FAR_52.212-1_Addendum_-_Instructions_to_Offerors_(1SFG_HVAC_Replacement).docx

ADDENDUM TO FAR 52.212-1: INSTRUCTIONS TO OFFERORS — COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Solicitation Number: [Insert Solicitation Number, e.g., W9124D-26-Q-XXXX]

Project Title: Removal and Replacement of 16 Ductless Split A/C Units — 1st Special Forces Group (Airborne)

Location: Joint Base Lewis-McChord (JBLM), WA (Buildings 9160, 9162, 9190, 9934, and 9983)

Contract Type: Firm-Fixed-Price (FFP)

Period of Performance: 28 September 2026 through 12 November 2026

Primary Points of Contact (POCs):

Contracting Officer: SSG Sharples (jermaine.t.sharples.mil@socom.mil) Contract Specialist: CPT Adams (michael.a.adams.mil@socom.mil)

1. General Notice & Tailoring Pursuant to FAR 12.302(d), the provision at FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services, is tailored as set forth in this Addendum. All paragraphs of FAR 52.212-1 not specifically modified or deleted by this Addendum remain in full force and effect. Paragraphs (d) (Product Samples), (e) (Multiple Offers), and (h) (Multiple Awards) are hereby deleted as inapplicable. Award will be made on a single-award, Firm-Fixed-Price basis.

2. Inquiries and Requests for Information (RFIs) RFI Submission Cutoff: All questions, requests for clarification, or RFIs regarding this solicitation, the Performance Work Statement (PWS), technical exhibits, or site visit observations must be submitted in writing no later than:

Submission Method: All RFIs must be sent via email with the subject line formatted as:

H9242126QE047 - RFI - [Vendor Name] - 1SFG HVAC Replacement

Addressed directly to the Contracting Officer and Contracting Specialist Format: Inquiries shall specifically reference the document name, PWS section, technical exhibit, page, and paragraph number.

Resolution: Responses to inquiries will be compiled and posted to the Government Point of Entry (SAM.gov / PIEE) via an official solicitation amendment. No individual or verbal responses will be provided.

3. Pre-Proposal Site Visit & Base Access Rules Escorted Walkthrough: A Government-escorted site visit will be conducted across Buildings 9160, 9162, 9190, 9934, and 9983 to allow offerors to inspect the 16 existing ductless mini-split units, piping runs, condensation line pathways, and electrical connections.

Rules of Engagement & Installation Access:

Base Access & RAPIDGate / Contractor ID: Offerors must comply with JBLM IR 210-1 (Chapter 7, Section XVII), JBLM Regulation 190-16, and JBLM Regulation 190-5. Access requires participation in RAPIDGate or approved contractor identification badges submitted in advance. Commercial vehicle gate delays must be anticipated.

Movement & Escort Discipline: Contractors must remain with the Government team lead and COR at all times. Unescorted wandering through 1SFG(A) battalion headquarters or entry into off-limits/restricted areas is strictly prohibited.

Electronic Devices & Cell Phones: Strict physical security regulations apply. In accordance with PWS Section 1, cell phones, cameras, recording equipment, and portable electronic devices are strictly prohibited inside designated secure rooms in Buildings 9160, 9162, 9190, 9934, and 9983 and must be stowed at the front desk before entry.

Centralized Questions: All questions during the site visit must be addressed exclusively to the Government Site Lead and Recorder. Technical responses given by base personnel do not alter the PWS.

Non-Binding Nature of Oral Remarks: Oral statements made during the walkthrough do not change the solicitation. Only a written amendment issued by the Contracting Officer can amend solicitation terms and PWS specifications.

Site Verification: Offerors are expected to verify all physical dimensions, refrigerant/condensate line routes, wall penetration clearances, power disconnect locations, and external pump requirements.

4. Proposal Submission Mechanics & Deadlines Closing Date & Time: Proposals must be received no later than the date and time specified in Block 8 of standard form SF-1449.

Late Proposals: FAR 52.212-1(f) applies strictly. Any proposal received after the exact closing time will be deemed late and will not be considered for award.

Method of Delivery: Electronic submission is mandatory via email.

Submissions must be formatted in searchable Adobe PDF and unlocked Microsoft Excel (.xlsx).

Compressed files (.zip) or links to external cloud drives are not acceptable.

Acceptance Period: Offerors agree to hold pricing firm for 90 calendar days from the closing date (tailoring FAR 52.212-1(c)).

5. Proposal Preparation Instructions & Structure Offerors must organize their submissions into four (4) distinct volumes as specified in the table below:

Volume I: Technical Approach & Execution Capability Offerors must address every specific task detailed in PWS Part 5 and Technical Exhibit 1 (PRS):

Equipment Specifications & Unit Selection:

Provide manufacturer specification cut sheets, performance ratings, and warranty data for the proposed 16 new ductless cooling-only split A/C systems (indoor fan coil and outdoor condenser pairings).

Demonstrate how the proposed units satisfy the operational threshold to continuously maintain critical computer and communication equipment rooms at () under full operational heat loads across rooms H120, G108, G109, G103A, G103B, G105A, G105B, G203A, G205A, G205B, G202, 139, and GCR.

Removal, EPA Refrigerant Recovery & Environmental Compliance:

Detail procedures for safe electrical lock-out/tag-out (PRS #1).

Describe EPA-certified refrigerant recovery, logging, and disposal methods from the 16 existing systems (including Friedrich, Intertech, Daikin, and Mitsubishi units) in compliance with EPA Section 608 and base environmental mandates (PRS #2 & #3).

Piping, Condensate Lines & Electrical/Communication Interconnects:

Detail the plan to flush, purge, and test existing refrigerant lines to ensure contaminant thresholds are strictly met (oil , water ) before unit tie-in (PRS #5).

Detail installation methods for power and communication cabling between indoor and outdoor units (PRS #6).

Specify the external condensation pumps, tubing, and routing plans to either tie into functional lines or replace degraded condensation lines (PRS #7).

Period of Performance & Work Execution Schedule:

Submit a detailed phased execution schedule meeting the period of performance (28 September 2026 to 12 November 2026).

Account for standard operating hours (0900 to 1700, Monday through Friday, excluding Federal holidays) and coordination across multiple battalion headquarters buildings without causing mission interruption.

Key Personnel:

Identify the designated Contract Manager and Alternate Contract Manager who possess full authority to act on operational matters during standard hours (0900–1700).

Volume II: Quality Control Plan (QCP) In accordance with PWS Part 1 (General Information), offerors must submit a comprehensive written QCP with their initial proposal:

Inspection & Deficiency Prevention Procedures: Detail methods to identify, prevent, and ensure non-recurrence of defective workmanship across all 11 PRS objectives.

Physical Security, Key & Combination Control: Explicitly include procedures for managing Government-issued keys, electronic key cards, and cipher lock combinations (PWS Part 1 Physical Security / Key Control).

Testing & Commissioning Protocols: Describe the step-by-step cycling, orientation testing, and temperature verification procedures prior to Government final inspection (PRS #11).

Volume III: Past Performance Relevant Projects: Submit up to three (3) contracts completed within the last three (3) years that demonstrate experience of similar scope, complexity, and magnitude (commercial/industrial mini-split HVAC installation, EPA refrigerant handling, and working in secure or military facilities).

Project Information: Include contract/task order number, agency/commercial client, POC contact info (phone/email), dollar value, period of performance, and a narrative comparing the work to this PWS.

Questionnaires: Past Performance Questionnaires (PPQs) should be sent to past clients with instructions to submit completed forms directly via email to the Contracting Officer and SSG Sharples.

Volume IV: Price and Administrative Submissions Completed Schedule of Supplies/Services: Submit completed pricing for all CLINs covering labor, equipment, 16 cooling-only split systems, refrigerant, piping, condensation pumps, disposal, and testing.

Unlocked Pricing Model: Provide an unlocked Excel workbook (.xlsx) containing active mathematical calculations and cost breakdowns.

Administrative Documents:

Signed SF-1449 and signed acknowledgments for all amendments.

Proof of active SAM.gov registration (UEI and CAGE code).

Representation of Compliance regarding Contractor Manpower Reporting (CMR) / ECMRA reporting requirements.

6. Basis of Award Preview In accordance with FAR 52.212-1(g), the Government intends to evaluate proposals and award a Firm-Fixed-Price contract without discussions. Therefore, the offeror’s initial proposal should contain the best terms from both a technical and price standpoint. Evaluation factors and methodology are set forth under FAR Provision 52.212-2.