Galveston HVAC Repair/Replacement

The purpose of this amendment 0001 is to clarify CAR 1352.246-70, as well as provide an updated revised SOW and respond to the questions received for Solicitation No. 1333MF26Q0110.

Combined Synopsis Solicitation: 1333MF26Q0110

CAR 1352.246-70  final inspection and acceptance will occur at the NOAA Galveston facility

An updated Revised Statement of Work is included in this amendment 0001 as an attachment to the amended solicitation.  Revisions are clearly identified in “red font”.

Response to Questions: 

Q&A #1 Solicitation_1333MF26Q0110_FD-26-517 (Galveston HVAC repairs/Replacements)
All questions were due from vendors by 10am EST 9/10

Q1-Please confirm the required nominal capacity for the three Mitsubishi PKA-A30KA6 replacements. The SOW describes these as 2-ton systems, while the model designation appears to indicate a different nominal capacity.
A1 - There are two (2) 2 ½ ton and one (1) 2 ton machines in the Turtle Hospital. Clarified in more detail for question 14.

Q2-Please provide the required capacity of each indoor head serving the new 3-ton dual-head system in the Turtle Barn Aquaculture Area.
A2- should be a (2) two ton unit with each head being a one (1) ton unit

Q3-Please confirm the voltage, phase, available breaker capacity, and whether the existing electrical circuits may be reused.
A3 - Existing circuits will be reused. The new breaker for the turtle barn will be added by NOAA, it will be a 208volt

Q4-Please clarify whether the base-year CLIN must include all four quarterly preventive-maintenance visits in addition to the five-system installation.
A4 - Yes, base year must include quarterly preventive maintenance.

Q5-Please confirm the correct option-year CLIN numbering. The solicitation identifies the option CLINs as 0002–0005 in one section and 1001–4001 in another.
A5) Option CLINS will either be 0002-0005 or 1001-4001, no final decision has been made

Q6-Please identify the acceptable coastal-corrosion coating standards, approved products, and required manufacturer or warranty documentation.
A6 - Both the interior and exterior units must have appropriate coastal coating to meet the Galveston Climate and proximity to the ocean/sea air.

Q7-Please confirm that final inspection and acceptance will occur at the NOAA Galveston facility. CAR 1352.246-70 currently identifies the NMFS Miami campus as the place of acceptance.
A7) Final inspection will occur at the Galveston Facility

Q8-Please provide any site-visit measurements, photographs, attendance notes, or other information available to prospective offerors who could not attend the scheduled walkthrough.
A8)  All Q&A from the site visit is located within this Q&A document and Amendment to the solicitation

Q9-Please clarify whether NOAA will issue tax-exempt purchasing documentation for materials incorporated into the project.
A9) The Federal government does not pay taxes, however we can not dictate state and local tax requirements on vendors. NOAA will not be issuing tax exempt purchasing documentation for material purchasing, however the contract itself will be tax exempt as the Federal Government does not pay taxes.

Q10-Please confirm whether monthly-equivalent pricing is required only for preventive-maintenance services or also for the one-time installation under the base CLIN.
A10 - Monthly pricing is not needed for the base one time installation, that should be FFP.

Q11-Would the facility like the option, on the mini split systems, to turn the heat on during the winter months, or would like the systems to be cool only?
A11 - Yes, all units installed will be dual use (Cooling and Heating) as they currently are.

Q12-Is there a particular brand of choice for the systems? would they like direct replacements or will a different brand work like Daikin Systems?
A12:  The government is relying on proposals to recommend the best solution to meet the requirements as outlined in the solicitation, statement of work and Q&A.

Q13-Would the facility be ok with swapping the voltage of the systems from 110v to 208/230v in the case of the 110v/2Ton systems are not in stock. These units are particularly hard to find in a 2 ton system.
A13 - The government is relying on proposals to recommend the best solution to meet the requirements as outlined in the solicitation, statement of work and Q&A. 

Q14-Can we get verification of the correct tonnage of each of the units? There were some discrepancy`s during the site visit. 
A14 - The following is the final equipment configuration by location. It supersedes the equipment descriptions in the original Statement of Work, the CLIN 0001 description, and the combined synopsis, and is incorporated by this amendment.
Turtle Hospital: Three (3) ductless mini-split systems. Two (2) at 2.5-ton nominal capacity and one (1) at 2-ton nominal capacity.
Wet Lab Observers Area: One (1) 3-ton split system tying into the existing ductwork. This system is not ductless. The existing ductwork will be reused. The existing coil is presumed unserviceable and shall be replaced with an indoor unit matched to the new condensing unit.
Turtle Barn Aquaculture Area: One (1) new ductless mini-split at 2-ton nominal capacity with two (2) 1-ton indoor heads, one head serving each room.
All five (5) systems shall be heat pumps providing both heating and cooling. All equipment shall meet the coastal corrosion protection and materials requirements of the Statement of Work as modified by A39.
Where the original Statement of Work, CLIN 0001, or the combined synopsis conflicts with the above, this answer governs.

Q15 - Please confirm required size of each condenser and head unit for the Turtle Hospital building. There was some confusion on what was requested vs what we were told. 
A15 - Answered in question 1 and 14 above

Q16 - Do we need to replace all lines between inside and outside unit?
A16 - The government is relying on proposals to recommend the best solution to meet the requirements 

Q17 - Please confirm a size on outdoor unit at the observation building. It doesn't  have a tag. 
A17 - Based on future use it is recommended a three ton split unit. That will tie into the existing duct work.

Q18 - Please confirm that duct and coil will be reused inside of observation building.
A18 - The duct yes, the coil is presumed to be unserviceable. The Split unit should have an internal unit that will tie into the duct work.

Q19 - New unit for Turtle Barn - does the supply power need to be included, or will it be provided by others during office construction?
A19- NOAA will provide connection

Q20 - Could you provide site-visit photos, equipment photos, measurements, or field notes available for review?
A20 - The government does not have existing photos available for review.  Vendors were advised to attend the one scheduled site visit to acquire necessary photos etc.

Q21 - For the four replacement systems, should the existing refrigerant line sets be reused or replaced? If replacement is required, can approximate lengths and routes be provided?
A21 - The government is relying on proposals to recommend the best solution to meet the requirements 

Q22 - Please confirm the existing electrical service for each system, including voltage, phase, breaker size, disconnect location, and whether the existing circuits may be reused.
A22 - Existing circuits and disconnects will be reused. Vendors were advised to attend the one scheduled site visit to acquire necessary photos etc, opportunities were given throughout the site visit.

Q23 - For the new 3-ton dual-head system in the Turtle Barn/Aquaculture Area, are the locations of the outdoor condenser and two indoor heads predetermined?
A23 - The general locations are established. The outdoor condensing unit will be located on the exterior of the Turtle Barn, and one indoor head will serve each of the two rooms in the Aquaculture Area, each approximately 150 square feet. Exact mounting positions will be finalized with the NOAA project lead prior to installation. Offerors shall price a complete installation at these locations. 

Q24 - Can approximate distances and routes be provided for the refrigerant piping, condensate piping, and electrical runs for the new 3-ton system?
A24 - The government does not have measured distances for the Turtle Barn installation. Offerors shall state the line-set, condensate, and electrical run lengths assumed in their pricing. Vendors were encouraged to attend the site visit to take any pictures, measurements and confirm all requirements prior to proposal.

Q25 - Is gravity condensate drainage available at each indoor-unit location, or should bidders include condensate pumps?
A25 - Gravity condensate lines are in use and should continue to be used.

Q26 - Were any unusual access conditions, penetration requirements, mounting restrictions, or lift/scaffold requirements identified during the site visit?
A26 - None

Q27 - Are the existing outdoor-unit brackets, pads, and supports suitable for reuse, or should bidders include new supports?
A27 - Stainless Steel material will be used IAW with the solicitation, based on the inspection/site visit solicitors should recommend proposals to meet the best requirements for each installation.

Q28 - Were any additional deficiencies or site conditions identified during the site visit that are not included in the solicitation documents?
A28 - All information was put out during the joint site visit, this information included the units that are not operational, such as the Observer Area unit, the non-working one at the Turtle Hospital plus the two that are going out at the same location.

Q29. Are we expected to reuse the existing refrigerate lines if possible?
A29 - Existing refrigerant line sets shall not be reused. The SOW lists new refrigerant line sets with UV-resistant insulation among the materials to be furnished. Offerors shall price new line sets for all systems.
 
Q30. Are we expected to reuse the existing electrical disconnects if in good condition?
A30 - New electrical disconnects shall be provided at each unit. The SOW requires the contractor to provide and install electrical disconnects, circuit protection, wiring, conduit, and associated electrical components, and lists electrical disconnects among the materials to be furnished. Existing branch circuits may be reused where adequate to serve the new equipment.
 
Q31.  Are we expected to reuse the existing wall bracket mounts if they are in good condition?
A31 - Existing wall brackets, pads, and supports shall not be reused. The SOW requires galvanized or stainless steel brackets, mounting supports, and hardware, and prohibits untreated or bare steel. Offerors shall price new supports at each outdoor unit location.
 
Q32.  There was a little discussion on sizing on site is there going to be a final list produced of what size units to provide for each location?
A32 -  Yes. See A14 for the final equipment list by location.


Q33 - Existing Equipment Type – Turtle Hospital/Wet Lab Observers Area
The SOW identifies four (4) failing systems in the Turtle Hospital/Wet Lab area for replacement with ductless mini-split systems. During the site inspection, we observed that three (3) of the existing units are ductless mini-split systems, while the fourth unit, located in the long room within the Wet Lab/Observers Area, is a conventional split system utilizing existing trunk-line ductwork and supply vents.
Question:
Does the Government require this fourth system to be replaced with a ductless mini-split system as specified in the SOW, or would the Government accept a like-for-like replacement using a conventional split system that utilizes the existing ductwork?
Based on the observed configuration, a single ductless indoor head may not provide uniform air distribution throughout the length of the room, whereas the existing ducted configuration may provide more effective coverage.
A33 - The Wet Lab Observers Area system shall be a conventional split system tying into the existing ductwork. The existing ductwork will be reused. The existing coil is presumed unserviceable and shall be replaced with an indoor unit matched to the new condensing unit. The ductless mini-split requirement does not apply to this system. See A14.

Q34 -Existing Equipment Specifications and Electrical Requirements
The SOW identifies three (3) failing Mitsubishi 2-ton units, Model PKA-A30KA6, in the Turtle Hospital. The model number of the existing unit in the Wet Lab/Observers Area was illegible during the site inspection.
Question:
Can the Government provide the existing unit's electrical requirements, including voltage, phase, and available electrical capacity, as well as any relevant equipment dimensions or installation requirements for the Wet Lab/Observers Area? Alternatively, should offerors base their pricing on standard electrical and physical requirements for a comparable 2-ton replacement system?
A34 - The government does not have legible nameplate data for the existing Wet Lab Observers Area unit and does not have documented voltage or phase for that circuit. Offerors shall base pricing on the 3-ton split system identified in A32 and shall verify field conditions prior to installation. The existing branch circuit may be reused where adequate to serve the proposed equipment. See A36.

Q35 -Turtle Barn – Dual-Head System Capacity and Configuration
The SOW specifies a new 3-ton system with two (2) indoor heads for the Turtle Barn Aquaculture Area. During the site inspection, it was observed that the two rooms intended to receive the indoor heads are approximately 150 square feet each.
Question:
Would the Government permit a technical deviation from the specified 3-ton system to a 2-ton outdoor unit configured with two (2) 1-ton indoor heads, with one indoor head serving each room, provided the proposed system meets the Government's required temperature-control, performance, and operational requirements?
Additionally, can the Government provide or confirm the preferred locations for the two indoor heads, the outdoor condenser, and the anticipated line-set routing/lengths for this new installation?
A35 - Yes. The Turtle Barn system shall be a 2-ton outdoor unit with two (2) 1-ton indoor heads, one serving each room. See A14 and A23.

Q36 -Electrical Infrastructure and Voltage Requirements
The SOW requires the contractor to verify existing electrical capacity, install new circuits as required, and coordinate electrical connections with the existing building electrical service.
During the site inspection, the on-site POC indicated that 120V power is available for the newly installed equipment but recommended using 220V equipment so that the systems operate on a uniform voltage.
Question:
Can the Government confirm whether adequate 220V electrical capacity is currently available at the installation locations for all five (5) systems, including the Turtle Hospital units, Wet Lab/Observers Area unit, and Turtle Barn dual-head system?
If 220V circuits are not currently available, should offerors include the cost of providing new dedicated circuits, breakers, wiring, conduit, and disconnects in their pricing?
A36 - The government does not have documented voltage, phase, or breaker capacity at each existing installation location. Existing branch circuits may be reused where adequate to serve the proposed equipment. If the offeror proposes equipment requiring a voltage or capacity different from the existing circuit, the cost of providing the new dedicated circuit, breaker, wiring, conduit, and disconnect is the offeror's responsibility and shall be included in the firm-fixed price. Offerors shall state the voltage of the proposed equipment in their technical approach. The sole exception is the Turtle Barn installation, for which NOAA will provide a new 208V breaker and the connection to building electrical service. See A37.

Q37 -Responsibility for Electrical Work
The SOW includes requirements for electrical disconnects, circuit protection, wiring, and conduit associated with the HVAC installations.
Question:
For the new installation in the Turtle Barn Aquaculture Area, as well as the replacement systems, is the contractor responsible for providing all required electrical work, including new circuits and connections to the existing electrical service, or will NOAA provide/perform any portion of the required electrical work?
A37 - For the Turtle Barn installation, NOAA will provide the new 208V breaker and connection to the building electrical service. All other electrical work is the contractor's responsibility and shall be included in the firm-fixed price, including disconnects, wiring, conduit, conductors, grounding, and any modification required to serve the replacement equipment. The contractor shall verify existing electrical capacity as required by the SOW.

Q38 -Disposal of Existing HVAC Equipment
The SOW states that old HVAC appliances shall be turned over to the NOAA Project Lead for disposal. At the same time, the turn-key requirements state that the contractor shall remove and legally dispose of construction debris and excess materials.
Question:
Please clarify the contractor's responsibility for the existing HVAC equipment. Specifically, will the contractor be required only to remove the equipment and transport it to a designated on-site location for NOAA disposal, or will the contractor be responsible for refrigerant recovery and off-site disposal/recycling of the HVAC equipment and associated materials in accordance with applicable EPA and environmental requirements?
A38 - The contractor shall perform refrigerant recovery in accordance with EPA regulations, remove the existing equipment, and turn it over to the NOAA project lead at a designated on-site location. Off-site disposal of the removed HVAC equipment is the government's responsibility. All other construction debris, packaging, and excess materials shall be removed and legally disposed of off site by the contractor.

Q39 - Coastal Corrosion Protection
The SOW requires outdoor condensing units to have factory- or field-applied coastal corrosion protection suitable for a marine environment and applied in a manner that does not void the manufacturer's warranty.
During the site inspection, the on-site POC also confirmed the need for protective coating due to the coastal salt-air environment.
Question:
Does NOAA require a specific manufacturer, product, certification, or coating standard for the coastal corrosion protection, or will any manufacturer-approved marine-grade corrosion protection coating be acceptable?
Additionally, please confirm that this requirement applies to all five (5) outdoor units, including the Wet Lab/Observers Area system if a conventional split system is approved as an alternative.
A39 - No specific manufacturer, product, certification, or coating standard is required. Any factory-applied or manufacturer-approved marine-grade corrosion protection coating suitable for a coastal environment is acceptable, provided it does not void or reduce the manufacturer's warranty. Coastal corrosion protection is required on both indoor and outdoor units for all five (5) systems, including the Wet Lab Observers Area condensing unit and its matched indoor unit. This expands the Statement of Work requirement, which addressed outdoor condensing units only, and is incorporated by this amendment. See A6.

Q40 -Working Hours and Facility Access
The SOW states that normal working hours shall be coordinated with the NOAA Project Lead and that work outside normal business hours may require prior written approval.
Question:
Please confirm the standard working hours permitted for HVAC installation activities, particularly noisy or disruptive work, at the Wet Lab/Turtle Hospital and Turtle Barn facilities.
Are there any restrictions on weekend, evening, or after-hours work due to ongoing animal care and operations at these facilities?
A40 - Normal working hours are 8am to 5pm Central Time, Monday through Friday, excluding federal holidays. Work outside those hours requires prior written approval coordinated through the NOAA project lead. Noise-generating work in or adjacent to animal holding areas shall be scheduled in advance with the project lead.

Q41 -Preventive Maintenance Period of Performance
The solicitation identifies a base year for installation/repairs followed by four (4) option years for quarterly preventive maintenance. The CLIN structure appears to extend through Option Year 4.
Question:
Please confirm whether preventive maintenance is required for a total of four (4) option years following the base year, resulting in a total contract period of five (5) years (Base Year + Option Years 1–4), or whether the Government intends preventive maintenance to cover a different period.
A41 - Confirmed. Preventive maintenance is required for four (4) option years following the base year, for a maximum total contract period of five (5) years. Option years are exercised at the government's sole discretion.

Q42 - Submission of Alternate Technical Approach
If the Government permits the technical alternatives described above—such as using a conventional ducted split system for the Wet Lab/Observers Area and adjusting the Turtle Barn system capacity—please clarify how these alternatives should be reflected in the quotation.
Question: Should offerors:
Provide pricing based on the original SOW requirements as the base proposal and separately provide pricing for the proposed alternate technical approach; or
Submit pricing based solely on the approved alternate approach, accompanied by a technical narrative and justification?
Please also confirm whether any proposed deviation should be specifically identified as an exception or alternate in the technical proposal.
A42 - Offerors shall quote to the corrected equipment configuration in A14, which is incorporated by this amendment and supersedes the equipment descriptions in the Statement of Work, the CLIN 0001 description, and the combined synopsis. Separate alternate pricing is not required, and offerors should not submit pricing to the original Statement of Work descriptions. Any remaining proposed deviation from the corrected requirement shall be clearly identified as an exception in the technical approach. 

About preventive maintenance 
Q43 -Preventive Maintenance – Base Year, Option Years, and Payment: Please confirm whether quarterly preventive maintenance is required during the Base Year or begins with Option Year 1, and whether the preventive maintenance will be paid per service visit or at a fixed annual amount under the applicable CLIN.
A43 - Quarterly preventive maintenance is required during the base year. Per the Statement of Work, preventive maintenance begins following final acceptance of the initial installation and is performed quarterly through the end of the base period, and continues through each successive exercised option year. Each option year includes four (4) quarterly visits as stated in the applicable CLIN.
Because the base period runs one year from date of award and initial installation is not due until 12/31/2026, offerors shall price three (3) quarterly preventive maintenance visits in the base year.
Preventive maintenance shall be priced as a fixed annual amount under the applicable CLIN. Invoicing shall occur in arrears following each completed quarterly visit, in equal installments of that annual amount. All visits shall be coordinated with the Galveston Facility Manager at least five (5) business days in advance and performed during normal business hours unless otherwise approved.

QUESTIONS AND ANSWER PERIOD IS NOW CLOSED FOR THIS SOLICITATION