Attachment 00003 - Government Responses to Industry Questions.pdf

W9127P26RA002

Attachment 0005

Solicitation Question and Answer Log

Question

No.

Document Type Section No. Page No.

Contractor Question Government Response PWS or RFQ Changes

1 General Question N/A N/A

Who is the current/incumbent contractor providing these HVAC maintenance services? As this is a new requirement for comprehensive preventative maintenance services, there is no direct incumbent contractor or previous contract value for this specific scope of work.

No.

2 General Question N/A N/A

What was the previous contract/award value for this requirement, if available? As this is a new requirement for comprehensive preventative maintenance services, there is no direct incumbent contractor or previous contract value for this specific scope of work.

No.

3 General Question N/A N/A

Is there an estimated government budget or funding amount established for this procurement that you are able to share?

The Government does not release its internal budget; however the Government will state that we estimate this action to be below the SAT. Keep in mind this is only an estimate, and offerors should propose pricing based on the requirements of the

PWS.

No.

4 General Question N/A N/A

Is a pre-bid site visit available or required? A site visit has been scheduled for 10 September 2026 at

10:00AM AST. See RFQ amendment for details. Attendance at the site visit is encouraged but not required.

Yes.

Section L, Addemdum to FAR

52.212-1, para. 5.0

5 General Question N/A N/A

May a Massachusetts-based small business submit as prime using a U.S. Virgin Islands HVAC subcontractor for local field performance, maintenance, and 24-hour response? If so, what license must the prime hold, and what license must the local subcontractor hold?

Yes, a CONUS based prime can have a local based sub for field performance. Please be clear about this arrangement in your technical approach and ensure adequate management and oversight is in place. The local subcontractor must have a license to conduct business in the Virgin Islands, a Certificate of

Good Standing and a HVAC license.

No.

6 General Question N/A N/A

May an offeror use its proposed HVAC subcontractor's relevant projects and references for past-performance evaluation? Please confirm any applicable limits on subcontracting for this acquisition.

The Government will accept and evaluate past performance for subcontractors, however at least one project submitted for past performance MUST be for the Prime. FAR 52.219-14, Limitations on Subcontracting, does not apply to this requirement IAW FAR 19.104-3(c) as this requirement is a total

SB set-aside estimated below the SAT. Keep in mind that if the

Government awards to an offeror whose proposed price is above the SAT, FAR 52.219-14 will be applicable.

Yes.

Section L, Addemdum to FAR

52.212-1, para. 3.2

7 General Question N/A N/A

Does FAR 52.219-14, Limitations on Subcontracting, apply to this requirement? If yes, please confirm how the Government will calculate compliance and whether a similarly situated local small-business subcontractor may be used.

No, FAR 52.219-14 does not currently apply to this requirement. See answer to question #6 above. No.

8 General Question N/A N/A

Please confirm whether any specific insurance limits, permits, bonding, or local business-license documentation must be submitted with the quote.

No bonding is required for this acquisition. The successful offeror will be required to comply with the insurance requirements specified in FAR 52.228-5, Insurance—Work on a

Government Installation, which is already included in the solicitation. Local license for the HVAC contractor.

No.

9 General Question N/A N/A

Could the Government confirm if a Service Contract Act (SCA) Wage Determination applies to this effort for St. Thomas, USVI, and if so, provide the applicable Wage Determination number or attachment?

Yes, the Service Contract Act applies and the applicable clauses are included in the RFQ, however, 52.222-43 was inadvertently included in the RFQ and will be removed as it does not apply.

The applicable Wage Determination is listed as an attachment in the RFQ, and included as Attachment 0002 in the documents section of the SAM.gov posting.

Yes.

Removal of FAR clause 52.222-

10 General Question N/A N/A

If pre-existing equipment deficiencies or non-functional systems are identified during this initial inspection, will the repairs be funded under the Cost-No-Fee corrective repair CLINs, or is the contractor expected to absorb the cost of bringing these systems up to baseline?

Repairs will be covered under the corrective repairs CLIN.

No.

11 RFQ

SF 1449

Block 10

Is the acquisition intended to be a total Small Business set-aside only? The SF-1449 has the Small Business set-aside box checked, while the WOSB box is not checked, although the form header references WOSB.

Please confirm the applicable socioeconomic status.

This acquisition is a 100% Total Small Business Set-Aside. No other socioeconomic restrictions or preferences apply. The

Government is unsure what "form header" this question is referencing.

No.

12 RFQ CLINs N/A

For the Cost-No-Fee corrective repair CLINs, will the Government allow the contractor to bill for actual shipping, freight, and material handling costs required to transport replacement parts to St. Thomas, USVI?

Additionally, is there a pre-established dollar threshold per repair above which formal Contracting Officer approval is required?

Yes, the estimate provided by the contractor for corrective repairs should include all costs. The Corrective Repair CLIN is to be utilized for minor repairs only. PWS para. 5.2.7, 5.5.1, and

5.5.2 all specify that repairs are not to be conducted without

COR authorization. Any major repair, including but not limited to major part(s) replacement or total unit replacement will not occur under this contract.

Yes.

PWS para. 5.5.3

W9127P26RA002

Attachment 0005

Solicitation Question and Answer Log

13 RFQ CLINs X003 series

For CLINs 0003, 1003, 2003, and 3003, please confirm that the $10,000 Not-to-Exceed amount is a

Government ceiling for authorized corrective work and that offerors must not enter any additional price in those cells. Please also confirm the required cost-reimbursement documentation and allowable cost treatment.

Yes, the $10,000.00 amount in all the corrective repairs CLINs is the currently established ceiling for corrective repairs.

Offerers shall not enter any additional amount in those cells on the Price Table. The Government reserves the right to inccrease the amount on these CLINs should it be necessary, and will re-evaluate the amount of the X003 CLIN prior to exercising each option. The cost reimbursement documentation required is the estimate for the repair to include any updates to the estimate that may occur during the course of the repair, and a cost voucher submitted through WAWF in accordance with FAR 252.232-

7006(f)(1)(i) (page 18 of the RFQ).

No.

14 RFQ CLINs N/A Please confirm monthly maintenance invoicing.

Monthly maintenance invoices shall be submitted monthly through WAWF as an Invoice 2in1 in accordance with FAR

252.232-7006(f)(1)(ii)(B) (page 18 of the RFQ).

No.

15 RFQ CLINs N/A

Will the six-month FAR 52.217-8 option be priced in a separate CLIN or included in an amendment to

Attachment 0003?

The Government is not including FAR 52.217-8 in this requirement. The PWS has been updated to remove confusing verbiage regarding this option.

Yes.

PWS para. 1.3

16 RFQ FAR 52.217-9 26

The solicitation and price table contain only three option years, and FAR 52.217-9 specifies four years total.

Please confirm the intended term and extension pricing requirements.

The 4 years specified in FAR 52.217-9 is the total duration of the contract, base and all options included. Four years is correct

(one 12-month base period and three 12-month option periods).

No.

17 RFQ Section L / M 34 / 38

Section L, paragraph 3.2, states that Marginal or below CPARS ratings for similar services during the past five years render past performance unacceptable. Section M refers to obtaining records from the past five years but applies the unacceptable-rating provision to the past three years. Please confirm whether the three-year or five-year period governs that provision.

The past performance period is 5 years. Section M has been updated to correct this typo.

Yes.

Section M, FAR 52.212-1 para

(a).2.

18 RFQ Section L, para. 3.3 34

Section 3.3 permits assumptions in a separate Price Table tab, while the Attachment 0003 note says not to include additional information in any portion of the tab. Which instruction controls?

The note in Attachment 0003 says to not add any additional information to that TAB - Offerors may add a second tab to the spreadsheet for additional information.

No.

19 PWS General N/A

Please clarify whether building automation systems/controls programming, balancing, electrical troubleshooting beyond HVAC components, and calibration are included in the FFP preventive-maintenance

CLINs.

The building automation system (BAS) is not included in the preventive maintence program. No

20 PWS General N/A

Will the Government provide a secure on-site storage area or staging space at the Estate Nazareth Military

Compound for the contractor to store routine maintenance materials (such as filters, belts, and common tools) and recovered refrigerants?

The Government has limited space for storage. The

Government will allow storage of maintenance materials in the mechanical rooms. Recovered refrigerant will not be stored on site.

No

21 PWS PWS 1.4 N/A

There is a discrepancy regarding the number of option periods: the Performance Work Statement (PWS) references four (4) option years, whereas the SF-1449 and Attachment 0003 Price Table only list three (3) option years. Could the Government please clarify the total number of option years intended for this contract and confirm if a revised Attachment 0003 will be issued?

The correct Period of Performance is one (1) 12-month Base

Year and three (3) 12-month Option Years, as reflected in the solicitation's CLIN structure.

Yes.

PWS para. 1.3

22 PWS PWS 1.4.5.1 / 5.1 3 / 8

The solicitation notes that police record checks (DD369) can take 1 to 4 weeks to validate, but the initial site survey must occur within 5 days of award. Will the Government allow escorted access to the Estate Nazareth

Military Compound for personnel whose background checks are still pending, to ensure compliance with the

5-day site survey timeline?

The Government will authorize escorted access while police record checks are being processed. Contractor will be required to submit a listing of personnel who require access for the survey.

No

23 PWS PWS 5.2-5.3 8-9

Please identify the boundary between repairs and replacement parts included in monthly maintenance under

PWS 5.2-5.3 and work payable under the separate $10,000 annual corrective-repair line. How should initial troubleshooting and refrigerant-leak repairs be priced?

Replacement parts are parts that must be procured and installed to bring the unit back to or keep it in a functioning state. Initial troubleshooting is incidental to the monthly service as it gives the contractor a baseline for the service.

No

24 PWS Technical Exhibit 3 13

To ensure accurate pricing for the monthly preventative maintenance CLINs, could the Government provide the specific manufacturer, model numbers, capacities (tonnage), and refrigerant types for the HVAC systems listed in Technical Exhibit 3?

The Government has added Technical Exhibit 4 to the PWS.

Yes.

PWS Technical Exhibit 4