R5 HVAC Maintenance Services for the Regional Office

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 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 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 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.