R5 HVAC Maintenance Services for the Regional Office

Amendment / Modification

This amendment modifies Solicitation 127EAT26Q0038 for Regional Office HVAC Maintenance, Region 5.

Key changes include:

• Attachment 2 (Schedule of Items): The existing schedule is deleted and replaced with an updated version.
• **Attachment 3 (Statement of Work):
  • Sections 3.1.4 and 3.2.4:** The phrase "and/or replacing" has been removed.
  • Section 3.2.6:** The term "condenser coils" has been replaced with "chilled water coils".
  • Section 3.3.2:** A revised paragraph regarding quarterly and annual preventative maintenance of belts and associated parts has been added. It clarifies that belt replacement will be handled under CWN services.
  • Section 3.4.4:** The term "Semi-annually" has been replaced with "Annually".
  • Sections 3.4.1, 3.5.1, 3.5.2, and 5.1:** The term "monthly" has been replaced with "quarterly".
• Attachment 4 (Wage Determination): The existing wage determination is deleted and replaced with an updated version (SCA WD 2015-5655, Solano Co 051326).
• Site Visit Information and Questions & Answers: Information regarding the site visit and responses to vendor questions have been attached.
• Period of Performance: The period of performance has been updated to 07/01/2026 to 06/30/2027.

Attachments 2, 3, and 4 of the Statement of Work, Schedule of Items, Wage Determination, Site Visit Information, and Questions & Answers.

• The period of performance has been extended.
• Several requirements within the Statement of Work have been clarified or modified regarding maintenance frequencies and terminology.
• Bidders should review the updated Schedule of Items and Wage Determination.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act, establishing minimum wage and fringe benefit rates for various occupations in Solano County, California. It serves as a reference for contractors performing covered services.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits required follow the occupational listing (though specific fringe benefit amounts are detailed separately).
• Includes footnotes for specific occupations (e.g., Computer Employees, Air Traffic Controllers, Weather Observers) with additional conditions or requirements.
• Provides details on Executive Orders related to paid sick leave and minimum wage.
• Outlines the process for requesting authorization of additional classifications and wage rates (SF-1444).

This document is crucial for bidders to understand the minimum labor costs associated with performing a government contract in the specified geographic area. Bidders must ensure their proposed wages and benefits meet or exceed these determined rates to comply with the Service Contract Act.

Form / Attachment / Pricing Sheet

This document is Amendment 01, Attachment 2, which provides the Schedule of Items (SOI) for HVAC Maintenance Services. It details the pricing structure for the base year and four option years, including an option to extend services under FAR 52.217-8. It also includes a line item for Call-When-Needed (CWN) minor emergency HVAC repairs.

• Base Year (7/01/26 – 6/30/27): Includes quarterly, semi-annual, and annual maintenance services.
• Option Years 1-4 (7/01/27 – 6/30/31): Mirrors the base year services for each subsequent year.
• Option to Extend Services (FAR 52.217-8): Includes provisions for extending quarterly and semi-annual services.
• Call-When-Needed (CWN) Repairs: Minor emergency repairs to be quoted on a time and materials basis, with individual modifications not exceeding $15,000.
• Instructions: The "Instructions" sheet clarifies that this is for an Independent Government Estimate (IGE) and not a reiteration of contractor quotes. It also explains the different tabs available for various procurement types.

Bidders must use this Schedule of Items to submit their pricing for the HVAC Maintenance Services. All items, including optional ones, require pricing. The document outlines the structure for the base period, option periods, and potential emergency repairs, guiding contractors on how to format their price proposals. The "Instructions" sheet emphasizes the need for an independent estimate and provides context for the IGE's role in procurement.

Solicitation / RFP / RFQ

This solicitation is for HVAC Maintenance Services for the USDA Forest Service Region 5 Regional Office in Vallejo, CA. The services include maintenance, repair, and rebuilding of Heating, Ventilation, and Air Conditioning (HVAC) systems and equipment for approximately 122,300 sqft of space to maintain air quality and safe conditions.

• Comprehensive maintenance, repair, and rebuilding of HVAC systems and equipment.

• Services include Heating, Ventilation, and Air Conditioning.

• Quality Control Management Plan required, including 24/7 Emergency Services and Response Time.

• Must provide all required current certifications for HVAC services.

• Compliance with FAR 52.219-14 (Limitations on Subcontracting) is required.

• Anticipated award of a firm-fixed price contract.

• Contract structure: One (1) one-year base period and four (4) one-year option periods.

• Total potential contract duration: Five (5) years and six (6) months.

• Base Period of Performance: July 1, 2026 – June 30, 2027.

• Option Periods extend through June 30, 2031 (with a potential six-month extension to December 31, 2031).

• Submission Deadline: May 27, 2026, 1700 PT (See SF-1449 Block 8).

• Mandatory Site Visit: May 6, 2026, at 9:30 a.m. PDT. Attendance is required for quotes to be considered responsive.

• Questions Due: May 18, 2026, at 4:30 p.m. PDT.

• Evaluation Criteria: Award will be made to the contractor representing the best value to the Government, based on a comparative evaluation of the following factors:

  1. Technical Approach to Performing the Work
  2. Experience
  3. Past Performance
  4. Price Quote

• Proposals must include pricing for all items in the Schedule of Items (Attachment 2).

• Quotes must be submitted electronically via email to PPS.proposals@usda.gov.

• NAICS Code: 238220 (Plumbing and Air-Conditioning Contractors).

• Size Standard: $19 Million.

• The solicitation does not specify a set-aside; it appears to be unrestricted.

• Contractors must be registered in the System for Award Management (SAM.gov) at the time of quote submission.

• Invoicing will be done via the Department of Treasury's Invoice Processing Platform (IPP).

• Minimum insurance coverage requirements are detailed, including Workers Compensation, Employer's Liability, General Liability, Automobile Liability, and potentially Aircraft Public and Passenger Liability.

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

This Statement of Work (SOW) outlines the requirements for firm-fixed-price Standard (Recurring) Maintenance Services for the Heating, Ventilation, and Air Conditioning (HVAC) system at the U.S. Department of Agriculture (USDA), Regional 5 office. The goal is to maintain the HVAC system at optimum efficiency.

• General Maintenance: The contractor will provide all labor, materials, equipment, parts, permits, insurance, supervision, and transportation for full maintenance services, including routine/preventive (minor) repairs, inspections, and emergency/major maintenance for the HVAC mechanical system.

• Location: Forest Service Regional Office building, 1323 Club Drive, Vallejo, CA 94592.

• Hours of Operation: Regular business hours, Monday-Thursday, 8 am - 3:30 pm, excluding Federal Holidays. Fridays are excluded unless otherwise directed by the COR.

• Specific Tasks: The SOW details specific tasks for various HVAC components, including:

  • Boiler System and Hot Water Loop Maintenance (quarterly and annual services, inspections, cleaning, and testing).
  • Chiller System and Chilled Water Loop Maintenance (quarterly and annual services, inspections, cleaning, and testing).
  • Air Handling Unit, Variable Frequency Drives, and Exhaust Fans Maintenance (annual and quarterly services, inspections, cleaning, and filter replacement).
  • Cooling Tower Maintenance (quarterly and annual services, cleaning, and water treatment).
  • Recirculating Water loop Chemical Treatment (inspection, testing, and treatment).
  • Server Room HVAC maintenance (quarterly and annual services).

• Additional Requirements: Includes providing a maintenance log, detailed deficiency reports, and ensuring all work is performed by certified technicians licensed in California.

• Base Period: One (1) year.

• Option Periods: Four (4) one-year option periods may be exercised.

• Location: Forest Service Regional Office building, Vallejo, CA.

• Systems must be maintained at optimum efficiency in accordance with manufacturer recommendations.

• Specific performance indicators and reporting requirements are detailed for various tasks.

• Filters must be MERV13 or greater, replaced at a minimum of once per six months.

• Staffing: Work must be performed by certified technicians licensed in California.

• Reporting: Written reports are required upon conclusion of reviews, PMs, inspections, and site visits. These reports should detail completed tasks, progress, issues identified, and resolutions. Reports are to be submitted digitally to the COR and Contracting Specialist.

• Government Furnished: Building access, site badges, and door keys will be provided by the government.

• Deliverables: Reports/Logs/Inspection Sheets and Invoices & Receipt of Property, Inventory Sheets.

Form / Attachment / Pricing Sheet

This document is an Experience Questionnaire designed to gather information from potential contractors regarding their qualifications and past performance relevant to a solicitation. Bidders must complete this form to demonstrate their capability to perform the work.

• Contractor Information: Name, address, telephone number.
• Business Type: Classification (Company, Corporation, etc.).
• Experience: Years in the line of work and contracting experience (prime/sub).
• Past Projects: Details of completed projects within the last three years, including contract amount, description, completion date, and owner contact information.
• Current Commitments: List of ongoing contractual commitments.
• Past Performance: Information on any failed completions or work completed by performance bond.
• Site Visit: Confirmation of whether the project site was visited.
• Organization & Resources: Minimum/maximum employees, payroll status, available equipment, and estimated progress rates.
• Key Personnel Experience: Details on the experience of principal individuals.
• Equipment: List of owned or rented equipment with maintenance and cleaning plans.
• Quality Control: Description of contractor self-inspection procedures.
• Certification: A statement certifying the completeness and correctness of the information provided.

Completing this questionnaire thoroughly and accurately is crucial for bidders to demonstrate their experience and capacity to the USDA Forest Service. The information provided will be used to evaluate the bidder's suitability for the contract. Failure to provide complete information may impact the evaluation of the proposal.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (WD 2015-5655, Revision 25) for the State of California, County of Solano. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act (SCA) for contracts awarded on or after the revision date of December 3, 2025.

• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupational codes, and the minimum hourly wage rates and fringe benefits required for each.
• Fringe Benefits: Specifies that "Fringe Benefits Required Follow the Occupational Listing." The document later details Health & Welfare benefits ($5.55 per hour or $222.00 per week) and notes Executive Order (EO) 13706 for paid sick leave.
• Executive Orders: Mentions the applicability of EO 13706 (Paid Sick Leave) and EO 13658 (minimum wage for federal contractors), outlining their requirements and minimum wage rates for 2025.
• Vacation and Holidays: Details the contractor's obligations for providing paid vacation (based on years of service) and a minimum of twelve paid holidays per year.
• Footnotes: Includes numbered footnotes that provide specific clarifications for certain occupations, such as Computer Employees and Air Traffic Controllers/Weather Observers, detailing exclusions, hazard pay differentials, and night/Sunday pay.
• Conformance Process: Outlines the procedure for contractors to request authorization for additional classifications and wage rates not listed in the determination.

This document is critical for bidders to understand the labor costs associated with performing the contract. It dictates the minimum wages and benefits that must be paid to service employees, directly impacting proposal pricing and overall contract cost. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items (SOI) for HVAC Maintenance Services, intended for bidders to provide pricing. It also includes instructions for preparing an Independent Government Estimate (IGE), which is used by the Contracting Officer (CO) to determine procurement value, identify thresholds, and evaluate price reasonableness.

• Base Year (7/01/26 – 6/30/27): Includes line items for Quarterly, Semi-Annual, and Annual maintenance services for the facility's HVAC system.
• Option Years 1-3 (7/01/27 – 6/30/30): Mirrors the base year services with corresponding line items for each option year.
• Option Extension (FAR 52.217-8): Includes line items for potential extension of Quarterly and Semi-Annual services.
• CWN (Call-When-Needed) Repairs: A line item for minor emergency HVAC repairs, to be quoted on a time and materials basis with a maximum modification value of $15,000.
• Instructions for IGE: Guidance on creating an independent estimate, its purpose in procurement, and comparison with received prices.

Bidders must use this schedule to input their unit prices for all listed maintenance services and potential repairs. The provided structure outlines the required services for the base year and potential option years. Pricing for all items is mandatory for submission. The IGE instructions clarify how the government will use estimates for evaluation.