Scott Inn HVAC Preventative Maintenance Requirement

Amendment / Modification

• This amendment (A02) provides an answer to the second question on the Questions and Answers Document.

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

• The Questions and Answers Document has been updated.

• No impact on proposal deadlines or submission requirements is indicated, beyond the information provided in the updated Q&A document.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the preventative maintenance quote for the RFQ concerning Scott Inn.

• Question 1: The government confirmed that the following items should be added to the preventative maintenance quote: Backflow Preventers, Unit heaters, Elevator room split Air Conditioner, Sewer and storm water pumps, and Laundry Air Conditioner. The government clarified that "Unit Heaters" refer to units in rooftop mechanical/pipe rooms, stairwells, entry corridors, and at least one in the first-floor mechanical room, typically used for freeze protection of process and fire protection pipes.
• Question 2: The government specified that there are a total of seven Backflow Preventers to be maintained under this RFQ for Scott Inn.

This Q&A clarifies the scope of work by confirming the inclusion of specific maintenance items and quantifying the number of Backflow Preventers. Bidders should update their quotes accordingly.

Amendment / Modification

This amendment (A01) to the Request for Proposal (RFP) for Scott Inn HVAC Preventative Maintenance Requirement makes the following changes:

• Updated PWS: A revised Performance Work Statement (PWS) is provided. Changes are indicated in red.
• Extended Proposal Due Date: The proposal submission deadline has been extended to Friday, February 27, 2026.

• Performance Work Statement (PWS)
• Proposal submission deadline

The proposal due date has been extended to February 27, 2026. Bidders should refer to the updated PWS for revised requirements.

Questions & Answers / Clarifications

This document contains questions submitted by a potential vendor and the government's responses, clarifying aspects of the preventative maintenance quote for opportunity FA440726Q0100.

• Question: Should the following items be included in the preventative maintenance quote?
  • Backflow Preventers
  • Unit heaters
  • Elevator room split Air Conditioner
  • Sewer and storm water pumps
  • Laundry Air Conditioner
• Answer: Yes, all listed items (Backflow Preventers, Unit heaters, Elevator room split Air Conditioner, Sewer and storm water pumps, Laundry Air Conditioner) are to be included in the preventative maintenance quote.

This clarification confirms that the scope of the preventative maintenance quote should encompass all the items listed by the vendor. Bidders should ensure their quotes reflect the inclusion of these additional components.

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

To provide preventative maintenance, inspection, and repair services for HVAC systems at Building 1812 (Scott Inn), Scott AFB, IL, ensuring optimal performance, extending system life, maintaining energy efficiency, and complying with safety and environmental standards.

• Perform preventative maintenance (PM) tasks for various HVAC components including Rooftop Units, Boilers, Chillers, Cooling Towers, Pump Skids, Domestic Hot Water Heaters, Air Handling Units, Metasys Building Automation System, Sump Holding Tanks, and Water Softener Systems.

• Tasks include inspections, cleaning, lubrication, filter replacement, belt replacement (government-provided), refrigerant checks, and water treatment testing.

• Furnish all chemicals required for preventative maintenance and maintain proper chemical balance.

• Respond to HVAC emergencies 24/7 with a 2-hour response time.

• Provide repair quotes for non-PM deficiencies, including labor, materials, lead time, and total cost.

• Adherence to OEM recommendations and ASHRAE best practices.

• Compliance with applicable standards, regulations, and national codes, including OSHA and Air Force directives.

• Proper handling and disposal of hazardous waste and wastewater.

• Training of employees on Environmental and Hazardous Materials Handling.

• Development and maintenance of a quality control program.

• The PWS is dated 15 January 2026, with an effective date of 23 February 2026.

• Services are for Building 1812 (Scott Inn) at Scott Air Force Base, Illinois.

• Contractor must obtain a burning permit prior to welding, burning, or cutting operations.

• Contractor must be Confined Space Certified for sump tank inspections.

• All personnel require LEADS background checks and must consent to them for installation access.

• Contractor personnel must wear identification badges.

• All contractors must complete AT Level I (Antiterrorism Awareness) training.

• Compliance with Operational Security (OPSEC) requirements.

• Refer to Attachment 1 – Equipment Inventory for covered equipment.

Solicitation / RFP / RFQ

This solicitation is for a Non-Appropriated Funds (NAF) acquisition for preventative maintenance (PM), inspection, and repair services for the HVAC system at Scott Inn, located on Scott Air Force Base. The acquisition will be conducted as Full and Open Competition.

• Quarterly Preventative Maintenance

• Annual Preventative Maintenance

• Repair/Routine Service Calls (flat rate per call)

• Service Calls/Reimbursable Parts for additional work within scope (Time and Materials, ceiling established by Government)

• The contract will be a single award.

• Period of Performance: Estimated to begin March 1, 2026, with four 12-month option periods.

• CLINs X001-X003 will be Firm-Fixed-Price.

• CLIN X0004 will be Time and Materials for repairs/additional work.

• Offerors must submit a complete, self-sufficient quote.

• Required submission components include: Cover Letter, Expiration Date of Quote, Proposed Payment Terms/Discount, Technical Proposal (max 5 pages), Past Performance Information, and Pricing.

• Offers must be submitted via email by the specified due date.

• Deadline for questions: February 19, 2026, at noon CST.

• Award will be made on a best-value tradeoff basis.

• Evaluation Factors: Technical Approach (Acceptable/Unacceptable), Past Performance, and Price. Technical Approach and Past Performance are more important than Price.

• NAICS Code: 238200 (Plumbing, Heating, and Air Conditioning)

• PSC Code: J041 (Maintenance, repair, and rebuilding of equipment related to refrigeration, air conditioning, and air circulation)

• Scott AFB is not an open base; valid REAL ID and contractor pass are required for access. Arrangements for base access sponsorship must be made by February 12, 2026.

• A site visit is scheduled for February 17, 2026, at 1000 CST.

• Offerors must state any exceptions to the solicitation terms and conditions in their cover letter.

• The solicitation includes several attachments: PWS, Pricing Sheet, Past Performance Information Sheet, Standard Clauses, Wage Determination, and Questions and Answers.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) seeks offers for preventative maintenance (PM), inspection, and repair services for the HVAC system at Scott Inn, located on Scott Air Force Base. This is a Non-Appropriated Funds (NAF) acquisition, to be solicited as Full and Open Competition. The North American Industry Classification System (NAICS) code is 238200 (Plumbing, Heating, and Air Conditioning), and the Product Service Code (PSC) is J041 (maintenance, repair, and rebuilding of equipment related to refrigeration, air conditioning, and air circulation).

• Quarterly Preventative Maintenance (4 each base year, 4 each option year)

• Annual Preventative Maintenance (1 each base year, 1 each option year)

• Repair/Routine Service Calls (8 each base year, 8 each option year)

• Service Calls/Reimbursable Parts (additional work within scope, ceiling established by Government, labor at TBD/hr)

• Period of Performance: Estimated to begin March 1, 2026. The base year is 01MAR26 - 28FEB27, with four 12-month option periods.

• Contract Type: Firm-Fixed-Price for CLINs X001-X003. CLIN X0004 will be Time and Materials for repairs/additional work.

• Offer Due Date: Wednesday, February 25, 2026, at noon CST.

• Questions Deadline: February 19, 2026, at noon CST.

• Submission Method: Electronic copy via email to specified points of contact.

• Evaluation Criteria: Best value source selection utilizing a subjective trade-off process. Non-price factors (Technical Approach and Past Performance) are combined and are more important than Price. Technical Approach will be evaluated on an Acceptable/Unacceptable basis.

• Full and Open Competition.

• Bidders must be determined responsible by the Contracting Officer.

• A site visit will be held on February 17, 2026, at 1000 CST. Meet at 375 CONS building.

• Base access requires a valid REAL ID and contractor pass. Arrangements for sponsorship must be made by February 12, 2026, at noon CST.

• Offerors must submit a Cover Letter, Technical Proposal (max 5 pages), Past Performance Information, and Pricing.

• Organizational Conflict of Interest (OCI) statement is required.

• The solicitation includes several attachments: PWS, Pricing Sheet, Past Performance Information Sheet, Non-appropriated Fund Standard Clauses, and Wage Determination.

Performance Work Statement (PWS)

To define the requirements for preventative maintenance, inspection, and repair services for HVAC systems at Building 1812 (Scott Inn), Scott AFB, IL, ensuring optimal performance, extended system life, energy efficiency, and compliance with safety and environmental standards.

• Perform preventative maintenance (PM) tasks for various HVAC equipment including Rooftop Units, Boilers, Chillers, Cooling Towers, Pump Skids, Domestic Hot Water Heaters, Air Handling Units, Metasys Building Automation System, Sump Holding Tanks, and Water Softener Systems.

• Tasks include inspections, cleaning, lubrication, tightening connections, filter replacement, and water treatment testing.

• Contractor to furnish all chemicals for preventative maintenance and maintain proper chemical balance.

• Provide repair quotes for non-PM deficiencies, including detailed labor, material costs, and lead times.

• Respond to HVAC emergencies 24/7 with a 2-hour response time.

• Adherence to OEM recommendations and ASHRAE best practices for PM tasks.

• Submission of written maintenance service reports within 5 business days after PM service, detailing work performed, equipment condition, deficiencies, and recommended actions.

• Quarterly water treatment testing with results submitted within 5 business days.

• Emergency work requires authorization from Lodging Manager, Assistant Lodging Manager, Operations Manager, Maintenance Supervisor, or Contracting Officer.

• Services are for Building 1812 (Scott Inn) at Scott AFB, IL.

• A service schedule will be developed within 10 workdays of contract award.

• Preventative Maintenance Inspections are quarterly (4 per year).

• Compliance with all applicable standards, regulations, and national codes, including OSHA and EM 385-1-1.

• Contractor is responsible for hazardous waste analysis, characterization, handling, and disposal (used oil, refrigerants).

• Immediate notification to CO for any hazardous substance spills.

• Contractor personnel must be certified and trained on the Metasys Building Automation System.

• Sump Holding Tank work requires Confined Space Certification.

• Contractor personnel require LEADS background checks and must consent to them for installation access.

• Contractor personnel must wear identification badges.

• All contractors must complete AT Level I (Antiterrorism Awareness) training.

• Adherence to OPSEC requirements, including not photographing or discussing sensitive information.

Forms / Attachments / Pricing Sheets

This document, "Attachment 4 - Nonappropriated Fund Standard Clauses," contains standard contractual clauses that are incorporated by reference into a contract. It defines terms, outlines legal status, and details procedures for claims, protests, and appeals. It also covers contractor representations, advertisements, examination of records, hold harmless agreements, insurance requirements, procurement integrity, assignment of claims, termination clauses (convenience and cause), changes, social responsibility and labor standards, inspection and acceptance, commercial terms, taxes, invoices, governing law, sustainability, proof of shipment, variation in quantity, partial deliveries, payments, discounts for prompt payment, notification of debarment/suspension status, non-waiver of defaults, travel, minimum wage, paid sick leave, and representations regarding telecommunications equipment and child labor.

• Definitions of key contract terms (e.g., Contract, Contracting Officer, Contractor, NAFI).
• Legal status of Nonappropriated Fund Instrumentalities (NAFIs).
• Procedures for handling claims, protests, and appeals, noting the contract is not subject to the Contract Disputes Act of 1978.
• Clauses related to contractor responsibilities, including representations, procurement integrity, insurance, and examination of records.
• Termination clauses (for convenience and for cause) with associated procedures and liabilities.
• Clauses addressing changes to the contract, social responsibility (including combating trafficking in persons and labor standards), inspection, commercial terms, taxes, and invoicing.
• Specific requirements related to travel, minimum wage, paid sick leave, and prohibitions on certain telecommunications equipment and child labor.

This document is crucial for bidders as it outlines the standard terms and conditions that will govern the contract. Understanding these clauses is essential for accurately assessing the risks, responsibilities, and obligations associated with the opportunity. Key areas for bidders to review include termination procedures, payment terms, dispute resolution, labor standards, and any specific prohibitions or certifications required. This attachment forms a significant part of the overall contract and will impact proposal preparation and contract performance.

Form / Attachment / Pricing Sheet

This document is a pricing sheet for HVAC services at Scott Air Force Base. It outlines the costs for a base year and four option years, totaling a five-year period.

• Contract Line Item Numbers (CLINs): Specific services are identified by CLINs.
• Locations: Services are associated with specific locations within Scott AFB.
• Service Types: Includes Preventative Maintenance (Quarterly), Annual Maintenance, Service Calls (flat fee), and Additional Work (proposed hourly rate).
• Quantities: The "Amount" column specifies the number of units for each CLIN.
• Pricing: Fields for "Unit Price," "Extended" cost, and "Total Extended" are provided for each CLIN.
• Period of Performance: The pricing is broken down by Base Year (March 1, 2026 - Feb 28, 2027) and four Option Years (March 1, 2027 - Feb 28, 2031).
• Submission Deadline: Quotes are due by Noon CST on February 25, 2026.

Bidders must use this sheet to provide their pricing for the specified HVAC services over the five-year contract period. The "Unit Price" and "Extended" columns need to be completed by the contractor. This document is critical for proposal preparation and will likely be a key component in the evaluation of bids.

Form / Attachment / Pricing Sheet

This document is a Past Performance Information Sheet that offerors must complete for each of the three (3) past performance references submitted as part of their proposal. The references must be recent (within the past five years from the RFQ issuance date) and relevant (involving maintenance, repair, and installation of vehicle barrier systems).

• General Information: Project Title, Contract/Order Number, Performing Company (Prime, Subcontractor, or Teaming Partner).
• Customer/Agency Information: Customer/Agency Name, Point of Contact (POC) Name, Title, Phone, Email, and willingness for interview/survey.
• Contract Details: Total Contract/Order Value, Period of Performance (Start and End dates).
• Description of Work Performed: A narrative detailing how the project is relevant to the RFQ's Performance Work Statement (PWS), specifically addressing scope, magnitude, and complexity.
• Evidence of Performance Quality: Indicates availability of CPARS records, Letters of Recommendation, or other performance assessments.

This form is crucial for bidders to provide documented evidence of their past performance, demonstrating their capability to meet the requirements of the RFQ. The information submitted will be used by the Government to verify performance and assess the offeror's suitability for the contract. Offerors must ensure the references provided are recent, relevant, and that the described work directly aligns with the RFQ's PWS. Submission of this form grants the Government permission to contact the listed customer POCs.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-5075, Revision 31) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations performing work under the Service Contract Act in specific geographic areas.

• Geographic Area: Covers counties in Illinois (Bond, Calhoun, Clinton, Jersey, Madison, Monroe, St. Clair) and Missouri (Franklin, Jefferson, Lincoln, St. Charles, St. Louis, St. Louis City, Warren).
• Occupational Listings: Provides a comprehensive list of job titles, their corresponding occupation codes, and the minimum hourly wage rate. Occupations are categorized into broad groups such as Administrative Support, Automotive Service, Health Occupations, Information Technology, and more.
• Fringe Benefits: States that "Fringe Benefits Required Follow the Occupational Listing." It also details specific benefits including Health & Welfare ($5.55/hour or $222.00/week), Paid Sick Leave (EO 13706 rate of $5.09/hour or $203.60/week), Vacation (2-4 weeks based on service length), and Holidays (11 paid holidays).
• Special Provisions: Includes notes on hazardous pay differentials (8% for high hazard, 4% for low hazard) and uniform allowances.

This wage determination is critical for any bidder responding to a solicitation that requires services covered by the Service Contract Act within the specified geographic areas. Bidders must ensure their proposed labor costs and pricing reflect at least these minimum wage rates and fringe benefits for all covered employees. Failure to comply can lead to non-compliance with solicitation requirements and potential contract award issues.