CE Facility Maintenance Repair Support SAM Question and Answers 20 November 2025.pdf

CE Facility Maintenance & Repair Support - Questions

1. Am I correct in assuming that this is a two-step proposal process, or are all four volumes (I., II., III., and IV.) due with initial submission on 10/10/2025? No, everything is due with the initial submission by 10/10/2025 at 4PM EST.

2. We weren't able to email our subcontractor's site visit representatives' information on time, will there be any more opportunity to register them? Is the site visit mandatory in order to submit a proposal? Since the deadline has passed, we will not be able to accept anymore at this time. The site visit is not required in order to submit a proposal.

3. Reference Section L paragraph 4.2.4: The instructions for Prior Experience and Self-Performance Compliance Gate part A state "In addition to sustainment maintenance prior experience, Offeror shall include prior work experience associated with replacement of one air handling unit 10 tons or larger; one 500-ton chiller replacement; one 500 ton or larger cooling tower; and one 12” or larger piping replacement project.” Question: a) Are these 4 large replacement project prior work experiences allowed to be met in the aggregate? b) Are these considered in addition to the 4 sustainment maintenance projects for a potential total project submittal of eight (8)?

A. Yes, see below from L&M. Note: A single project may potentially satisfy more than one of the above requirements, as defined in A. above. Clearly state which requirement a contract is fulfilling. Each contract provided shall include the contract number, customer name and point of contact (POC) information, date of contract completion, and final price.

B. No, the 4ea Sustainment Maintenance efforts are considered overall Contracts, see below from L&M. The offeror shall: Identify and describe four (4) Mechanical Sustainment Maintenance and Repair Contract descriptions of on-going or completed efforts within the past ten (10) years from the date of RFP issuance in which your firm performed as the Mechanical Contractor.

B. No, these 4 examples/efforts to be met are in addition to the Contracts listed above. In addition to sustainment maintenance prior experience, Offeror shall include prior work experience associated with replacement of one air handling unit 10 tons or larger; one 500-ton chiller replacement; one 500 ton or larger cooling tower; and one 12” or larger piping replacement project.

4. Reference Section L paragraph 4.2.4: The instructions for Prior Experience and Self-Performance Compliance Gate part A state "Identify and describe four (4) Mechanical Sustainment Maintenance and Repair Contract descriptions of on-going or completed efforts within the past ten (10) years from the date of RFP issuance in which your firm performed as the Mechanical Contractor." Part B states to provide "three (3) contracts completed within the last five (5) years with values that exceeds $10 million per year (of the four (4) contracts listed in A)"; and Part C states to provide "one (1) contract completed within the last ten (10) years with a value that exceeds $10 million per year (of the four (4) contracts listed in A).

Question: Can you please confirm that the relevant project references can be for either on-going or completed efforts within the last 5 years (part B) and 10 years (part C) respectively? Yes, as noted in L&M. Note: A single project may potentially satisfy more than one of the above requirements, as defined in A. above. State which requirement a contract is fulfilling. Each contract provided shall include the contract number, customer name and point of contact (POC) information, date of contract completion, and final price.

5. Reference Section L paragraph 4.2.4: $10 million per year is in excess of the current contract annual value. Will the Government consider lowering the $10 million annual threshold for a relevant project? No

6. Reference Section L paragraph 3.1: Would the Government increase the Technical volume page limit? 20 pages is very restrictive to address all 15 separate areas that the Government requests in detail. No

7. Reference Section L paragraph 4.2.4, Subfactor 1 Management Approach: Will the Government exclude personnel resumes from the page limit? Yes, please reference L&M, see below. 4.2.2 Format and Specific Content Technical proposals shall be limited to 20 pages of text (excluding Prior Experience and Self-Performance Compliance Gate pages). This page limitation applies to the total number of pages for items: Management Approach, and Planning & Execution. Title Page, Table of Contents, Cover Letter, personnel resumes, glossaries, and cross-reference matrix are excluded from the 20 page limitation. The page limitation also does not apply to the SEED Project documentation. Pages in excess of 20 pages will be redacted and will not be evaluated.

8. Reference Section L paragraph 6.0: Will the Government provide the model contract? The solicitation and associated forms (SF 1442 and Sections A, B, F, G, H, I, and K) appear to be missing from the solicitation documents uploaded to SAM.gov. Yes, please see the updated attachment #9.

9. Reference Section L paragraph 5.2: Will the Government provide the RFP Pricing Worksheet in Excel format? Yes, please see the updated attachment.

10. NAICS Code 561210 (size standard $47M) has been assigned to the CE Facility Maintenance & Repair Support contract. It is challenging for a small business with annual revenue of less than $47M to have three individual contracts with an annual value exceeding $10M within the same time period. In the interest of ensuring adequate competition, would the Government consider lowering the annual contract value threshold? Or alternatively consider allowing a team member subcontractor’s prior experience be used to meet the requirement? No

11. PWS Appendix M (Seed Project) seems include a hyperlink to a pdf entitled M104 (2).pdf, however, the hyperlink does not work. Can the Government provide the attachment M104 (2).pdf? We have attached this document as an attachment to the solicitation. See attachment 10.

12. FAR 52.212-5(b) includes a checkmark for FAR 52.219-3, Notice of HUBZone Set- Aside or Sole-Source Award. Please confirm this was checked in error and this is not a HUBZone set-aside and rather is small business set aside. This was an error, and has been corrected with the most recent amendment.

13. In FAR 52.212-5(c), please confirm both 52.222-41 Service Contract Labor Standards and 52.222-44 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment should be checked. This was an error, and has been corrected with the most recent amendment

14. In Section 7.2 of the PWS, it states “The Government may provide for the contractor’s use in the performance of this contract, the vehicles listed in Appendix L of the PWS to supplement the contractor in meeting the requirements of this contract.” Appendix L, however, is “Industrial Water Treatment” and does not include vehicles. Is the list of vehicles provided elsewhere? Should be Appendix N, Material Handling Equipment (MHE), No actual Vehicles just Tools, Arial Man Lifts and only for Lab-8. Attachment 3 PWS, has been updated to reflect Appendix N on page 28. The MHE List Lab 8 ONLY is now Attachment 11.

15. Can an offeror submit more than four (4) Mechanical Sustainment Maintenance and Repair Contracts? Yes

16. Can the Government confirm that it is their intent to receive resumes for all the positions listed in PWS Section 4.2? If yes, can the Government confirm that they will be receiving Resumes for all of the FTE’s on contract? If no, will the Government confirm what positions specifically they are requesting Resumes for? Yes, we are requiring resumes for all positions listed in PWS including for all FTE’s.

17. Can the Government confirm that it is requesting the Quality Control Supervisor to have Formal HVAC Technical Training, and 5 or more years’ experience as a Journeyman Level experience in Industrial HVAC? This is not a typical experience for a Quality Control Supervisor, as they oversee Quality for the entire contract which involves more than HVAC. This writing seems to be written for the wrong position.

Yes, we are requiring the “Formal HVAC Technical Training, and 5 or more years’ experience as a Journeyman Level experience in Industrial HVAC”, as this is a mechanical/HVAC equipment Contract, the benefit of a Quality Control Manager having this experience shows growth/advancement inside the Trade of HVAC, will allow Contractor to provide expected level of QC acting as a SME internally to reduce quality issues that arise with an intimate level of knowledge of Industrial

HVAC.

18. Will the Government Provide a “cut off” date for the Financial Capability Items?

Financial Capability items will be due at proposal due date, 10 October 2025.

19. Does the government intend to provide PPQ Forms to send to our referenced past performance contracts for their evaluation? No, but will require a POC for each past performance example.

20. When is the last time all of the equipment on the equipment list was inventoried?

Last complete Equipment Inventory was completed in November 2024. As with any Contract of this size with nearly 8,000 pieces of equipment, updates in our government provided Web Based Application to equipment information has changed since then. These changes have been minor; an updated listing will be provided for February 1st Start Date for this Solicitation.

21. Please validate the number of unscheduled work orders/month. All work requests (WR’s) per Lab per month are considered unscheduled, this historical data was not provided in Solicitation as agreed upon by the Lab’s and CE. However, the Estimated Total number of hours required for WR’s (Component repair/replace) over 5-year Base including year 6 option were estimated and given to Offeror’s in the Pricing matrix, CLIN 2. “OFFERR BARE COST ESTIMATE Labor Only for Component Replacement (Based on 160,744 Total Labor Hours)”. Also, found in the L&M, Section M, Subfactor 1-A, submit an approach which describes the offeror's proposed resources and capabilities to manage routine/urgent/emergency sustainment maintenance (Execute on average 221 WR’s Monthly).

22. Under the Experience and self-performance Gate, can a major subcontractor (>25% performance) be used to satisfy this E&PP requirement? Will evaluators accept this?

(this falls under Attachment 1-Section l)

The Contract Awardee or a combination of the Joint Venture (JV) partners that have provided the labor (excluding managers, supervisors and administrative labor) to self-perform for the majority of the work associated with the PWS and as described in paragraph 1.1 Section L.

The offeror shall:

A. Identify and describe four (4) Mechanical Sustainment Maintenance and Repair Contract descriptions of on- going or completed efforts within the past ten

(10) years from the date of RFP issuance in which your firm performed as the Mechanical Contractor. In addition to sustainment maintenance prior experience, Offeror shall include prior work experience associated with replacement of one air handling unit 10 tons or larger; one 500-ton chiller replacement; one 500 ton or larger cooling tower; and one 12” or larger piping replacement project. Work experience of proposed hired personnel shall not be considered for this subfactor.

(Applicable to the Basic Contract only)

B. Provide three (3) contracts completed within the last five (5) years with values that exceeds $10 million per year (of the four (4) contracts listed in A). (Applicable to the Basic Contract only)

C. Provide one (1) contract completed within the last ten (10) years with a value that exceeds $10 million per year (of the four (4) contracts listed in A). (Applicable to the Basic Contract only)

Note: A single project may potentially satisfy more than one of the above requirements, as defined in A. above. Clearly state which requirement a contract is fulfilling. Each contract provided shall include the contract number, customer name and point of contact (POC) information, date of contract completion, and final price.”

23. Can you please provide a corrected MS Excel Price document, so that it clearly specifies Labs 3, 4, 6, 7, 8, 9 and 10 in columns A/B)? This has been corrected, new pricing document has been uploaded.

24. Cells also appear as shifted to far left, and they do not align with other price total column. Can this be corrected? This has been corrected, new pricing document has been updated.

25. Are the 6,203.25 labor hours in CLIN 0004 supposed to be priced as overtime (OT) hours? Are they trade/classification specific, or should we post worst case scenario? Yes, the 6,203.25 Labor Hours are expected to be priced as Overtime.

They are not trade/classification specific.

26. Will the Government post the list of attendees for the Site Visit to aid with potential teaming? No

27. Does the Government plan to issue official amendments with the daily updates that are being posted? There have been many material changes to the solicitation and documents without any formal amendments per FAR 15.206. Amended 3 has just been posted, this includes the addition of attachments 10 and 11. The additional changes made were to previous documents or the posting of Q&A and do not require an amendment.

28. Could you please confirm whether the ongoing government shutdown will impact this procurement? Specifically, we are seeking clarification on whether the proposal submission deadline will be extended and if offerors can continue to submit questions up until the October 3rd deadline and how answering those in a timely manner will affect the proposal deadline. No extension at this time, proposals still due 10 Oct.

29. F 1449 submittal

QUESTION: How are we to document the SF 1449 for submittal? Do you need to submit them all or just the first or just the last? This is different from any other solicitation we have seen where Amendments are issued on SF 1449. Please sign and return the last SF1449.

30. In Amendment 03 we received an excel sheet for Attachment+2+Price+List. This sheet was converted from Adobe and do not align or total for each respective column. There is obvious spelling and conversion issues.

QUESTION: Will the government provide a corrected version of this attachment?

Amendment 000006 was posted on 11/13/25 and included an updated Attachment #2 Price List.

31. In section L, Subfactor I - D., the Government is asking for resumes for key personnel. In Section L, Subfactor II – B., the Government is also asking for resumes for key personnel for Labs 3/5, 7, and 8.

Question: Does the Government want the Contractor to include all employee resumes in both of these sections? List all resumes that are required per each subfactor.

32. Are there procurement thresholds? If so, what are the requirements? No there are no thresholds. Below are our definitions of Sustainment Maintenance vs Sustainment Repair:

Sustainment Maintenance. Sustainment maintenance includes work to maintain the inventory of real property assets through its expected service life. It includes daily operations, regularly scheduled adjustments and inspections, preventive maintenance tasks, and minor corrective maintenance repair or replacement work.

Refer to AFI32-1020 18 DECEMBER 2019 for more information. Minor corrective maintenance repairs or replacement activities are defined as requiring less than or equal to 32 labor hours to complete, regardless of the cost of materials or equipment needed to execute the repair. DFARS 222.402- 70(d)(1)

Sustainment Repair. Sustainment repair includes emergency response and major corrective maintenance repair or replacement of equipment or systems (usually accomplished by subcontract) that are expected to occur periodically throughout the life cycle of equipment. Refer to AFI32-1020 18 DECEMBER 2019 for more information. Major corrective maintenance repairs or replacement activities are generally defined as requiring greater than 32 labor hours to complete and for all Task Orders not to exceed $2.5 million per task order.

DFARS 222.402-70(d)(1)

Additionally, in 3.1.4 through 3.1.5 of the PWS we further defined Contractor responsibility for Procurement Process.

33. What is the protocol in determining a micro vs major procurement? Please see 2.1 Terms and Definitions – Sustainment Repair, of PWS.

34. 3.1.4 Billing/Reimbursement - On the follow-on contract is the contractor expected to establish a bench stock for over and above items? Please see 3.1.4 Billing/Reimbursement, of PWS.

35. Can you please elaborate on the mention of a quarterly bench stock In section 3.1.4 Billing/Reimbursement? It is unclear what the bench stock requirements are; ie, who identifies the quarterly bench stock amount? Please see 3.1.4 Billing/Reimbursement, paragraph Material/Service Authorization, of PWS

36. On the follow-on contract, will material be reimbursable? If yes, is there a funding level established for reimbursable material? Please see 3.1.4 Billing/Reimbursement, of PWS.

37. Section L – Paragraph 7.0 Financial Capabilities.

Question: It is not clear what Proposal Volume this information should be provided

in. Can the Government provide clarity of if this is to be provided with Contract Documentation or separate Volume for Financial Capability? Please include it with the Contract Documentation.

38. Section L – Paragraph 7.0 Financial Capabilities.

Question: If a prime contractor has a teammate on this effort other than a Joint Venture, does the government want Financial Capability Statements from all partners? Yes

39. Attachment 2 Price List, Column C and Attachment 7 Instructions for Completing Pricing Spreadsheet. Column C of the Price List shows Chiller Tech (Tech 6), and Attachment 7 clearly instructs the offeror to only fill in the yellow cells.

Question: Please clarify if the offeror shall populate Column C with specific labor categories as shown to be done by the government? Please see “Instructions for completing pricing spreadsheet”.

40. Section L – Certification of US Ownership Compliance Gate Question: If a prime contractor has a teammate on this effort other than a Joint Venture, does the government want US Ownership Compliance Gate? Provide documentation showing that the prime Contractor level is US owned/operated Contractor/Company; foreign Contractors are prohibited to participate at this particular level.

41. Volume IV Contract Documentation – what should contractors provide in our proposal response for Sections F and G, and Attachments to the Model Contract?

Nothing needs to be filled in for Sections F and G, these will be filled in with the successful offeror’s information. For the attachments, please fill in the price list.

42. Section 6.1.5 – Can the Government please clarify what fill-ins are required for Section H, Special Contract Clauses? Section H will be filled in once a successful offeror has been chosen. No fill-ins are required at proposal submission.

43. Please provide the DD 2345 form as an attachment. The link provided does not provide the actual form that is required to be submitted only the instructions. The DD 2345 form is accessed through the portal and must be completed in the portal.

44. The PWS 3.1.2 states that the contractor must use WBA-Procure. There is no detailed information on what information this database records or what reports are available to the contractor. Understanding that the WBP-Procure meets the Government information management and reporting requirements, can the Government please confirm that it is 1)sufficient for a contractor to manage all procurement and material management tasks and 2) there is an inventory management module? In addition, can the Government provide more specific information on this database system and copies of the training documents and examples of the reports available? 1. Yes, being done now. 2. Yes. Addition. No, all training will be completed post-award.

45. DFAR 252.237-7023 states that a Continuation of Essential Contractor Services Plan shall be provided to the government. Is this Plan due at the time of proposal submission or after contract award? If required at proposal submission, what Volume should it be submitted in? We will only require this from the successful offeror.

46. With the amount of content and resumes required with the submission – to allow for compliant proposal submissions and accurate pricing, would the Government please consider a 2 week extension to the current due date? No.

47. Can the government please confirm that teaming agreements do not count against the page count? Teaming agreements do not count against the page count.

48. Section L – 3.1.2 states “A page is defined as each face of a sheet of paper containing information. Page size shall be 8.5 x 11 inches, not including foldouts.

Pages shall be double spaced. Except for the reproduced sections of the solicitation document, the font shall be Times New Roman, and the text size shall be no less than 12 point. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1- inch margins on the top and bottom and 3/4-inch side margins. Pages shall be numbered sequentially by volume.” To allow for a detailed responde, would the Government please remove the double space page requirement OR increase the page count to accommodate double space? No, please Section L – 3.1.2

49. Section L – 3.5 states “Each proposal shall include the Offeror's name, solicitation number, volume number, and title. The proposal shall be structured as set forth in the table in paragraph 3.1 above, where each item listed in the table shall be a separate folder containing the appropriate file(s). Use separate folders to permit rapid location of all portions, including Subfactors, required plans, exhibits, appendices, and attachments, if any. If files are compressed in a format other than .zip, the necessary decompression program must be included. The proposal shall be submitted in a format readable by Adobe and Microsoft Office Products as applicable. The proposal shall be in a searchable text format and shall not be password protected. Electronic files shall be titled – Civil Engineering Facility and Equipment Support for Intelligence and Research and Development Activities _ Contractor _ Name _ WPAFB _ 2025.”

Would the Government please consider revising the electronic file title as the current file name (Civil Engineering Facility and Equipment Support for Intelligence and Research and Development Activities _ Contractor _ Name _ WPAFB _ 2025) may be potentially too long to allow the file to be uploaded on DoD SAFE. The current naming of the file is too long to use. We will accept the RFQ number and the contractor’s name in lieu of the naming convention.

50. Section L – Pg 8 F. A description of the offeror's strategy to implement and maintain an effective quality control program. (Reference PWS Section 5.0) Can the Government please specify if this requirement is to be addressed in the Basic or SEED Contract? Reference Section L, Subfactor 2, F and I.

51. Section L – Pg 9 G. A description of the offeror's methodology to address corrosion control and refrigerant management/inventory per AFI 32- 1054 and AFMAN 32-7089 (Reference PWS Sections 3.0 and 4.0).

Can the Government please specify if this requirement is to be addressed in the Basic or SEED Contract? Reference Section L, Subfactor 2, G.

52. Section L – Pg 9 K. A proposal in response to the seed project. This item is not included in the 20-page limitation for technical proposals and is therefore not limited as to the number of pages. The proposal for the Seed Project shall be in writing and include elements as described in Statement of Objectives (SOO). Using a full list of allowable RS Means line items and (if applicable) non-pre-priced line items (reference PWS Section 3.0 and Appendix M), demonstrate how the effort will be accomplished through a proposal breakout. The breakout shall specify how the contract coefficients are properly applied to the proposed price of this effort. The proposed coefficients for the Base Period shall be applied to the seed project.

(Applicable to the Seed Project):

Can the Government please clarify if the SEED project proposal is being evaluated and if so, can the Government please provide the evaluation criteria. Reference Section L, Subfactor 2, K.

53. Under the Technical Volume, Subfactor 1: Management Approach, item D asks for the resumes for key personnel. Under Subfactor 2: Project Planning and Execution item B asks for the resumes of key personnel again. Would the Government please clarify which Subfactor resumes of key personnel should be provided? List all resumes that are required per each subfactor.

54. Under the Technical Volume, Subfactor 1: Management Approach, item B asks for an organizational chart of personnel. Under Subfactor 2: Project Planning and

Execution item B also asks for an organizational chart. Can the Government please clarify which Subfactor the organizational chart should be provided? List all organizational charts that are required per each subfactor.

55. Please confirm that the following statement can be satisfied by multiple contracts under prior experience: “Offeror shall include prior work experience associated with replacement of one air handling unit 10 tons or larger; one 500-ton chiller replacement; one 500 ton or larger cooling tower; and one 12” or larger piping replacement project.” Reference, 4 Proposal Organization; Prior Experience and Self-Performance Compliance Gate.

56. Can the government please clarify why the Teaming Agreement is required in both the Basic Contract and Seed project technical responses? If the teaming arrangement remains the same, the teaming arrangement only needs to be mentioned in one place. If the team arrangement differs (i.e. one member is only participating in part of the effort) this will need to be noted.

57. Can the Government please clarify what should be provided for Seed Project Proposal (2.4.4 under Section L) that differs from Subfactors 1 and 2 for the Seed Project? Reference Section L, Subfactor 2, K. PWS appendix M.

58. I believe that for Clin 2 cell J56, and CLIN 4 cell J66 a formula might be missing. This is true unless we are being directed to put in our bare cost rate only. Yes, we left both as a Bare Cost Rate only Cell.

59. Column B Positions is categories is not to be adjusted per the answers. However, there are several labor categories that would fall under Engineering Tech 5. Providing a composite rate that is rounded to the nearest whole dollar does not give the Government a true price. I would think that we would adjust this clin to identify the positions and actual amounts.

Please see refer to INSTRUCTION FOR COMPLETING PRICING SPREADSHEET, L&M Maint.

Support Doc, PWS.

60. Rounding all dollar figures to the nearest whole dollar again does not provide the government with true numbers. Please refer to L&M, 5.0 VOLUME III - FACTOR 2: PRICE,

5.1.4 – We are aware of the rounding directions in the L&M.

61. We posed a question about Materials/equipment being reimbursable and if there was a threshold, we were referred to section 3.1.4. This section does state that it is reimbursable, however, there is no material dollar amount listed in the Schedule B’s or Price sheets to apply our overhead and profit to. Should cell J61 be blank and we simply populate our rates? Yes, J61 Should remain blank, yes they should just input their Overhead Percentage in J62 and Profit Percentage in J63.