No, there is no incumbent contract.

10. Missing attachments: missing Part 7 7.3 Technical Exhibit 01 – Map Ft. Bliss and 7.4 Technical Exhibit 02 – McGregor Site Map mentioned in the PWS file name 01.+PWS+HVAC+20260320+-+final.

A. Technical Exhibit 01 is not applicable. Technical Exhibit 02 is attached in the

SF30.

11. Upon reviewing the Performance Work Statement (PWS), specifically the Part 7 Attachment and Technical Exhibit Listing (Page 28), we have noted that several critical documents referenced are missing from the current solicitation package.

To ensure an accurate and competitive bid, especially regarding logistics and site access, we respectfully request the following missing files:

Technical Exhibit 01: Map of Fort Bliss Technical Exhibit 02: McGregor Site Map (Required to calculate travel time between the 10 site locations) Technical Exhibit 03: Executive Order 13990 Technical Exhibit 04: Integrated Cultural RMP for Historical Buildings Technical Exhibit 05: Contractor Base Access Information Technical Exhibit 06a & 06b: Ft. Bliss Hazardous Waste and Environmental Protection Compliance Technical Exhibit 07: Recyclable Items Technical Exhibit 08: Ft. Bliss Mission Essential Functions (MEF) Technical Exhibit 09: Personnel Listing and DES Badge Log Specifically, Technical Exhibit 02 (McGregor Site Map) is essential for our team to understand the geographical spread of the 24 buildings across the range and factor in appropriate vehicle and mobilization costs.

Could you please provide these documents?

A. Technical Exhibit 01 and Technical Exhibit 08 are not applicable. All applicable Technical Exhibits are now attached in the SF30.

12. Water Supply: For the bi-annual preventative maintenance, should we include the cost of renting a water bu alo trailer to supply the water necessary for cleaning the system's coils? Most sites appeared to lack running water. Alternatively, is there a water source on-site that we should use for this purpose?

A. No rental required, the unit has a water bu alo on site.

13. Electrical Work: Is the electrical work bid strictly for the buildings visited, or does it also include parking lights?

A. The electrical work is strictly for the buildings visited (see PWS 5.5).

14. Could you please clarify the requirements for DFARS Clause 252.204-7020 as it relates to this project? Specifically, since this contract is for physical HVAC and electrical maintenance what do we need to do to ensure we are compliant with all the requirements?

A. Clause 252.204-7020 is removed.

15. Regarding Attachment 1 – Estimated Workload Data, Item 1 lists 'Preventive Maintenance services' with an estimated quantity of 3 Work Hours. Could the government please clarify if this 3-hour estimate represents the labor allocation for one (1) individual HVAC unit per biannual service, or if this figure represents a di erent metric?

A. Yes, the 3 hours of work is the estimate per unit.

16. Invoicing for Scheduled Preventive Maintenance: The PWS states that Preventive Maintenance will occur twice a year (April-May and October-November). Can the Government confirm the invoicing schedule for these line items? Specifically, will the contractor submit an invoice twice a year immediately following the completion of each seasonal maintenance cycle?

A. Yes, the contractor will submit their invoice twice a year once the preventive maintenance services are performed.

17. Pricing for Unscheduled "HVAC & Electrical Service Calls": The PWS (Section 5.1.a) states that service calls are expected to average one per month but may exceed this amount. However, the Pricing Sheet lists the Quantity as "1" and the Unit as "Month." Does the requested "Unit Price" for this line item represent a per-call rate (the cost of exactly one service call)? Or does the "Unit Price" represent a flat monthly fee that the contractor will be paid each month, regardless of whether there are zero, one, or multiple service calls during that month?

A. The “Unit Price” for this line item represents a per-call rate. The Contractor shall respond to a service call within 2 business days, provide an diagnostics to be reviewed and approved by the COR, and perform the repair.

“General HVAC Repairs include responding to service calls within 2 business days and identifying and completing repairs by restoring the unit to full operations within 7 business days of initial contact. Electrical repairs and installation include responding to service calls within 2 business days and identifying and completing repairs by restoring lighting and/or electrical service to full operations within 7 business days of initial contact.”