Draft RFP_-_Bldg._185_HVAC_Replacement.pdf

REQUEST FOR PROPOSAL (RFP)

Solicitation Number: W9124J-26-Q-A012

Project Title: Building 185 HVAC Replacement & Electrical Services

Location: Building 185, DoD Installation

Set-Aside: 100% Total Small Business Set-Aside

North American Industry Classification System (NAICS) Code: 238220 — Plumbing, Heating, and Air-Conditioning Contractors

Small Business Size Standard: $19.5 Million

Acquisition Method: FAR Part 13 (Simplified Acquisition Procedures) in conjunction with FAR Part 36 (Construction and Architect-Engineer Contracts)

Estimated Project Value: (Between $35,000 and $150,000)

PART I – SOLICITATION & INSTRUCTIONS TO OFFERORS

1.0 SOLICITATION SUMMARY

The MICC-Fort Sam Houston Contracting Officer is issuing this Request for Proposal (RFP) to secure a qualified, licensed mechanical and electrical contractor to perform the complete removal of existing end-of-life HVAC systems, install new split-system HVAC units, and complete additional furniture electrical hookups at Building 185.

Because this project is valued at approximately above $35K and below $350K:

1. Simplified Acquisition Procedures apply under FAR Part 13.

2. Construction Wage Rate Requirements (Davis-Bacon Act) apply under FAR

Subpart 22.4 as the project exceeds the $2,000 statutory threshold.

3. Alternative Payment Protections apply under FAR Subpart 28.1 and FAR 52.228-

13 as the project is between $35,000 and $150,000. Full performance and payment bonds under the Bonds Statute (40 U.S.C. chapter 31) are not required.

4. DFARS Clauses apply as this is a DoW procurement on a military installation.

2.0 PROPOSAL SUBMISSION INSTRUCTIONS

Offerors must submit their proposals electronically no later than [Insert Date, e.g., June 15, 2026] at 2:00 PM EST to the Contracting Officer at [Insert Email Address].

The submission must consist of two separate volumes:

Volume I: Technical Proposal

• Technical Approach: A detailed description of the proposed execution plan, including equipment specification sheets (proving compliance with the SOW specifications), demolition/refrigerant recovery protocols, an installation timeline, and electrical hookup qualifications.

• Key Personnel: Resumes and licensing certifications of the project manager, lead electricians, and lead HVAC technician(s). Lead technicians must hold active EPA Section 608 Universal Certifications.

• Past Performance: Provide a minimum of two (2) projects of similar scope, complexity, and dollar value completed within the past three (3) years. Include points of contact (Name, Title, Phone, Email) for each reference.

Volume II: Price Proposal

• Price Breakdown: A firm-fixed-price proposal utilizing the Price Schedule below.

Prices must be fully burdened, including labor, materials, equipment, permits, disposal fees, overhead, profit, and alternative payment protection costs.

• Representations and Certifications: Completed copy of FAR 52.204-8 and DFARS 252.204-7007, or confirmation of active registration in the System for Award Management (SAM.gov).

Bid Schedule

Line Item

(CLIN)

Description Qty Unit Unit Price Total Price

0001 Mobilization & Site Prep

1 Job $__________ $__________

0002 Demolition, Refrigerant Recovery & Disposal of Old HVAC Units

1 Job $__________ $__________

0003 Procurement & Installation of New 3-Ton Split-System HVAC Units

3 Each $__________ $__________

0004 Procurement & Installation of New 1.5-Ton

1 Each $__________ $__________

Split-System HVAC Unit

0005 Additional Furniture Electrical Connection Hookups

1 Job $__________ $__________

0006 Testing, Balancing, & Commissioning (All Units)

1 Job $__________ $__________

TOTAL FIRM-FIXED-

PRICE

3.0 EVALUATION FACTORS FOR AWARD

The Government intends to award a single, Firm-Fixed-Price contract resulting from this solicitation to the responsible offeror whose proposal represents the Lowest Price Technically Acceptable (LPTA).

Proposals will be evaluated based on the following three criteria:

1. Technical Capability: Rated on a Pass/Fail (Acceptable/Unacceptable) basis. To be rated "Acceptable," the offeror must demonstrate a clear understanding of the SOW, provide compliant equipment specifications, and supply proof of required licensing, electrical qualifications, and EPA certifications.

2. Past Performance: Rated on a Pass/Fail (Acceptable/Unacceptable) basis. The Government will evaluate the quality, timeliness, and management of past projects to ensure low-performance risk.

3. Price: Evaluated for fairness, reasonableness, and completeness. Award will be made to the lowest-priced proposal that meets all technical and past performance requirements.

PART II – STATEMENT OF WORK (SOW)

1.0 SCOPE OF WORK

The Contractor shall provide all labor, supervision, materials, equipment, tools, transportation, and safety measures necessary to successfully execute the removal and replacement of the HVAC systems and additional electrical installation services at Building 185.

The work includes, but is not limited to:

1.1 HVAC Removal and Installation

• Safely shut down, tag out, and disconnect electrical and lines connected to the existing HVAC systems.

• Recover all existing refrigerants in accordance with EPA Section 608 regulations.

• Demolish and dispose of the existing designated indoor air handlers, outdoor condensing units, piping, and control systems.

• Supply and install three (3) new, commercial-grade, high-efficiency 3-Ton split-system HVAC units (minimum 16 SEER).

• Supply and install one (1) new, commercial-grade, high-efficiency 1.5-Ton split-system HVAC unit (minimum 16 SEER).

• Reconnect, test, and modify existing electrical lines, condensate drains, and sheet metal ductwork transitions as required for a secure, airtight fit.

• Install new, commercial programmable thermostats for each newly installed zone.

• Provide system startup, testing, balancing, and a comprehensive commissioning report verifying optimal airflows and temperature differentials for all four (4) systems.

1.2 Additional Electrical Furniture Hookups

• While electrical personnel are on-site, perform electrical wiring, connections, and safety testing of specified modular office systems furniture (additional workstation and desk furniture hookups) as designated by the Contracting Officer's Representative (COR).

• Ensure all modular connections comply with manufacturer specifications and safety codes.

1.3 Site Cleanliness

• Clean the work area daily and restore any disturbed surfaces to their original condition.

2.0 SITE CONDITIONS & HOURS

• Location: Building 185, DoD Base.

• Working Hours: All work shall be performed between the hours of 7:30 AM and

4:30 PM, Monday through Friday, excluding Federal Holidays. Any variance from these hours must be requested in writing and approved by the Contracting Officer’s Representative (COR) at least 48 hours in advance.

• Base Access: All contractor personnel must pass standard background checks for base access and present valid federal/state identification.

• Site Visit: A highly recommended pre-proposal site visit will be conducted on 10 Sep 2026 at 10:00 AM CST. Offerors are urged to inspect the site to satisfy themselves as to the local conditions, access, and spatial constraints.

3.0 CODES AND STANDARDS

All work must comply with the latest editions of the following:

• National Electrical Code (NEC)

• International Mechanical Code (IMC)

• Sheet Metal and Air Conditioning Contractors' National Association (SMACNA) standards

• Occupational Safety and Health Administration (OSHA) regulations

• Environmental Protection Agency (EPA) Clean Air Act (Section 608)

PART III – APPLICABLE CONTRACT CLAUSES

Because this is a non-commercial construction project utilizing simplified acquisition procedures on a DoD installation, the following federal and defense clauses apply to the solicitation and any resulting contract:

1.0 FAR Simplified Acquisition Terms

• FAR 52.213-4 Terms and Conditions—Simplified Acquisitions (Other Than

Commercial Products and Commercial Services) (JAN 2026) (Incorporated by reference. Applies to all simplified acquisitions, detailing standard default, termination, payment, and disputes procedures).

2.0 FAR Alternative Payment Protections

• FAR 52.228-13 Alternative Payment Protections (JUL 2000)

(Required for construction contracts between $35,000 and $150,000).

(a) The Contractor shall submit one of the following payment protections in a penal sum equal to 100% of the contract price within 10 days of contract award:

1. A Payment Bond (using Standard Form 25A, issued by a corporate surety listed on Treasury Circular 570).

2. An Irrevocable Letter of Credit (ILC) (issued by a federally insured financial institution in accordance with FAR 28.204-3).

(b) The value of the payment protection shall be adjusted to protect the Government and subcontractors in the event of any modification increasing the contract price.

(c) The payment protection must remain in effect until the final release of claims is executed by the Contractor.

3.0 FAR Labor Standards (Construction / Davis-Bacon Act)

The following clauses apply and are incorporated by reference:

• FAR 52.222-6 Construction Wage Rate Requirements (AUG 2018): Requires the payment of prevailing wages to all laborers and mechanics. Offerors must adhere to the attached Department of Labor Wage Determination.

• FAR 52.222-7 Withholding of Funds

• FAR 52.222-8 Payrolls and Basic Records: Requires the weekly submission of certified payroll records (Form WH-347) to the Contracting Officer.

• FAR 52.222-10 Compliance with Copeland Act Requirements

• FAR 52.222-27 Affirmative Action Compliance Requirements for Construction

4.0 FAR Part 36 Construction Clauses

The following clauses are incorporated by reference to govern the physical execution of work on federal property:

• FAR 52.236-2 Differing Site Conditions (APR 1984)

• FAR 52.236-3 Site Investigation and Conditions Affecting the Work (APR 1984)

• FAR 52.236-5 Material and Workmanship (APR 1984)

• FAR 52.236-7 Permits and Responsibilities (NOV 1991)

• FAR 52.236-12 Cleaning Up (APR 1984)

• FAR 52.249-10 Default (Fixed-Price Construction) (APR 1984)

5.0 DoD DFARS Clauses (Incorporated by Reference / Full Text) Because this work is being executed for a Department of War agency, the following DFARS clauses are applicable:

• DFARS 252.204-7007 Alternate A, Annual Representations and Certifications

(MAY 2021)

• DFARS 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting (JAN 2023): Mandates cybersecurity requirements for any contractor network hosting sensitive information.

• DFARS 252.223-7008 Prohibition of Hexavalent Chromium (JUN 2013): Restricts the use of hexavalent chromium in materials and commercial HVAC equipment procured for the DoD.

• DFARS 252.225-7044 Balance of Payments Program—Construction Material (NOV 2023): Restricts the procurement of foreign-sourced construction materials (including HVAC equipment and wiring components) on DoD projects unless specifically authorized.

• DFARS 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports (DEC 2018)

• DFARS 252.232-7006 Wide Area WorkFlow Payment Instructions (JAN 2023):

Mandates the use of the WAWF system for electronic invoicing, receiving, and acceptance.

• DFARS 252.243-7001 Pricing of Contract Modifications (DEC 1991)

PART IV – ATTACHMENTS

1. Statement of Work Technical Drawings (Showing Building 185 HVAC layout, spatial access, and office furniture configuration)

2. Schedules of Minimum Wage Rates (Sourced from SAM.gov Wage

Determinations; Building/Heavy classification for the relevant county)

3. Standard Form (SF) 25A (Payment Bond template, if selected by the contractor)

3.0 EVALUATION FACTORS FOR AWARD

PART IV – ATTACHMENTS