SF 30 RFQ 36C24824Q0365 Amendment 0002_Duct Cleaning_14 May 2024.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 11

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

To all Offerors/Bidders

36C24824Q0365

X x

See CONTINUATION Page x 1

Amendment 0002 for Request for Quote (RFQ) 36C24824Q0365, Cleaning of Ducts for the Heating, Ventilation, and Air System at VA Caribbean Healthcare System (VACHS) is issued to incorporate questions and answers for this RFQ. See continuation on page 2 for a list of all questions and answers and other changes to this RFQ.

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CONTINUATION PAGE

The purpose of this amendment is for the following:

a. To incorporate questions and answers for Request for Quote (RFQ) 36C24824Q0365, Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System (VACHS).

Q1. Please confirm all 6 buildings will be done on Base Bid?

A1. The government’s intent is to award a Blanket Purchase Agreement (BPA).

BPAs are established with no minimum quantities/amount guaranteed. Orders, also known as BPA Calls, will be dependent on the government needs for duct cleaning and availability of funding. Placement of orders is not guaranteed under this BPA. Therefore, there is no guarantee of how many buildings/orders will be done during the base period and subsequent option periods.

Q2. If these are not all done on base bid, what is the minimum linear footage we can be called for?

A2. See response to question 1.

Q3. Please confirm anyone bidding this needs to be NADCA certified and an ASCS is to be onsite during the cleaning?

A3. Correct. As per Performance Work Statement (PWS) paragraphs 2.3.4, the awarded BPA holder shall be a member of the National Air Duct Cleaners Association (NADCA). Moreover, the BPA holder shall be a member of the American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE). These memberships shall remain active during the life of the resulting BPA. As for the supervisor(s), the BPA Holder shall have an on-site NADCA Air System Cleaning Specialist (ASCS) supervisor whenever work is carried out. The ASCS shall be a full-time employee of the BPA Holder. A NADCA Certified Ventilation Inspector (CVI) shall perform the HVAC cleanliness inspection to determine the need for cleaning. See PWS paragraphs

2.3.4.1.1 through 2.3.4.1.5 for further details.

Q4. Will cutting and patching be allowed or are access doors required for the cleaning?

A4. See PWS paragraphs 3.3.6 through 3.3.6.3.

Q5. All work to be done after hours, correct?

A5. Upon review, the government has decided that work be conducted during the following hours: Monday through Friday, from 4:00 PM onwards, and on Saturdays, Sundays, and Federal Holidays, performance is permitted from 7:00 AM to 4:00 PM. All work requires previous coordination with the Government Point of Contact. PWS paragraph 2.1.3 is updated to reflect this change.

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Q6. Can you confirm the rate to follow is Sheet-Metal Maintenance rate? This is what is used at most VA projects.

A6. This is a performance-based BPA. BPA Holder is responsible for ensuring compliance with the applicable wage determination and Department of Labor laws and regulations.

Q7. Is there internal fiberglass lining in the ductwork? If so NADCA states this should be contact brushed and vacuumed, not cleaned with compressed air. Compressed air will only damage the liner making fibers air born when the systems are on.

A7. No, there are no internal fiberglass lining in the ductwork.

Q8. Are cleaning of any Units required? If so, how is it part of the LF pricing?

A8. PWS paragraph 3.1 indicates “This includes the entire heating, air-conditioning and ventilation systems from the points where the air enters the system to the points where the air is discharged from the system. The return air grilles, return air ducts to the air handling units (AHU), the interior surfaces of the AHUs, mixing boxes, coil compartments, condensate drain pans, humidifiers and dehumidifiers, supply air ducts, fan blades, air wash systems, spray eliminators, turning vanes, filters, filter housings, reheat coils, and supply diffusers are all considered part of the HVAC system”. BPA Holder shall follow all NADCA and ASHRAE guidance to ensure no particulate enters the AHUs.

Q9. Are there any HVAC drawings you can provide for the buildings?

A9. A copy of all available as built drawings are attached to this amendment.

Q10. In documents it states we may have to work holidays, how are we supposed to price a maybe?

A10. See response to question 5.

Q11. If there are drawings available, we can price per building complete to minimize the potential of a company low balling the bid just to change order the job to be profitable?

Sorry we see this a lot and it is not fair to companies that are NADCA certified.

A11. As built are attached to this amendment. However, the prefer pricing method is by lineal foot and not by building.

Q12. Will the VA have a full time Project Manager onsite that will also act as an inspector for the project?

A12. The government will have a Program Point of Contact that will handle all technical and administrative matters of this BPA, to include surveillance.

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Q13. Are there electronic building Mechanical Plans available to the BPA Holder?

A13. See response to question 9.

Q14. What are the sizes of the ductwork to be cleaned? The size matters, 15' x 10' vs 2' x 2' is not disclosed in linear feet alone and the time to clean changes depending.

A14. Sizes are found in record drawings.

Q15. How many HVAC Units are to be cleaned per building and what are their sizes in terms of tons? The count and size of the units matters in terms of time to clean.

A15. Information can be obtained in the attached As Built drawings.

Q16. How many VAV’S are present per building? The count of the vav units matters in terms of time to clean.

A16. Sizes and VAVs quantities are found in record drawings. Nonetheless, the approximate quantities is as follows: Administrative Building 225; South Bed Tower 360;

OPA 543; and Main Building 15.

Q17. What are the heights of ceilings & ductwork/HVAC units in each building above the ceilings? This will tell us what size ladders will we need as well as if there are any scenarios where we might need any JLG LIFTS? Say an open-air welcome atrium, for example.

A17. The ceiling height ranges from 8 to 35 feet.

Q.18 Will the work take place during the day or during the nights? If section of the hospital will be shut down or closed off during cleaning, then the day would we welcome.

However, if the hospital is to remain operational, the night would be best. The hourly wage paid our staff changes depending on the requirement.

A18. See response to question 5.

Q19. We would please like to request a site visit to help us in our assessment. The current solicitation does not include a site visit.

A19. A site visit has been scheduled for May 23, 2024, at 9:00 AM. The meeting point will be in the main lobby, next to the VA Police Station. Not all areas covered under the resulting BPA will be visited during this site visit. Vendors who are interested in participating in the site visit shall send an email to Baryan Sierra at baryan.sierrapierluissi@va.gov, providing the names of participants (maximum 2 per interested vendor).

Q20. Please provide a copy of all available drawings.

36C24824Q0365 0002 | Page 5 of 11

A20. See response to question 9.

Q21. We kindly request the blueprints of the buildings to be impacted by the project.

These blueprints are crucial for our planning and execution phases, ensuring that we align our work accurately with the project's specifications and requirements.

A21. See response to question 9.

Q22. Please provide the total square footage of conditioned areas and the total number of air handlers.

A22. See response to question 15.

Q23. Please provide a list of the equipment and its age that is included in the scope of this requirement.

A23. The government considers that the age of the equipment is not relevant to the requested duct cleaning service.

Q24. Please provide technical drawings of all building.

A24. See response to question 9.

Q25. According to page 12, Section 2.3.4.1 - In addition, the supervisor shall have a Mechanical Engineering degree from an accredited education institution. We respectfully asks to remove this requirement. Based on the scope this qualification is not required.

A25. The requirement to have a mechanical engineer is removed. PWS 2.3.4.1.1 is updated to reflect this change. However, the awarded BPA holder is responsible for following all NADCA and ASHRAE standards and recommendations.

Q26. According to page 14, Section 2.5 - Due to limited space, the BPA holder can have a maximum of two (2) vehicles at any given time on VACHS premises. Please consider increasing it to four vehicles. Due to the nature of the work, some material will need to be brought via trailer and this will require additional space.

A26. As stated in the PWS, VACHS has limited available space; therefore, no additional space can be offered at this time. The BPA holder may use the loading dock to unload a trailer; however, any trailer utilized shall be promptly removed from VACHS premises once unloading is finished.

Q27. According to page 20, Section 3.2.3 - Verification of Coil Cleaning. Cleaning is to restore the coil pressure drop to within 10 percent of the pressure drop measured when the coil was first installed. If the original pressure drop is not known, the coil will be considered clean only if the coil is free of foreign matter and chemical residue, based on a thorough visual inspection (see NADCA HVAC Inspection Manual Standards).

36C24824Q0365 0002 | Page 6 of 11

Contractor does not anticipate that a return to 10% percent pressure drop for units that are 5 years or older will be feasible. This is due to build up of debris and contaminants and erosion due to chemical cleaning. Contractor advises that pressure drop should be a government determined % increase from existing pressure drop.

A27. The government will evaluate case by case.

Q28. According to page 17 Section 3.3.7 – A Penetration Permit Policy needs to be requested for each ceiling section that needs to be accessed…. Please confirm what is the process for requesting a Penetration Permit Policy.

A28. All penetration permits are to be coordinated with the Program Point of Contact.

BPA holder will be required to submit a penetration permit per area or AHU. No access should be conducted until the penetration permit is approved. A copy of this permit is provided with this amendment.

Q29. Please advise if all 6 buildings will be requested to be completed each base year.

Otherwise, please advise expected schedule for which buildings will be completed each year. This information is required to confirm that the contractor can commit to the period of performance.

A29. See response to question 1.

Q30. Will there be space onsite for a contractor’s storage unit/Conex box?

A30. See response to question 26.

Q31. According to page 17 Section 3.3.6 - Provide access doors for openings that need to be re-opened for future inspection or remediation. Clearly mark all service openings, capable of being re-opened for future inspection or remediation, and report their location in service report documents.

a. Please advise required dimensions and specification of the access doors.

b. Please advise of any modifications to drawings to include the access doors.

A31. BPA holder shall follow all NADCA and ASHRAE standards for access doors. As stated in PWS paragraph 3.3.6.3, clearly mark all service openings, capable of being re-opened for future inspection or remediation, and report their location in service report documents.

Q32. According to page 18, Section 3.3.9 - Duct Systems. Create service openings in the system as necessary in order to accommodate cleaning of otherwise inaccessible areas. Please advise if the service openings should be re-accessible in the future.

A32. As stated in PWS paragraph 3.3.6.3, service opening shall be re-accessible for future inspection or remediation.

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Q33. Please advise of areas or buildings where work can be performed during business hours and areas or buildings where work must be performed after hours.

A33. See response to question 5.

Q34. Please confirm if the facility is aware of any asbestos containing materials in the buildings.

A34. Yes, the facility is aware of asbestos containing materials in several areas. See attached document titled “VACHS Asbestos Free Areas Basement, 1st Floor, and 2nd Floor”, dated August 5, 2020.

Q35. Payment for non-recurring items: We request that separate Base Year CLIN items be provided for the following considering they will only be completed during the base year:

a. Hourly rate and “X” qty of hours NTE, OR a lump sum line item during the base year to inspect all buildings.

b. Labor for access doors for all buildings, NTE “X” dollars.

c. Materials for access doors for all buildings, NTE “X” dollars.

A35. Time-and-materials and labor hour contracting vehicles are the least preferred contract types; thus, not considered for this acquisition. As for the access doors, the government is incorporating line items 0002, 1002, 2002, 3002, and 4002 to cover this requirement for all applicable periods.

Q36. We would please like to request a site visit.

A36. See response to question 19.

b. Several PWS paragraphs were renumbered as there was an error in the numbering. No change in the language to this renumbered paragraph was made. See updated PWS along with this amendment.

c. An updated price/cost schedule is provide along with this amendment. The expected period of performance is changed as follows:

Period From To Base Year 6/1/2024 – 5/31/2025 8/1/2024 – 7/31/2025 First Option 6/1/2025 – 5/31/2026 8/1/2025 – 7/31/2026 Second Option 6/1/2026 – 5/31/2027 8/1/2026 – 7/31/2027 Third Option 6/1/2027 – 5/31/2028 8/1/2027 – 7/31/2028 Fourth Option 6/1/2028 – 5/31/2029 8/1/2028 – 7/31/2029

d. Interested vendors are reminded to acknowledge and/or sign all amendments.

e. The RFQ closing date and time remain unchanged: May 29, 2024, at 10:00 AM (Puerto Rico local time).

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f. All other terms and conditions remain unchanged.

See attached documents:

1. P09 PWS Ducts Cleaning Services, 14 May 2024_REVISED.

2. As Built Set Pages 1 to 25.

3. As Built Set Pages 26 to 50.

4. As Built Set Pages 51 to 100.

5. As Built Set Pages 101 to 150.

6. As Built Set Pages 151 to 200.

7. As Built Set Pages 201 to 246.

8. VACHS Asbestos Free Areas Basement, 1st Floor, 2nd Floor as of 5 August 2020.

9. Permit for Penetrations and Miscellaneous Openings in Fire and Smoke Barriers rv1.

36C24824Q0365 0002 | Page 9 of 11

A.1 PRICE/COST SCHEDULE ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 251,153.00 LF $________________ $________________

The BPA Holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

BPA Period: Base POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

0002 30.00 EA $________________ $________________

Labor and materials for access doors.

BPA Period: Base POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

TOTAL BASE YEAR $________________

1001 30.00 EA $________________ $________________

The BPA Holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

BPA Period: Option 1 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

1002 30.00 EA $________________ $________________

Labor and materials for access doors.

BPA Period: Option 1 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

TOTAL FIRST OPTION $________________

2001 251,153.00 LF $________________ $________________

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The BPA Holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

BPA Period: Option 2 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

2002 30.00 EA $________________ $________________

Labor and materials for access doors.

BPA Period: Option 2 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

TOTAL SECOND OPTION $________________

3001 251,153.00 LF $________________ $________________

The BPA Holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

BPA Period: Option 3 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

3002 30.00 EA $________________ $________________

Labor and materials for access doors.

BPA Period: Option 3 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

TOTAL THIRD OPTION $________________

4001 251,153.00 LF $________________ $________________

The BPA Holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and

36C24824Q0365 0002 | Page 11 of 11 services.

BPA Period: Option 4 POP Begin: 08-01-2028 POP End: 07-31-2029 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

4002 30.00 EA $________________ $________________

Labor and materials for access doors.

BPA Period: Option 4 POP Begin: 08-01-2028 POP End: 07-31-2029 PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

TOTAL FOURTH OPTION $________________

5001 125,577.00 LF NSP NSP

DO NOT PRICE THIS ITEM. FAR 52.217-8, OPTION TO EXTEND SERVICES. The BPA Holder shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform "Cleaning of Ducts for the Heating, Ventilation, and Air Conditioner System at VA Caribbean Healthcare System" as defined in the Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services.

BPA Period: FAR 52.217-8 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

5002 15.00 EA NSP NSP

DO NOT PRICE THIS ITEM. FAR 52.217-8, OPTION TO EXTEND SERVICES. Labor and materials for access doors.

BPA Period: FAR 52.217-8 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 561790 - Other Services to Buildings and Dwellings PRODUCT/SERVICE CODE: J041 - Maintenance, Repair, and Rebuilding of Equipment - Refrigeration, Air Conditioning, and Air Circulating Equipment

GRAND TOTAL $________________

A.1 PRICE/COST SCHEDULE ITEM INFORMATION