Amendment 0002 Preventative maintenance and repairs to Building 5730 Lackland Air Force Base, San Antonio, Texas

Amendment / Modification

• Amendment 0002 incorporates the following documents by reference and adds them as attachments to the solicitation:

  • Comprehensive Maintenance Plan R1
  • Attachment H
  • Attachment I - Questions and Answers

• Questions and Answers from industry are provided in Attachment I. All Questions and Answers are now complete.

• The solicitation is modified to include the documents listed above.

• This amendment does not extend the hour and date specified for receipt of offers.

Form / Attachment / Pricing Sheet

This document is a Preventive Maintenance Checklist for an Air Handling Unit (AHU) with a Direct Drive asset type. It outlines the procedures, tools, safety equipment, and materials required for quarterly maintenance.

• Code: A17QU
• Frequency: Quarterly
• Estimated Time: 1 hour
• Tools/Safety/Materials: Includes mechanics tool set, vacuum, cleaning materials, safety guidelines (e.g., scheduling shutdown, de-energizing circuits), and maintenance procedures.
• Maintenance Procedures: Covers checking/cleaning grills, dampers, vanes, linkages; checking temperatures and pressures; inspecting for unusual noise/vibration and leaks; checking lubrication lines; restoring to service; and cleaning the work area.

This checklist details the specific maintenance tasks and requirements for Air Handling Units. Vendors performing maintenance services would need to adhere to these procedures, ensuring they have the necessary tools, safety equipment, and personnel to complete the tasks as outlined.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation SP060026R0399 for HVAC services at Building 5730.

• Site Visits: Site visits were scheduled for May 6, 2026, and May 13, 2026, as per Amendment 0001.
• HVAC Equipment List: A complete HVAC equipment list is available in the "BLDG 5730 HVAC Equipment Schedule M-601 R2" Excel document. Tonnage, voltage, and age are on data plates; refrigerant is R410A.
• Photos: Photos of HVAC equipment will not be provided.
• Equipment Status: The HVAC system is fully operational. Known deficiencies include potentially outdated control software, three cold spots requiring continuous heating, and an operational DOAS unit that may not be installed for optimal efficiency.
• Preventative Maintenance (PM): Quarterly and annual PMs are based on manufacturer recommendations and industry standards. Checklists are provided in "Comprehensive Maintenance Plan R1".
• PM Consumables & Parts: PM consumables are priced under CLIN 0003. Repair parts are also priced under CLIN 0003 and billed separately upon Government approval.
• Response Time: For urgent repairs, service shall be tended to the next day no later than 8:00 AM after a task order is issued. For orders placed on Friday or holiday, response is the next available working day.
• Working Hours: Normal working hours are Monday-Friday, 7:00 AM - 3:00 PM, excluding Federal holidays. All work is to be performed during these hours for COR coverage.
• Pricing: Contractors should provide pricing as they see fit. A reasonable minimum service charge for demand calls is allowed.
• Base Access: Contractors must provide a personnel list for base access, and all personnel may be subject to an NCIC background check.
• HVAC System Details: There are 4 HVAC units dedicated to Building 5730. The DDC control system is not connected to the main BACNET system and uses outdated but operational Facility Explorer software. Refrigerant is R410A; R-22 is not indicated.
• Repairs: Major repairs will be handled via separate task orders against a CLIN provided in the Solicitation.
• Warranties: HVAC units are outside all warranties.
• Prior Records: Prior service records are limited.
• Documentation: A Work Certificate must be submitted within five workdays after repair and three days after PM completion.
• Evaluation: Award will be based on the lowest price technically acceptable (LPTA) methodology.
• Subcontractors: Permitted, but the prime contractor remains responsible.
• Access Equipment: Contractors must provide their own access equipment and safety apparatuses.
• NAICS Code: 561210.
• Repair Orders: This is a new requirement; historical repair order volume is unavailable. Pricing is requested per hourly rates for repairs.

This Q&A document clarifies requirements, equipment details, and operational procedures, impacting how bidders should prepare their proposals and pricing. The evaluation method is confirmed as LPTA.

Amendment / Modification

• Incorporates the following documents by reference and adds them as attachments to the solicitation:

  • Attachment E: BLDG 5730 HVAC Air Filters M-2
  • Attachment F: BLDG 5730 HVAC Equipment Schedule M-601
  • Attachment G: HVAC Schedules p 81 M-601

• Schedules two site visits for prospective offerors to inspect the location and ask questions:

  • Site Visit Day One: Wednesday, May 6, 2026, 9:00 am - 10:00 am at Building 5730, JBSA Lackland Air Force Base, 1525 Wurtsmith Street, San Antonio, TX 78236-5244.
  • Site Visit Day Two: Wednesday, May 13, 2026, 9:00 am - 10:00 am at Building 5730, JBSA Lackland Air Force Base, 1525 Wurtsmith Street, San Antonio, TX 78236-5244.

• Attachments E, F, and G are added.

• Site visit details are provided.

• All parties planning to attend a site visit must RSVP no later than Monday, May 4, 2026, providing specific personal and identification details.

Form / Attachment / Pricing Sheet

This document, titled "Attachment G - HVAC Schedules p 81 M-601.pdf," appears to be a detailed schedule or specification related to HVAC systems. It is likely intended for bidders to use in understanding the specific HVAC requirements, potentially for pricing, installation, or maintenance aspects of a larger opportunity.

• The document contains multiple tables with detailed information, including:
  • "HVAC EQUIPMENT SCHEDULE" with columns for Item No., Description, Manufacturer, Model No., Capacity (BTU/HR), Electrical (V, Ph, Hz, FLA, LRA), Sound Level (dBA), and Notes.
  • "AIR HANDLER SCHEDULE" with similar detailed specifications.
  • "CHILLED WATER PIPING SCHEDULE" and "CONDENSER WATER PIPING SCHEDULE" detailing pipe sizes, flow rates, and other relevant parameters.
  • "STEAM PIPING SCHEDULE" and "HOT WATER PIPING SCHEDULE" with similar detailed specifications.
  • "REFRIGERANT PIPING SCHEDULE" detailing pipe sizes and other parameters.
  • "DRAINAGE PIPING SCHEDULE" detailing pipe sizes and other parameters.
• It includes notes and references to specific standards or requirements.

Bidders should review these HVAC schedules to accurately assess the scope of work related to HVAC systems, determine material and labor costs, and ensure their proposed solutions meet the specified technical requirements. This document is crucial for developing a compliant and competitive proposal, particularly for opportunities involving building construction, renovation, or facility maintenance where HVAC systems are a significant component.

Form / Attachment / Pricing Sheet

This document, "Attachment E - BLDG 5730 HVAC Air Filters M-2.xlsx", provides a detailed list of HVAC air filters required for Building 5730. It specifies filter sizes, quantities, part numbers, filter specifications (including MERV ratings), and replacement frequencies.

• Filters for AH1, AH2, and DOAS units: Details specific filter requirements for different air handling units.
• Filter Specifications: Includes dimensions (e.g., 20x20x2, 20x24x2, 20x20x12), MERV ratings (e.g., MERV 8, MERV 13, MERV 11), and filter types (e.g., Pleated Air Filter, Koch multicell, Mini-Pleat Air Filter).
• Part Numbers: Lists York part numbers and some Grainger numbers for procurement.
• Quantities: Specifies the number of filters needed for each type.
• Replacement Frequency: Indicates how often filters need to be replaced (e.g., Quarterly, Annually, 6 month, 2 years, 3 month).
• Last Replacement Date: Provides historical replacement dates for some filter types.

This attachment is crucial for bidders to understand the specific materials and their associated quantities and replacement schedules required for HVAC maintenance. It directly informs the cost and logistical planning for any maintenance or supply contract related to the building's HVAC system. Bidders should use this information to accurately price their proposals and demonstrate their understanding of the required filter specifications and maintenance cadence.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet titled "Attachment F - BLDG 5730 HVAC Equipment Schedule M-601.xlsx". It serves as a detailed inventory of Heating, Ventilation, and Air Conditioning (HVAC) equipment for Building 5730.

The spreadsheet contains a list of various HVAC components, including:

• Air Handling Units (AHU-1, AHU-2)
• Dedicated Outside Air System/Energy Recovery Unit (DOAS-1)
• Air Cooled Condensing Units (CU-1, CU-2, CU-3)
• Exhaust Fans (EF-01)
• Louvers (LV-1, LV-2, LV-3)
• Return and Exhaust Air Devices (R1A, R1B, R2, R3, R4)
• Supply Air Devices (S1A, S1B, S1C, S1D, S2A, S2B)
• Split System Air Conditioning Units (SSAC-1)
• Split System Condensing Units (SSCU-1)
• Variable Air Volume Reheat Boxes (VAV-1-1 through VAV-1-7, VAV-2-1 through VAV-2-12)

This schedule is crucial for bidders to understand the existing HVAC infrastructure within Building 5730. It provides specific details on the types and quantities of HVAC equipment that may be relevant for maintenance, repair, replacement, or upgrade tasks outlined in the solicitation or related SOW/PWS. Bidders should review this list to assess the scope of work, identify potential challenges, and accurately price their proposals.

Form / Attachment / Pricing Sheet

This document, "Attachment D - Offeror Document Checklist," serves as a checklist for potential bidders to ensure all required documents are submitted for Solicitation SPE600-26-R-0399.

• SF 1449 (including specific blocks and CAGE Code)
• Contractor Performance Data Sheet (Attachment B)
• Pricing Worksheet (Attachment C)
• Offeror Document Checklist (Attachment D)

Bidders must use this checklist to verify they have prepared and included all necessary documentation for their proposal submission. Failure to submit any of these required documents may impact the evaluation and award of the contract.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide Preventative Maintenance (PM) and repair services for Heating, Ventilation, and Air Conditioning (HVAC) systems in building 5730 at JBSA-Lackland, TX, ensuring a clean and healthy facility environment for occupants.

• Provide all personnel, equipment, supplies, and services necessary for HVAC services and repairs.

• Perform preventative maintenance (PM) and repair services during normal hours of operation (Monday-Friday, 7:00 AM – 3:00 PM), excluding Federal holidays or Government-directed closings.

• A list of HVAC equipment requiring PM and/or repair is provided in Schedule M-601.

• The Base Civil Engineers (BCE) will handle emergency HVAC services.

• Follow equipment manufacturer's specifications & manuals, industry standards, and OSHA guidelines.

• Air filters are to be inspected and replaced according to the Facility Manager's filter inventory list (quarterly, semi-annually, annually).

• Contractor must monitor and control the density of cooling devices and air conditioning systems.

• Perform annual refrigerant tests for viscosity, metal abrasion, additives, water residue, and acidity.

• Period of Performance: One (1) Base year and four (4) one-year options (total of five years).

• Place of Performance: Building 5730, 1525 Wurtsmith Street, JBSA-Lackland TX 78236.

• Contract Type: Blanket Purchase Agreement.

• Security: All personnel require base access; background checks will be obtained by the COR. Personnel must identify themselves as contractors.

• Damage & Hazard Protection: Contractor is responsible for preventing damage and controlling dust during work. Any damage must be repaired or replaced at no cost to the Government.

• Contracting Officer's Representative (COR): The COR monitors technical aspects, performs inspections, and communicates technical requirements. The COR cannot change contract terms.

• Minor Repairs: Contractor may complete minor repairs during PM if parts cost does not exceed $100. Major repairs require a separate repair order.

• Invoicing: Submit invoices to COR and Contracting Officer for review prior to WAWF submission within 24 hours of work completion.

• Documentation: Submit Work Certificates (WC) for PM and repair services within five (5) workdays of completion. WCs must include detailed information on services performed, materials used, and any repairs made.

• Repair Parts: If material cost for repair exceeds $100.00, a Cost Proposal is required. Repairs under $100.00 require COR coordination.

• Refrigerants & Chemicals: Handle and dispose of refrigerants and chemicals in accordance with applicable Government environmental laws and regulations.

Form / Attachment / Pricing Sheet

This document, titled "Contractor Performance Data Sheet - Current and Past Performance," is a form required for bidders to submit information about their past performance on government and non-government contracts or subcontracts. This data is used to assess the bidder's relevant experience and capability.

• Contract/Subcontract Information: Bidders must list contracts or subcontracts held that are similar in nature to the requirements of the request. These should not exceed two years since completion. Contracts still in progress are acceptable if they have a minimum of one year's performance history.
• Performance History: The form requires details for each listed reference, including:
  • Company Name
  • Point of Contact
  • Phone Number
  • Fax Number
  • Work Performed
  • Place of Performance
  • Period of Performance
  • Subcontracting Plan (Yes or No)
• No Similar Contracts: A checkbox is provided for bidders who have not performed under contracts similar to the request requirements.

This form is critical for bidders to demonstrate their experience and capability. Accurate and complete submission of past performance data is essential for the government's evaluation of the bidder's suitability for the opportunity. Failure to provide this information or providing incomplete data may negatively impact the proposal.

Form / Attachment / Pricing Sheet

This document is a pricing worksheet for the "SCHEDULE OF SUPPLIES PRICING" related to solicitation SPE601-26-R-0399. It is intended for offerors to enter their proposed unit prices for various HVAC system services and components at Lackland Air Force Base.

• CLIN (Contract Line Item Number): Identifies specific goods or services.
• NSN (National Stock Number): Unique identifier for items.
• PRODUCT/SERVICE: Description of the item or service.
• QUANTITY: The number of units required.
• U/I (Unit of Issue): The unit of measure (e.g., EA for Each).
• OFFER UNIT PRICE: The field where bidders must enter their proposed price per unit.
• TOTAL OFFER PRICE: Calculated field (Unit Price x Quantity).

Specific CLINs include:

• Quarterly Services to Optimize HVAC System Performance

• As Needed Services to fix malfunctions to restore system function

• Components needed for system repair and maintenance

• On-demand repair and troubleshooting as needed

• Offerors must enter unit prices in the highlighted fields.

• Prices should be entered with two decimal places only.

This worksheet is critical for bidders to provide their pricing proposal. It outlines the specific services and components for which pricing is required and provides the format for submission. Bidders must accurately complete this sheet to be considered for the opportunity.

Solicitation / RFP / RFQ

This solicitation is for the establishment of a contract for HVAC services, including quarterly preventative maintenance and repairs, for Building 5730 at JBSA Lackland Air Force Base, San Antonio, TX. The contract will include a base year and four option years.

• Quarterly services to optimize HVAC system performance.

• As-needed services to fix malfunctions and restore system function.

• Components for system repair and maintenance.

• On-demand repair and troubleshooting.

• All necessary product, materials, supplies, management, tools, equipment, transportation, and labor for the delivery of services.

• Period of Performance: July 1, 2026, to June 30, 2031.

• Estimated quantity of 20 quarterly services for HVAC system optimization.

• Other service Contract Line Item Numbers (CLINS) will be priced on an as-needed basis.

• Offer Due Date: May 13, 2026, at 03:00 PM.

• Proposals must be submitted as separate, clearly labeled documents, with a table of contents listing all documents.

• The SF 1449 form is for acknowledging and submitting quotes; do not include evaluation information on this form.

• Evaluation factors include technical capability, price, and past performance.

• This acquisition is set aside for Small Business.

• NAICS Code: 541380.

• Size Standard: Not specified.

• The solicitation incorporates FAR 52.212-1, 52.212-4 by reference, with addenda.

• Offerors must register in DIBBS and have an active SAM.gov account.

• All CLINS will be awarded to a single Offeror; therefore, offers must include all CLINS to be eligible for award.

• Points of Contact for clarifications: carrie.harmon@dla.mil and leno.smith@dla.mil.