HVAC Maintenance for Dallas/Herzog/Grand Prairie

Solicitation / RFP / RFQ

This solicitation is for HVAC maintenance services at various Department of Veterans Affairs (VA) facilities in Dallas, Texas, including the Dallas VA Medical Center, Herzog Veteran Resource Center, and Grand Prairie VA OPC Clinic. The contract aims to maintain HVAC/Air Handler systems in a safe, efficient manner, adhering to ASHRAE and TCEQ standards.

• Scope of Work: Includes filter replacement, inspecting, preventative maintenance, corrective repair, and emergency repair for HVAC/Air Handler systems.

• Service Hours: Normal business hours are 7:30 AM - 4:30 PM, Monday-Friday, excluding Federal Holidays. Emergency calls require a one-hour phone acknowledgment and a two-hour onsite response, 24/7.

• Routine Services: Equipment restoration within 48 hours of arrival.

• Contractor Certifications: Certified HVAC Technicians with 4 years of experience, EPA Section 608, NATE, HVAC License, State/Local Licensing, Conditioned Air Contractor License, and demonstrated experience with VA standards.

• Project Coordinator: A full-time, onsite Project Coordinator is required from the prime contractor.

• Preventative Maintenance: Includes quarterly, semi-annual, and annual tasks such as filter replacement, fan/blower inspection, lubrication, coil cleaning, and damper inspection. Detailed tasks are outlined in Exhibits A and B.

• Corrective & Emergency Repair: Services outside preventative maintenance scope, with an estimated annual budget of $200,000 for corrective repair, emergency repair hours, and parts. Government CO/COR approval is required before initiation.

• Parts & Consumables: Contractor shall provide certified manufacturer replacement parts; OEM parts are preferred.

• Lock Out Tag Out: Contractors must follow OSHA standards.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base year plus four (4) option years. (Base year: 06-01-2026 to 05-31-2027; Option 1: 06-01-2027 to 05-31-2028; Option 2: 06-01-2028 to 05-31-2029; Option 3: 06-01-2029 to 05-31-2030; Option 4: 06-01-2030 to 05-31-2031).

• Options: Includes options to extend services (FAR 52.217-8) and extend the term of the contract (FAR 52.217-9).

• Offer Due Date: May 4, 2026, 4:00 PM CDT.

• Submission Instructions: Submit offers via email to Taminie Woodrow at taminie.woodrow@va.gov. Include "Quote – 36C25726Q0019 Dallas HVAC" in the subject line.

• Evaluation: Competitive best value selection using Comparative Analysis. Evaluation will consider technical capability, past performance, and price. A Capability Statement (max 3 pages) is required, including specific self-certifications.

• Pricing: Submit flat rate pricing per line item.

• Offer Acceptance: Offerors agree to hold prices firm for 90 calendar days.

• Set-Aside: This acquisition is a total set-aside for Certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 238220, with a size standard of $19 Million.

• Site Visit: April 14-15, 2026, at 10:00 AM CT at 4500 S. Lancaster Rd. Bldg. 9, Dallas TX 75216. Contact Jerry Reese for details.

• Technical Questions: Due by April 17, 2026, 1:00 PM CT, via email to Taminie Woodrow.

• Required Forms: Offerors must complete and return FAR Clause 852.219-75 (Limitations on Subcontracting).

• Insurance: Supplemental insurance requirements are detailed in Section C.4.

Solicitation / RFP / RFQ

This document is a Combined Synopsis/Solicitation for HVAC Maintenance services for Dallas/Herzog/Grand Prairie. The Department of Veterans Affairs, Network Contracting Office 17, is issuing this solicitation.

• The primary service required is HVAC Maintenance.

• Further details regarding specific requirements and deliverables are expected to be found in the associated Statement of Work (SOW).

• The solicitation number is 36C25726Q0376.

• The Product Service Code (PSC) is J041.

• The NAICS Code is 238220.

• The response date is May 4, 2026, at 4:00 PM Central Time, Chicago, USA.

• The solicitation will be archived 60 days after the response date.

• This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• The Place of Performance is indicated as "See SOW".

• The Point of Contact for this solicitation is Taminie Woodrow, Contract Specialist, at taminie.woodrow@va.gov.

Wage Determination

This document provides the official Service Contract Act (SCA) wage determination for various occupations in Texas counties of Collin, Dallas, Denton, Ellis, Hunt, Kaufman, and Rockwall. It establishes the minimum hourly wage rates and fringe benefits required for service employees performing on federal contracts in this area.

• Minimum Wage Rates: The document lists specific minimum hourly wage rates for a wide range of occupations, from administrative support and clerical roles to health occupations, technical roles, and maintenance positions.
• Fringe Benefits: It outlines required fringe benefits, including Health & Welfare benefits ($5.55 per hour or $222.00 per week) and specific provisions related to Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage).
• Applicability: This wage determination applies to contracts subject to the Service Contract Act awarded on or after January 1, 2017, and potentially earlier contracts subject to EO 13658.
• Conformance Process: Information is provided on how to handle occupations not explicitly listed in the determination, requiring contractors to seek authorization for additional classifications and wage rates.
• Vacation and Holidays: Details are provided on paid vacation (based on years of service) and a minimum of eleven paid holidays per year.

This document is critical for bidders to accurately estimate labor costs for their proposals. Understanding the minimum wage and benefit requirements ensures compliance with federal regulations and helps in developing competitive and compliant bids.