HVAC Maintenance for Dallas/Herzog/Grand Prairie

Amendment / Modification

This amendment (0001) to solicitation 36C25726Q0376, dated 04-07-2026, provides responses to vendor questions and incorporates the site visit sign-in sheet.

• Responses to vendor questions cover various aspects of the solicitation, including:

  • Site walkthroughs and location coverage.
  • Incumbent contractor status (none).
  • Exhibit A details regarding "Unit ID" fields.
  • Clarification that chillers are not part of the requirement.
  • Confirmation of equipment lists and preventive maintenance scope.
  • Repair CLIN administration and funding.
  • Reporting and systems requirements (no VA systems access).
  • On-site authority and coordinator expectations.
  • Access and operational constraints (badging provided).
  • Transition/start timeline (period of performance established upon award).
  • Coordination with VA in-house team.
  • Scope clarification (Air Handler Units only, not central plant systems).
  • Additional expectations (all requirements in SOW).
  • Site visit confirmation (conducted April 14-15, 2026).
  • Tax exemption (Yes).
  • ICRA/PCRA (No).
  • Staging/laydown areas (identified post-award).
  • Known equipment deficiencies (focus on preventive maintenance).
  • VA-provided documentation (no as-built drawings, control diagrams, or past maintenance records).
  • Scheduled outages for AHUs in surgery centers (Yes).
  • Preferred filter manufacturer (None).
  • On-site HVAC employee expectations (No specific number required).
  • Supplement to existing staff (No).
  • Overlapping responsibilities (No).
  • Development of new preventive maintenance program/process.
  • Automated work-order system (Yes).
  • Contract scope (Preventive maintenance only, not routine work orders).
  • Ductwork maintenance (No).
  • Air Balancing (No).
  • Building controls (No).
  • Filter procurement (Contractor).
  • Current filter provider (None).
  • Estimated SF (Not available, base offers on SOW).
  • Plan drawings (Not available).
  • Dedicated staff space (Conex space provided).
  • Additional HVAC equipment during construction (Contract is for Air Handler Units).
  • Email subject line for quote submission (Correct solicitation number is 36C25726Q0376).
  • NATE certification (Mandatory for crew lead and for troubleshooting/repair work).
  • Documented knowledge/experience (Certification fulfills requirements).
  • Project Coordinator onsite requirement (Not required, but coordination with COR is expected).
  • Exhibit A and B confirmation (Confirmed).
  • PM scope materials (Contractor provides materials).
  • Coil cleaning methods (Done after hours to minimize disruption).
  • Corrective/emergency repair pricing (Annual NTE, $200,000 applies per year).
  • Determination of "outside scope" parts (Contracting Officer).
  • OEM parts (Preferred, certified manufacturer parts required).
  • Badging/security requirements (Check in with COR, ICRA issued as needed).
  • Davis-Bacon wage rates (Do not apply; governed by SCA).
  • Contract type (Services, VAAR 852.219-75, no more than 50% to non-SDVOSB subcontractors).

• An attachment titled "0414 SITE WALK" is referenced.

• All offerors are responsible for submitting quotes based on the solicitation requirements and information provided in this amendment.

• All other terms and conditions remain unchanged.

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit related to HVAC Maintenance, which took place on April 14th at 10:00 AM CT. It records the attendees, their companies, contact information, and roles.

• Names of Attendees: Brandon Honea, Gary Sims, Dudley Davis, Fred Danforth, Preston Schock, A.S. Justice, Mathew Yates.
• Companies Represented: Brand Construction, Rock Enterprises, Texas Pipeline.
• Contact Information: Email addresses and phone numbers for attendees.
• Roles: Owner, GC (General Contractor), CEO, and "66-Prime" are listed.

This sign-in sheet indicates which companies and individuals attended the site visit. This information can be valuable for bidders to understand who else is interested in the opportunity and potentially identify teaming partners or competitors. The presence of specific roles like "Owner," "CEO," and "GC" suggests the level of engagement from various entities.

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.

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.

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.