UPS HVAC MAINTENANCE SERVICES BPA

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation FA441726Q0047 for UPS HVAC services, clarifying requirements and details for potential bidders.

• CLIN 0001 PM Services: The unit price is per Job/Visit, with a total quantity of 2 per year.
• CLIN 0002 & 0003 Labor Rates: Hourly rates should be all-inclusive of labor, travel, and overhead.
• Refrigerant Supply: The contractor is responsible for supplying all refrigerants.
• Wage Determination: Wage Determination No. 2015-4531 applies to this BPA.
• Emergency Response: The required response standard is to report within four hours.
• Payment Method: BPA Calls up to $25,000.00 will be processed via Government Purchase Card; larger calls will be processed through WAWF.
• Units Covered: The contract covers two separate identical units.
• Annual Report Due Date: The first annual report is due August 1, 2027.
• Contractor Requirements: Contractors must possess a real ID and be a licensed and insured HVAC company.

This Q&A document clarifies pricing structures, labor rate inclusions, response times, payment methods, and specific contractor qualifications, which may impact how bidders prepare their proposals and pricing.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the FA441726Q0047 UPS HVAC BPA solicitation.

• CLIN 0001 Pricing: Unit price is intended for the total fixed price for both bi-annual PM visits per year, or priced per individual visit. The unit price should be per Job/Visit, with a total quantity of 2 per year.
• Labor Rates (CLIN 0002 & 0003): Submitted hourly rates should be all-inclusive, covering labor, travel, and overhead. Travel time and costs should not be priced separately.
• Refrigerant Supply: The contractor is responsible for providing all refrigerants required for PM and corrective maintenance visits.
• Emergency Response Standard: The required emergency response standard is to report within four hours.
• Invoice and Payment Method: BPA call orders up to $25,000.00 will be processed via Government Purchase Card. BPA Calls/Call Orders made by Contracting Officers up to their warrant will be processed through WAWF.
• Site Visit: A site visit will not be held for this requirement.

This Q&A document clarifies pricing, labor rate inclusions, material responsibilities, response times, and payment procedures. It does not appear to alter key deadlines or submission rules, but bidders should ensure their proposals reflect these clarifications.

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

This SOW defines the requirements for comprehensive Heating, Ventilation, and Air Conditioning (HVAC) maintenance services for Hurlburt Field, FL. The goal is to ensure reliable, efficient, and safe operation of HVAC systems, minimizing downtime, maximizing energy efficiency, and extending equipment lifespan.

• Provide all labor, equipment, materials, and supervision for HVAC maintenance.

• Work must be performed professionally and in compliance with federal, state, and local laws, including EPA regulations for refrigerants.

• Contractors must be located within 200 miles of Hurlburt Field, Florida.

• The contract covers specific Marvair Air Conditioner units (Model EAA1060AC060N++1+1DA+C21, 5 Tons cooling capacity).

• Preventive Maintenance (PM): Scheduled inspections, cleaning of coils/filters, lubrication, belt inspection/replacement, refrigerant checks, calibration of controls, condensate drain cleaning, airflow/temperature verification, electrical connection checks, and system testing. Documentation of all PM activities is required.

• Corrective Maintenance (CM): Troubleshooting, diagnosis, repair/replacement of defective components, refrigerant leak repair/recharging, and emergency repairs.

• Emergency Services: 24/7 availability with a response time not exceeding 4 hours.

• Reporting: Detailed maintenance reports for each PM/CM activity, site visit summaries, and a performance/cost analysis after each visit.

• Preventive maintenance is to be performed twice per year.

• The location is Hurlburt Field, FL.

• Contractor Qualifications: Personnel must have knowledge, qualifications, and experience in HVAC systems. Technicians must be EPA certified for refrigerant handling and have at least 5 years of experience servicing commercial HVAC systems.

• Security: Compliance with all Hurlburt Field security requirements, potentially including background checks and clearances.

• Environmental Compliance: Adherence to all applicable environmental regulations, including refrigerant handling, waste disposal, and energy efficiency.

• Warranty: A one-year warranty on all work performed from the date of completion.

• Acceptance Criteria: Government inspection of work, with deficiencies to be corrected within 30 days of notification.

• Government Furnished Items/Services: Access to facilities, utilities (electricity, water), storage space, and escort services for secure areas.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to procure HVAC Maintenance Services BPA for Hurlburt Field, FL. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The acquisition is restricted to Small Businesses only.

• HVAC Bi-Annual Preventive Maintenance Services as per SOW

• HVAC Corrective Maintenance Services as per SOW

• 24/7 Emergency Response Services as per SOW

• Replacement Parts as needed (only applicable after award)

• Contract Type: BPA (Blanket Purchase Agreement)

• Period of Performance: Approximately May 1, 2026, through April 30, 2031.

• BPA Max Limit: $350,000.00

• Individual Call Limit: $25,000.00

• Submission Method: Written offers only (electronic versions required).

• Questions Due: March 27, 2026, at 1:30 PM CDT

• Response Date: April 3, 2026, at 1:30 PM CDT

• Evaluation Criteria: Lowest price technically acceptable.

• Restricted to Small Businesses only.

• Offerors must have active SAM registration at the time of quote submission and award.

• The North American Industry Classification System (NAICS) code is 238220.

• The Product Service Code (PSC) is J041.

• The Size Standard for this NAICS is $19.0M.

• Attachments include: Statement of Work, BPA Terms and Conditions, and Wage Determination.

Form / Attachment / Pricing Sheet

This document outlines the Terms and Conditions for a Blanket Purchase Agreement (BPA) related to HVAC maintenance services.

• Description of Agreement: Contractor to provide management, tools, supplies, equipment, labor, supervision, and transportation for HVAC maintenance services as described in the SOW, to be performed at Hurlburt Field, FL.
• Extent of Obligation: Government is obligated only to the extent of calls actually placed against the BPA.
• Purchase Limitation: Master Dollar limitation is $350,000; individual call limit is $25,000.
• Authorized Purchasers: Contracting Officer will provide a list of authorized individuals and their dollar limitations.
• Quote Requirements: Contractors must provide quotes including Call Number, Call Date, Authorized Caller name, estimated hours, labor rates, parts/components, other fees, and estimated completion date.
• Invoicing: Invoices will be provided to the entity that will pay with their Government Purchase Card (GPC). Calls will be invoiced via WAWF.

This document establishes the terms under which HVAC maintenance services will be procured via BPA. Bidders should review these terms to understand the scope of work, ordering procedures, limitations, and invoicing requirements if they intend to respond to the associated opportunity.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Wage and Hour Division, under the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations performing work on federal contracts in a specific geographic area.

• Occupational Listing: Provides a comprehensive list of job titles (e.g., Accounting Clerk, Administrative Assistant, Automotive Mechanic, Electrician, Nurse) along with their corresponding minimum hourly wage rates.
• Fringe Benefits: Specifies required fringe benefits, including Health & Welfare ($5.55 per hour) and Paid Sick Leave (EO 13706 rate of $5.09 per hour).
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage adjustments).
• Vacation and Holidays: Outlines requirements for paid vacation (based on years of service) and paid holidays.
• Hazardous Pay Differential: Details applicable differentials for work involving ordnance and explosives.
• Uniform Allowance: Specifies requirements for providing and maintaining uniforms.
• Conformance Process: Explains the procedure for classifying and determining wage rates for occupations not explicitly 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 employees working on the contract, directly impacting proposal pricing and overall cost management. Bidders must ensure their proposed wages and benefits meet or exceed these requirements.