Questions and Answers - HVAC REOS.pdf

Questions & Answers – HVAC REOS

FA805125R4001

26 Jan 2026 Section/Page Reference Question Government Answer

1. General IDIQ Is this a brand new contract or is there an incumbent performing these services? If reoccurring, please provide the name of the incumbent, contract number, and period of performance.

This is a reoccurring requirement. The most recent contract details are below.

Contractor: Vision Building Energy Efficiency, LLC dba Bee Task Order: FA8051-20-D-0009 Period of Performance: 5-year IDIQ

2. RFP Attachment 3 & Task Order Attachment 2

Do the Excel attachments require a Microsoft username and password?

No. A sensitivity label was applied, which was preventing access. The label has since been corrected to the appropriate level. Special permissions are no longer required to open the file. New versions have been attached to the solicitation via SAM.gov.

3. General IDIQ Can the government provide a list of all equipment that is to be serviced including model number, serial number, number and size of filters?

Providing a list of model numbers, serial numbers, and size of filters isn’t feasible due to the different makes, models, and serial numbers that exist at approximately 60 Air Force bases and 6 Space Force bases. The various brands include: Trane, Carrier, Aeon, Daikin, Mitsubishi, LG, Lennox, Rheem, Goodman, etc.

4. General IDIQ Is this a preventive maintenance agreement or strictly a onetime recommissioning to get equipment into commissioned order?

No, this is not a preventative maintenance agreement. That is done by the local Civil Engineering HVAC shop at each Air Force/Space Force base.

This contract is to provide recommissioning on existing buildings to bring the HVAC systems up to standards.

5. General IDIQ What is the scope of the recommissioning?

The overall scope is defined in the Basic PWS. The scope for individual installations will be described in each task order PWS. This includes the number of buildings and the size of each building.

26 Jan 2026

6. General IDIQ What company is recommissioning the controls?

The awardee is recommissioning the controls in close coordination with the Energy Management Control System (EMCS) shop at each Air Force/Space Force installation. These shops have laptops and access to each facilities systems. For problems that require special access to proprietary systems such as Siemens, Honeywell, Johnson Controls etc., the local installation will coordinate to have the control system company respond to each request.

7. General IDIQ Who is the manufacturer of controls? Air Force and Space Force installations have a wide variety of control systems. In fact, some installations use more than one control system at their various buildings. Presently, the Air Force/Space Force has a planned initiative (called Category Management) to allow each installation the choice of their desired control system on new contracts. This will simplify training, software, experience level etc. for each shop in the future. The most popular control systems at Air Force/Space Force installations include: Siemens, Honeywell, Johnson Controls, Schneider Electric, Emerson Electric and other potential smaller control system companies.

8. General IDIQ Test and Balance – can the original T&B reports be provided?

Each Air Force/Space Force installation should be keeping records on the original T&B reports for each facility. As part of the inquiries to each installation, after a task order is awarded for recommissioning their facilities, the T&B report along with drawings, sequence of operations, prints etc. should be provided to the contractor. The Contracting Officers Representative (COR) can be contacted to provide assistance in obtaining these items if installations are nonresponsive to contractor’s requests.

9. General IDIQ Please provide submittals of original equipment?

As previously stated in Item 3, “Providing a list of model numbers, serial numbers, and size of filters for the original equipment isn’t feasible due to the different makes, models, and serial numbers that exist at approximately 60 Air Force bases and 6 Space Force bases”. There are literally thousands of buildings involved and there is no standardization between the buildings, although some installations do have their favored brand installed whenever possible. The various brands include: Trane, Carrier, Aeon, Daikin, Mitsubishi, LG, Lennox, Rheem, Goodman, etc.

26 Jan 2026

10. Task Order #1 Will a site visit be offered for the Task

Order #1 at Patrick SFB?

A site visit will not take place until after the contractor is awarded the IDIQ and the first task order is issued. That initial site visit will also be attended by the AFCEC/COMH COR, to lay the groundwork for the task order at Patrick SFB and any subsequent task orders. A “Kick Off” meeting is conducted prior to starting work so that the contractor, the local HVAC shop and the Civil Engineering Squadron leadership are all on the same page prior to commencing any work at a particular facility.

11. General IDIQ Can the Government describe how it anticipates utilizing this single-award IDIQ over the five-year ordering period (e.g., steady annual workload versus episodic tasking)?

The use of the contract will vary year to year based on incoming requirements from Air Force/Space Force customers and available funding.

An estimated six task orders per year may be awarded. Each task order generally has 4 to 6 facilities that require recommissioning. Please see Table 1, Appendix 1 & 2 of the Basic PWS for more workload estimates details.

12. Basic PWS, Section 2.3 & 2.4

While examples of unauthorized major repairs are listed, can the Government clarify how it will distinguish between minor in-scope repairs and repairs that require separate contractual action?

The COR, in close coordination with the Contracting Officer (CO), will distinguish between minor in-scope repairs and those that require separate contractual action based on input from the awardee.

All minor in-scope repair parts identified by the contractor shall be approved by the COR prior to purchase using the Basic PWS Attachment 3

– Request to Purchase Materials and must fall within the approved parts list identified in Basic PWS Attachment 2 – Acceptable Repairable Replaceable HVAC Items.

13. General IDIQ Should Offerors assume high variability of BAS platforms across installations, or are there dominant systems commonly encountered?

Yes, see Item 7.

26 Jan 2026

14. Basic PWS, Table 3 Although performance thresholds reference 75% documentation, does the Government expect Contractors to plan execution assuming near-complete TAB coverage for most facilities?

The mission of this contract, as stated in PWS Section 1.1, is to "achieve optimal performance and maximum efficiency of HVAC systems." This objective cannot be met if a quarter of the system components are undocumented or potentially ignored. Therefore, the Government's expectation is that you will strive for comprehensive coverage to meet the true intent of the contract. The 75% threshold should be understood as the Minimum Acceptable Performance Level, not the operational target.

The CO and COR are aware that this isn’t always possible at every Air Force/Space Force installation based on cooperation from the local HVAC shop and their recordkeeping (or lack thereof). Communication with the CO and COR on potential documentation issues is vital, so that the CO or COR can reach out to each installation’s HVAC shop to assist the contractor if problems arise.

15. General IDIQ Are key personnel expected to remain consistent across multiple task orders, or is rotation acceptable provided qualifications are met?

Rotation is acceptable so long as qualifications are met.

16. General IDIQ Should Offerors expect significant variation in access requirements and lead times across installations?

The contractor will experience variations in access across installations, but most are similar and wouldn’t be deemed significant.

26 Jan 2026

17. Basic PWS, Table 5 Can the Government provide typical review and acceptance timelines for major deliverables such as ROVs and MSRs?

The COR reviews all documents in a timely manner (usually within 5 business days).

18. RFP Attachment 1 & Combo Section 8/H

Can the Government clarify whether information handled under this BPA is expected to include FCI only, CUI only, or a mix, and how that applies across task orders?

The overall IDIQ requires contractors to meet CMMC Level 2 standards.

This is because contractors will be handling Controlled Unclassified Information (CUI). While some task orders may primarily involve Federal Contract Information (FCI), the overall IDIQ requires the capability to protect CUI at the CMMC Level 2 threshold.

Per the combined synopsis/solicitation, please see DFARS 252.204-7012, 252.204-7019 and 252.204-7020 for all relevant covered contractor information systems. Please see DFARS 252.204-7021 and 252.204-7025 for the applicable CMMC level specified for this requirement.

Please note this is not a BPA, it is an IDIQ.

19. RFP Attachment 1 & Combo Section 8/H

Will the Government identify which Contractor systems are considered in-scope for CMMC/NIST compliance, or is this left to Contractor determination?

All offerors must have a CMMC Level 2 self-assessment score of at least 110 posted in the Supplier Performance Risk System (SPRS) prior to award.

The DFARS clauses referenced in the solicitation are included to ensure all contractors have the necessary systems and procedures in place to protect this information.

The Government will not identify specific contractor systems.

20. General IDIQ Will technical data, analysis tools, and energy models developed under this BPA be considered Government-owned deliverables for future use?

Yes, the deliverables will be government owned. Please note this is not a BPA, it is an IDIQ.

26 Jan 2026

21. General IDIQ How does the Government typically distinguish between administrative corrections and performance deficiencies that may impact CPARS?

The fundamental difference is its impact on the contract's schedule, technical requirements, etc.

The review process of documents by the COR prior to final submission allows the contractor ample opportunity to correct deficiencies identified by the COR. Repeated administrative corrections that have been previously identified by the COR should be kept to a minimum following feedback from the COR to the contractor.

We do our due diligence to ensure CPARS ratings reflect the contractor’s performance. Please note that with any disagreements, you always have the ability to provide additional feedback before your CPARS is finalized.

22. Basic PWS, Table 5 Can the Government provide typical review and acceptance timelines for major deliverables such as ROVs and MSRs?

Please see Item 17 for more details.

23. General IDIQ Does the Government expect staffing levels and team composition to be tailored per task order, or should Offerors assume a relatively consistent staffing model across the BPA?

The staffing model should be tailored for each task order, but it should remain relatively consistent. Please see Appendix 1 & 2 of the Basic PWS for more details. The awardee should make this determination based on square footage and complexity following their first site visit to each facility on a task order.

Please note this is not a BPA, it is an IDIQ.

26 Jan 2026

24. General IDIQ Please confirm that the CLIN unit prices proposed at IDIQ award will remain fixed and applicable for all task orders throughout the full ordering period, absent a formal contract modification.

This requirement will be awarded as a firm-fixed-price (FFP), single-award, Indefinite-Delivery, Indefinite-Quantity (IDIQ). The awarded unit price for each CLIN is FFP. All subsequent task orders will follow the IDIQ’s awarded pre-priced CLIN totals during the applicable ordering period.

25. General IDIQ Are the workload estimates and historical material costs provided in the PWS intended for informational planning only, or should Offerors consider them indicative of expected future conditions?

Because the travel and materials cost are to be included in each of the pre-priced CLINs by the Offerors, these historical details can be used to help estimate those costs on this current requirement. Please see Appendix 1 & 2 of the Basic PWS for more details.

26. Combo Section 8/B Will the Government confirm that the Cover Sheet for EACH Factor does NOT count towards the total page count?

The cover sheet for each factor will NOT be counted towards the total page count.

27. General IDIQ We can provide an hourly labor rate for each type of mechanic and technician to perform this work. Will this be allowed since we cannot price a per foot price?

No, this IDIQ will be awarded with pre-priced CLINs. Pricing will be pre-priced based on categories of building sizes. For example, Small building (0-50,000 square feet), Medium building (50,001 to 100,00 square feet), etc. For facilities with a large number of Variable Air Volume (VAV) boxes, Fan Coil units etc., special categories have been established to address these requirements since they require more time and labor to calibrate/complete. These facilities are categorized as “Force Support” facilities (Small and Large.) Examples of these facilities include:

Dormitories (fan coil, diffusers in each room), CDCs, lodging, etc.

26 Jan 2026

28. Basic PWS Minor repairs quotes can be provided on an on-needed basis with approval from main POC. Is this process approved?

All minor in-scope repair parts identified by the contractor shall be approved by the COR prior to purchase using the Basic PWS Attachment 3

– Request to Purchase Materials and must fall within the approved parts list identified in Basic PWS Attachment 2 – Acceptable Repairable Replaceable HVAC Items.

Out-of-scope repairs to the HVAC system will be performed by the installation HVAC shop. The awardee will not be tasked to perform out-of-scope repairs.

29. General IDIQ Energy savings recommendations can be provided once our professionals have had a chance to review the facilities, equipment and utilities, and any other data needed to perform the calculations and recommendations. This methodology approved?

Yes, this methodology is approved and encouraged to reduce energy costs Air Force/Space Force wide.

30. Basic PWS, Section 8.1 What kind of security clearance is needed?

A Common Access Card (CAC) can be issued to the awardee following award of contract provided the individuals submitted can pass a NACI background check. For higher security facilities, entry may only be authorized if the contractor is always escorted around the facility.

31. General IDIQ Is there an equipment list available and controls setup for each building?

Please see response in Items 3, 7, and 9 for more details.

26 Jan 2026

32. Task Order #1 Will site visits be allowed prior to submitting proposals?

No, a site visit will not take place until the task order is issued for each specific installation. Please see response in Items 10 and 24 for more details.

33. General IDIQ In executing this project, can one superintendent fulfill the supervision, safety, and QAQC roles as this will provide substantially savings to the government instead of having 3 people performing each duty?

Yes, so long as one superintendent can perform these duties at all installations awarded task orders.

34. Basic PWS, Section 4.3.1

Are contractors required to issue a contract specific QA/QC Plan?

Yes. Please see Basic PWS Section 4.3.1 for Quality Control Plan (QCP) details.

35. Basic PWS Are contractors required to issue a contract specific Safety Plan?

While a contract specific safety plan is not required, it is critical to understand that the contractor is contractually obligated to comply with all safety regulations.

26 Jan 2026

36. General IDIQ Is this project tax exempt? No.

37. General IDIQ Are shop drawings required? Yes, drawings will be provided by the installation HVAC shop, EMCS and/or Requirements section of each Civil Engineer Squadron to the awardee upon request.

38. General IDIQ Is temporary power going to be required? No.

39. Combo Section 8/C Is there an available budget number allocated for the scope of work?

Per the combined synopsis/solicitation – 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.

26 Jan 2026

40. Task Order #1 Is there a more accurate measurement of the building’s footprints?

Buildings will be identified by the exact square footage on record and provided on Table 1 in the task order PWS.

41. General IDIQ Will any of the buildings be staffed and operational throughout the project?

Yes, in fact the vast majority of buildings will be staffed and operational during the execution of the task orders. This is why it will be key to plan in advance in coordination with the COR and each facility manager at the selected installations.

42. General IDIQ Are the buildings on a schedule or operate continuously?

This varies depending on each facility’s mission. Most buildings are 8 to 10 hours a day, while others could be 24-hour operations.

43. General IDIQ What are the approximate ages of buildings in the scope?

They vary widely in ages, but the average age is 20 to 25 years old.

26 Jan 2026

44. General IDIQ Are there any proprietary systems such as

Building Automation System software that must remain in place?

Yes. Coordination with the installation EMCS shop is key in regard to this.

45. General IDIQ If building automation systems and HVAC Controls, may we have the servicing contractor information.

Yes, but this would be done in coordination with the local HVAC and EMCS shops at each installation.

46. General IDIQ Are there any energy use reductions, specific building certifications, or goals required to be attained?

While there are no specific certifications or goals required to attain by the contractor, the overall effort to successfully recommission each facility should result in energy use reductions as part of that effort.

47. General IDIQ Is there any specific HVAC that will be replaced?

No. Only minor in-scope repair parts will be replaced as part of the recommissioning contract.

26 Jan 2026

48. General IDIQ Are there any hazardous materials identified on site?

There could be. Once again, close coordination with the facility manager at each facility will help identify potential hazards. At no time will a contractor be exposed to known hazards without the HVAC shop notifying them and a risk assessment being conducted by the contractor.

49. General IDIQ Will environmental assessments be part of the scope of work?

No.

50. General IDIQ Will recent prior energy usage data for the building be provided to the awarded contractor?

Yes.

51. General IDIQ Are the buildings currently individually metered?

Many are, but it depends on what installation the contractor is visiting.

Some are further ahead than others, but all will eventually be metered.

26 Jan 2026

52. General IDIQ Is there a master campus meter for gas and electricity usage?

Yes. Most bases have contracted gas companies working on base and they are metered.

53. General IDIQ Do the buildings receive public utilities? Yes.

54. General IDIQ Do the buildings rely on district power? Although some Air Force/Space Force installations utilize “district power” (centralized plants), that is not the case at most of our installations. Some bases do have a mix of a few centralized plants for a set of buildings along with other buildings that are standalone type.