HVAC System Replacement and Upgrade/Refrigerated Air Conversion

Form / Attachment / Pricing Sheet

This document is a Schedule of Items (SOI) detailing the CLINs for the "HVAC System Replacement and Upgrade – Refrigerated Air Conversion" project at the USDA Forest Service, Lincoln National Forest, Smokey Bear Ranger District in Ruidoso, New Mexico. It outlines the specific work required for pricing.

• CLIN 0002: HVAC Replacement/Upgrade for Office and Operations Buildings. This includes furnishing and installing new refrigerated HVAC systems, ductwork repair, and electrical connections for the Main Office, Small Office, Recreation Office, Fire Operations Building, and Bunkhouse (5 buildings).
• CLIN 0003: HVAC Conversion from Evaporative Cooling for Residential/Bay Facilities. This involves removing existing evaporative cooling systems, installing new refrigerated HVAC systems, and performing necessary ductwork repair and electrical connections for the Ranger House and Tanker Bay (2 facilities).
• Note: There is no CLIN 0001.
• Prices are firm-fixed-price.
• Prices must include all labor, materials, equipment, demolition, ductwork repair, electrical work, testing, commissioning, and incidentals.
• No separate payment will be made for demolition, duct modifications, electrical upgrades, or commissioning.
• Contractor must include all incidental work to ensure fully functional HVAC systems.

This document is crucial for bidders to understand the specific scope of work for each CLIN, the number of buildings/facilities involved, and the comprehensive nature of the pricing required. It details the exact deliverables and inclusions for the HVAC replacement and conversion project, directly impacting proposal preparation and cost estimation.

Statement of Work (SOW)

To evaluate, design, and replace existing HVAC systems in designated buildings within the Smokey Bear Ranger District, Lincoln National Forest, with modern, energy-efficient systems. The project aims to improve occupant comfort, system reliability, and climate control.

• System sizing, removal of outdated equipment (including evaporative coolers), installation of new high-efficiency HVAC systems, ductwork repair, electrical upgrades, and decommissioning of obsolete systems.

• Systems may include split systems, packaged roof units, heat pumps, or variable refrigerant flow systems.

• Ductwork inspection, repair, sealing, or replacement to meet airflow requirements.

• Electrical work includes removing and replacing associated components, installing new connections, and ensuring compliance with the National Electrical Code.

• Decommissioning of evaporative cooling systems involves removing water supply lines and securing plumbing.

• Systems must meet current energy codes and manufacturer requirements.

• Work must comply with applicable codes and standards, including IMC, IECC, NEC, and ASHRAE.

• Full system startup, operational testing, and air balancing are required.

• Performance must meet design specifications.

• The work site is located at multiple facilities within the Smokey Bear Ranger District, Lincoln National Forest, Ruidoso, NM.

• Specific buildings include Main Office, Small Office, Recreation Office, Fire Operations Building, Ranger House, Tanker Bay, and Bunkhouse.

• The performance period is 120 calendar days from the Notice to Proceed (NTP).

• Contractor shall provide all labor, materials, equipment, supervision, and incidentals.

• Contractor must verify existing electrical service capacity and structural support prior to installation.

• Work must be coordinated to minimize disruption to facility operations.

• Compliance with all applicable OSHA requirements and current safety standards is mandatory.

• Contractor employees must wear appropriate Personal Protective Equipment (PPE).

• Deliverables include HVAC load calculation and sizing reports, equipment submittals, installation, commissioning documentation, operation and maintenance manuals, and warranty documentation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) for construction and mechanical services. The USDA Forest Service requires the replacement and upgrade of heating, ventilation, and air conditioning (HVAC) systems at multiple facilities within the Smokey Bear Ranger District, Lincoln National Forest, Ruidoso NM. The project involves removing existing systems, installing new refrigerated HVAC systems, repairing/replacing ductwork, and upgrading controls and distribution systems to ensure reliable year-round operations. The existing systems have degraded due to wildfire impacts and water intrusion.

• Removal of existing HVAC systems.

• Installation of new refrigerated HVAC systems.

• Repair or replacement of associated ductwork.

• Upgrades to controls and distribution systems.

• Ensuring reliable year-round building operations.

• Award Type: Anticipated Firm-Fixed Price.

• Number of Awards: One award is anticipated.

• Period of Performance: Work to commence within 10 calendar days after Notice to Proceed (NTP), with completion no later than 120 calendar days after NTP. This includes final cleanup.

• Submission Deadline for Pricing Packages: June 12, 2026, no later than 12:00 PM Mountain Time.

• Submission Deadline for Questions: June 3, 2026, no later than 12:00 PM Mountain Time.

• Offer Acceptance Period: 90 calendar days from the date specified for receipt of offers.

• Evaluation: Award will be made to the offeror representing the best value to the Government, based on Technical Approach and Price. Past performance will also be assessed.

• Technical Approach Evaluation: Assesses the offeror's ability to provide a sound and compliant approach, meet schedule requirements, and address any challenges.

• Price Evaluation: Will determine if the proposed price is fair and reasonable.

• This acquisition is set-aside for small business concerns.

• Total Small Business Set-Aside.

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

• Small Business Size Standard: $19.0 million.

• A pre-proposal conference (site visit) is planned for May 28, 2026, at 10:00 AM Mountain Time at the Smokey Bear Ranger District.

• Offerors must RSVP for the site visit by sending an email to John Montoya (john.montoya@usda.gov) and CC Melissa Heckenlaible (melissa.heckenlaible@usda.gov) no later than 48 hours prior.

• All communication, questions, and price quotes should be addressed to Melissa Heckenlaible, Contract Specialist, at melissa.heckenlaible@usda.gov.

• The solicitation incorporates numerous FAR clauses by reference; full text is available upon request or electronically.

• Attachments include Statement of Work, Schedule of Items, MAPs, and Wage Determination.

Form / Attachment / Pricing Sheet

This document is a map identifying various locations relevant to the "MAP Compound Buildings Numbered HVAC Replacement" opportunity. It serves as a visual aid for bidders to understand the physical sites where HVAC work may be required.

• The map displays numbered locations (1 through 7) indicating specific buildings or areas within the USDA Forest Service - Smokey Bear facility and the Cedar Creek Campground.
• Roads such as Cedar Creek Dr, Forest Srv Rd, and Cedar Creek are labeled.
• Points of interest like the "USDA Forest Service - Smokey Bear" facility and "Cedar Creek Campground" are marked.

This map is crucial for bidders to:

• Identify the specific locations of existing HVAC systems that may require replacement or servicing.
• Understand the site layout and access routes to these locations.
• Potentially estimate the scope and complexity of work based on the geographical distribution of the numbered sites.

Form / Attachment / Pricing Sheet

This document is a map illustrating the "Blue 2/South Fork Fires Disaster Recovery - Facility Repair Project" within the Lincoln National Forest. It identifies targeted facilities and fire perimeters related to the disaster recovery effort.

• Map Area: Lincoln National Forest, specifically areas affected by the Blue 2 and South Fork Fires.
• Targeted Facilities: Marked locations include Monjeau Lookout, Ruidoso Lookout, and Smokey Bear Admin Compound.
• Fire Perimeters: Outlines for "Blue 2" and "South Fork" fires are shown.
• Geographic Information: Includes scale, North arrow, and NAD 1983 UTM Zone 13N coordinates.
• Date: The map is dated 5/5/2025.

This map provides crucial geographical context for the facility repair project. Bidders can use it to understand the location and extent of the affected areas, the specific facilities requiring repair, and the relationship between these facilities and the fire perimeters. This information is essential for assessing the scope of work, planning site visits, and understanding the operational environment.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage determination for building construction projects in Lincoln County, New Mexico. It specifies the prevailing wage rates and fringe benefits for various construction trades. This information is crucial for contractors to understand labor costs when bidding on federal construction projects in the specified area.

• General Decision Number: NM20260021
• State: New Mexico
• County: Lincoln County
• Construction Type: Building (does not include single family homes or apartments up to and including 4 stories).
• Effective Date: 01/02/2026 (for the main determination, with specific trades having earlier or later dates).
• Trades Included: Carpenter, Electrician, Power Equipment Operator, Ironworker, Pipefitter, Plumber, Sheet Metal Worker, Boilermaker, Bricklayer, Cement Mason/Concrete Finisher, Drywall Finisher/Taper, Floor Layer, Glazier, Insulator, Laborer, Painter, Plasterer, Roofer, Tile Finisher, Tile Setter, Truck Driver, Welder.
• Executive Order 13706 (Paid Sick Leave): Applies to contracts awarded on or after January 1, 2017, requiring contractors to provide paid sick leave.
• Executive Order 13658 (Minimum Wage): Applies to contracts awarded between January 1, 2015, and January 29, 2022, setting a minimum wage rate for covered workers.

Bidders must use these prevailing wage rates and fringe benefits when preparing their cost proposals for any federal construction contract in Lincoln County, New Mexico, that falls under the scope of this wage determination. Failure to comply with these labor standards can result in penalties. The document also provides information on how to appeal wage determinations and contact relevant government branches for clarification.