LDC HVAC Maintenance

Solicitation / RFP / RFQ

This solicitation (W912JM26QA009) is for HVAC Preventative Maintenance Services at the Land Dominance Center, Fort Stewart, Georgia. The acquisition is set aside for Small Business.

• Annual preventative maintenance tasks for various HVAC systems including Split System HVAC Units, Indoor Units (Air Handler/Furnace), Outdoor Units (Condenser/Heat Pump), Mini-Split and VRF Systems, Make-Up Air and Exhaust Systems, and Walk-In Coolers and Freezers.

• Specific tasks include inspection, cleaning, lubrication, testing, and performance evaluation of HVAC components and systems.

• HVAC Asset Management: Tagging and labeling of all HVAC systems covered by the contract.

• Performance Monitoring and Trend Tracking: Measuring and recording key operating parameters to identify abnormal trends and potential component failures.

• Minor Maintenance: Repair of failed system components upon COR approval.

• The contract includes a base year and four option years (OY1-OY4).

• Pricing Arrangement: Firm Fixed Price for Annual Maintenance and Minor Repair Reimbursement.

• Period of Performance:

  • Base Year: May 29, 2026 - May 28, 2027
  • Option Year 1: May 29, 2027 - May 28, 2028
  • Option Year 2: May 29, 2028 - May 29, 2029
  • Option Year 3: May 29, 2029 - May 28, 2030
  • Option Year 4: May 29, 2030 - May 28, 2031

• Offer Due Date: May 22, 2026, 09:00 AM.

• Submission Instructions: Offers must be submitted via email to both Points of Contact listed in the solicitation. Email submittals must include the solicitation number in the subject. Attached files should have the company name in the file name.

• Evaluation Criteria: Best value source selection based on Technical (Faster Response Time, Superior HVAC Experience), Past Performance, and Price.

• Site Visit: Conducted only if requested, with requests due no later than 5 days after solicitation issuance.

• Questions: Must be submitted in writing no later than 3 days after solicitation issuance or 1 day after a site visit.

• This acquisition is a Small Business set-aside.

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

• Size Standard: USD 19,000,000.00

• The solicitation incorporates FAR clauses by reference, including those related to small business concerns, labor, and payment.

• Electronic invoicing via WAWF is required.

• Offerors must submit a completed SF 1449, Technical Proposal, and Past Performance information.

Performance Work Statement (PWS)

This PWS outlines the requirements for HVAC Preventative Maintenance Services at the Land Dominance Center, Fort Stewart, Georgia.

• The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary for HVAC maintenance services.

• Equipment to be maintained is listed in Technical Exhibit 1.

• Services include annual preventative maintenance tasks for various HVAC systems, including:

  • Split System HVAC Units (Indoor and Outdoor)
  • Mini-Split and VRF Systems (Indoor and Outdoor)
  • Make-Up Air and Exhaust Systems (Airflow, Fans/Motors, Ventilation Components)
  • Walk-In Coolers and Freezers (Structure, Airside, Condenser, Refrigeration, Electrical/Controls)
  • Fire Alarm Control Panels

• Tasks include inspection, cleaning, servicing, testing, and performance evaluation.

• The contractor is responsible for Quality Control (QC).

• The Government will evaluate performance using a Quality Assurance Surveillance Plan (QASP).

• Performance Objectives and Standards are detailed in the Performance Requirements Summary (PRS), with an Acceptable Quality Level (AQL) of 100% for Preventative Maintenance (5.1), and other objectives (5.2, 5.3).

• Surveillance will be conducted by the Contracting Officer Representative (COR).

• The location is Land Dominance Center, Fort Stewart, Georgia.

• The PWS details annual preventative maintenance tasks.

• Installation Access and Security: Compliance with all applicable installation/facility access and local security policies, including background checks and personal identity verification.

• Training: Contractor employees must complete Awareness Training (AT) Level 1, iWATCH Training, and OPSEC Training within specified timeframes.

• Identification: Contractor employees must clearly identify themselves as contractors and wear identification badges.

• Contract Manager (CM): A designated CM with full authority for contract matters is required.

• Asset Tagging and Unit Labeling: Contractor shall ensure all HVAC systems are physically identified and traceable with Government-approved asset tags or labels.

• Reporting: Service reports are due within five business days of each preventative maintenance visit, including asset verification, measurements, and repair recommendations.

• Minor Maintenance: If repairs are needed, the contractor must provide a written estimate for COR approval before proceeding.

• Government Furnished: None.

• Contractor Furnished: Filters, testing equipment, gauges, and special tools.

• Limitations: Contractor shall not perform checks/corrective measures that void warranties on recently installed/replaced equipment.

Solicitation / RFP / RFQ

This solicitation seeks HVAC Preventative Maintenance Services for the Land Dominance Center, Fort Stewart, Georgia. The primary goal is to ensure the proper functioning and longevity of HVAC systems through regular maintenance.

• Annual Preventative Maintenance: Comprehensive tasks for Split System HVAC Units (Indoor and Outdoor), Mini-Split and VRF Systems, Make-Up Air and Exhaust Systems, and Walk-In Coolers and Freezers.

• Specific Tasks Include: Inspection and cleaning of filters, coils, blowers, and cabinets; lubrication of motors and bearings; checking belt conditions; testing electrical components; verifying refrigerant levels and operation; and inspecting various system parts.

• HVAC Asset Management: Physical identification and traceable labeling of all HVAC systems, including affixing durable, weather-resistant tags with essential information (unit ID, serial number, model, building number, system type, refrigerant type).

• Performance Monitoring and Trend Tracking: Measuring and recording key operating parameters (amperage, pressures, temperatures) to identify abnormal trends, declining performance, or impending component failure.

• Reporting: Providing service reports within five business days of each visit, detailing asset verification, measurements, trend data, deficiencies, and recommended repairs.

• Minor Maintenance: Contractors must provide written repair estimates for any identified equipment issues, requiring COR approval before proceeding.

• Period of Performance: Base year (May 29, 2026 - May 28, 2027) with four option years.

• Contract Type: Firm Fixed Price for Annual Maintenance and Minor Repair Reimbursement.

• Estimated Value: NAICS code 238220 with a size standard of $19,000,000.00.

• Offer Submission: Via email to both listed Points of Contact (Melvin F. Reid and Ladell D. Holmes). Must be received by May 22, 2026, 09:00 AM Local Time.

• Required Documents: Signed SF 1449, Technical Proposal (Volume I), Past Performance (Volume II), estimated timeline, and HVAC experience statement.

• Evaluation Criteria: Best value source selection based on Technical (Faster Response Time, Superior HVAC Experience), Past Performance (using CPARS), and Price. Offers with prices that are unreasonably high, unrealistically low, or unbalanced may be eliminated.

• This acquisition is set aside for Small Business.

• Includes FAR clauses related to small business concerns, including HUBZone evaluation preference (52.219-4) and Limitations on Subcontracting (52.219-14).

• A site visit will only be conducted if requested.

• Questions must be submitted in writing no later than 3 days after solicitation issuance or 1 day after a site visit.

• Government Furnished Property: None.

• Contractor Furnished Property: Requires filters, testing equipment, gauges, and special tools.

• No storage facilities are provided on LDC.

• The Performance Work Statement (PWS) details specific maintenance tasks and requirements.

• Technical Exhibit 1 includes the Performance Requirement Summary (PRS) outlining performance objectives and acceptable quality levels (100% COR surveillance).

• FAR and DFARS clauses are incorporated by reference, including those related to payment, invoicing (WAWF), and various compliance requirements.

Form / Attachment / Pricing Sheet

This document, "PWS Technical Exhibit 1 AC Inventory.xlsx", provides a detailed inventory of air conditioning (AC) units across various buildings. It serves as a technical exhibit likely related to a Performance Work Statement (PWS) for maintenance or replacement services.

• Building Identification: Lists specific building numbers (e.g., 9103, 9104).
• Unit Type: Indicates if the building has split systems and whether they are "YES" (implying presence).
• Unit Size: Specifies the size of the AC units in Tons (e.g., 5 TON, 4 TON, 20 TON, 23.4 TON).
• Quantity: Details the number of units per building.
• Manufacturer Date: Provides the manufacturing year for the units.
• Remarks: Includes additional notes such as "CNTRL EXH W/SENSOR", "AIR COOLED COND'RS", or "HVAC RECENTLY REPLACED".
• Make-Up Air & Exh Sys: Indicates the presence of these systems.

This inventory is crucial for bidders to understand the existing HVAC infrastructure. It provides specific details on the number, size, and age of AC units, which will inform proposals related to maintenance, repair, replacement, or upgrade services. Bidders can use this data to estimate labor, parts, and equipment needs, assess the scope of work, and identify potential challenges or areas requiring immediate attention.