N--IE056 HAVASUPAI QUARTERS AC UNIT REPLACE

Amendment / Modification

• The response date for Solicitation Number 140A232600105 has been extended.

• The new response deadline is Monday, June 1, 2026, at 12:00 P.M. Mountain Time.

• Solicitation Number: 140A232600105

• Response Date

• The deadline for submitting offers has been extended to June 1, 2026.

• All other terms and conditions of the original solicitation remain unchanged.

Amendment / Modification

This document serves as Amendment 0001 to Solicitation Number 140A232600105, with an effective date of April 7, 2026.

Key changes include:

• Providing the government's response to previously received vendor questions. (See attached response).
• Stating that no further questions will be accepted.

This amendment modifies the solicitation. Specific sections of the original solicitation are not detailed here, but the overall solicitation terms and conditions remain in full force and effect, except as modified by this amendment.

• The original solicitation's deadline for receipt of offers is extended. The exact new deadline is not specified in this amendment but is referenced as being in Item 11.
• Bidders must acknowledge receipt of this amendment. Failure to do so may result in offer rejection.
• Offers can be modified by letter or electronic communication referencing this amendment, provided it is received before the specified opening hour and date.

Other / Unclassified

This document is a letter from the Havasupai Tribal Council, dated April 2, 2026, announcing revised helicopter rates for government officials, employees, contractors, and agents for the year 2026. It also states a new policy requiring full payment before services are rendered.

This document is relevant to bidders as it details the updated costs for helicopter services, which may be a component of a larger government contract. The new payment policy also impacts how services will be billed and paid for, which bidders should consider when preparing proposals or understanding contract terms.

Questions & Answers / Clarifications

This document contains questions submitted by potential bidders and the Government's responses regarding the solicitation.

• Staging Areas: Contractors must coordinate directly with the Havasupai Tribe for land use, terms, and costs for staging areas. Prior projects allowed staging near the Tribal Rodeo Grounds or Long Mesa, with Long Mesa recommended for cost efficiency and logistics. Hilltop is not considered feasible.
• Helicopter Use: Contractors are responsible for coordinating all helicopter manifests and associated costs. 2026 Havasupai helicopter rates are provided.
• Worker Accommodations & Land Use: Bidders must coordinate with the Havasupai Tribe for land availability for temporary staging and housing (including tents). One BIE Quarters unit may be available; utility costs will be the Contractor's responsibility and coordinated with the BIA Agency. Rental costs for a BIE unit may be waived if approved by the BIE Quarters Program Manager. Havasupai Lodge and campgrounds are also options. Daily travel via helicopter is also an option.
• Site Conditions: Proposed concrete pad locations are expected to be native soil, compacted hard dirt, and vegetation. Hard rock and jackhammering are not anticipated.
• Cement Mixing Water: Water may be available through the school, subject to coordination. Contractors must provide and transport all necessary water, tools, and equipment if onsite resources are unavailable.
• Duct Cleaning Scope: The scope is limited to cleaning the plenum only; cleaning the entire central air system is not required.

These clarifications provide essential details on logistics, site conditions, and scope, which bidders should consider when preparing their proposals. Specific coordination with the Havasupai Tribe and BIA is emphasized for staging, housing, and utilities.

Form / Attachment / Pricing Sheet

This document contains architectural plans and photographs related to "Project 4 Tasks" for "HAVASUPAI Units 1028 & 1029" under the Bureau of Indian Education. It includes a first-floor plan with detailed room dimensions and wall types, as well as photographic evidence of the existing conditions of the units.

• First Floor Plan: Detailed layout of living rooms, bedrooms, bathrooms, kitchen, dining room, and laundry areas, including dimensions and room labels.
• Wall Types: Specifications for interior walls (standard and one-hour rated) and apartment separation walls.
• Photographs: Visual documentation of the exterior and interior of Units 1028 and 1029, showing current conditions.

This document provides essential visual and schematic information for potential bidders to understand the scope of work, existing conditions, and layout of the Havasupai Units 1028 & 1029. It is critical for assessing the project requirements, planning renovations or construction, and preparing accurate bids.

Questions & Answers / Clarifications

This document is a question log related to solicitation 140A2326Q0105. It appears to be an Excel spreadsheet containing a list of questions, though the specific questions and answers are not detailed in the provided text.

• The document is titled '140A2326Q0105 - Question Log'.
• It is an Excel file (xlsx) with a size of 9309 bytes.
• The file was posted on April 7, 2026.

This document is a log of questions related to the solicitation. Bidders should review this log to understand any clarifications or potential changes to the solicitation requirements that may have been addressed through vendor questions.

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

To solicit licensed contractors to provide labor, supervision, tools, transportation, equipment, and materials necessary to remove and replace two (2) specific air conditioning (AC) and air handling units (Units #1028-1 & #1029-2) for the Havasupai Elementary Living Quarters in Coconino County, Arizona.

• Inspection and Evaluation: Contractors must thoroughly inspect and evaluate the existing HVAC units to verify dimensions and conditions, and determine the extent of replacement required to comply with current building codes.

• Demolition Plan: Submit a detailed demolition plan indicating existing HVAC units to be removed.

• Project Documents: Prepare and submit detailed project documents, including performance specifications, cost estimates, and notes, for the removal and replacement of the HVAC units. These documents will be reviewed and approved by the Contracting Officer Representative (COR).

• Replacement: Replace existing 1.5-ton cooling, 60,000 BTU/Hr. heating + Air Conditioner Split Systems. This includes potential work on ductwork (cleaning, modification), concrete pads/platforms for outdoor units, and base course drainage layers.

• Installation Compliance: Ensure all work complies with International Energy Conservation Code (IECC), National Electric Code (NEC), Uniform Mechanical Code (UMC), and NFPA 90B.

• Quality Control: Submit a list of materials for COR approval, provide a full-time Job Site Superintendent, and certify completed work.

• Deliverables: Submit manufacturer's product warranties, operation and maintenance manuals, installation instructions, permits for transportation and disposal, testing and commissioning reports, and weekly progress reports to the COR.

• Training: Provide a minimum of 2-hours of training for BIE maintenance staff on each type of new heating and cooling equipment installed.

• Weekly reports detailing work completed, narrative of work performed, and project development.

• Testing and commissioning of new heating and cooling equipment.

• Training for BIE maintenance staff.

• Period: Estimated at 15 workdays, including time for helicopter transport and debris disposal. Specific start date contingent on Notice to Proceed.

• Place: Havasupai, Coconino County, Arizona, within the Grand Canyon National Park.

• Site Access: Access to Supai is limited (helicopter, pack-mule, or hiking). Contractors must arrange their own travel, lodging, and flights.

• Utilities: Electricity and water will not be available. Contractors must provide their own electrical power (e.g., portable generator) and make arrangements for water use.

• Disposal: All construction debris must be transported off tribal lands for proper disposal at an approved landfill (e.g., Mohave County Landfill). Disposal permits or landfill receipts are required.

• Codes: Strict compliance with current editions of NFPA 5000, UMC, NEC, IECC, NFPA 90B, CABO, OSHA, and BIA Safety Guidelines is mandatory.

• Environmental: Minimize damage to existing landscaping; repair or replace any damage to improvements or utility lines.

• Security: Contractors may require security background checks and will be escorted by BIE personnel.

Solicitation / RFP / RFQ

This solicitation is for a fixed-price Design/Build project to complete major repair and improvement for Quarters HVAC Installation at Havasupai in Supai, AZ. The contract will be awarded as a single firm fixed-price purchase order.

• Furnish all necessary personnel, supervision, materials, equipment, services, and facilities to perform HVAC installation.

• Provide high-resolution digital photographs documenting the completed project.

• All project specifications and requirements are listed in Attachment 1.

• Contract Type: Firm Fixed-Price Construction Purchase Order.

• Period of Performance: 45 calendar days after Notice to Proceed (NTP).

• Estimated Value: Not explicitly stated, but bonding requirements suggest it may exceed $35K.

• Proposals are due on May 11, 2026, at 12:00 P.M. Mountain Daylight Time (MDT).

• Proposals must be submitted via email to maryjane.johnson@bie.edu.

• Evaluation will be conducted in two phases: Preliminary Screening and Proposal Evaluation.

• Phase II (Proposal Evaluation) will use the Lowest Price Technically Acceptable (LPTA) process.

• Offerors must present their best and final price at the time of proposal submission.

• Key proposal submission requirements include:

  • Signed Standard Form 1442.
  • Section B - Schedule of Items, fully priced.
  • DIAR 1452.280-3(c) and (d) submissions and assurance.
  • Section K - Offeror Representations and Certifications.
  • Acknowledgement of solicitation amendments.
  • Scanned copy of fully executed Bid Guarantee (SF24).

• Technical proposals are limited to 20 pages and must address Technical Approach and Key Project Management/Technical Support.

• This solicitation is a 100% Indian Small Business Economic Enterprise (ISBEE) Set-Aside.

• Offers are solicited only from Indian Economic Enterprises (IEEs) that are also small business concerns.

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

• Funds for the project will become available as they are appropriated; the Government reserves the right to cancel the solicitation.

• Proposal acceptance period is 120 days past the solicitation closing date.

• Questions regarding the solicitation should be submitted by April 22, 2025, to maryjane.johnson@bie.edu.

• No site visits will be granted; pictures and floor plans are available and attached.

• Specific clauses regarding Indian Economic Enterprises and subcontracting limitations are included (DIAR 1452.280-2 and DIAR 1452.280-3).

• Bonding requirements (Bid Bond, Performance Bond, Payment Bond) are detailed in Section H.8.

Form / Attachment / Pricing Sheet

This document is Standard Form 24 (Rev. 8/2016), a Bid Bond. It is used to guarantee that a bidder will enter into a contract if their bid is accepted. The form requires information about the Principal (the bidder), the Surety (the insurance company guaranteeing the bid), and the penal sum of the bond.

• Principal: Legal name and business address of the bidder.
• Surety(ies): Name and business address of the surety or sureties providing the bond.
• Penal Sum of Bond: The maximum amount the surety will be liable for, typically a percentage of the bid price.
• Bid Identification: Details about the bid, including the invitation number and bid date.
• Obligation: Outlines the conditions under which the bond is void (e.g., if the principal accepts the award and provides required bonds, or pays for procurement costs if they fail to do so).
• Witnesses and Signatures: Spaces for authorized representatives of the Principal and Surety(ies) to sign and affix seals.

Bidders are required to submit this form if a bid guaranty is specified in the solicitation. It ensures the Government is protected against a bidder's failure to enter into a contract after their bid is accepted. Bidders must accurately complete all sections, including the penal sum and surety information, and ensure proper execution by authorized personnel and the surety company.

Form / Attachment / Pricing Sheet

This document is a Performance Bond (Standard Form 25, Rev. 8/2016) required for government contracts. It serves as a guarantee that the "Principal" (the contractor) will fulfill all terms, conditions, and covenants of the contract, including payment of taxes imposed by the government on wages paid under construction contracts.

• Principal: Information about the contractor, including legal name, business address, and type of organization.
• Surety(ies): Information about the surety company or companies providing the bond, including name, address, state of incorporation, and liability limit.
• Penal Sum of Bond: The maximum amount the surety is liable for, specified in millions, thousands, hundreds, and cents.
• Contract Date and Number: Details of the contract the bond is associated with.
• Obligation: Outlines the conditions under which the bond is void (i.e., if the Principal performs the contract and pays required taxes).
• Witnesses: Signatures and seals of the Principal and Surety(ies).

Bidders need to understand that a performance bond is a requirement for contract execution. This form specifies the details of the bond that will be required, including the penal sum and the parties involved (Principal and Surety). It ensures the government's financial protection against contractor non-performance or default. Bidders should be prepared to obtain and provide such a bond if awarded the contract.

Form / Attachment / Pricing Sheet

This document is Standard Form 25A, a Payment Bond. It is used to ensure that the Principal (contractor) makes payments to all persons furnishing labor and/or materials for the prosecution of the work under the contract. This form is required for certain government contracts to protect subcontractors and suppliers.

• Principal: The legal name and business address of the contractor.
• Surety(ies): The name(s) and business address(es) of the surety company or companies providing the bond.
• Penal Sum of Bond: The maximum amount the surety is liable for.
• Contract Date & Number: Identifies the specific contract the bond is associated with.
• Obligation: States the binding agreement between the Principal, Surety(ies), and the United States Government.
• Conditions: Outlines when the bond obligation is void (i.e., when all payments are made).
• Witness: Section for signatures and seals of the Principal and Surety(ies).

Bidders may need to complete and submit this form as part of their proposal or upon contract award, depending on the specific solicitation requirements. It signifies the contractor's financial commitment to paying subcontractors and suppliers. The instructions section provides guidance on proper completion and submission.

Form / Attachment / Pricing Sheet

This document, Form IA-C113, is a Contract Progress Schedule required for contractors to outline their planned project timeline. It is used to track and report the progress of work elements throughout the contract period.

• Contract Information: Fields for Contract Number, Project Title, Starting Date, and Completion Date.
• Work Elements: A section to list and detail major work components of the contract.
• Percentage of Job: Space to indicate the percentage each work element contributes to the total project.
• Planned Periodic Progress: Columns (D-Q) to show scheduled progress over specific weeks or periods.
• Signatures: Areas for Contractor submission and Contracting Officer approval.

Bidders should use this form to plan and present their proposed schedule for completing the contract work. It requires detailed breakdown of tasks, estimated timelines, and percentage of completion for each element. The instructions on the reverse side provide guidance on how to complete the schedule, including how to represent progress over time and how to handle contract modifications. This form is crucial for demonstrating a feasible plan to execute the contract and will be used for progress reporting and potentially for payment approvals.

Form / Attachment / Pricing Sheet

This document is a "CONTRACT PROGRESS REPORT" (Form IA-C713) used by contractors to report on the progress of their work. It is intended to be submitted to the government for tracking contract performance.

• Contractor Information: Name and Address.
• Report Details: Report Number, Period Covered (From/To), Project Number, Contract Number, and Completion Date.
• Work Element Breakdown: A table to detail specific work elements, including Line Number, Work Element description, % of Total, % Completed This Period, and % Completed Cumulative.
• Remarks: A section for additional comments, including a specific question about payroll submission.
• Progress or Completion Certificate: A certification by the contractor that the indicated percentage of the contract has been completed.
• Submission and Review: Fields for the submitting contractor (Name, Title, Signature, Date) and the reviewing Contracting Officer (Name, Title, Signature, Date).

While this is a reporting form, bidders should be aware of such requirements if they are part of the contract's terms. It indicates a need for regular progress reporting and potentially impacts how payments are processed, as stated in the remarks: "At the Contracting Officer's discretion and according to the payments clause of the contract, the information provided on this form may be used for computing progress payments."

Form / Attachment / Pricing Sheet

This document outlines the applicable Federal, tribal, or State health and safety codes and standards that a Contractor or Grantee must comply with for projects under the Bureau of Indian Affairs, Office of Facilities Management & Construction. It specifies various codes and standards related to construction, safety, environmental quality, and energy conservation.

• Occupational Safety and Health Administration (OSHA) Compliance: Adherence to OSHA standards.
• Fire and Fire Safety: Compliance with National Fire Codes, including NFPA 13 for sprinkler protection.
• Accessibility Standards: Compliance with 36 CFR, Part 1191 (ABAAS) and Section 504 of the Rehabilitation Act.
• Building Safety Code: Compliance with NFPA 5000.
• Mechanical and Electrical Systems: Standards for boilers, pressure vessels, elevators, piping, HVAC, electrical systems, and natural gas/oil systems, referencing codes like ASME, ANSI, NFPA, and ASHRAE.
• Environmental Quality: Guidelines for food service sanitation, liquid and solid waste management, water facilities, illumination, and pest control.
• Energy Conservation: Requirements for new buildings and renovations, including energy efficiency standards (e.g., ASHRAE 90.1-2004), advanced metering, and renewable energy.
• Highway and Bridge Design: Adoption of AASHTO standards.
• Pipelines: Compliance with 49 CFR for hazardous materials transport.

This document is critical for bidders to understand the mandatory health, safety, environmental, and energy efficiency requirements that will apply to any construction, alteration, improvement, or remodeling work performed under this opportunity. Failure to comply with these standards could impact project execution, compliance, and potentially bid evaluation.

Form / Attachment / Pricing Sheet

This document, "1452.280-2 Notice of Indian Economic Enterprise set-aside," is a clause that must be inserted into solicitations and contracts involving Indian Economic Enterprise set-asides. It outlines the requirements and definitions for businesses seeking to qualify as an Indian Economic Enterprise (IEE) for such set-aside opportunities.

• Definitions: Clarifies terms such as "Indian," "Indian Economic Enterprise," "Federally Recognized Indian Tribe," and "List of Federally Recognized Tribes."
• Eligibility Criteria for IEEs: An IEE must meet specific ownership (>=51%), earnings (>=51%), and management/operations control requirements by individuals who are Indians. Management can be provided by tribal committees or, under specific conditions, non-tribal members.
• Compliance Periods: The IEE requirements must be met at the time of offer, contract award, and throughout the contract term.
• Solicitation Restrictions: Under the Buy Indian Act, offers are solicited only from IEEs. Offers from ineligible enterprises will be rejected.
• Required Submissions: Offerors must provide a description of the percentage of work/costs to be provided by the offeror and qualifications of key personnel.
• Required Assurance: Offerors must provide written assurance of ongoing compliance with the clause requirements.
• Consequences of Non-Responsiveness: Failure to provide required information may result in the offer being deemed non-responsive.
• Post-Award Notification: Contractors must notify the Contracting Officer (CO) immediately if they no longer meet IEE status, including disclosure of circumstances and plans to regain eligibility. Failure to do so can lead to ineligibility for future awards or termination for default.

This document is critical for any bidder intending to pursue opportunities designated as an Indian Economic Enterprise set-aside. It defines the specific criteria a business must meet to be considered an eligible IEE and outlines the submission requirements and ongoing compliance obligations. Bidders must carefully review these definitions and requirements to determine their eligibility and ensure they can meet all stipulated conditions before submitting an offer.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for residential construction projects in Coconino and Yavapai Counties, Arizona, excluding the Navajo Indian Reservation. It specifies prevailing wage rates and fringes for various construction crafts and laborers.

• General Decision Number: AZ20260012
• Effective Date: 01/02/2026
• Construction Type: Residential (single-family homes and apartments up to 4 stories)
• Geographic Area: Coconino and Yavapai Counties, Arizona (excluding Navajo Indian Reservation)
• Crafts Included: Bricklayer, Electrician, Power Equipment Operator (Grader/Blade), Ironworker (Structural), Cement Mason/Concrete Finisher, Carpenter, Form Worker, HVAC Mechanic, Laborer (various types), Operator (various types), Painter, Plumber, Roofer, Truck Driver (Dump Truck, Water Truck).
• Zone Pay: Details additional pay based on radius from Phoenix, AZ.
• Executive Order Notes: Includes information on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage for Federal Contractors).

This document is crucial for bidders to understand the minimum wage requirements for laborers and mechanics employed on the subject federal construction project. It directly impacts labor costs and proposal pricing. Bidders must ensure their proposed wages meet or exceed these determined rates.