Maintenance Support

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding a solicitation for HVAC unit replacement and related services.

• Contract Type: The contract will be Firm Fixed Price.
• Quote Submission: Quotes should be emailed directly to Chasity.n.griffin.civ@army.mil.
• Electrical Requirements: The government is not aware of any need for electrical upgrades beyond disconnect/reconnect for the new HVAC units. Vendors should visit the site to assess if upgrades are needed.
• HVAC Warranty: Warranty duration is based on the commercial warranty offered by the company. A year-long commercial warranty is required; otherwise, the company will be considered unresponsive.
• Standard Maintenance (CLIN 0004): Includes cleaning/replacing filters, inspecting/cleaning coils and drain lines, inspecting blower wheels/fans, verifying refrigerant levels, testing thermostats, inspecting electrical connections, and general visual inspection. "Separately billable" is not allowed; all necessary support for quarterly maintenance visits must be factored into the CLIN.
• Wall Penetration Repair: CLIN 0002 covers only what is supported in the PWS and Solicitation. Any other repairs (flashing, waterproofing, etc.) should be addressed if they are a concern.
• Trim Installation (CLIN 0001): The contractor is responsible for remediation of damaged substrate, decking, framing, sealants, or roof membrane discovered during installation. This should be factored into the CLIN 0001 price.
• Condensate Drainage: The government is unsure if existing systems are serviceable. Vendors should visit the site to determine needs.
• Maglock Integration: The maglock must integrate with an existing SCIF access control system. Troubleshooting/replacement of concealed control wiring, power supplies, or panels is the contractor's responsibility.
• HVAC Brand: "Brand name or equal" equivalent units are acceptable if they meet the 4-ton capacity and airflow output specifications.

These clarifications provide important details on contract requirements, responsibilities, and acceptable equipment, which may affect vendor proposals and pricing. Vendors are encouraged to visit the site for accurate assessments.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the contract type and quote submission process.

• Contract Type: The contract is a brand-new contract, not an incumbent performing services.
• Quote Submission: Vendors are instructed to email their quotes directly to the point of contact, rather than using the PIEE platform.

This clarification directly impacts how vendors should submit their quotes for this opportunity.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to procure Expert Witness support for USAG Fort Hood. The North American Industrial Classification System (NAICS) code is 236220 – Commercial and Institutional Building Construction, with a Business Size Standard of $45M. This acquisition is a 100% Total Small Business Set-Aside.

• Environmental Structural Repairs: Weatherproof exterior trim, especially on the roof, ensuring new trim matches existing.

• HVAC Units: Replace eight (8) existing 4-ton wall-mounted HVAC units with new Bard 4-ton units, including electric heat strips and standard thermostats. This includes removal and disposal of old units per EPA standards, and disconnection/reconnection of existing electric power. Warranty coverage documentation for HVAC units is required.

• Exterior Security Doors: Replace door maglocks and repair/replace interior push buttons to ensure functionality.

• HVAC Maintenance: Conduct quarterly preventive maintenance on all eight HVAC units for one year, including filter changes.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: The contract award is anticipated for 27 April 2026, with work to begin on 17 June 2026 and conclude by 26 April 2027. A specific one-month replacement and installation period is scheduled from 17 June 2026 to 17 July 2026.

• Place of Performance: 504th E-MIB Sensitive Compartmented Information Facility (SCIF) in Fort Hood, TX.

• Proposal Submission Deadline: 8:30 AM Central Time on 23 April 2026. Late submissions will not be evaluated.

• Questions Deadline: 3:00 PM Central Time on 17 April 2026. Answers will be provided by 3:00 PM Central Time on 20 April 2026.

• Evaluation Criteria: Quotes will be evaluated based on Lowest Price Technically Acceptable.

• Award: The Government intends to make an award without discussions.

• 100% Total Small Business Set-Aside.

• A site visit is scheduled for 15 April 2026 at 1:30 PM at BLDG 90087, Fort Hood, TX. Interested parties must confirm attendance by 1:30 PM on 14 April 2026. Base access procedures must be followed.

• All quotes must reference and acknowledge any amendments.

• The solicitation number is W91151-26-Q-A029.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to procure expert witness support for USAG Fort Hood. The North American Industrial Classification System (NAICS) code is 236220 – Commercial and Institutional Building Construction, with a Business Size Standard of $45M. This is a 100% Total Small Business Set-Aside acquisition.

• Environmental Structural Repairs: Weatherproof exterior trim, specifically on the roof, to prevent water leaks. The trim must match existing materials.

• HVAC Units: Replace eight (8) existing 4-ton wall-mounted HVAC units and dispose of old units per EPA standards. Install eight (8) new 4-ton Bard brand wall units, including electric heat strips, standard thermostats, new supply and return grills. Disconnect and reconnect existing electric power, and provide system start-up and checks.

• Exterior Security Doors: Replace the door maglock and repair/replace the interior push button to ensure functionality for entry and exit.

• HVAC Maintenance: Conduct quarterly preventive maintenance on all eight HVAC units, including filter changes, for a one-year period.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 27 April 2026 to 26 April 2027 (subject to change). Work to stop water leaks, replace exterior doors, and HVAC units cannot start until 17 June 2026. The period includes a one-month replacement and installation period (17 June 2026 to 17 July 2026).

• Award Date: Contract is anticipated to be awarded on 27 April 2026.

• Solicitation Closes: 8:30 AM Central Time on 23 April 2026. Late quotations will not be evaluated.

• Questions Deadline: 3:00 PM Central Time on 17 April 2026. Questions should be emailed to the Contract Specialist and Contracting Officer.

• Answers to Questions: Will be provided no later than 3:00 PM Central Time on 20 April 2026, as an attachment to the solicitation.

• Evaluation Criteria: Quotes will be evaluated based on the "Lowest Price Technically Acceptable" factor.

• Proposal Submission: Proposals must contain all requested items and sufficient detail for evaluation. The contractor shall submit all information requested and may provide additional pertinent information.

• Set-Aside: 100% Total Small Business Set-Aside.

• Site Visit: Scheduled for 15 April 2026 at 1:30 PM at BLDG 90087, Mohawk Rd., Fort Hood, TX 76544. Interested parties must confirm attendance by 1:30 PM on 14 April 2026. Base pass required for entry.

• Place of Performance: 504th E-MIB Sensitive Compartmented Information Facility (SCIF) in Fort Hood, TX.

• Contact Information:

  • Contract Specialist: Chasity.n.griffin03.civ@army.mil
  • Contracting Officer: Marcellus.j.newson.civ@army.mil

Form / Attachment / Pricing Sheet

This document outlines the CLIN (Contract Line Item Number) structure for the opportunity, requiring bidders to fill out and return it as a PDF with a signature. It serves as a pricing sheet where bidders will provide unit and total prices for each CLIN.

• CLIN 0001: Exterior Environmental Structural Repair (Labor and Material) to prevent leaks.
• CLIN 0002: HVAC System replacement (eight (8) Bard 4 Ton 208/230V 3PH 9KW A2L units).
• CLIN 0003: Exterior Doors (replace electronic system and magnetic strips).
• CLIN 0004: Maintenance (standard maintenance on eight (8) wall-mounted units, four (4) times a year for one (1) year, including four (4) filter changes).
• Fields for Quantity, Unit of Measure, Unit Price, and Total Price are provided for each CLIN.
• A final "Total - Overall Price" field is included.

Bidders must complete this form by providing their pricing for each specified CLIN. This document is crucial for proposal preparation and will likely be a key component in the evaluation of pricing for the opportunity.