69056725Q000040_RFQ.pdf

COMBINED SYNOPSIS/SOLICITATION

REQUEST FOR QUOTATION (RFQ)

Issuing Office: United States Department of Transportation

Federal Highway Administration (FHWA) Western Federal Lands Highway Division 610 East Fifth Street

Vancouver, WA 98661-3801

Agency Contact: Haydar Mohammad, Contract Specialist, (360) 619-7733, WFL.Purchasing@dot.gov

Solicitation Number: 69056725Q000040

Title: AIR HANDLING UNITS (AHU) EXHAUST FANS

REPLACEMENT

Solicitation Release Date: 08/19/2025

Technical Questions Due Date: Monday, 09/08/2025, at 4:00 pm PT

Quotation Due Date: Wednesday, 09/10/2025, at 2:00 pm PT

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SECTION A – RFQ INFORMATION AND

INSTRUCTIONS FOR PREPARATION OF QUOTATIONS

1. RFQ INFORMATION

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, 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.

This is an OPEN-MARKET Firm Fixed Price (FFP) RFQ. This solicitation is prepared in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services, in conjunction with the policies and procedures for solicitation, evaluation, and award as prescribed in FAR Part 13, Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-04 effective 6/11/2025.

This is a TOTAL SMALL BUSINESS SET_ASIDE solicitation and the North American Industry Classification System (NAICS) code is 238220 with an industry size standard of $19 million and the associated Product Service Code (PSC) is J041.

A responsible quoter is one whose quotation conforms to the solicitation and will be most advantageous to the Government. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. FAR Provisions and Clauses may be viewed and/or downloaded from https://www.acquisition.gov/?q=browsefar.

2. INSTRUCTIONS FOR PREPARATION AND SUBMISSION OF QUOTATIONS

(FAR 52.212-1 Addenda)

All questions concerning this RFQ shall be submitted electronically to WFL.Purchasing@dot.gov, no later than the due date and time on page 1 of this RFQ.

Each prospective Quoter should attempt to state each question in such a way that the Quoter would have no objection to the Government publishing that precise question (and its answer) in a formal amendment to the RFQ. Additionally, each prospective Quoter should attempt to word each question in such a way that the publication of that question (and its answer) would not divulge any information that the prospective Quoter considers to be proprietary or confidential.

In responding to this RFQ, the Contractor shall address an understanding of logistics, schedule, and any other miscellaneous issues of which the Government should be aware. The Contractor shall indicate if any technical assumptions have been made, conditions have been stipulated or

NOTICE: Issuance of this solicitation does not guarantee that an award will be made. Any resulting awards are subject to the availability of funding and the discretion of the awarding entity, including cancellation or amendment based on a determination of change in agency needs.

A-2 exceptions have been taken with the Government Description of Requirement as written. If technical assumptions are not noted, it will be assumed that the vendor’s quote reflects no technical assumptions for the award and agrees to comply with all of the terms and conditions set forth herein.

Quotations shall be submitted electronically as Adobe (.pdf) files to WFL.Purchasing@dot.gov in an email whose size shall not exceed twenty Megabytes (20MB) no later than the due date and time on page 1 of this RFQ. If multiple emails are required, they shall be identified in sequence (1 of 3, 2 of 3, etc.). Document(s) shall not contain any security restrictions (e.g. password protection) that prevent the Government from distributing and printing the document(s) and shall not include marketing materials or letters of support/recommendation.

Quotations submitted shall be valid for a period of no less than thirty (30) days from the closing date of the RFQ.

Offerors shall not be reimbursed for the costs of developing a quote for this RFQ.

Quotations MUST include the following:

A. Price quote in the format of the Schedule of Services table in Section B -or- the same information on a similar, vendor-generated price quote sheet which includes your Unique Entity Identifier (UEI SAM); and

B. Completed Offeror Work Experience Form(s) (Attachment 0001) -or- a similar vendor-generated document which shall provide evidence of five (5) years relevant experience in the last seven (7) years and shall include:

i. a short description of the work,

ii. the dates of work performance,

iii. the name of the client,

iv. a contact phone number and email address so a reference check can be conducted; and

C. Completed copy of the Representation and Certifications at TAR 1252.237-71 (see page

Section D); and

D. Acknowledgement of all solicitation amendments, if any.

E. Expressed Warranty Information.

NOTE: Failure to furnish all information required above may result in your quotation being considered non-responsive and eliminated from further consideration.

The timeliness of a quote is determined by the date and time of receipt. It is the Quoter’s

A-3 responsibility to ensure that the quotation submission email is received by the designated cut-off date and time. Early submission is encouraged.

This is an electronic procurement. Hard copies of the quotations will not be accepted.

Please reference the RFQ number in the subject line of any e-mails related to this procurement.

3. EVALUATION METHOD AND BASIS FOR AWARD

In order to be considered for the award, the offer must be determined to be technically acceptable.

The technical evaluation factors for this procurement are Lowest Price Technically Acceptable (LPTA). Criteria under the LPTA process are judged on a pass-fail basis only. No other rating or qualitative value will be assigned. To be determined technically acceptable, all factors must be acceptable to obtain a pass rating for the technical proposal. Award will be made to the lowest price, technically acceptable, responsible offeror, with satisfactory past performance. The contract resulting from this solicitation will be awarded based on the following:

A. Right to hold discussions: The Government intends to award without discussions;

however, the Government reserves the right to enter into discussions if determined necessary. Additionally, the Government reserves the right to make no award from this solicitation.

B. Source Selection Evaluation Process: The lowest priced quote will be considered as the quote offering the lowest price on the Schedule of Items grand total for the base and all options. The lowest-priced quote will be evaluated and, if the lowest-priced quote is determined to be technically acceptable, no other quote(s) will be evaluated. If the lowest-priced quote is determined to NOT be technically acceptable, the next lowest-priced quote will be evaluated. This process will continue until the lowest-priced, technically acceptable quote is identified.

C. The Government will award: A purchase order resulting from this solicitation will be issued to the lowest evaluated price technically acceptable quote. The following factors shall be used to evaluate offers:

i. FACTOR 1 – Price;

ii. FACTOR 2 – Technical Compliance with Solicitation Requirements;

iii. FACTOR 3 – Relevant Experience

iv. FACTOR 4 – Relevant Past/Present Performance

By submission of its quote, the contractor accepts all terms and conditions, representations and certifications, and technical requirements. The Government intends to select ONE Contractor for the award of this requirement.

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4. EVALUATION CRITERIA

The following criteria shall be used to evaluate the Offeror’s ability to meet all requirements identified in the SOW:

A. Factor 1 – Price: Offeror must submit pricing in the format of the Schedule of Services table shown in Section B -or- the same information on a similar, vendor-generated price quote sheet which includes your Unique Entity Identifier (UEI SAM). The Government will evaluate the quoted price to determine that the price is valid, realistic, fair, and reasonable as well as for consistency and understanding of the SOW requirements.

The Government may reject any offer that is evaluated to be unrealistic in terms of program commitments, including contract terms and conditions, or unrealistically high or low in cost/price, or are unbalanced, such that the offer is deemed to reflect an inherent lack of competence or failure to comprehend the technical requirements.

Award will be made to the Offeror found to be technically acceptable that offers the lowest total price submitted.

B. Factor 2 – Technical Compliance with Solicitation Requirements: Offeror must comply with ALL instructions and submit ALL items as stated in Section A of the solicitation. Quotes will be evaluated on a pass/fail basis with respect to this evaluation factor.

i. TECHNICALLY ACCEPTABLE: Complied with ALL instructions and provided

ALL required information as identified in Section A of the solicitation.

ii. TECHNICALLY UNACCEPTABLE:

(1) Did NOT comply with ALL instructions as stated in Section A of the solicitation;

or

(2) Did NOT provide all required information as identified in Section A of the solicitation.

C. Factor 3 – Relevant Experience: Offeror must furnish, with its offer, Offeror Work Experience Form(s) (Attachment 0001), or a similar vendor-generated document, providing information on individual contract(s) to indicate a minimum of five (5) years of relevant experience during the last seven (7) years that involve the Offeror providing services of a similar size and scope. FHWA reserves the right to contact such references directly and use such information in determining satisfactory relevant experience. The Government will evaluate how much experience an offeror has performing work similar in nature, magnitude, and complexity. Relevant experience, unlike past performance, is not limited to the past three years.

i. TECHNICALLY ACCEPTABLE: Provided required information and offeror has a minimum of five (5) years of relevant experience during the last seven (7) years providing services of a similar size and scope.

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ii. TECHNICALLY UNACCEPTABLE:

(1) Did not provide required information; or

(2) Information provided does not substantiate a minimum of five (5) years of relevant experience during the last seven (7) years providing services of a similar size and scope.

D. Factor 4 – Relevant Past Performance: The Offeror’s relevant past performance provides assurance that the contractor will meet or exceed all solicitation requirements.

The Offeror’s relevant past performance should demonstrate that within the past three years they have successful past performance to meet and perform contract requirements.

Evaluation of past performance may be based on information obtained from references submitted by the offeror as well as information obtained from other sources such as CPARS, FAPPIS, PPIRS, SAM, and any other sources deemed necessary by the Contracting Officer. Only ongoing contracts and contracts completed within the past three years will be evaluated with respect to past performance. Offerors that lack relevant past performance will be evaluated neither favorably nor unfavorably on past performance.

Offerors are strongly encouraged to have a minimum of three (3) customers complete the Past Performance Reference Questionnaire (Attachment 0002 and submit such surveys to FHWA via e-mail WFL.Purchasing@dot.gov with the subject line “69056725Q000040 Past Performance Review for < insert vendor name >”

i. TECHNICALLY ACCEPTABLE: Based on the Government’s review the contractor:

(1) Evaluation(s) reflect no more than 2 marginal rating, no unsatisfactory ratings, and the CO has no other information that would lead the CO to conclude that there are significant problems with Offeror’s past performance; or

(2) Past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror shall be determined to have unknown (or neutral) past performance.

ii. TECHNICALLY UNACCEPTABLE: Based on the Government’s review the contractor:

(1) Evaluation(s) received reflect 1 or more unsatisfactory ratings; or

(2) Evaluation(s) received reflect 3 or more marginal ratings; or

(3) The CO has other information that would lead the CO to conclude that there are significant problems with Offeror’s past performance.

The Government reserves the right to request such additional information as may be necessary to determine the offeror’s qualifications for the award or to clarify any aspects of the technical and/or cost/price submissions. Such information shall be furnished promptly upon the Government’s request.

5. DEPARTMENT OF TRANSPORTATION (DOT) COMPLIANCE WITH PRESIDENT

TRUMP'S PRIORITIES AND AGENDA

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Consistent with President Trump’s priorities and agenda, to the maximum extent permitted by law, DOT intends to take immediate action to begin forbearing enforcement of all Federal Acquisition Regulation (FAR) or Transportation Acquisition Regulation (TAR) contract clauses, provisions, terms, and conditions, if inconsistent with EOs and implementing guidance issued by the current administration, including but not limited to:

• Executive Order (EO) 14168, Defending Women from Gender Ideology Extremism and Restoring Biological Truth to the Federal Government (January 20, 2025);

• Executive Order (EO) 14151, Ending Radical and Wasteful Government DEI Programs and Preferencing (January 20, 2025);

• Executive Order (EO) 14148, Initial Rescissions of Harmful Executive Orders and Actions (January 20, 2025);

• Executive Order (EO) 14173, Ending Illegal Discrimination And Restoring Merit-Based Opportunity (January 21, 2025);

• Executive Order (EO) 14168, Defending Women from Gender Ideology Extremism and Restoring Biological Truth to the Federal Government (January 20, 2025);

• OPM Memorandum, Initial Guidance Regarding President Trump’s Executive Order Defending Women (January 29, 2025);

• Executive Order (EO) 14208, Ending Procurement and Forced Use of Paper Straws (February 10, 2025);

• Executive Order (EO) 14222, Implementing the President's "Department of Government Efficiency" Cost Efficiency Initiative (February 26, 2025);

• Executive Order (EO) 14240, Eliminating Waste and Saving Taxpayer Dollars by Consolidating Procurement (March 20, 2025);

• Executive Order (EO) 14269, Restoring America's Maritime Dominance (April 9, 2025);

• Executive Order (EO) 14275, Restoring Common Sense to Federal Procurement (April

15, 2025); and

• Executive Order (EO) 14271, Ensuring Commercial, Cost-Effective Solutions in Federal

Contracts (April 16, 2025.

DOT remains committed to ensuring its acquisition policies and practices reflect the direction of the current administration and reserves the right to issue further guidance or take additional action as necessary. Contractors are reminded that compliance with applicable laws, regulations, and Executive Orders is a condition of doing business with the Federal Government and DOT. It is the responsibility of each contractor to monitor for updates and adjust operations accordingly.

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SECTION B – SCHEDULE OF SERVICES AND SUPPLIES

The Contractor shall furnish all services and/or supplies to perform the tasks described under this purchase order in support of the mission of the FHWA.

CLIN DESCRIPTION QTY UNIT PRICE TOTAL PRICE

00101

TITLE: Air Handling Units (AHU) Exhaust Fans Replacement

Pricing: Firm Fixed Price

Period of Performance: All work to be completed within ninety (90) calendar days of contract award.

1 EA $ $

TOTAL PRICE: $

UNIQUE ENTITY IDENTIFIER (SAM UEI):

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SECTION C – STATEMENT OF WORK

1. BACKGROUND

Western Federal Lands Highway Division (WFLHD), a division of the US Department of Transportation – Federal Highway Administration, designs and administers road construction projects on Federal Lands in Alaska, Washington, Oregon, Idaho, Montana, and Wyoming.

2. SCOPE

2.1 Purpose

The contractor shall provide all qualified personnel, transportation, tools, equipment, materials, and services required to remove the two existing roof-mounted ventilation fans (EF-3A and EF- 3B) and install a new energy-efficient roof fan systems at the FHWA federally owned facility located at 610 E. 5th Street, Vancouver, WA 98661. The contractor shall accomplish all services in accordance with this SOW and all applicable Federal, State, and local regulations, codes, and licensing requirements

i. Replace Exhaust Fans (EF) 3A & 3B with in-kind units meeting the requirements of this SOW.

2.2 Primary Objective and Contractor Responsibilities

The primary goal of the work described below is to replace and appropriately mount two HVAC system exhaust fans. (EF 3A & 3B) are approaching end of life service and require renewal. The contractor selected to perform the tasks listed above is responsible for supplying all parts, supplies, labor, tools, and equipment necessary to perform the described work safely and efficiently. Before providing a quote to perform the work an on-site walk through is highly recommended to become familiar with site conditions and have opportunity to obtain clarifying information on the job scope. The on-site walk through is scheduled for Tuesday 08/26/2025 at 1:00 pm PT, see Attachment 0005_Site Visit.

2.3 Equipment and Locations

Exhaust fan locations are shown on the attached drawing. The fans being replaced are HVAC system exhaust fans

• EF-3A: roof of the single-story warehouse area of the WFLHD building.

• EF-3B: roof of the second-story office area of the WFLHD building.

Both fans have motors installed on the fan inlet dampers, operate on VFDs, and are normally controlled through an energy management system (EMS). EF-3A/3B are identical fans manufactured by the Lauren Cook Company, catalog # 402HLC-B. Fan data is available at URL http://www.lorencook.com/PDFs/IOMs/LC_IOM.pdf.

Replacement Fans should meet or exceed values of the current design; submittals should have defined specifications.

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i. If an item in this solicitation is identified as "brand name or equal," the purchase description reflects the characteristics and level of quality that will satisfy the Government’s needs. The salient physical, functional, or performance characteristics that "equal" products must meet are specified in the solicitation.

ii. To be considered for award, offers of "equal" products, including "equal" products of the brand name manufacturer, must:

a. Meet the salient physical, functional, or performance characteristic specified in this solicitation;

b. Clearly identify the item by:

1. Brand name, if any; and

2. Make or model number;

iii. Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

iv. Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

v. The Contracting Officer will evaluate "equal" products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

vi. Unless the offeror clearly indicates in its offer that the product being offered is an "equal" product, the offeror shall provide the brand name product referenced in the solicitation.

2.4 Quality and Acceptance

• Vibration analysis and maximized airflow is imperative to this contract and are considered critical elements to the acceptance of work

• A certified Test and Balance is expected as a deliverable.

2.5 Regulatory and Energy Requirements

The contractor shall supply and install the new fan system in compliance with relevant federal standards including the Federal Acquisition Regulation (FAR), Department of Transportation (DOT) requirements, and applicable Washington State Energy Code provisions. The replacement fan must meet or exceed the energy efficiency requirements as set forth by the Federal Energy Management Program (FEMP).

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3. SAFETY AND REGULATORY REQUIREMENTS

3.1 Work Hours and Facility Access: Facility operations are ongoing; contractors are expected to perform work during normal business hours, M-F 0700-1600 daily. Monday–Friday, 0700– 1600. All Contractor personnel will be escorted while inside the facility and shall possess a Real ID or other authorized federal facility credentials for access.

3.2 Work Restrictions:

i. Contractor's Use of Premises: During construction, Contractor will have full use of area indicated. Contractor's use of premises is limited only by Owner's right to perform work or employ other contractors on portions of Project and as follows:

1. WFLHD will occupy premises during the contract. Perform work only during normal working hours unless otherwise agreed to in advance by TPOC.

Contractor shall maintain work areas in a clean, safe, and usable condition at the end of each workday.

2. Driveways, Walkways, and Entrances: Keep driveways loading areas, and entrances serving premises clear and available to WFLHD, employees, and emergency vehicles at all times. Do not use these areas for parking or storage of materials. Contractor laydown areas will be designated by the TPOC.

ii. Prohibited Activities:

1. Smoking is not permitted within any building or within 25 feet of entrances, operable windows, or outdoor-air intakes.

2. Weapons are prohibited on federal property at all times.

3.3 Pre-Install Requirements: Before services are commenced, the contractor shall inspect the work site and ascertain all information for the diligent performance of the service(s). The contractor shall document any existing conditions, hazards, and verifying existing electrical and roof curb details. Any conditions that may compromise safety, security, services to include operations that could endanger Government personnel or property, require appropriate abatement action, or affect project outcome shall be immediately reported to the Contracting Officer’s Representative (TPOC) or Contracting Officer (CO).

3.4 Utility Coordination: Contractor shall notify and coordinate any required shutoff or activation of utilities such as electrical or fire alarm systems with federal facility representatives before and during the work.

3.5 Applicable Occupational and Construction Safety: All work shall be performed in compliance with OSHA regulations (29 CFR Parts 1910 and 1926), National Electrical Code (NEC), federal DOT safety directives, and applicable Washington State workplace safety laws.

3.6 Crane and Hoisting Operations:

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i. Initiating the crane operation approval process **at least 60 calendar days prior** to planned crane use.

ii. Submitting comprehensive crane lift plans, operator qualifications, equipment certifications, rigging details, and emergency response procedures to the designated FHWA and NPS authorities for review and approval.

iii. Complying with OSHA 29 CFR 1926 Subpart CC (Cranes and Derricks) and other applicable federal and local regulations during crane operations.

iv. Adhering to operational limitations set by FHWA, including working hours, noise restrictions, exclusion zones, environmental protections, and safety buffers around sensitive resources.

v. Ensuring all crane operators are certified and equipment inspections are current according to applicable federal standards.

vi. Obtaining written approvals from FHWA authorities before any crane activity begins.

vii. Recognizing that delays caused by late or incomplete approvals may impact the project schedule and are the responsibility of the contractor.

3.6 Coordination & Safety Meetings: The contractor shall coordinate crane operation activities closely with FHWA facility management and the TPOC. The contractor must participate in pre-lift safety meetings and provide daily updates during crane operation phases. Any deviations from approved plans or unexpected safety concerns must be immediately reported.

4. WORK REQUIREMENTS

4.1 Scope of Work (specific tasks) The contractor shall:

i. Remove and legally dispose of the existing roof fans and associated components, including electrical disconnects and duct connections.

ii. Furnish and install a new federally compliant, premium efficiency rooftop fan system with:

1. Capacity: Minimum 6,000 CFM with variable speed capability controlled by a

VFD.

2. Motor: TEFC, NEMA Premium® or IEC IE3 compliant, 208 V, 3-phase.

3. Vibration isolation mounts compliant with ANSI/ASHRAE and IBC seismic requirements.

4. Roof curb: Factory fabricated, weatherproof with flashing sealing to maintain roof warranty.

5. Controls: VFD with BACnet/IP communication for full Dedicated Digital

Controls (DDC-Andover controls by Schnieder Electric).

4.2 Installation Requirements:

Installation shall ensure:

i. Electrical installations shall conform to the NEC and include properly rated disconnects, surge protection, starters, overload protection, and labeled circuits. All electrical work shall be performed by a licensed electrician.

ii. Roof integrity is preserved through proper flashing and sealing techniques, coordinating with roofing officials as necessary.

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iii. Structural adequacy of the roof curb and fan support verified by a licensed structural engineer prior to installation where modifications are required.

4.3 Startup, Testing, and Commissioning

The contractor shall perform startup, operational testing, and commissioning, including:

i. Verification of airflow within ±10% of design value.

ii. Measurement of vibration levels and reporting (ISO 10816-3 compliance).

iii. Noise level checks meeting NC ≤ 35 criteria.

iv. Functional verification of BAS communications, BACnet/IP integration, alarms, and fail-safe responses.

v. A certified Test & Balance (T&B) report and vibration analysis shall be included in commissioning deliverables.

4.4 Documentation Deliverables

Submit fully executed commissioning reports, certified T&B reports, vibration analysis, shop drawings, equipment submittals, product data, wiring schematics, and as-built drawings within 10 business days of completion of installation and commissioning.

4.5 Crane Usage:

If crane use is required, the contractor shall:

i. Complete crane operation in accordance with approved plan before use.

ii. Follow approved crane lift plans and safety measures exactly.

iii. Coordinate all crane operations with facility management and regulatory oversight personnel.

5. GENERAL REQUIREMENTS

5.1 Facility Access and Badging:

Contractor personnel must have appropriate federal facility access passes. The contractor shall coordinate with facility security to obtain all necessary badges and parking arrangements.

5.2 Fire, Safety, Security, and Traffic:

Contractor shall comply with all federal facility fire, safety, security, and traffic regulations.

5.3 OSHA and State Safety Compliance:

Contractor assumes responsibility for workplace safety compliance under OSHA and Washington State regulations and shall immediately report any unsafe conditions or incidents to the TPOC.

5.4 Professional Conduct:

Contractor employees must have a neat and professional appearance identifiable as contractor personnel through clothing or badges bearing company and employee names. The Contractor is required to conduct business in a professional and customer service-oriented manner, with due regard for the safety and convenience of the site occupants and visitors. Contractor personnel

C-6 shall conduct all operations in such a manner as to minimize any inconvenience to the occupants of adjacent buildings. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor shall remove from the job site any employee for reasons of misconduct or security.

5.5 Identification:

All contractor personnel shall wear federally issued identification badges at all times while on the installation and shall clearly identify themselves when interacting with government personnel, including by introduction and in written correspondence.

5.6 Permitting, Approvals, and Regulatory Compliance:

The Contractor is responsible for obtaining and paying for all notifications, fees, licenses, training, permits, etc. required to perform the work in accordance with applicable Federal and State statutes and regulations, and for subsequent fines or other penalties, resultant from their failure to conform to the requirements. The Contractor shall assume full responsibility and liability for compliance with all applicable Federal, State, and local laws, rules, and regulations pertaining to work practices, protection of workers, authorized visitors to the site, persons, and property adjacent to the work. Contractor shall adhere to more stringent requirements where a conflict between standards exists.

i. For Government’s records, submit copies of permits, licenses, certifications, inspection reports, notices, receipts for fee payments and similar documents, established for compliance with standards and regulations bearing on performance of the work.

5.7 Physical Security and Damage to Personal/Government Property:

The contractor shall prevent the loss or damage of Government property and be responsible for safeguarding all government equipment, information, and property during the course of this contract.

i. The contractor shall prevent the loss or damage of Government property and be responsible for safeguarding all government equipment, information, and property during the course of this contract.

ii. Damage by Negligence: Damage resulting in gas leaks, electrical outages, loss of heat during cold weather, water leaks, unsecured facilities, weather damage or oil/waste spills shall be responded to within two hours and repaired within one workday. If the Contractor fails to comply with these requirements the Government reserves the right to repair the damage and charge the cost to the Contractor. Contractor shall protect all areas through which they will be transporting demolition debris or construction materials. Any damaged turf, sidewalks, roads, vegetation, building components, etc., shall be replaced or repaired by the Contractor prior to Contract closeout.

iii. Contractor Negligence or Omission: The Contractor, at no additional cost to the Government, shall accomplish all repairs resulting from acts of negligence on their part, or the part of their employees and agents.

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6. WARRANTY

6.1 Warranty Period: The contractor shall guarantee all material, workmanship, and labor against defects for a period of 12 months from the date of government acceptance.

6.2 Warranty Documentation: The contractor must provide a comprehensive warranty letter referencing work per project segments and include warranty contact information and response procedures.

6.3 Warranty Response: During the warranty period, the contractor shall provide prompt corrective maintenance services at no cost to the government within 24 hours of problem notification.

7. MAINTENANCE AND SERVICE

7.1 Preventive Maintenance Plan: The contractor shall provide a detailed three-year preventive maintenance plan consistent with federal facility guidelines and manufacturer recommendations.

7.2 Maintenance Schedule Requirements: The maintenance schedule must include:

i. Quarterly inspections covering lubrication, belt tensioning (if applicable), electrical and mechanical connections, vibration, and noise monitoring.

ii. Semi-annual cleaning of fan assemblies, motor enclosures, and inspection of roof curb seal integrity.

iii. Annual comprehensive system performance testing and control updates.

8. DELIVERABLES AND SCHEDULE

Activity Duration Notes Site inspection and verification

1 week Following Notice to Proceed

(NTP)

Equipment procurement 4–6 weeks After submittal approval FHWA/NPS Crane approvals Minimum 60 days Must be initiated early, concurrent with procurement Fan removal, installation, testing

1 week Weather dependent

Commissioning and reports 1 week Following installation Maintenance program initiation

Immediately post-acceptance

9. REPORTING & COMMUNICATION

9.1 Progress Reporting: Contractor shall provide written daily progress reports at the end of each workday during active mobilization, equipment installation, crane operations, and commissioning phases. Reports shall include:

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i. work performed that day, percent complete, schedule status, safety incidents, change/issue items, quality control results, and upcoming activities.

9.2 Immediate Notifications: Contractor shall immediately notify the TPOC and CO of: safety incidents, security breaches, unexpected hazardous conditions, utility impacts, environmental releases, and any events likely to affect schedule, cost, or performance. Notifications that affect schedule or safety shall be made immediately either in person or by phone/text, followed by an emailed incident summary.

9.3 Meetings: Contractor shall:

i. Participate in a pre-mobilization coordination meeting (in-person or virtual) with the TPOC and designated facility representatives at least 48 hours prior to mobilization.

ii. Provide brief daily coordination/check-in meetings (on-site or virtual) each morning while work is active to review the day’s tasks, safety items, and any lift or trade coordination (roofing, electrical, crane lifts).

iii. Attend any additional meetings as required for emergent coordination or issue resolution.

9.4 Deliverable Routing: All submittals, shop drawings, permits, test reports, commissioning reports, and as-built documentation shall be submitted electronically to the TPOC and to the Contract Specialist identified in Section 8 within the specified timeframes.

10. SPECIAL CONSIDERATIONS

10.1 Access Restrictions: Access is restricted to authorized personnel with federal credentials, Real ID, and/or escorts. Work outside normal hours requires prior written approval by the TPOC Material deliveries and laydown areas will be coordinated in advance.

10.2 Environmental Controls: Contractor shall implement spill prevention and control measures, manage waste in accordance with federal, state, and local environmental regulations, and legally dispose of removed equipment and materials. Contractor shall protect landscaping, drainage systems, and stormwater from contamination.

10.3 Security Protocols: Contractor shall comply with all facility security measures, escort requirements, badging rules, and clearances. Contractor employees with access to sensitive areas shall be vetted per facility procedures. Any suspected security violations or unauthorized access shall be reported immediately.

10.4 Noise, Dust, and Vibration Minimization: Contractor shall employ best practices to minimize noise, dust, and vibration impacts on occupants, including scheduling higher-noise tasks during agreed windows and implementing containment and mitigation measures as needed.

10.5 Roof Preservation: Contractor shall coordinate all flashing, curb modifications, and penetrations with facility representative to ensure building envelope integrity. Work shall conform to manufacturer recommendations.

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11. SPECIAL CONTRACT REQUIREMENTS

11.1 Permits and Fees: Contractor is responsible for all permits, fees, and regulatory notifications required to perform the work and shall provide copies of permits and approvals to the TPOC.

11.2 Insurance and Bonding: Contractor shall maintain required insurance and bonding as specified in the contract.

11.3 Subcontracting: Subcontracting is permitted in accordance with FAR provisions and contract terms. Contractor remains responsible for subcontractor performance and compliance.

12. PERFORMANCE STANDARDS AND ACCEPTANCE CRITERIA

12.1 Performance Standards: All work shall comply with the performance and quality requirements stated in this SOW and accepted submittals. Acceptable performance includes airflow within ±10% of design, vibration per ISO 10816-3, NC ≤ 35, successful BAS integration, and complete commissioning documentation submitted on time.

12.2 Government Acceptance: Government acceptance will be based on verification of performance criteria, physical inspection, and receipt of required documentation. Final acceptance will be provided in writing upon satisfactory completion of deliverables

13. WARRANTY AND POST-AWARD OBLIGATIONS

14.1 Warranty Remediation: Contractor shall correct any deficiencies discovered during the warranty period at no additional cost and in accordance with Section 6.

14.2 Post-Award Support: Contractor shall provide point-of-contact information for warranty service and emergency response. Contractor shall support Government inquiries related to installed equipment for the warranty and maintenance period.

14. PERFORMANCE SCHEDULE

The contractor shall perform all site assessments, equipment removal, installation, startup, testing, and commissioning to ensure the system is turnkey operational within 90 calendar days from the award date.

15. INSURANCE

The Contractor shall maintain insurance coverage as required by FAR 28.307 and as specified in this contract.

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• The Contractor shall procure and maintain liability insurance of the types specified below until final acceptance of the contract. The Contractor shall obtain insurance from companies authorized to do business in the appropriate state. The insurance shall cover all operations under the contract, whether performed by the Contractor or by subcontractors.

• Before work begins, furnish a "Certificate of Insurance" certifying that the policies will not be changed or canceled until 30 days of written notice has been given to the Government. Insurance coverage in the minimum amounts set forth below shall not relieve the Contractor of liability above the coverage.

• The Contractor shall carry insurance meeting the following minimums:

a. Worker's Compensation Insurance. Minimum required by law.

b. Comprehensive or commercial general liability insurance. Comprehensive or commercial general liability shall cover personal injury and property damage. It shall include coverage for contractual liability related to the indemnity provided under this contract and coverage for completed operations liability. Coverage limits shall not be less than $1,000,000 combined single limit for each occurrence. If the coverage has a general aggregate limit, it shall not be less than $2,000,000.

c. Automobile Liability Insurance. Automobile liability insurance may be written in combination with comprehensive or commercial general liability insurance. Coverage limits shall not be less than $1,000,000 combined single limit for each occurrence.

d. Any other insurance required by state law.

16. PLACE OF PERFORMANCE

All work shall be completed within the confines of the FHWA-WFLHD compound located at 610 E Fifth Street, Vancouver, Clark County, WA 98661-3801.

17. ANTI-DEFICIENCY

Unless otherwise authorized by Public Law or Federal Regulation, nothing contained herein shall be construed as binding the Government to expend, in any one fiscal year, any sum in excess of the appropriation made by Congress for that fiscal year in furtherance of the matter of the contract or to involve the Government in an obligation for the future expenditure of monies before an appropriation Is made (Anti-Deficiency Act, 31 U.S.C. 1341.A.1).Anti-Deficiency Act

18. INDEMNIFICATION

Any indemnification language contained in standard form agreements executed between the Government and the Contractor shall be binding upon the Government only to the extent authorized by law, opinions of the Government Accountability Office and the Federal Tort Claims Act (28 U.S.C. §§ 2671-2680).

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19. WAGE RATE REQUIREMENTS

This contract involves the furnishing of services to the federal government of the United States using “service employees” and is subject to 41 USC Ch. 67, Service Contract Labor Standards.

Refer to Attachment 0004 for the current Register of Wage Determinations Under the Service Contract Act.

20. NON-PERSONAL SERVICES

This order is a non-personal service as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor’s employees and subcontractors:

• Shall perform the services specified herein as independent contractors, not as employees of the government,

• Shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with all technical, schedule, or financial requirements or constraints attendant to the performance of this contract,

• Shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified, but

• Shall, pursuant to the government’s right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

21. IDENTIFICATION OF CONTRACTOR EMPLOYEES

All task order personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractors shall also wear badges identifying them as Contractor personnel when meeting with FHWA personnel during the performance of this Task Order.

22. PHYSICAL SECURITY

The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

23. RESTRICTIONS AND STANDARDS OF CONDUCT

The Contractor and its employees shall conduct business covered only by this task order during periods paid for by the Government and shall not conduct any other business on Government premises. During all operations on Government premises, the Contractor shall comply with the

C-12 rules, regulations, and procedures governing the conduct of personnel and the safe, secure, and effective operation of the facility, as expressed in written, oral, and logical procedures.

24. INSPECTION AND ACCEPTANCE

All supplies and/or work hereunder shall be subject to review by the Government. The Technical Point of Contact (TPOC) is responsible for the inspection and acceptance of all incoming shipments, documents, and services. Acceptance of the final deliverables shall be made in writing by the TPOC.

25. GOVERNMENT FURNISHED INFORMATION

The FHWA will provide to the Contractor access to any information under its purview necessary to complete any requirements under this Order that is not publicly available.

26. AUTHORITY TO OBLIGATE THE GOVERNMENT

The Contracting Officer is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No cost chargeable to the proposed task order can be incurred before receipt of a fully executed task order or specific authorization from the Contracting Officer.

27. PAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies and/or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

28. CONTRACTOR’S FAILURE TO PERFORM REQUIRED SERVICES

The rights of the Government and remedies described in this section are in addition to all other rights and remedies set forth in the contract. Specifically, the Government reserves its rights under the appropriate Inspection of Services and Termination Clauses. Any reductions in the Contractor’s invoice shall reflect the contract’s reduced value resulting from the Contractor’s failure to perform required services. The Contractor shall not be relieved of the full performance of the services hereunder and may be terminated for default based upon the inadequate performance of services, even if a reduction was previously taken for any inadequate performance.

29. CLOSEOUT OF CONTRACT FILES

The Government will initiate the administrative closeout of the Delivery Order after receiving evidence that all technical requirements have been completed. The Contractor shall furnish all

C-13 required documents in support of the closeout of this contract.

The Government anticipates the timeframe to complete the administrative close out of this contract will not exceed 30 days. The costs incurred in the administrative closeout of task orders and contract files are unallowable direct costs under the contract and, therefore, cannot be charged as direct costs to the Government. Contractors are to handle such costs in accordance with their disclosure statements/cost accounting systems.

30. LIST OF ATTACHMENTS

Attachment 0001_Offeror Work Experience (1 page). To be excluded from the award documents.

Attachment 0002_Past Perf Questionnaire (5 pages). To be excluded from the award documents.

Attachment 0003_Facility Site Image (1 page).

Attachment 0004_Wage Determination No 2015-5563 (15 pages).

Attachment 0005_Site Visit (1 page). To be excluded from the award documents.

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SECTION D – SOLICITATION PROVISIONS

Representations, Certifications, and Other Statements of Quoter

The offeror makes the following representations and certifications as a part of its quote.

NOTICE:

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph

(d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

Federal Acquisition Regulation (FAR) Provisions

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

This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at https://www.acquisition.gov/far.

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 (Nov 2024) 52.204-16 -- Commercial and Government Entity Code Reporting (Oct 2018) 52.204-22 -- Alternative Line Item Proposal (Jan 2017) 52.212-1 -- Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023)

(End of provision)

52.204-24 -- Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

The Offeror shall not complete the representation at paragraph (d)(1) of this provision if the

Offeror has represented that it "does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument" in paragraph (c)(1) in the provision at 52.204-26, Covered Telecommunications Equipment or Services—Representation, or in

D-2 paragraph (v)(2)(i) of the provision at 52.212-3, Offeror Representations and Certifications- Commercial Products or Commercial Services. The Offeror shall not complete the representation in paragraph (d)(2) of this provision if the Offeror has represented that it "does not use covered telecommunications equipment or services, or any equipment, system, or service that uses covered telecommunications equipment or services" in paragraph (c)(2) of the provision at 52.204-26, or in paragraph (v)(2)(ii) of the provision at 52.212-3.

(a) Definitions. As used in this provision—

Backhaul, covered telecommunications equipment or services, critical technology, interconnection arrangements, reasonable inquiry, roaming, and substantial or essential component have the meanings provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Prohibition.

(1) Section 889(a)(1)(A) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (Pub. L. 115-232) prohibits the head of an executive agency on or after August 13, 2019, from procuring or obtaining, or extending or renewing a contract to…