HVAC Assessment and Repair Services

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.