HVAC Assessment and Repair Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the FA301626Q0006 HVAC Assessment and Repair solicitation.

• Bonding: Bonding is not required for this BPA. Offerors must be licensed in Texas and maintain required insurance coverage (Commercial General Liability and Automobile Liability).
• Parts Inventory: Keeping the entire parts list in inventory is not required, but long lead times could impact contractor selection.
• Service Calls: Contractors will only service HVAC units within the scope of the SOW, not all units on base. Service calls can occur during operational hours or after hours.
• NAICS Code: The government will not change the NAICS code from 238220.
• Refrigerants & Parts: Specific refrigerants (R22, R410A, R32, R454B) and limited serial numbers for certain units are provided. For other parts, contractors are expected to propose compatible suggestions based on available information or web searches.
• Site Visits: A site visit is not required for this BPA as it does not represent a single defined project. Site conditions will be identified when an order is issued.
• CMMC: Contractors are required to implement NIST SP 800-171 and have at least a Basic NIST SP 800-171 DoD Assessment at the time of award.
• Parts Price List: The government will not provide a pre-approved parts price list. Offerors must submit their own list for evaluation.

This Q&A document clarifies requirements and provides additional details that may affect how bidders prepare their proposals and pricing. Key information includes insurance requirements, specific part details, and the non-requirement of a site visit. The government has also indicated that updated parts/materials price lists will be incorporated for ordering purposes if a BPA is awarded.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to establish a Multiple-Award Blanket Purchase Agreement (BPA) for Heating/Ventilation/Air Conditioning (HVAC) Assessment and Repairs. The government intends to award up to three (3) BPAs to responsible contractors who offer the best value.

• HVAC Assessment and Repairs services.

• The BPAs will be established with a maximum of three (3) responsible Contractors.

• BPA Ordering Period: Five (5) years.

• BPA Master Limit: Not to exceed $250,000.00 per year.

• BPA Call Order Limit: Not to exceed $25,000.00 per call.

• Contract Type: Firm Fixed Price (FFP).

• Quotes must be submitted via email to bismark.badu.3@us.af.mil by Tuesday, January 27, 2026, 1:00 PM CST.

• Questions/Concerns must be submitted via email to bismark.badu.3@us.af.mil no later than Thursday, January 15, 2026, 10:00 AM CST.

• Evaluation Factors: Lowest Priced, Technically Acceptable (LPTA) process, based on technical acceptability and price.

• Offerors must provide unit pricing for ALL line items in Schedule B to be considered.

• Quotes must be held firm for 60 calendar days from the date specified for receipt of quotes.

• This purchase is restricted to Small Business concerns.

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

• Size Standard: $19,000,000.00.

• The solicitation includes Attachments: Atch 1. HVAC BPA Statement of Work, Atch 2. Wage Determination No. 20215-5253, Rev No. 28, and Atch 3. Fillable Schedule B - HVAC Assessment and Repairs Price List.

• Offerors must be registered in the System for Award Management (SAM).

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

This Statement of Work (SOW) outlines the requirements for providing comprehensive Heating/Ventilation/Air Conditioning (HVAC) system assessment and repair services at Joint Base San Antonio (JBSA) locations, including Lackland, Randolph, Fort Sam Houston, and Camp Bullis.

• General Services: Provide all necessary materials, tools, equipment, personnel, supervision, and vehicles for HVAC system assessment and repair.

• Specific Systems:

  • Assess and repair Air Handler Units (AHUs) per Appendix 1.
  • Assess and repair Fan Coil Units per Appendix 2.
  • Assess and repair Water Source Heat Pump (WSHP)/Split Systems per Appendix 3.
  • Perform Chiller Leak Assessments (operational and non-operational) per Appendix 4, providing repair quotes within 3 days.
  • Perform Variable Refrigerant Flow (VRF) Systems Assessments per Appendix 5, providing a Comprehensive Assessment Report within 3 days.

• Filter Changes: Note that filter changes will not be performed by the contractor at Fort Sam Houston.

• Reporting: Report any identified issues outside the assigned task to the Government.

• Contractor must be properly licensed in Texas and maintain required insurance.

• Follow standards of the Blanket Purchase Agreement (BPA).

• Adhere to National Electrical Codes and ASHRAE Fundamentals Handbook.

• Implement a quality control system to identify, prevent, and remedy defects.

• Inspection and acceptance of services by the 502d Civil Engineering Squadron (502 CES).

• Services to be performed at Joint Base San Antonio (JBSA) Lackland, Randolph, Fort Sam Houston, and Camp Bullis.

• Normal hours of operation: Monday through Friday, 7:30 a.m. to 4:15 p.m. (excluding Federal Holidays).

• Personnel: Employ full-time Texas licensed air conditioner repair/maintenance holders and EPA Section 608 certified technicians.

• Contract Manager: Designate a contract manager with full authority within five business days of award.

• Availability: Contract manager available within two hours to meet with Civil Engineering personnel.

• Safety: Comply with all applicable federal, state, and local safety requirements, including AFOSH Standards.

• Government Furnished: Police and fire response, electricity, water, and sewage services. Government escort provided for entry to controlled areas.

• Contractor Furnished: All parts and materials for repairs/replacement (new or reconditioned, equal to or exceeding original manufacturer's parts). Reimbursed per approved price list.

• Access: Obtain personnel identification badges and vehicle passes. Provide employee list within 3 working days of award. Installation access passes are subject to criminal history checks.

• Clean Up: Keep work areas free of waste and rubbish. Dispose of generated waste at an off-installation site.

• Damaged Property: Contractor responsible for repairs to government property damaged during service calls at no additional cost.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a price list for the Joint Base San Antonio (JBSA) HVAC Blanket Purchase Agreement (BPA). It details the specific parts, supplies, and labor rates required for HVAC services under the BPA. Bidders must use this to provide their unit pricing.

• Itemized List of Parts: Includes various HVAC components such as SharkBite fittings, adapters, motors, actuators, thermostats, fuses, filters, refrigerants, compressors, and specific parts for Trane and Daikin-McQuay systems.

• Unit of Issue: Specifies the unit for each item (e.g., EA for Each, GAL for Gallon, BOTTLE, HR for Hour).

• Labor Rates: Hourly rates are provided for assessments of Air Handler Units, Fan Coil Units, Water Source Heat Pumps, Chiller Leaks, and Variable Refrigerant Flow Systems. These rates include all associated costs as per the SOW and relevant appendices.

• Pricing Validity: Prices and rates are valid for one year from the BPA award date, specifically from February 1, 2026, through January 31, 2027.

• Brand Name or Equivalent: For parts, the requirement is brand name or equivalent, provided the equivalent is fully compatible.

• Unit Price Inclusions: The unit price must cover all costs for delivery and performance per the SOW, unless otherwise noted.

• Decimal Precision: Contractors must provide two decimal places for all unit prices.

• Mandatory Completion: Bidders are only considered if they submit unit pricing for ALL listed line items.

• Pricing Strategy: This sheet is critical for developing a competitive bid, as it outlines the specific materials and services for which pricing is required.

• Cost Basis: Understanding the listed items and labor rates is essential for calculating the total cost of fulfilling the BPA requirements.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to establish multiple award Blanket Purchase Agreements (BPAs) for HVAC Assessment and Repairs. The government intends to award up to three (3) BPAs to responsible contractors whose quotes are most advantageous based on a best value determination.

• HVAC Assessment and Repairs services.

• The BPAs will be established with a maximum of three (3) responsible Contractors.

• Contract Type: Multiple Award Blanket Purchase Agreement (BPA).

• Period of Performance: Five-year ordering period, from February 1, 2026, through January 31, 2031.

• Place of Performance: Joint Base San Antonio (JBSA) Lackland, Randolph, Fort Sam Houston, and Camp Bullis.

• BPA Master Limit: Not to exceed $250,000.00 per year.

• BPA Call Order Limit: Not to exceed $25,000.00 per call.

• Response Due Date: Quotes must be emailed to Bismark Badu at bismark.badu.3@us.af.mil no later than Thursday, January 22, 2026, at 1:00 PM CST.

• Questions/Concerns Due Date: Email questions to bismark.badu.3@us.af.mil no later than Thursday, January 15, 2026, at 10:00 AM CST.

• Evaluation Criteria: Award will be made on a Lowest Priced, Technically Acceptable (LPTA) basis. Factors include technical acceptability and price.

• Quotes must provide unit pricing for ALL line items in Schedule B to be considered.

• Offerors must hold quotes firm for 60 calendar days from the quote receipt date.

• This purchase is restricted to Small Business concerns.

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

• Size Standard: $19,000,000.00.

• This is a total set-aside for Small Business Concerns.

• Attachment 3 (Fillable Schedule B – Excel spreadsheet) must be completed and submitted with the quote.

• Prices/rates shall be good for 1-year from the date of BPA Award.

• Contractors must be registered in the System for Award Management (SAM) to be eligible for award.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor under the Service Contract Act. It specifies the minimum wage rates and fringe benefits required for various occupations performing services on federal contracts within specific geographic areas of Texas.

• Occupational Listing: Provides a comprehensive list of job titles with corresponding minimum hourly wage rates.
• Fringe Benefits: Details required Health & Welfare benefits, paid vacation, and paid holidays for covered employees.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) and their associated requirements and rates.
• Footnotes: Clarifies specific conditions for certain occupations, such as exemptions for computer professionals and night/Sunday pay for air traffic controllers and weather observers.
• Hazardous Pay: Outlines differential pay rates for working with ordnance, explosives, and incendiary materials.
• Uniform Allowance: Specifies requirements for providing and maintaining uniforms.
• Conformance Process: Details the procedure (using Standard Form 1444) for classifying and determining wages for occupations not listed in the determination.

This wage determination is critical for bidders to accurately estimate labor costs for any contract opportunity that requires services in the specified Texas counties. Failure to comply with these minimum wage and benefit requirements can lead to contract violations. Bidders must ensure their proposed labor rates meet or exceed these mandated minimums.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a price list for the Joint Base San Antonio (JBSA) HVAC Blanket Purchase Agreement (BPA). It requires bidders to provide unit pricing for various HVAC-related services and supplies.

• Company Information: Fields for Contractor Point of Contact, Telephone Number(s), and Email Address.
• Itemized List: Includes specific HVAC parts (e.g., SharkBite fittings, motors, actuators, thermostats, air filters, compressors, sensors) and services (e.g., Labor Rate).
• Unit of Issue: Specifies the unit for each item (e.g., EA for Each, GAL for Gallon, BOTTLE, HR for Hour).
• Bench Stock Unit Price: Column for bidders to fill in their pricing.
• Labor Rate: An hourly rate is required, inclusive of all associated costs.
• Notes: Clarifies that prices/rates are valid for one year from BPA award. It also states that this is a "brand name or equivalent" requirement for parts and that only quotes with pricing for ALL line items will be considered. Bidders must provide two decimal unit prices.
• Price List Validity: Effective from February 1, 2026, through January 31, 2027.

This price list is critical for bidders to understand the specific HVAC parts and services required for the JBSA HVAC BPA. Bidders must complete this form with their unit pricing for all listed items to be considered for award. The "brand name or equivalent" note is important for sourcing acceptable parts. The validity period of the pricing is also a key consideration for proposal development.

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

This Statement of Work (SOW) outlines the requirements for providing comprehensive Heating, Ventilation, and Air Conditioning (HVAC) assessment and repair services under a Blanket Purchase Agreement (BPA) at Joint Base San Antonio (JBSA) locations, including Lackland, Randolph, Fort Sam Houston, and Camp Bullis.

• General Services: Provide all necessary materials, tools, equipment, personnel, supervision, and vehicles for HVAC assessment and repair.

• Specific Systems: Services include assessment and repair of:

  • Air Handler Units (AHUs) (Appendix 1)
  • Fan Coil Units (FCUs) (Appendix 2)
  • Water Source Heat Pump (WSHP)/Split Systems (Appendix 3)
  • Chiller Leak Assessment (Appendix 4)
  • Variable Refrigerant Flow (VRF) Systems Assessment (Appendix 5)

• Reporting: Report any issues identified during assessment or repair that are outside the assigned task to the Government.

• Filter Changes: Note that filter changes will not be performed by the contractor at Fort Sam Houston for AHUs, FCUs, and WSHP/Split Systems.

• Quality Control: All work must meet high standards, providing effective and long-lasting solutions.

• Warranty: A warranty for all repairs performed is required, with defects corrected at no extra charge if reported within the warranty period.

• Diagnosis: Accurate diagnosis of system conditions and clear reports for necessary repairs or maintenance.

• Inspection & Acceptance: Services will be inspected and accepted by the 502d Civil Engineering Squadron (502 CES).

• Locations: Joint Base San Antonio (JBSA) Lackland, Randolph, Fort Sam Houston, and Camp Bullis.

• Normal Hours: Monday through Friday, 7:30 a.m. to 4:15 p.m. Services are not required on Federal Holidays.

• Response Time: Contractor personnel must be available within two hours to meet with Civil Engineering personnel during normal duty hours, potentially via telephone.

• Licensing & Certification: Contractor must employ a full-time Texas license holder for air conditioner repair/maintenance and technicians must have current EPA Section 608 Technician Certification.

• Compliance: Adherence to National Electrical Codes and ASHRAE Fundamentals Handbook.

• Contract Manager: A designated contract manager with full authority must be appointed within five business days of the BPA effective date.

• Government Furnished: Government will provide police, fire, and ambulance response (cost reimbursement may apply for medical transport), electricity, water, and sewage services. Government escorts will be provided for access to controlled areas.

• Contractor Furnished: Contractor shall furnish all parts and materials (new or reconditioned, equal to or exceeding original manufacturer's parts). Parts replaced remain Government property.

• Safety: Compliance with all applicable federal, state, and local safety requirements, including AFOSH Standards.

• Access: Contractor personnel require identification badges for installation access. A list of employees with required information must be submitted within 3 working days of award. Personnel and property are subject to search.

• Clean Up: Work areas must be kept clean, and all waste disposed of by the contractor at an off-installation site.

• Job Orders: Performance will be based on calls placed against the BPA, with each service call assigned a number and specific requirements detailed in Appendix 6.

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

To provide comprehensive Heating/Ventilation/Air Conditioning (HVAC) system assessment and repair services at Joint Base San Antonio (JBSA) locations (Lackland, Randolph, Fort Sam Houston, and Camp Bullis).

• Assess and repair Air Handler Units (AHUs) per Appendix 1.

• Assess and repair Fan Coil Units per Appendix 2.

• Assess and repair Water Source Heat Pump (WSHP)/Split System units per Appendix 3.

• Perform Chiller Leak Assessments (operational and non-operational) per Appendix 4, providing repair quotes within 3 days.

• Assess Variable Refrigerant Flow (VRF) Systems per Appendix 5, providing a Comprehensive Assessment Report within 3 days.

• Contractor is responsible for all materials, tools, equipment, personnel, supervision, and vehicles.

• Contractor must report any issues found outside the assigned task to the Government.

• Note: Filter changes are excluded for contractor at Fort Sam Houston.

• Services must be performed to the standards of the Blanket Purchase Agreement (BPA).

• Contractor shall have a quality control system to identify, prevent, and remedy defects.

• 502d Civil Engineering Squadron (502 CES) is responsible for inspection and acceptance.

• Services to be performed at Joint Base San Antonio (JBSA) Lackland, Randolph, Fort Sam Houston, and Camp Bullis.

• Normal hours of operation: 7:30 a.m. to 4:15 p.m., Monday through Friday (excluding Federal Holidays).

• Contractor must be bonded and licensed in Texas.

• Contractor must employ a full-time Texas-licensed air conditioner repair/maintenance holder.

• Contractor's technicians must have current EPA Section 608 Technician Certification.

• Contractor shall follow current National Electrical Codes and ASHRAE Fundamentals Handbook.

• A contract manager with full authority must be designated.

• Contractor must provide new or reconditioned parts equal to or exceeding manufacturer specifications.

• Contractor must obtain personnel identification badges and vehicle passes for JBSA access.

• Contractor must comply with all applicable federal, state, and local safety requirements, including AFOSH Standards.

• Contractor shall keep work areas clean and dispose of waste outside the installation.

• Contractor is responsible for repairing any government property damaged during service calls at no additional cost.

Sources Sought Notice

This notice is issued by the Department of the Air Force, 502D Air Base Wing, Joint Base San Antonio (JBSA), Texas, to conduct market research for Heating, Ventilation, and Air Conditioning (HVAC) assessment and repair services. The government intends to procure these services through a Blanket Purchase Agreement (BPA).

The contractor will be responsible for providing all management, tools, equipment, and labor for HVAC system assessments and repairs. This includes, but is not limited to, Air Handler Units (AHUs), Fan Coil Units, Water Source Heat Pumps (WSHP), Chillers, and Variable Refrigerant Flow (VRF) systems.

The proposed BPA will have a five-year ordering period, from February 1, 2026, to January 31, 2031.

Joint Base San Antonio (JBSA) Lackland, Randolph, Fort Sam Houston, and Camp Bullis, Texas.

Contractors must employ a licensed Texas Air Conditioning and Refrigeration Contractor, and all technicians must be EPA-certified.

• Company size (small business status and socioeconomic designations)

• Company capabilities and relevant past performance (up to 5 pages)

• Questions regarding the draft PWS (up to 1 page)

• Indication of NAICS code typically used for HVAC assessment/repairs (Government intends to use NAICS 561210 - Facilities Support Services)

• Registration status in SAM.gov and Wide Area Work Flow (WAWF)

• This is a sources sought notice for market research and planning purposes only; it does not constitute a solicitation.

• No contract will be awarded from this announcement.

• All submitted information is voluntary and will not be compensated.

• Proprietary information must be clearly identified.

• Respondents will not be notified of the results; however, the information will be used for technical and acquisition planning.

• Responses and questions should be submitted to the Points of Contact listed by the due date.