Air conditioning system replacement - Hilo, HI

Amendment 0001
The purpose of this amendment is to provide Responses to Questions received.
The following questions and or clarifications requests were received from various interested parties. All questions and clarifications have been consolidated. Questions are denoted by “Q” and the response is denoted by “R.”

Q1: Prime/Subcontractor Teaming and Manufacturer Authorization: The Addendum to RFO 52.212-1, Section 6, Item 2 requires the "Quoter" to provide written documentation from the air conditioning manufacturer stating the Quoter’s authorization to install the equipment and eligibility to obtain the manufacturer's warranty. Additionally, SOW Section 3.4 requires the "contractor" to be certified by the AC manufacturer. Under a Prime/Subcontractor teaming structure where the Prime provides complete administrative, compliance, and contract management oversight, will the Government accept the manufacturer authorization, certifications, and training credentials of our designated technical HVAC subcontractor to fully satisfy these requirements?

R1: Yes, the designated HVAC subcontractor / installers certifications are acceptable.

Q2: Refrigerant Compatibility and EPA Phase-Out Compliance: SOW Section 2.2(a) specifies the preferred equipment as the Mitsubishi GX Series MUZ-GX30NL/MSZ-GX30NL (or equivalent). The Mitsubishi GX Series operates natively on R-454B refrigerant, yet the subsequent SOW requirement states that the "Refrigerant shall be R-410A or other that is commonly acceptable". Given the ongoing Federal EPA phase-out of R-410A in new residential and light commercial split-system air conditioners, will the Government clarify if R-454B is acceptable and preferred for the new units to ensure long-term regulatory compliance and maximize system efficiency?

R2: R454-B refrigerant is acceptable.

Q3: Structural and Architectural Details for False Columns: SOW Section 2.2(b) notes that all refrigerant lines must run through exterior chases in false columns, requiring the contractor to open, re-enclose, and repair these columns to match their original condition. Are architectural drawings or structural detail sheets available for these false columns? Additionally, can the Government provide any specific material, stucco, or paint matching requirements to ensure repairs meet the facility's structural and aesthetic standards?

R3: No architectural drawings are available for the false columns which are constructed of plywood. See picture in solicitation. Paint code is ECC-53-1 BEHR Mown Hay, exterior, semi gloss.


Q4: Existing Electrical Infrastructure Capacity: SOW Section 2.2 requires the contractor to verify the existing electrical service to ensure a proper and safe installation of the new AC units. To prevent latent site challenges, can the Government confirm if the existing electrical panel has sufficient spare breaker spaces and rated amperage to support the dual 208V, 60Hz, single-phase 30,000 BTU systems without requiring an electrical service or panel upgrade? If an upgrade is determined necessary, will that be treated as a Government responsibility or within the contractor's scope?

R4: There are dedicated breakers for the existing split unit ACs in the circuit breaker panel. There are service disconnect boxes for each unit outside. See picture in solicitation.


Q5: Condensate Management and Drain Configuration: SOW Section 2.2(b) states that the contractor must provide and install a condensate pump with a high-water level switch "(if necessary)". To help offerors construct precise and equitable pricing, can the Government clarify if the existing Sanyo SOW units utilize gravity condensate drains, or if they are currently equipped with functional condensate pumps?

R5: The existing Sanyo ACs utilize a gravity condensate drain.


Q6: Weather Delays and Period of Performance Adjustments: SOW Section 3.1 states that installations may not be permitted during upcoming weather events, and Section 4.0 establishes a strict 90-day Period of Performance. Given that Hilo, Hawaii experiences frequent high-rainfall weather, if severe weather events or operational stand-downs are mandated by the Technical Point of Contact (TPOC), will the Government grant excusable, non-compensable schedule extensions in accordance with FAR 52.212-4(f)?

R6: Yes




COMBINED SYNOPSIS/SOLICITATION

Air Conditioning System Replacement for the Weather Service Office Hilo

(i) This is a combined synopsis/solicitation for commercial products and services prepared in accordance with part 12. This announcement constitutes the only solicitation. Quotes are being requested and a separate written solicitation will not be issued.

Solicitation number 1333MH26Q0012 is issued as a request for quotation (RFQ), for Air Conditioning System Replacement for the Weather Service Office Hilo.

This acquisition is set-aside for small business concerns. The associated NAICS code is 811310. The small business size standard is $12.5M.

The Government intends to award a trade-off, single award firm fixed-price purchase order on an all or none basis with payment terms of Net 30.

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

(ii) A list of line-item number(s) and items, quantities, and units of measure (including option(s), if applicable).

CLIN 0001
Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for replacement of the Air Conditioning system at the Weather Service Office Hilo in Hilo, Hawaii, in accordance with the Statement of Work. Period of Performance is 90 days from date of award.

(iii) Description of requirements for the items to be acquired, including documentation supporting any brand name descriptions.

See attached Statement of Work and Department of Labor Wage Rates: WD 2015-5691, Revision No. 27, dated 5/13/26, which can be found on: https://sam.gov/content/wage-determinations


INVOICES TO BE BILLED IN ARREARS VIA IPP.GOV. QUOTE PRICING MAY BE PROVIDED ON ATTACHED SF18 FORM OR ON COMPANY LETTERHEAD.

(iv) Date(s) and place(s) of delivery and acceptance and f.o.b. point.

Period of performance shall be: 90 days from the date of award.

Place of Performance is

Weather Service Office - Hilo
121 Ailolo Street
Hilo, Hawaii 96720

(v) A list of solicitation provisions that apply to the acquisition can be found on the Request for Quote Form SF18 attachment in Section 5 Other Contract Terms and Conditions.

RFO 52.237-1 Site Visit (Apr 1984) (Deviation Jan 2026)
Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

(End of provision)

A site visit is highly recommended but not required. Vendors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Please contact Casey Thoenen to set up a time to visit the site. All questions during the site visit should be submitted electronically to katy.reano@noaa.gov.

Casey Thoenen
Electronics Technician
Weather Service Office – Hilo
Phone: 808 933-6941


(vi) A list of contract clauses that apply to the acquisition can be found on the Request for Quote Form SF18 attachment in Section 4 Contract Terms and Conditions.

(vii) Quotes are required to be received in the contracting office no later than 13:00 Hawaii Time on 8/17/2026. All quotes must be submitted electronically via email to katy.reano@noaa.gov.

THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES. IT IS THE CONTRACTOR’S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT.

(viii) Any other additional information required by 5.101(c).

Per NOAA Deviation 2025-02/03: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Contracting officers will not consider those representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.