USDA Forest Service Region 1 Regional Office HVAC Quarterly Maintenance

Solicitation / RFP / RFQ

This solicitation is for HVAC maintenance services at the USDA Forest Service Region One (R1) Regional Office in Missoula, MT. The services will cover a base year plus four option years.

• Quarterly HVAC maintenance services for the R1 Regional Office.

• Performance Work Statement (Attachment 2), Appendix A Inspection Checklist (Attachment 3), Wage Determination (Attachment 4), and Experience Questionnaire (Attachment 5) are included.

• Service Contract Labor Standards will apply.

• Anticipated award is for one contract with one (1) one-year base period and four (4) one-year option periods, totaling up to five (5) years and six (6) months.

• Base Year: April 1, 2026 – March 31, 2027

• Option Year 1: April 1, 2027 – March 31, 2028

• Option Year 2: April 1, 2028 – March 31, 2029

• Option Year 3: April 1, 2029 – March 31, 2030

• Option Year 4: April 1, 2030 – March 31, 2031

• Award will be made to the quoter representing the best value to the Government.

• Evaluation factors include Price (fair and reasonable) and Technical Acceptability (meets all requirements, thorough understanding).

• Only the lowest priced quote will be evaluated for Technical Acceptability. If not acceptable, the next lowest priced quote will be evaluated, and so on.

• Past Performance will also be evaluated (Acceptable, Neutral, Unacceptable).

• Quotes must be submitted via email to joanne.meiers@usda.gov by the due date and time.

• Emails should contain three separate attachments: Technical Proposal, Price Proposal, and Representations and Certifications.

• Quotes must be held firm for 60 calendar days from the receipt date.

• Questions are due by February 20, 2026, at 5:00 PM Mountain Time via email to joanne.meiers@usda.gov.

• Contractors must have an active entity registration in the System for Award Management (SAM).

• Pricing must be submitted for all items (base and option years) to be considered responsive.

• Applicable FAR and AGAR clauses are incorporated by reference.

• Specific insurance requirements are detailed (Workers Compensation, General Liability, Automobile Liability).

• Information on filing agency protests through the USDA Ombudsman Program is provided.

Form / Attachment / Pricing Sheet

This document is an inspection checklist for the HVAC systems in Building 24 and Building 26. It is used to track routine inspections and maintenance performed on various HVAC components throughout the year.

• Lists specific HVAC equipment by line number, floor, room, item, quantity, and description (e.g., boilers, pumps, air handlers, filters, thermostats, exhaust fans).
• Includes columns for each quarter (1st, 2nd, 3rd, 4th) with fields for 'DUE DATE COMPLETED' and 'INITIALS' to record when inspections were performed and by whom.
• Contains sections for 'Verification of Completion' requiring signatures from a Service Mechanic, Supervisor, and COR.

This checklist indicates the types of HVAC equipment and systems present in Buildings 24 and 26. Bidders responding to opportunities related to HVAC maintenance, repair, or replacement for these buildings can use this document to understand the scope of existing equipment, the frequency of inspections, and the general maintenance schedule. It provides insight into the operational status and maintenance history of the HVAC infrastructure.

Form / Attachment / Pricing Sheet

This document is a Wage Determination 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 under the Service Contract Act for a specific geographic area (Montana County of Missoula, State: Montana).

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that "Fringe Benefits Required Follow the Occupational Listing".
• Includes notes on Executive Orders related to paid sick leave and minimum wage rates for federal contractors.
• Outlines the process for requesting authorization of additional classifications and wage rates (Conformance Process).

This document is crucial for any bidder proposing to perform services under the Service Contract Act in the specified area. It directly impacts labor cost calculations for proposals, ensuring compliance with federal labor laws by outlining the minimum wages and benefits that must be paid to employees performing contract work.

Form / Attachment / Pricing Sheet

This document is an Experience Questionnaire designed to gather information from potential bidders regarding their qualifications and past performance. It is intended to help the government evaluate a bidder's capability to successfully perform the work contemplated by the solicitation.

• Contractor Information: Name, address, telephone number.
• Business Type: Classification of the business entity.
• Years of Experience: In the line of work and as prime/sub-contractor.
• Past Projects: List of completed projects within the last three years, including contract amount, type, completion date, and owner contact information.
• Current Commitments: List of ongoing contractual obligations.
• Past Performance Issues: Questions regarding failure to complete work or work completed by performance bond.
• Resources: Information on available employees (minimum/maximum, payroll status) and equipment.
• Key Personnel Experience: Details on individuals who will directly work on the contract.
• Remarks: Space for additional information.
• Certification: Official certification of the accuracy of the provided information.

Bidders must complete this questionnaire thoroughly and accurately. The information provided will be critical in demonstrating their experience, capacity, and past performance. Failure to provide complete or satisfactory information may impact the evaluation of their proposal and their ability to be considered for award. Bidders should pay close attention to the specific details requested regarding past projects and key personnel.