Questions and Answers - HVAC - 15MAY26.pdf

HVAC Biannual Maintenance - W911SG26QA040 - Q&A

Q1. The Inspection and Acceptance section references the following location in Fort Bliss, TX:

W6CL McGregor Range Control, BLDG 2527 Chaffee Rd, Fort Bliss, TX 79916-6807.

However, the Site Visit notice references a meeting location in Chaparral, NM: McGregor Range Troop Store (PX) parking lot, 9437 Patriot St., Chaparral, NM 88081. To avoid any misunderstanding or mispricing during proposal preparation, could you please clarify whether the primary job location for this solicitation is considered Texas or New Mexico A. Per the PWS Section 1.1 and the solicitation description, this requirement will take place at the McGregor Range in Chaparral, New Mexico. The Inspection and Acceptance information reflects what is registered under the Requiring Activity’s (RA) DODAC. The site visit notice location was provided solely as the designated meet‑up point for the scheduled site visit.

Q2. Raytheon Enclosure HVAC Scope clarification: During the site visit, Several Raytheon enclosures with associated HVAC equipment were observed. Please confirm whether the HVAC units serving these enclosures are included in the project scope of work?

A. The Raytheon enclosures are not part of the scope of work.

Q3. New Mexico GRT/ Tax Status Clarification: Please confirm whether New Mexico Gross Recipients Tax (NMGRT) applies to this project. If the project is tax exempt, please provide the applicable exemption documentation?

A. Pursuant to FAR 52.229-3 in the solicitation, all applicable state, local, and federal taxes are included in the contract price. So, no exemption.

Q4. Mandatory Training: Could you please confirm whether AT Level I, OPSEC, and iWATCH trainings are available online, and advise on:

Situations requiring in-person training Typical duration of each training Any differences based on personnel type (prime, subcontractors, on-site staff, etc.)

A. AT Level I, OPSEC, and iWatch training are available online using the JKO link provided in the PWS.

Q5. Environmental Requirements:

Is any digging or drilling expected under this HVAC scope, and what is the permit process if required?

What constitutes a reportable spill, and what details are required in a spill report?

Is there a standard template or required format for the Environmental Protection Plan (EPP), and is it mandatory for this scope?

A. There is no drilling or digging required for this scope of work.

Q6. Applicable Publications: Could you please clarify how the following apply to this project and which are mandatory for on-site personnel or conditional in nature:

DD Form 254, DD Form 441 DoD 5220.22-M, AE Reg 190-16, AR 190-13, AE Reg 27-715 EM 385-1-1, DoD 8570 series / AR 25-2

Electromagnetic Compatibility Directive (2004/108/EC)

AR 735-5

A. The applicable Publication provide guidance and information related to DoD security, safety, access control, information security and control, property accountability procedures related to our organization.

Q7. Technical Exhibits & Attachments: Several referenced exhibits are not included in the package. Kindly confirm applicability and provide access if required:

TE 02 – McGregor Site Map

TE 03 – EO 13990

TE 04 – Cultural RMP TE 05 – Base Access Information TE 06a/06b – Environmental & Waste Management TE 07 – Recyclable Items TE 09 – Personnel Listing & Badge Log.

A. All technical exhibits referenced in the PWS are included within the PWS posted with the solicitation (PWS_HVAC_1May26.pdf). To access the exhibits, download and save the PWS as a PDF. Open the PDF and select the paper‑clip icon on the left panel to view all attached documents. Each attachment can then be opened and reviewed individually.

Q8. HVAC Filters:

What type of filters are required for HVAC units?

How many filters are installed per unit/system configuration??

A. Filter sizes, and quantity are specific to the make and model of the unit that are listed in the

PWS 5.5.

Q9. Filter sizes - Will the filter sizes be sent to us prior to the first visit, or should we expect an extra visit to get the sizes to have on hand prior to the first PM? Since we don't know the filter sizes, should the quote just be for labor with any parts being extra?

A. Filter sizes, and quantity are specific to the make and model of the unit. The cost of parts, filters and any necessary travel must be included in the initial quote. These should not be billed as extra.

Q10. Repairs – What is the expected response time for repairs? Will we be expected to field calls during all hours of the day? Will the quote need to specify there will be extra cost for repairs that would go outside the contract total? Should the quote include rates for normal business hours as well as evening, weekend, and holiday rates if necessary?

A. The response time for repairs is within 7 days, once a diagnosis, approved estimate, and MOD for the work has been approved and established. The quote does not need to be included in the initial quote. All repairs will be requested and performed during regular business hours.

Q11. Access - Will we be escorted by the persons having access to each site and building during the entire time that we are on site? Is all that we need to get onto the site a driver's license?

A. Yes, the contractor team will be escorted at each site by members of the UT&C. A valid driver’s license is required to gain access to the McGregor Compound. This is subject to change based on and if the DoD and/or Ft. Bliss requirements policies, and regulations are changed or updated. The contractor shall provide an active list of employees working on the compound as stated in the PWS to help coordinate access with Ft. Bliss.

Q12. Timing - On the paperwork that was sent to me for the quote, it stated Feb-Mar year 1 and Jun-Jul year 1, and so forth. are these the two time frames that each set of PM's for the bi-annual are expected to take place? Or will that be coordinated and spaced out to more of a six month seperation?

A. The Preventive Maintenance time periods noted in the PWS are months of June - July and again during the months of February – March.

Q13. Are the two window units for site TAC 24 to be included in the quote?

A. TAC 24 has 1 window unit listed on the PWS. Yes, include the 1 unit on the quote.

Q14. On the website on the "Wages" page, it states wages for the state of Texas. Is this work being done in Texas or New Mexico, my license is for New Mexico only?

A. The physical location of all work being perform will occur in New Mexico.

Q15. We would bill after each PM visit. What is the expected turn around time for payment?

A. The expected billing is expected at the closeout of each PM period. The turnaround time for payment will follow the Prompt payment requirement.

Q16. Classification of Electrical Breaker Work We seek clarification on the classification of labor and materials for the electrical breakers supporting the HVAC units. Specifically:

. Does the repair or upgrading of electrical breakers, necessitated by HVAC operation requirements, constitute Repair (subject to separate CLIN/funding) or is it considered Routine Maintenance under the current firm-fixed-price?

. Note: Our interpretation is that infrastructure upgrades to the electrical distribution system fall outside the scope of standard HVAC preventive maintenance.

A. The repair and/or upgrading of electrical breakers, necessitated by HVAC operation requirements does constitute as repair.

Q17. Timeline for Out-of-Schedule Requirements The contract specifies a 14-business-day timeline for out-of-schedule maintenance and repairs.

We request clarification on the "start clock" for this period:

. Does the 14-day performance period begin the moment the issue is identified and reported, or does it begin once a Contract Modification has been executed and funded by the Government?

. Note: Clarification is vital to ensure long-lead parts or specialized labor can be secured without risking a delinquency status while awaiting funding.

A. The 14-day timeline would begin once the mod to the contract has been approved and funded.

Q18. Equipment Specification for Unit Replacement In the event that a full HVAC unit requires replacement:

. Is the contractor required to provide the exact make and model of the existing unit, or is a "similar or equal" unit acceptable, provided it meets or exceeds the original technical specifications and energy efficiency ratings?

. Note: Given potential supply chain constraints for older models, we suggest that "Form, Fit, and Function" equivalents be permitted.

A. A similar or equal unit is acceptable, provided it meets or exceeds the original technical specifications and energy efficiency ratings.

Q19. Temporary Cooling Requirements In the event of a critical unit failure or during the lead time required for a full replacement:

. Is the contractor required to provide temporary/portable cooling units to maintain building temperatures?

. If so, will this be handled as a reimbursable expense (Change Order), or does the Government expect this to be bundled into the repair cost?

. Note: Clarification is required to determine if the Government will accept the risk of downtime or if "Spot Cooling" is a mandatory requirement for mission-critical areas.

A. No, the contractor is not required to provide temporary cooling to the buildings.