36C78626Q50085 - Saratoga HVAC Preventative Maintenance Svcs.doc

GENERAL INFORMATION:

Document Type:

Combined Synopsis Solicitation

Solicitation Number:

36C78626Q50085 Post Date:

February 12, 2026 Original Response Date:

March 4, 2026, at 10:00AM EST Applicable NAICS:

238220 – Plumbing, Heating, and Air Conditioning Contractors Classification Code:

J049 – Maint/repair/rebuild of Equip-Maint and Repair shop Equip Set Aside Type:

Serviced- Disabled Veteran-Owned Small Business (SDVOSB) Period of Performance:

Base plus 4, if exercised Issuing Contracting Office:

Department of Veterans Affairs

National Cemetery Administration, Contract Services

18434 Joplin Road

Triangle, VA 22172

Place of Performance:

Saratoga National Cemetery (SNC)

200 Duell Rd Schuylerville, NY. 12871

Attachments:

A. Statement of Work (SOW)

B. Price Schedule

C. Past Performance Questionnaire D. Wage Determination: 2015-4143, Rev 33, Date: 12-03-2025 This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12 Overhaul. This announcement constitutes the only solicitation for HVAC Preventative Maintenance Services. Quotes are being requested and separately written solicitation will not be issued. Solicitation number 36C78626Q50085 is issued as a Request for Quotation (RFQ) for HVAC Preventative Maintenance Services. This acquisition is set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) under NAICS Code 238220. The Business Size Standard is $19.0 million. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accused electronically at www.acquisition.gov.

Quoters are responsible for obtaining all amendments or additional information concerning this announcement at SAM.gov.

Site Visit. Quoters are urged and expected to inspect all sites where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance. In no event shall failure to inspect one or all sites constitute grounds for a claim after contract award. If you plan to conduct a site visit/inspection of Saratoga National Cemetery (SNC) located at 200 Duell Rd, Schuylerville, NY. 12871 you must contact one of the following Cemetery Staff to make arrangements:

▪ Josh Gilheany, Admin Officer……………............ (518) 581-9128

▪ William Nelson, COR …………………………….(518) 581-9128

Information pertaining to access to HVAC Preventative Maintenance Service location(s) will be provided by Cemetery Staff.

Site Visit will be on February 18, 2026, from 10:00AM EST until 12 noon EST and will not be rescheduled.

Solicitation Questions. All questions regarding this solicitation are to be submitted to the Contracting Officer, via email, no later than close of business on February 19, 2026. Questions pertaining to this announcement shall be sent by email to: Hugh.Oneil@va.gov and cc Joselito.Roman@va.gov. Telephone inquiries will not be accepted. Associated answers to questions submitted will be provided via a solicitation amendment. Should an amendment not be endorsed by the interested Quoters, the quotes will be considered Non-Responsive.

Instructions to Quoters. Interested Quoters MUST be registered with the System of Award Management (SAM) at http://www.sam.gov and must compete the Online Representations and Certifications Application (ORCA) at http://www.sam.gov prior to the solicitation closing date. Failure to comply will result in the offeror being considered Non-Responsive. Service-Disabled Veteran Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) socio-economic category concerns MUST have an active/current registration with https://search.certifications.sba.gov/. Failure to comply will result in the offeror being considered Non-Responsive.

Failure to comply will result in the offeror being considered Non-Responsive.

Interested Quoters who do not have a current/active Sam account registration or who are not certified as a Service-Disabled Veteran Owned Small Business or certified as a Veterans Owned Small Business in the SBA website (https://search.certifications.sba.gov/) upon solicitation close date will be considered Non-responsive.

Response time. Quoters will only be considered from Interested Quoters who are regularly established in the business called for and who are financially responsible and have the necessary equipment and personnel to provide the necessary HVAC Preventative Maintenance services required under this contract. Quoters will only be accepted electronically via email to Hugh O’Neil (Contracting Specialist) at Hugh.ONeil@va.gov and cc Jose Roman at Joselito.Roman@va.gov (Contracting Officer) no later than March 4, 2026, at 10:00AM Eastern Standard Time (EST).

Responses to this announcement will result in a Firm Fixed Price (FFP) contract. The Government intends to make award without discussions. All information submitted in response to this announcement is voluntary and the Government will not pay for information provided nor will it compensate any respondent for any cost incurred in developing information provided for the Government.

Quoters Submittal. Quoters shall submit Volume A through C in three (3) separate Adobe Acrobat (pdf.) files and Volume D as an Excel Spread Sheet (xlsx.). An email request must be submitted on time, prior to the solicitation’s closing date for this to be approved.

Each Volume will be identified as follows:

1. Company’s information (Volume A)

2. Company’s relevant experience in performing Complete Grounds Maintenance Services (Volume B)

3. Past Performance (Volume C)

4. Pricing (Volume D)

Quoters shall include only one copy of each Volume in their submittal.

Interested Quoters who fail to submit the four (4) separate documents as directed may be considered Non-Responsive. In the event an Interested Offeror has issues with offer submittal, the Offeror must notify the Contracting Officer of the impending issue via electronic correspondence. The subject header shall be titled HVAC Preventative Maintenance Services at Saratoga National Cemetery (SNC) and shall include RFQ 36C78626Q50085. Interested Quoters must ensure that they have a read and delivery receipt on their email to provide proof if necessary. Failure to notify the Contracting Officer of such issues may constitute the submittal as Non-Responsive.

Note: The Contracting Officer may or may not respond to your submittal therefore it is crucial that a copy of the email correspondence be provided. Additionally, failure to provide all Volumes within the Solicitation’s response time may also constitute an Interested Offeror as Non-Responsive.

Evaluation. Quotes will be evaluated using FAR Part 12 Overhaul procedures and in accordance with the Addendum to FAR 52.212-2. The Government will award a single contract resulting from this Combined Synopsis/Solicitation to the responsible quoter with the Lowest Price Technically Acceptable quote. This means that the Quoter with the lowest evaluated price, meeting or exceeding the acceptability standards for non-price factors will receive the award. The lowest price quote will be sent for technical review and if found technically acceptable, award will be made to that Quoter, as long as the Quoter can be determined responsible. If the lowest priced quote is not found technically acceptable, then the next level quote will be sent for technical review. This process will continue until a quotation is found technically acceptable.

Company Information (Volume A). The following information shall be included in Volume A:

•Legal Business/Company Name (as listed in www.sam.gov). Should Legal Business/Company Name not coincide with what is listed in the Government’s website www.sam.gov, the Interested Offeror will be considered non-responsive.

•Complete Company Address (No P.O. Boxes). Should an Interested Offeror submit the Company’s address as a P.O. Box, the Interested Offeror will be considered non-responsive.

•SAM Unique Entity Identification (UEI).

•Company’s Point of Contract Name and Title

•Telephone Number

•Email Address

•Solicitation Amendments acknowledgement. Interested Quoters will acknowledge all amendments by either providing a signed copy of the Amendment(s) or by filling out page 4. Titled ACKNOWLEDGMENT OF AMENDMENTS. Failure to acknowledge all subsequent Amendments will result in the Interested Offeror being considered non-responsive.

•One (1) Copy of completed FAR Clause 52.223-3 “Hazardous Material Identification and Material Safety Data” (if applicable).

•In accordance with Public Law 116-183 a Small Business claiming Veterans First Status, Service Disable Veteran Owned Small Business (SDVOSB), or Veteran Owned Small Business (VOSB), must certify in writing that their firm are performing 50 percent of the work. Therefore, Interested Quoters who claim SDVOSB or VOSB status shall provide a signed copy of VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. Quoters must complete, sign, and return the formal certification with the Offeror’s quote. The Government will not consider Quoters for award from Quoters that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. Should award be made to an SDVOSB or a VOSB who is suspected of violating PL 116-183 this Agency will refer suspected violators to its department’s inspector general for investigation and possible fines, suspensions, or debarments.

• Company’s relevant experience in performing HVAC Preventative Maintenance Services. See Statement of Work (SOW) for HVAC Preventative Maintenance Service details.

• Capabilities that specifically highlight the company’s strengths and resources in providing HVAC Preventative Maintenance services. This includes the following:

a. Organizational Control- Information that details the company’s internal controls and processes in the management of Government contracts. This includes identifying principal ownership (51 percent) of the firm in accordance with VAAR 852.219-73. To qualify as a SDVOSB, one or more service-disabled veterans must unconditionally and directly own at least 51 percent of the concern. Failure to provide this information will result in the offeror being non-responsive.

b. Subcontractor Management- Information that identifies subcontractors’ percentage of performance to include regulatory evaluation and monitoring of subcontractor(s) for the purpose of mitigating risk. Interested Quoters may use a subcontractor’s past performance only if a teaming agreement is provided with the quote. A teaming agreement is a formal arrangement between a potential prime contractor and one or more subcontractors to work together on a specific Federal Government contract or acquisition program. These agreements are designed to allow the parties to complement each other’s unique capabilities and provide the Government with the best combination of performance, cost and delivery of the service. The Prime Contractor is still required to provide its own past performance information in relation to the required service. If a joint venture has been established, the joint venture will be considered the Prime Contractor and must have its own established Unique Entity ID in Sam.gov before it can be considered. A joint venture is an enterprise owned and operated by two or more businesses and must meet VAAR 852.219-73 compliance. When assessing a joint venture’s past performance, consideration will be given to each partner’s experience and capabilities as well as the joint venture’s collective past performance. Failure to provide a teaming agreement of joint venture agreement if applicable will result in the offeror being non-responsive.

c. Similar Work performed- Highlights the contractor’s capabilities in performing HVAC Preventative Maintenance services. Quoters can align the narrative with the company’s past performance records. Narrative needs to be factual and compelling, providing concrete results and demonstrating the company’s capabilities in HVAC Preventative Maintenance services.

Technical Offeror (Volume B). The following shall be included as part of the Offeror’s technical submission, Volume B.

• Key Personnel Identification. Key Personnel must be identified to include managerial and technical qualifications to include roles and responsibilities.

•Work Plan/Staffing Plan (WP/SP). WP/SP must outline the following:

a. Methodology. Specific tasks and responsibilities that will be utilized by the Contractor,

b. Man Hours. Estimate as to the total amount of labor hours required in the performance of the service.

Past Performance (Volume C). Past performance will be considered from a wide variety of sources both inside and outside the Government. This includes reviewing performance information reported to the Contractor Performance Assessment Reporting System (CPARS), as well as other sources of information.

Past Performance will be evaluated for recent and relevant experience. To demonstrate recency and relevancy, the Quoters shall submit at least three (3) past performance questionnaires from projects worked on within the last five (5) years. The questionnaires are for contracts that are similar in size, scope, and complexity. Past Performance information submitted that are not recent and relevant combined will receive a Neutral rating. Recent past performance is defined as past performance completed within the last 5 years. Relevancy is defined as past performance that must align with the current requirement.

In the event a contractor uses past performance information owned by another contractor without providing a team agreement or joint venture the past performance information will also be considered Neutral. Experience gained by Key Personnel on government contracts with other companies will be considered Key Personnel individual experience, will not be recognized as an offeror’s past performance experience, and will also be considered Neutral.

Pricing (Volume D). Price will be evaluated based on price analysis techniques that ensure prices are fair and reasonable. Price reasonableness will be based on competitive quotations or offers. Fair and reasonable price describes the price that a prudent businessperson would pay for services under competitive market conditions, given a reasonable knowledge of the marketplace. Interested Quoters will submit a pricing schedule utilizing Excel spreadsheet. The spreadsheet will provide pricing for the base year and subsequent option years.

Solicitation Contract Provisions 52.212-1 Instructions to Quoters-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025)

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION

a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Lowest Price Technically Acceptable (LPTA)

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation. (JAN 2017)

52.204-7 System for Award Management—Registration (NOV 2024) (DEVIATION NOV 2025)

52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025)

52.252-2 Clauses Incorporated by Reference (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.203-6 ALT I. Restrictions on Subcontractor Sales to the Government.(NOV 2021)

52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023)

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements. (JAN 2017)

52.204-13 System for Award Management-Maintenance (OCT 2018)

52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025) (DEVIATION NOV 2025) 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations. (NOV 2015) 52.219-6 Notice of Total Small Business Set-Aside. (NOV 2020) 52.222-3 Convict Labor. (JUN 2003) (DEVIATION NOV 2025) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025)

52.222-41 Service Contract Labor Standards. (AUG 2018) (DEVIATION NOV 2025)

52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts). (AUG 2018) (DEVIATION NOV 2025)

52.222-50 Combating Trafficking in Persons. (NOV 2021) (DEVIATION NOV 2025)

52.222-62 Paid Sick Leave Under Executive Order 13706. (JAN 2022) (DEVIATION NOV 2025) 52.223-11 Ozone-Depleting Substances. (MAY 2024) (DEVIATION NOV 2025) 52.223-12 Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners. (MAY 2024) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving. (MAY 2024)

52.232-33 Payment by Electronic Funds Transfer-System for Award Management. (OCT 2018) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (MAR 2023) 52.233-3 Protest after Award. (AUG 1996) (DEVIATION NOV 2025) 52.233-4 Applicable Law for Breach of Contract Claim. (OCT 2004) (DEVIATION NOV 2025)

52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025)

52.217-8 Option to Extend Services (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days.

(End of clause)

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 365 days.

(End of clause)

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022)

(DEVIATION NOV 2025)

52.252-5 Authorization Deviations in Provisions (NOV 2020)

52.232-18 Availability of Funds (APR 1984)

(End of clause)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984)

52.252-6 Authorized Deviations in Clauses (NOV 2020) As prescribed in 52.107(f), insert the following clause in solicitations and contracts that include any FAR or supplemental clause with an authorized deviation. Whenever any FAR or supplemental clause is used with an authorized deviation, the contracting officer shall identify it by the same number, title, and date assigned to the clause when it is used without deviation, include regulation name for any supplemental clause, except that the contracting officer shall insert "(DEVIATION)" after the date of the clause.

Authorized Deviations in Clauses (Nov 2020)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any (48 CFR CHAPTER 8) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

(End of clause)

VAAR Provisions Provisions

852.209-70 Organizational Conflicts of Interest (OCT 2020)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008

VAAR Clauses

852.201-70 Contracting Officer’s Representative (DEC 2022)

852.203-70 Commercial Advertising (MAY 2018)

852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020) 852.211-72 Technical Industry Standards (NOV 2018)

852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned

Small Businesses (JAN 2023) (DEVIATION)

852.237-75 Key Personnel (OCT 2019)

852.242-71 Administrative Contracting Officer (OCT 2020)