36C25726Q0376 0001.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 7

0001 04-23-2026

36C257

Department Of Veterans Affairs Network Contracting Office 17

1901 Veterans Memorial Drive Temple TX 76504

To all Offerors/Bidders

36C25726Q0376

04-07-2026

X

X X

X 1

This amendment is issued to provide responses to vendor questions and to incorporate the available site visit sign in sheet.

All offerors are responsible for submitting quotes based on the solicitation requirements and information provided.

All other terms and conditions remain unchanged.

See Continuation Page for additional details.

36C25726Q0376 P00001

CONTINUATION PAGE

Dallas, Herzog, Grand Prairie HVAC Maintenance Questions

1. The solicitation identifies three separate locations as the place of performance; however, only one site walkthrough was conducted. Please confirm whether services will be required at all three locations and whether additional walkthroughs will be scheduled for the Grand Prairie and Dallas sites, similar to the walkthrough conducted at the Herzog location.

Government Response: Site visits were conducted on April 14-15, 2026 and covered all locations identified in the SOW.

2. If additional walkthroughs are not scheduled for the Grand Prairie and Dallas sites, are contractors expected to bid with Herzog as a reference for the layout and requirements for the other 2 sites?

Government Response: Offerors shall refer to the SOW, as site visits were conducted for all locations.

3. Is there an incumbent contractor for this requirement? If so, please provide the previous award details, including scope and contract value if available.

Government Response: There is not an incumbent contractor.

4. In Exhibit A, the table includes redacted or blacked-out cells under “Unit ID,” while other fields such as “Filter Quantity,” “Filter Size,” and “Filter Type” remain visible. Please confirm whether the units associated with the redacted “Unit ID” fields are within scope and require servicing, and whether the listed filter quantities, sizes, and types should be included in our pricing.

Government Response: the blacked out boxes under “Unit ID” the information in the on the row associated with this box is referencing the Unit ID above.

Ex. All information on the second row applies to AHU 34.

5. During the walkthrough, chillers were mentioned; however, the solicitation does not reference chiller service or repair. Please confirm whether chillers are included in the scope of work and, if so, provide details on the required services.

Government Response: Chillers are not part of the requirement.

6. Equipment Scope & Accuracy - Can you confirm whether the equipment lists provided in the exhibits are complete and current, and that all listed assets are included within the base preventive maintenance scope?

Government Response: Confirmed.

7. Repair CLIN Administration ($200K Pool) - Can you clarify how the repair CLIN will be administered, including approval process, funding controls, and response expectations for work performed under this pool?

Government Response: If during the PM, or inspection, the contractor identifies a faulty unit, the contractor shall submit the recommendations to the COR along with a quote for approval. If approved, the amount will be deducted from $200k.

8. Reporting & Systems Requirements - What are the required service reporting and documentation standards? Are contractors expected to utilize any VA-specific systems or platforms?

Government Response: Maintenance Log- Contractor shall document all maintenance activities, including dates and tasks performed, to track the history of the air handler’s upkeep. The contractor shall provide maintenance log to the VA on all scheduled & unscheduled Preventive Maintenance. No later than 3 working days from completion of all work.

The Contractor will not have access to VA Systems.

9. On-Site Authority / Coordinator Expectations - Can you clarify expectations for contractor on-site authority, including whether continuous on-site presence is required or if an on-call / responsive model is acceptable?

Government Response: The contractor shall determine the means and method to which they accomplish the work outlined in the Statement of work. There is a portion of the contract for repairs and emergency repairs.

10. Access & Operational Constraints - Are there any site-specific access, badging, scheduling, or operational constraints that could impact service delivery across the three locations?

Government Response: Contractors will be issued badges to gain access to the facility.

This will not hinder the commencement of the contract.

11. Transition / Start Timeline - Can you confirm the expected timeline from award to contract start, and whether a transition or mobilization period will be provided prior to full performance?

Government Response: Period of performance will be established once the contract is awarded.

12. Coordination with VA In-House Team - Will the contractor be working in coordination with the existing VA on-site HVAC maintenance staff? If so, how are responsibilities divided between the contractor and VA personnel?

Government Response: Yes, the contractor is expected to carry out the tasks specified in the SOW. VA personnel will take charge of any work that is not detailed in the SOW.

13. Scope Clarification – Chillers vs. Air Handlers - Can you confirm whether the scope includes full responsibility for central plant systems (e.g., chillers), or is limited to downstream systems such as air handlers and associated equipment?

Government Response: This contract specified the Air Handler Units only.

14. Additional Expectations - Are there any performance expectations or operational requirements not explicitly outlined in the SOW that would be critical to successful execution of this contract?

Government Response: No, everything required for this requirement is in the SOW.

15. I’m preparing a proposal for solicitation 36C25726Q0376 and wanted to confirm whether a site visit or walkthrough will be scheduled prior to proposal submission. Given the scope and multiple facilities involved, I want to ensure pricing is aligned with site conditions. If no site visit is planned, please confirm that pricing should be based solely on the Statement of Work.

Government Response: Site visits were conducted on April 14th and 15th.

16. Is this project tax exempt?

Government Response: Yes

17. Will there be an ICRA/PCRA provided?

Government Response: No

18. Where are staging, laydown, and material storage areas located?

Government Response: This will be identified post award.

19. Are there any known equipment deficiencies or recurring failures not listed in the SOW?

Government Response: This contract is mainly focused on preventive maintenance, designed to avert recurring failures. Should the contractor discover any failures during the execution of the contract, they are required to report these failures without delay.

20. Will the VA provide as-built drawings, control diagrams, or past maintenance records?

Government Response: There are no past maintenance records.

21. Will there need to be scheduled outages for maintenance on AHUs that are used for surgery centers or procedure rooms?

Government Response: Yes

22. Is there a preferred filter manufacturer the VA would like to use?

Government Response: No

23. Is the VA expecting a certain number of HVAC employees to be on site to perform the contract requirements, in addition to the Project Coordinator?

Government Response: No

24. Is this a supplement to the existing hospital HVAC maintenance staff?

Government Response: No

25. Will we be overlapping responsibilities with the existing hospital HVAC staff?

Government Response: No

26. Is there an existing preventive maintenance-based hospital system for the HVAC equipment? Or is the contractor responsible for developing a new program/process?

Government Response: The contractor is expected to develop a new program/process.

27. Is there an automated work-order system currently in place for HVAC corrective action and unscheduled maintenance?

Government Response: Yes

28. Will this contract include be responsibility for routine work orders, such as for hot/cold calls, or is this just for preventive maintenance only?

Government Response: Preventive maintenance

29. Are chillers part of this contract?

Government Response: No

30. Is HVAC ductwork maintenance part of this contract?

Government Response: No

31. Is Air Balancing part of this contract?

Government Response: No

32. Are building controls part of this contract?

Government Response: No

33. Are filters to be procured by the VA or the Contractor?

Government Response: The Contractor

34. Who is the current filter provider for the hospital?

Government Response: The hospital does not have a current filter provider.

35. What is the estimated SF of the Hospital and the remote clinics?

Government Response: SF information is not available. Offerors shall base their offers on the SOW.

36. Would it be possible to get plan drawings showing the placement/location of each of the AHUs and HVAC equipment?

Government Response: Drawings are not currently available

37. Is there a dedicated space for staff to work out of? (Storage of materials, office area) Or space for an office Conex?

Government Response: We can provide space for Conex.

38. We noted that there were several large construction projects underway, will there be a plan for adding the additional HVAC equipment as they come online?

Government Response: This contract is on for Air Handler Units.

39. Please confirm the correct email subject line for quote submission. The offer instructions say to submit under solicitation 36C25726Q0376, but the example subject line states “Quote - 36C25726Q0019 Dallas HVAC.” Source: Offer Submittal Instructions, page 43.

Government Response: The example subject line contains a typographical error. The correct solicitation number is 36C25726Q0376.

40. Please clarify whether NATE certification is mandatory for every technician assigned to the contract or only for certain personnel / equipment types. Source: SOW Section 2.0, page 5.

Government Response: For PM purposes, not every technician needs to be NATE certified, whereas the crew lead must be required to be NATE certified while directing PM work at all times. For troubleshooting and/ or repair work NATE certification is mandatory.

41. Please clarify what is meant by “documented knowledge and experience in the VA’s standards for construction and testing of safety devices” for HVAC systems, and identify what documentation the Government expects with the quote versus after award. Source:

SOW Section 2.0, page 5.

Government Response: Certification will fulfill the documented knowledge requirements

42. Please confirm whether the full-time Project Coordinator must be physically onsite during all maintenance activity at every location, or whether the onsite requirement applies only during active work at the specific site where services are being performed. Source: SOW Section 3.0, page 5; Basis for Award, pages 45-46.

Government Response: Project Coordinator, and Onsite Management is not required.

The Contractor is still expected to coordinate scheduled maintenance with the COR and facility.

43. Please confirm whether Exhibit A and Exhibit B are the full equipment inventory and tasking schedule for this requirement. The SOW references detailed tasking sheets for each piece of equipment, but the current package only includes the exhibit tables.

Source: SOW Section 1.0, page 4; Exhibits A and B, pages 9-22.

Government Response: Confirmed

44. Please confirm whether the annual PM scope includes all maintenance materials, all filters, belts, and consumables for every listed unit, including HEPA, bag, link, cube, canister, and pleated filters shown in the exhibits. Source: SOW Sections 5.0, 7.0, and 7.2, pages 6-8; Exhibits A and B, pages 9-22.

Government Response: The Contractor will provide materials

45. Please confirm whether coil cleaning methods involving “soft power washing or air system” are permitted in all occupied VA hospital areas, and identify any infection-control, containment, or after-hours restrictions that apply to this work. Source: SOW Section 7.0, page 7.

Government Response: Coil cleaning is usually done after hours to cause minimal disruptions to patient care.

46. Please confirm whether corrective repair and emergency repair pricing is intended to be priced as a single annual Not-to-Exceed line item for each contract year, and whether the base-year $200,000 amount stated in SOW Section 7.1 also applies to each option year. Source: SOW Section 7.1, page 7; Price/Cost Schedule, page 23.

Government Response: Corrective and emergency repairs are established as a single annual not-to-exceed (NTE) amount per contract year. The $200,000 represents the total maximum for all such repairs within that year and shall not be exceeded.

47. Please clarify who determines when parts are “outside the scope” of preventative maintenance and whether there are any mark-up limitations, quote requirements, or approval thresholds for repair parts purchased under the corrective / emergency repair line item. Source: SOW Section 7.1, page 7; Price/Cost Schedule, page 23.

Government Response: The Contracting Officer

48. Please confirm whether OEM parts are required or merely preferred. Section 7.2 says certified manufacturer replacement parts are required and OEM components are preferred. Source: SOW Section 7.2, page 8.

Government Response: Confirmed

49. Please confirm whether there are any badging, security, escorting, parking, tool control, infection control, ICRA, or check-in/check-out requirements beyond the brief SOW references. If so, please provide them. Source: SOW Section 3.0, page 5; current package does not include separate site-access procedures.

Government Response: Site access procedures include checking in with COR at Engineering building. ICRA will be issued as needed.

50. Please confirm whether Davis-Bacon wage rates do not apply and that this requirement is governed by the attached Service Contract Act wage determination only. Source:

attached Service Contract Act Wage Determination No. 2015-5227; current package only includes SCA wage determination.

Government Response: Davis-Bacon Act wage rates does not apply. This is a service contract governed by the Service Contract Labor Standards (SCA). The applicable SCA wage determination applies.

51. Please confirm that this contract is for “Services” under VAAR 852.219-75 VA Notice of Limitations on Subcontracting and that no more than 50% of the amount paid by the government may go to non-SDVOSB subcontractors.

Government Response: Yes. This is a service contract under VAAR 852.219-75.

Attachment

See attached document: 0414 SITE WALK.