612674404_Combo_Building Automation System Maintenance.pdf

Sole Source COMBINED SYNOPSIS / SOLICIATION Building Automation System (BAS) Maintenance

Request for Quote (RFQ) # 612674404

This is a sole source combined synopsis/solicitation for commercial items prepared in accordance with FAR 12.202 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Solicitation # 612674404, is being issued as a Request for Quote (RFQ) using Commercial Item Procedures under FAR Part 12. This requirement is being solicited as a 100% small business set-aside procurement.

CONTRACT TYPE: A Firm Fixed Price (FFP) contract is contemplated.

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS): The NAICS code for this requirement is 561210 – Facilities Support Services with the corresponding size standard of $47.0M average annual revenue. The right to make no award is reserved in the event it is advantageous to the Government to do so.

DESCRIPTION: This contract is to provide maintenance support consisting of the following services: calibration, repair, testing and software maintenance. The BAS system controls and monitors the following assets within the DISA Headquarters’ complex: boiler plant, chillers and associated cooling towers, related fans and pumps, air and water economizers, air distribution and ventilation systems, air handlers, gas fired heaters, lighting systems and controls, emergency power systems including back-up generators, fuel delivery system and uninterruptable power supply system, operation schedules, and utility meters. services required by the Facilities and Logistics Directorate (J4).

SUBMISSION OF QUOTE: Quote shall be submitted via email to the following via emails ONLY: bryn.l.riska.civ@mail.mil and renee.e.cox2.civ@mail.mil.

Quote Due: Wednesday, April 22, 2026; 1200 PM Eastern Local Time. All offerors must acknowledge all amendments in their quote. All offerors must fill out Attachment 2 DD254 in the applicable blocks and return with their quote. All offerors must fill out applicable provisions and clauses in Attachment 4 FAR/DFARS Provisions/Clauses/Additional DITCO Text and return with their quote.

The subject line of all emails that comprise the quote shall be formatted as follows: Subject:

612674404/Company Name/Email X of X (insert number of the email and total number of emails.)

Quote must be submitted in writing to the Contracting Officer, Bryn Riska at bryn.l.riska.civ@mail.mil and Contract Specialist, Renee Cox at renee.e.cox2.civ@mail.mil. It is the responsibility of the offeror to view the website sam.gov for any changes or amendments to this RFQ.

PERIOD OF PERFORMANCE (POP): The period of performance (PoP) will consist of one

(1) six-month base is the estimated PoP., FOB will be destination on all services required.

LINE ITEM NUMBERS: See Attachment 3 for CLIN Pricing Worksheet details.

PLACE OF PERFORMANCE: See Attachment 1 for PWS details.

SYSTEM FOR AWARD MANAGEMENT: In order for an Offeror to be considered for award, the Offeror must be registered in System for Management Award (SAM). Visit the SAM website at https://www.sam.gov/SAM/ for further information.

DISCREPANCIES: If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the Offeror is asking the Contracting Officer to consider as related to the omission or error. The Offeror is reminded that the Government reserves the right to award this effort based on the initial quote, as received, without interchanges with the offeror.

WARRANTY: Offerors shall provide the same warranty terms as offered to the general public in customary commercial practice.

REQUIRED CLAUSES: The clause at FAR 52.212-4, Contract Terms and Conditions – Commercial Items is applicable to this requirement (See applicable clauses/provisions/addendums). Additional Clauses and Provisions that are required and applicable are included in Attachment 4.

It is the Offeror’s responsibility to be familiar with applicable provisions and clauses. See https://www.acquisition.gov/ for the full text of all provisions and clauses incorporated by reference herein.

DPAS RATING: DPAS rating is not assigned to this requirement.

SECTION 508: Provide a 508 plan or state that 508 requirements are not applicable. See PWS for additional 508 information.

INSTRUCTION TO OFFERORS: FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services, is applicable to this requirement.

(i) General Information

(A) Points of Contact: The contracting officer (KO) and contract specialist (CS) are the sole points of contact for this procurement. Address any questions or concerns you may have to the KO/CS. Written requests for clarification must be sent to the KO/CS at bryn.l.riska.civ@mail.mil and renee.c.cox2.civ@mail.mil.

(B) Discrepancies: If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately https://www.acquisition.gov/ notify the KO in writing with supporting rationale. The Government reserves the right to award this effort based on the initial quote, as received, without discussion.

(C) Communications: Exchanges of source selection information between Government and offerors will be controlled by the KO and CS. Email will be used to transmit such information to the offeror and will include “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line.

(ii) Offerors are requested to submit a quote in response to the RFQ.

(iii) In accordance with (IAW) DISA Special Contract Requirement H1, each offeror shall specifically identify in its quote whether or not any potential or actual Organizational and Consultant Conflicts of Interest (OCCI), as described in Federal Acquisition Regulation (FAR) Subpart 9.5, exists for this instant procurement. If the offeror believes that no OCCI exists, the OCCI response shall set forth sufficient details to support such a position. If an offeror believes that an actual or perceived OCCI does exist on the instant procurement, the offeror shall submit an OCCI plan with the quote, explaining in detail how the OCCI will be mitigated and/or avoided.

(iv) Page limitations, if applicable, are identified below and will be treated as maximums.

A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches. Page limitations are identified below under each evaluation factor and will be treated as maximums. If exceeded, excess pages will not be read or considered in evaluation of the quote.

The following items will not be considered when calculating page limits: cover page, table of contents, glossary, executive summary, generic resumes, past performances, OCCI mitigation plans, FAR/DFARS Provisions/Clauses attachment, and Section 508 compliance. In the event any evaluation notices are issued, page limitations may also be placed on those. Page limitations shall not be circumvented by including inserted text boxes/pop-ups or internet links to additional information; such inclusions are not acceptable and will not be considered part of a quote. The Government reserves the right not to consider for award any quote that does not adhere to the administrative requirements of this RFQ.

Period for Acceptance of Offers:

Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers. The offeror shall make a clear statement in the quote documentation volume that the quote is valid through this date.

52.212-2 EVALUATION--Commercial Products and Commercial Services is applicable and tailored as follows:

a. Evaluation factors. 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 will be used to evaluate offers:

(i) Technical/Management

(ii) Price

(iii) Security Clearance Level

(iv) 508 Plan

(v) Mission Essential Plan

The Government will award to the lowest price, technically acceptable quote. The lowest priced offer will be evaluated for technical acceptability. If found technically acceptable award will be made without further evaluation of other offers. If found technically unacceptable the government will evaluate the next lowest offer for technical acceptability until award can be made to the lowest priced technically acceptable offeror. Past performance is not an evaluation factor but shall be used in determining contractor responsibility in accordance with FAR 9.104.

Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint.

b. Evaluation Factors and Subfactors

(1) The following evaluation factors and subfactors will be used to evaluate each quote.

All factors and subfactors must be rated acceptable for the quote to be determined technically acceptable.

Factor 1: Technical/Management. The Technical/Management subfactors will be evaluated and rated either Acceptable or Unacceptable. In order for a quote to be rated overall Technically Acceptable, each of the following subfactors must be rated Acceptable. Technical/Management quote shall not exceed 15 pages.

(a) Subfactor 1: Operations and Maintenance, PWS Paragraph 6.1.

In order for this subfactor to be rated Acceptable, the offeror shall provide expert technicians trained on the LonWorks protocol, which networks direct digital controls for HVAC system control using Schneider-Electric TAC I/A Series® MicroNet controllers, lighting control, and power monitoring using Eaton controllers and other Modbus devices. The technicians must have three years working experience, be certified in the use of Niagara N4 Framework and TAC I/A Series® Workplace Tech Tool 5.7 software, and have training in the BAS software versions in use and automated control system operations. The technicians must be capable of troubleshooting, calibrating, repairing, and/or coordinating repair of field and panel mounted devices, along with associated control algorithms for HVAC, building environmental, and power automation systems. The contractor shall maintain the building controls systems by utilizing current BAS software and controls. The contractor shall perform any routine maintenance specified by the manufacturer and install/de-install control system parts and components as required to maintain the BAS in fully operational condition.

Preventative maintenance (PM) shall be performed in accordance with the Systems Operations and Maintenance Manuals, (SOMMs) which include annual verification of proper operation of:

• Sensors

• Actuators

• Controllers

• Valves

• Dampers

• Panels/Devices

• Calibration of each Analog input

• Confirmation of operation for each Analog Output

• Confirmation of operation for each Digital Input

• Confirmation of operation for each Digital Output

• Point-to-point checks and reports on each field device

• Software updates

• Firmware updates

The BAS control points and sequences of operation are provided in the technical library, which includes the SOMMs, as-built drawings, and equipment lists. The applicable sections of the technical library will be provided to the contractor in electronic format after contract award. The contractor shall update this information as changes are made to the BAS. This information may be reviewed on site at DISA HQ during the quote period by appointment. Contact the Contracting Officer, who will coordinate with the COR to schedule an appointment. At least two working days’ notice must be given in advance of the desired appointment date.

(b) Subfactor 2: Configuration Management, PWS Paragraph 6.2 In order for this subfactor to be rated Acceptable, the offeror shall adjust parameters and set points for changing environmental conditions, input data for added systems and components, update changes to existing data fields, perform programming of software and firmware updates as needed to maintain or improve system performance, and perform diagnostic testing and analysis. The contractor shall allow the government full unrestricted access to both front-end and back-end programming.

(c) Subfactor 3: Helpdesk Support, PWS Paragraph 6.3 In order for this subfactor to be rated Acceptable, Acceptable the offeror will be responsible for attending coordination meetings, working with the Base Operating Support Contractor, and J4 to identify issues involving the BAS system. The contractor shall make recommendations on the proper BAS operation. The contractor will have access to maintenance shutdown plans which are cleared at the SECRET level. The contractor shall respond to the requests made by J4 and by the BOS contractor for investigation and repair of any aspect of the control system within two working days.

Factor 2: Price.

(a) Price will be evaluated to determine if they are reasonable and complete.

Price reasonableness is established through cost and price analysis techniques as described in FAR 15.404. For a price to be complete, all solicitation requirements must be priced, figures correctly calculated, and prices presented in a clear and useful format. The Government reserves the right, but is not obligated, to conduct a realism analysis. pricing for an additional 6-month period that may be authorized IAW FAR 52.217-8. See FAR 52.217-8, which authorizes the Government to require continued performance of any services within the limits and at the rates specified in the contract. The pricing quote, Attachment 3, CLIN Pricing Worksheet, should include a separate line item for the additional 6-month period IAW FAR 52.217-8. These prices shall be identical to the quoted pricing in the 6 months prior to expiration of the base period, or the final option period, if option periods are present. The total evaluated price will consist of the contractor’s proposed price for the base period, all option periods, the option pricing for the additional 6-month period, and surge pricing as requested below.

(b) Offerors should ensure price quotes include detailed information regarding the resources required to accomplish the task (e.g., labor categories, labor hours, number of employees for each labor category, rates, travel, incidental equipment, contract access fees, etc.). Again, the price quote, CLIN Pricing Worksheet, shall be a separate document from the technical/management quote.

2. Offerors shall propose a fixed price payment plan as a separate document commensurate with the value of the deliverables and/or significant milestones in the PWS for this requirement. A fixed price payment plan with the total dollar amount divided into six (6) equal monthly payments will not be accepted unless the offeror provides justification for this plan that the Government subsequently deems adequate. The eventual awardee will be authorized to invoice monthly for all approved travel costs incurred and approved by the COR if applicable.

3. In order to be eligible for award, an offeror must provide factory certified technician/s trained on the Lynxspring Niagara 4 control system, TAC I/A Series® MicroNet controllers, Reliable Controls BACnet controllers with a minimum of five (5) years of training.

a. Quotes shall include a letter from the OEM confirming that the offeror is an authorized licensee, as defined above, as of the quote due date and will be an authorized licensee for the period of performance identified in this solicitation. The letter from the OEM shall not be older than 30 days from the date quotes are due, shall be submitted on the OEM's letterhead, and shall be signed by an authorized representative of the OEM.

4. The Government intends to evaluate quotes and award a contract without discussions with offerors. However, the Government reserves the right to conduct discussions or seek clarifications if the Contracting Officer (KO) determines they are necessary. In the event issues pertaining to a proposed task cannot be resolved to the KO’s satisfaction, the Government reserves the right to withdraw and cancel the proposed task order. In such an event, offerors will be notified in writing. In the event a competitive range is established and the KO determines that the number of quotes that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the KO may limit the number of quotes in the competitive range to the greatest number that will permit an efficient competition.

5. Attachment 4 contains provisions that apply to this solicitation and clauses that will be applicable to the resulting award. Some of the provisions and additional DITCO instructions require a response from the offeror and will need to be submitted along with your quote. The plan required by DFARS 252.237-7024, Notice of Continuation of Essential Contractor Service, will be evaluated for acceptability based on the requirements of DFARS 252.237-7024 (2)(i-v).

6. In response to this RFQ, no terms, conditions, or assumptions will be entertained. If terms, conditions, or assumptions are included in a quote, the quote may be excluded on grounds that it failed to comply with the RFQ’s instructions.

7. An offeror agrees that if its offer is accepted within 60 calendar days from the date of receipt of quotes (unless a different period is stated in the quote), it will furnish the items and/or services identified in its quote at the cost offered to the designated point(s) within the time specified in the contract. You also agree that if the Government awards you the contract, the award document sent by the Government to the contractor is a binding and enforceable contract. The contractor has a legal obligation to perform in compliance with all aspects of the PWS if awarded the contract.

8. Portions of the successful offeror’s quote may be incorporated into the contract.

Factor 3: Security Clearance Level. Must maintain security clearance level as denoted on the DD254. Provide affirmative statement indicating the company holds the appropriate clearance level and can obtain an interim or final Secret Facility Clearance from the Defense Counterintelligence and Security Agency Facility Clearance Branch within 60 days after award.

Factor 4: 508 Plan. Provide a 508 plan or state that 508 requirements are not applicable. See PWS for additional 508 information. 508 Plan shall not exceed 5 pages.

Factor 5: Mission Essential Plan. In accordance with DFARS 252.237-7024 Notice of Continuation of Essential Contractor Services, provide a written plan describing how services will continue to be performed if necessary. Please refer to the above referenced provision and Attachment 5 for further instructions and information.

Mission Essential Plan shall not exceed 5 pages.

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

RESPONSIBILITY DETERMINATION/PAST PERFORMANCE:.Past performance will be reviewed as part of a responsibility determination but will not impact the technical acceptability evaluation. If overall past performance is found to be unacceptable, this may be cause for the offeror's quote to be excluded from further evaluation. However, a prospective contractor shall not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history. The Government may use Supplier Performance Risk System (SPRS) information for past performance information and meet the requirements of the responsibility determination. For details concerning SPRS, refer to the User Guides, htps://www.sprs.csd.disa.mil/reference.htm. The Government may also use other internal Government information and records for responsibility determinations.

ATTACHMENTS:

Attachment 1 – Performance Work Statement (PWS)

Attachment 2 – DD254

Attachment 3 – CLIN Pricing Worksheet

Attachment 4 – FAR/DFARS Provisions/Clauses/Additional DITCO Text

Attachment 5 – Mission Essential Contractor Services