Combined Synopsis FA805125R4001 - HVAC REOS final.pdf

DEPARTMENT OF THE AIR FORCE

AIR FORCE INSTALLATION CONTRACTING CENTER

5 Jan 2026

COMBINED SYNOPSIS/SOLICITATION

1. Solicitation. This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

proposals are being requested and a written solicitation will not be issued.

The Air Force Installation Contracting Center (AFICC), 772’d Enterprise Sourcing Squadron (772 ESS/PKD), Tyndall Air Force Base (AFB), Florida, intend to utilize this Request for Proposal (RFP), under solicitation number FA805125R4001, to award a firm-fixed-price (FFP), single-award, Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract. The Government intends to award one contract to the responsible Offeror whose proposal represents the Best Value to the Government.

This document and incorporated clauses and provisions are those in effect through the Federal Acquisition Regulation (FAR) Federal Acquisition Circular (FAC) Number 2025-06, Defense Federal Acquisition Regulation Supplement (DFARS) Change Number 11/10/2025, and Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS) Change Number 10/16/2024.

This requirement is being solicited as a total small business set-aside. For this acquisition, the PSC code is H241. The North American Industry Classification System (NAICS) code is 238220, Plumbing, Heating, and Air Conditioning Contractors. The small business size standard is $19M. All prospective Offerors must have a Commercial and Government Entity (CAGE) code and be registered with System for Award Management (SAM) at http://www.sam.gov.

Provision FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023), applies to this acquisition. Additionally, provision at FAR 52.212-2, Evaluation-Commercial Products and Commercial Services (Nov 2021), is used in this solicitation. The instructions to Offerors and evaluation procedures are outlined in this document.

Provision FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (May 2024) applies to this solicitation. Offerors are required to have a completed version within their SAM profile located at https://www.sam.gov/.

FAR clauses 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023), and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services (DEVIATION 2025-O0003 and 2025-O0004), apply to this solicitation. All provisions and clauses are listed in RFP Attachment 1. Additionally, all clauses and provisions may be found in full text at the following site: https://www.acquisition.gov/.

http://www.sam.gov/ https://www.sam.gov/ https://www.acquisition.gov/

2. Description of Requirement. The United States Air Force (USAF), Air Force Civil Engineer Center (AFCEC), Tyndall AFB, Florida, has a requirement to procure Heating, Ventilation, and Air Conditioning (HVAC) Recommissioning and Energy Optimization Services (REOS). The Contractor shall provide expert analysis, Test and Balancing (TAB) procedures, modifications, minor repairs and recommendations for optimal energy savings and improved system performance. The Air Force (AF) aims to achieve optimal performance and maximum efficiency of HVAC systems throughout the AF and enable long term energy consumption reduction. Under this contract, the AF will also perform HVAC REOS at select Space Force Bases (SFBs) due to agreements made between the two services.

The Contractor shall provide technically qualified labor, experienced management, travel, materials, repair parts, and the required tools and equipment to perform HVAC REOS for the Government. The Contractor services shall support base-level Civil Engineers (CE) at selected AF and SF facilities throughout the CONUS, Alaska and Hawaii. The Contractor shall perform HVAC REOS tasks in accordance with (IAW) Unified Facility Guide Specifications (UFGS) and specified guidance identified in Section 2.0 of the basic IDIQ contract Performance Work Statement (PWS).

3. Period of Performance. The projected ordering period for this IDIQ contract is a total of five years. Unilateral task orders shall be awarded to the contract awardee from an estimated 31 March 2026 through 30 March 2031. The location of services shall be provided in each awarded task order. Period of performance for each task order is 180 calendar days.

4. Contract Line Item Number (CLIN) Structure. RFP Attachment 3 – Price Sheet.

5. Defense Priorities and Allocations System (DPAS) Rating. Not Applicable.

6. Basis for Award. The Government intends to award a single-award, FFP, IDIQ contract.

Award will be made to the Offeror whose proposal represents the best value to the Government based on subjective tradeoff methodology for the selection process. The Government intends to select one Offeror; however, the Government reserves the right to award no contract at all. Since award will be based on initial responses, Offerors are highly encouraged to propose their most advantageous pricing in their initial response. The responses to this RFP are intended to be evaluated, and award made, without clarifications/discussions, unless clarifications/discussions are deemed necessary.

7. Proposal Evaluation.

A. Source Selection Methodology. This acquisition will utilize the tradeoff source selection procedures IAW FAR 15.101-1, FAR 15.2 and FAR 15.3 as supplemented by the DoD Source Selection Procedures referenced in DFARS 215.300 and the DAFFARS Mandatory Procedures

5315.3 to make an integrated assessment for a best value award decision. Offerors are reminded that the Government shall only evaluate one proposal from each Offeror. Award will be made to the responsible Offeror whose proposal conforms to all required terms and conditions, includes all required representations and certifications, meets all requirements set forth in the RFP and also provides the best value to the Government based on the results of the evaluation as described in this RFP. Contract terms and conditions consistent with customary commercial practices are specified in the solicitation and contract, with otherwise tailored terms and conditions specified as an official addendum to the solicitation and/or modification to the contract.

In using the best value, tradeoff approach, the Government seeks to award to the Offeror who gives the AF the greatest confidence that it will best meet or exceed our requirements affordably, in a way that will be advantageous to the Government. This may result in an award to a higher rated, higher priced Offeror. In such cases, the decision is consistent with the evaluation factors and the Source Selection Authority (SSA) reasonably determines that the technical superiority of the higher priced Offeror outweighs the price difference. To arrive at a best value decision, the SSA will integrate the source selection team’s evaluations of the factors and subfactors described in this RFP. While the Government will strive for maximum objectivity, the tradeoff process, by its nature, is subjective; therefore, professional judgment is implicit throughout the selection process.

The Offeror’s price proposal shall be evaluated using one or more of the techniques defined in the FAR to ensure it is fair and reasonable. A detailed and complete analysis of each Offeror’s proposal will be performed.

B. General Guidance. Each Offeror’s written technical proposal shall be evaluated, based on the factors/subfactors listed below. The Government shall determine if the Offeror’s proposal provides a sound, compliant approach that meets the technical requirements of the basic IDIQ contract PWS and Task Order PWS, and demonstrates a thorough knowledge and understanding of those requirements and their associated risks.

C. Evaluation Factors and Subfactors. A subjective tradeoff methodology will be used to select the successful Offeror for this procurement. The evaluation criteria will be based on the following areas: Factor 1 – Technical Approach, Factor 2 – Past Performance, and Factor 3 – Price. For the tradeoff, technical approach will be considered more important than price.

Past Performance will be evaluated as Acceptable or Unacceptable and will not be included in the tradeoff process. The Government’s evaluation will be based on the following factors and subfactors.

Factor 1 – Technical Approach: The technical approach factor is comprised of four subfactors.

Each subfactor will be evaluated based on how well it meets the Government requirements IAW this RFP and attached basic IDIQ contract PWS and Task Order PWS. The Government may tradeoff price for technical approach where the proposal exceeds the minimum requirements (Table 1).

Technical Subfactor 1.1 – Qualified Staffing: This subfactor is met when the Offeror’s proposed staffing adequately demonstrates Team Dynamics, Skills, Education, and Experience as identified in the basic IDIQ contract PWS Attachment 1– Qualifications and Experience. The Offeror shall provide a staffing matrix that includes the number of personnel, grouped by skill/trade/discipline for all efforts. The proposal must also provide an organizational chart delineating span of control. The Offeror may submit capability statements and/or Letters of Intent for personnel for additional consideration to demonstrate an Offeror’s understanding of the skill sets required to perform the requirement. NOTE: Proposing inappropriate skill sets may be deemed a lack of requirement understanding and result in a less than satisfactory evaluation.

Technical Subfactor 1.2 – Technical Plan: This subfactor is met when the Offeror’s proposed technical plan demonstrates a clear understanding of the PWS requirements and sufficiently explains the technical processes, tools/equipment used and specifics on how the Offeror shall perform HVAC REOS IAW the basic IDIQ contract PWS. The technical plan shall also ensure the performance of quality services and deliverables as identified in the PWS. The submitted technical plan shall document the Offeror’s methods and capabilities and not just restate the PWS.

Technical Subfactor 1.3 – Response to Execution of Initial Task Order: This subfactor is met when the Offeror’s written proposal demonstrates a detailed process to respond IAW the basic IDIQ contract PWS Section 7.0, Task Order Ordering Procedures, RFP Attachment 4 – Task Order PWS and Task Order Attachments 1 & 2 (Patrick SFB).

The Offeror shall include a written schedule demonstrating the Offerors ability to complete the initial task order within the required 180 calendar day period of performance.

Technical Subfactor 1.4 – Quality Control Plan (QCP): This subfactor is met when the Offeror’s proposed QCP sufficiently explains their internal quality control process to successfully accomplish HVAC REOS for the AF. The QCP shall include the minimum requirements IAW paragraph 4.3.1 of the basic IDIQ contract PWS.

Table 1 combined technical/risk rating shall be used in the evaluation of the technical approach factor:

Color Rating Adjectival

Rating Description

Blue Outstanding Proposal demonstrates an exceptional approach and understanding of the requirements and contains multiple strengths, and risk of unsuccessful performance is low.

Purple Good Proposal indicates a thorough approach and understanding of the requirements and contains at least one strength, and risk of unsuccessful performance is low.

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is low to moderate.

Yellow Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements and contains at least one weakness, and/or risk of unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements of the solicitation and thus contains one or more deficiencies and is unawardable, and/or risk of performance is unacceptably high.

*A strength is defined as the following: an aspect of the proposal that exceeds the specified requirement or capability requirements and provides a benefit to the Government during contract performance.

*A weakness is defined as the following: a flaw in the proposal that increases the risk of unsuccessful contract performance.

*A risk is defined as the following: the potential for unsuccessful contract performance. The consideration of risk assesses the degree to which an Offeror’s proposed approach to achieving the technical factor or subfactor may involve risk of disruption of schedule, degradation of performance, the need for increased Government oversight, and the likelihood of unsuccessful contract performance.

*A deficiency is defined as the following: a material failure of a proposal to meet a Government requirement or a combination of significant weaknesses in a proposal that increases the risk of unsuccessful contract performance to an unacceptable level.

Factor 2 – Past Performance: The Offeror shall provide examples of Past Performance (contract number, location, POC, contact information) for similar contracts in the last three years. Recent and relevant Past Performance will be evaluated based on an assessment of performance under previous contracts. Relevant Past Performance is defined as the efforts involving similar scope and magnitude of effort and complexities that this solicitation requires.

Recent Past Performance is defined as efforts executed within the last three years. In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the Offerors submitted Past Performance and information obtained from other sources available to the Government, to include Contractor Performance Assessment Reporting System (CPARS). The Government will evaluate Past Performance as it relates to the requirements outlined in the basic IDIQ contract PWS. Past Performance will be evaluated as either Acceptable or Unacceptable. A rating of Unacceptable will render a proposal ineligible for award.

Table 2

Rating Description Acceptable Based on the Offeror’s performance record, the Government has a reasonable expectation that the Offeror will successfully perform the required effort, or the Offeror’s performance record is unknown. (See note above)

Unacceptable Based on the Offeror’s performance record, the Government does not have a reasonable expectation that the Offeror will be able to successfully perform the required effort.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or is so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance. Therefore, the offeror shall be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable.”

Factor 3 – Price: Adequate price competition per FAR 15.403-1(c)(1) is anticipated and may exist if two or more responsible Offerors, competing independently, submit priced offers that satisfy the Government’s expressed requirements. Therefore, the Offeror’s Total Evaluated Price (TEP) will be evaluated for price reasonableness. The TEP will be the only discriminator amongst Offerors for this factor. The TEP will be based on the sum of the FFP proposed on the RFP Attachment 3 – Price Sheet.

Price analysis shall be used to evaluate the price reasonableness of each Offeror’s TEP. If the CO determines that adequate price competition has not been obtained, or if only one proposal is received, reasonableness shall be evaluated using other techniques and procedures described under FAR 15.404-1.

Offerors are required to fill in the unit price, and only the unit price for the CLINs highlighted in yellow on the RFP Attachment 3 – Price Sheet. Failure to fill in the unit price in the Price Sheet will render the offer unacceptable and the Government will not consider the offer for award. The unit price should be rounded to the penny to avoid rounding errors. Since award will be based on initial responses, Offerors are highly encouraged to propose their most advantageous pricing in their initial response. NOTE: The Offeror shall use the proposed building unit prices for all subsequent task orders to include the initial task order requirement identified in RFP Attachment 4 – Task Order PWS and Task Order Attachments 1 & 2 (Patrick SFB).

**Offerors shall annotate their priced offer on the RFP Attachment 3 – Price Sheet and submit the provided excel sheet, not a PDF.**

8. Proposal Requirements.

A. General. The following instructions cover the preparation and submittal of the Offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. If a joint venture arrangement exists for this acquisition, the Offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission.

B. Proposal Preparation and Submission. Offerors shall complete and submit a proposal with the following information: Cover Letter, Technical Approach, Past Performance, Price Sheet as identified in this RFP.

The details for assembly of the proposal are identified below. Contractors shall address all contractor assumptions and proposed exceptions to the Contracting Officer through the Questions and Answers process prior to proposal submission.

Table 3

Section Title/RFP Reference Page Limit

Cover Letter* 1 Factor 1** Technical Approach Technical Subfactor 1.1 – Qualified Staffing 10 Technical Subfactor 1.2 – Technical Plan 10 Technical Subfactor 1.3 – Response to Execution of Initial Task Order 15 Technical Subfactor 1.4 – Quality Control Plan (QCP) 5 Factor 3 Past Performance 5 Factor 4 Price (RFP Attachment 3 – Price Sheet) 1

Details for assembly of the proposal:

• **Qualification statements/resumes and/or intent to sign letters, Table of Contents, Glossaries, Tabs, and List of Acronyms do not count against the page limit.

• *Cover Letter: The Cover Letter shall identify the Offeror’s Point of Contact (POC) to include a phone number and email address for any questions regarding the submitted proposal and the individual having authority to negotiate and bind the company.

• *All proposals must list UEI number, CAGE code, Cybersecurity Maturity Madel Certification (CMMC) Unique Identifier (UID) and Federal TIN with Company name. To obtain or renew a UEI number or CAGE code, please visit https://www.sam.gov. Lack of registration in the SAM database will make an Offeror ineligible for award.

• One page is 8.5 x 11-inch, foldout pages (count as one side of a page) may only be used for large tables, charts, graphs, figures, and schematics and not for pages of text.

• Pages shall be typed with at least single line spacing; and the four edges of each sheet, shall be at least one inch.

• The font shall be no smaller than 10 point and no larger than 12 point for general text, text in tables, charts, graphs, and figures.

• No condensed fonts allowed; Times New Roman or Arial font preferred.

• If page limits are exceeded, the excess pages will not be read or considered in the evaluation of the proposal.

• Due to Tyndall AFB email size limitations, the total size of a proposal submission (single-email) shall not exceed 25 megabytes (25-MB) of data; recommend all Offerors confirm the receipt of all emailed proposals via telephone call or additional email to the appropriate Government POC. DoD SAFE is an approved alternative.

• Any deviation from the RFP requirements and format may result in non-consideration of the proposal.

C. IDIQ Contract Minimum and Maximum. For the contract duration, the minimum award guaranteed amount shall be $200,000. The Government expects to meet the minimum guarantee of $200,000 by the issuance of an initial task order, which will be placed at time of contract award, or shortly thereafter. The minimum task order shall be no less than $50,000. The maximum (ceiling) for the term of the contract is $9,700,000.

D. Additional Instructions to Offerors. Offerors shall respond to this RFP via e-mail by 4 Feb 2026 at 1400 hours (2:00 pm) Central Time (CT). All proposals should be sent to the Contracting Officers, Mrs. Lisa Jones at lisa.jones.31@us.af.mil / 850-283-6302 and Mr. Tommy Leos at tommy.leos.2@us.af.mil / 850-283-6230, before the due date and time specified. Any proposal, modification, or revision of a proposal received after the exact time specified for receipt of proposal is “late” and may not be considered.

Offerors must also be registered in Procurement Integrated Enterprise Environment (PIEE) to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website https://piee.eb.mil/ to complete your registration.

https://www.sam.gov/ mailto:lisa.jones.31@us.af.mil mailto:tommy.leos.2@us.af.mil https://piee.eb.mil/

E. Questions. All questions regarding the RFP package must be submitted to the above e-mail addresses by 19 Jan 2026 at 1400 hours (2:00 pm) CT. Any questions asked over the telephone will not be answered. Any questions received after this date and time may not be answered.

F. Organizational Conflicts of Interest/Exclusions. All Offerors shall identify any conflict of interest or appearance issues that might be a potential Organizational Conflict of Interest.

IAW FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest. There is the appearance of an OCI of unequal access to information not available to other contractors and biased ground rules from involvement with requirement development and in support of AFCEC.

Consequently, in order to neutralize this OCI, the following business is excluded from submitting a proposal as a primary contractor and/or subcontractor on this action.

BB&E Inc.

G. Notice to Offerors. The Government reserves the right to cancel this RFP, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an Offeror for any costs. Submitted offers shall be valid for 120 days after the closing date of the RFP.

H. Terms, Conditions, and Requirements unique to DoD or the Air Force. RFP Attachment 1 identifies the provisions and clauses that will be included in the resultant contract. All applicable clauses and provisions included in this contract apply.

IMPORTANT ACTION REQUIRED BEFORE AWARD

To be eligible for award, Offerors must meet the following cybersecurity requirements at the time of award and maintain them throughout the contract lifecycle:

• NIST SP 800-171: A current (within 3 years) Basic NIST SP 800-171 DoD Assessment is required per DFARS 252.204-7012, 252.204-7019 and 252.204-7020 for all relevant covered contractor information systems.

• CMMC: Achieve and maintain the Cybersecurity Maturity Model Certification (CMMC) level specified in the solicitation (or higher) for all information systems that will process, store, or transmit FCI or CUI, as required by DFARS 252.204-7021 and 252.204-7025.

TOMMY G. LEOS, CIV, DAF

Contracting Officer

List of Attachments:

RFP Attachment 1 – Provisions and Clauses RFP Attachment 2 – Basic PWS_HVAC REOS final

PWS Attachment 1 – Qualifications and Experience PWS Attachment 2 – Acceptable Repairable Replaceable HVAC Items PWS Attachment 3 – Request to Purchase Materials PWS Attachment 4 – Request for Task Order Proposal PWS Attachment 5 – TAB Data Spreadsheet Template

RFP Attachment 3 – Price Sheet RFP Attachment 4 – Task Order PWS final

Task Order Attachment 1 – Wage Determination Task Order Attachment 2 – Price Sheet

Exhibit A (CDRLs A001 – A003)

5 Jan 2026