RFQ - FY26 Scott Inn HVAC Preventative Maintenance.pdf

30 Jan 2026

REQUEST FOR QUOTATION (RFQ)

Purchase Request Reference: SCOTF60022 – Scott Inn HVAC Preventative Maintenance

Contracting Activity: 375TH CONTRACTING SQUADRON Scott AFB, IL 62225-5015

Government Representative: Margret West – Contracting Specialist Phone: (618) 256-9252 margret.west@us.af.mil

A1C Tanner Rich – Contracting Specialist

Phone: (618) 256-1281 tanner.rich.1@us.af.mil

Andrew Kleiser– Contracting Officer Phone: (618) 256-9299 andrew.kleiser.1@us.af.mil

Requesting purchase of the service listed below. This is a NonAppropriated Funds (NAF) acquisition and will be solicited as Full and Open Competition utilizing NAICS code 238200 (Plumbing, Heating, and Air Conditioning) and PSC J041 (maintenance, repair, and rebuilding of equipment related to refrigeration, air conditioning, and air circulation). From this quotation, a single award will be made. Please provide an offer for the service listed below by Wednesday, 25 February 2026 @ noon CST.

Overview: Under the following acquisitions, 375 CONS intends to find potential vendors to perform preventative maintenance (PM), inspection, and repair for the HVAC system at Scott Inn located on Scott Air Force Base as specified in the Performance Work Statement (PWS).

Site Visit: We will hold a site visit on 17 Feb 2026 @ 1000 CST, for any interested vendors.

Please meet at 375 CONS building, and we will all go over to the Scott Inn from there.

Our address is:

201 E Winters St, Bldg 50 Scott AFB, IL 62225

Base Access: Scott AFB is not an open base. You must have a valid REAL ID and contractor pass to access the base. Anyone who does not have the necessary identification to enter the base must make arrangements with the Contracting Office to be sponsored onto the base prior to the pre-proposal meeting. Those individuals requiring sponsorship to access the base should have the names of all individuals attending submitted to the contracting POCs listed above no later than 12 Feb 2026 @ noon CST.

Delivery Date/ Period of Performance: Est 1 March 2026

CLIN STRUCTURE/ Pricing: Please complete the pricing sheet attached to this solicitation.

Offerors shall not deviate from the pricing structure below.

Item #

Description Qty Unit Unit Price

Line Total

Quarterly Preventative Maintenance IAW attached Performance Work Statement Base Year PoP: 01MAR26 –

28FEB27

4 Each _____ _____

Annual Preventative Maintenance IAW attached Performance Work Statement Base Year PoP: 01MAR26 –

28FEB27

1 Each _____ _____

Repair/Routine Service Calls (Flat rate per call). Base Year PoP:

01MAR26 – 28FEB27

8 Each _____ _____

Service Calls/Reimbursable Parts - Additional work within scope. Labor shall be accomplished at the rate of $TBD/hr. All invoices shall be separated by Labor, Material, and Overhead.

Ceiling established by Government

Lot _____ _____

Option Year 1

Option Year 1

Quarterly Preventative Maintenance IAW attached Performance Work Statement PoP: 01MAR27 – 29Feb28

Option Year 1

Annual Preventative Maintenance IAW attached Performance Work Statement PoP: 01MAR27 – 29FEB28

Option Year 1

Repair/Routine Service Calls (Flat rate per call).

PoP: 01MAR27 – 29FEB28

8 Each _____ _____

Option Year 1

Service Calls/Reimbursable Parts - Additional work within scope. Labor shall be accomplished at the rate of $TBD/hr. All invoices shall be separated by Labor, Material, and Overhead.

Ceiling established by

Option Year 2

Option Year 2

PoP: 01MAR28 – 28FEB29

Option Year 2

PoP: 01MAR28 – 28FEB29

Option Year 2

Repair/Routine Service Calls (Flat rate per call).

PoP: 01MAR28 – 28FEB29

8 Each _____ _____

Option Year 2

Service Calls/Reimbursable Parts - Additional work within scope. Labor shall be accomplished at the rate of $TBD/hr. All invoices shall be separated by Labor, Material, and Overhead.

Ceiling established by

Option Year 3

Option Year 3

PoP: 01MAR29 – 28FEB30

4 Each _____ ______

Option Year 3

PoP: 01MAR29 – 28FEB30

1 Each _____ ______

Option Year 3

Repair/Routine Service Calls (Flat rate per call).

PoP: 01MAR29 – 28FEB30

8 Each

Option Year 3

Service Calls/Reimbursable Parts - Additional work within scope. Labor shall be accomplished at the rate of $TBD/hr. All invoices shall be separated by Labor, Material, and Overhead.

PoP: 01MAR29 – 28FEB30

Ceiling established by

Lot

Option Year 4

Option Year 4

PoP: 01MAR30 – 28FEB31

4 Each

Option Year 4

PoP: 01MAR30 – 28FEB31

1 Each

Option Year 3

Repair/Routine Service Calls (Flat rate per call).

PoP 01MAR30 – 28FEB31

8 Each

Option Year 4

Service Calls/Reimbursable Parts - Additional work within scope. Labor shall be accomplished at the rate of $TBD/hr. All invoices shall be separated by Labor, Material, and Overhead.

PoP: 01MAR30 – 28FEB31

Ceiling established by

Lot

1. To ensure timely and equitable evaluation of the offer, the offerors must follow the instructions contained herein. The offer must be complete, self-sufficient, and respond directly to the requirements of this solicitation.

2. Specific Instructions: The response shall consist of the following:

a. Cover Letter – The Cover Letter shall include the Offeror’s points of contact with e-mail address and phone number who are authorized to contractually obligate the company, CAGE Code, DUNS Number, small business status/categories, a statement the company understands the requirements specified and will meet the performance standards and requirements therein, and a statement the company does or does not take exception to any of the requirements of this RFQ.

b. Expiration Date of Quote: _______________________________________

c. Proposed Payment Terms or Discount (i.e, Net 30, 1% 10 days):_______________________

d. Performance Begin/Complete: _________________________________________ Please reference Delivery Date/Period of Performance above

e. Technical Proposal – please offer a brief summary, no longer than five pages, on how you intend to accomplish the work.

4. All questions regarding the RFQ must first be directed to the Contracting Specialists Margret West – margret.west@us.af.mil and A1C Tanner Rich – tanner.rich.1@us.af.mil with the Contracting Officer Andrew Kleiser – andrew.kleiser.1@us.af.mil included as a courtesy copy (cc’d).

Deadline for questions is 19 February 2026 @ noon CST. Offers must be submitted through email within the deadline specified on the RFQ posting. If issues are encountered, please contact the government representatives via email (preferred) or telephone at the contact information listed at the top of this RFQ.

5. Evaluation Criteria: To ensure timely and equitable evaluation of the quote, the offeror shall follow the instructions contained herein. The offeror is required to meet all solicitation requirements, including terms and conditions, representations and certifications, technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offeror being ineligible for award. The offeror must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

Any exceptions shall be outlined in the offeror’s cover letter.

The offeror is required to submit the following in response to this solicitation:

1. Technical Proposal

2. Past Performance Information

3. Pricing

4. Cover Letter on Company Letterhead that includes the company name, address, and a specific point of contact.

Only electronic copies shall be submitted in response to this solicitation. Indicate volume number, title, and the use of separate files to permit rapid location of information. The electronic copy of the quote shall be submitted in a format readable by Microsoft (MS) Office suite of applications. A complete response to this solicitation shall consist of one electronic copy submitted by e-mail to margret.west@us.af.mil, tanner.rich.1@us.af.mil and andrew.kleiser.1@us.af.mil no later than the required quote due date. Late quotes will not be accepted. Your email submission must be checked and determined to be "virus free" prior to submission. After receipt of your quote, the CS or CO will email a confirmation of receipt. If you do not receive confirmation of receipt prior to the due date/time, the offeror is encouraged to reach out to the CS and CO to ensure the quote was received.

This acquisition does not require certified cost or pricing data. However, if deemed necessary, the contracting officer may request other than certified cost and pricing data to make a price fair and reasonable determination. To avoid delays, the offeror is encouraged to submit documentation deemed appropriate to support the proposed solution and pricing.

Organizational Conflict of Interest (OCI): At the time of submitting a quote, the offeror must state affirmatively whether or not it has identified OCI issues and if identified, offeror-must submit an OCI Identification and Mitigation Plan with the proposal if OCI issues exist. The Government-accepted OCI Identification and Mitigation Plan shall be incorporated by reference into a resultant Contract. If no OCI exists, the offeror shall provide a statement stating no OCI exists.

Specific Instructions:

1. Factor I - Technical Proposal Please provide a concise summary of your technical approach on how you will perform inspections, preventative maintenance, and plans for handling both routine and emergency service calls on the Scott Inn HVAC as identified in the PWS. Offerors shall not simply copy and paste the information directly in the Statement of Work but rather shall provide their proposed solution for accomplishing the required service. Technical proposal shall be no more than 5 pages in length and should utilize Times New Roman font, 12 pt font sizing, with a standard single spacing.

2. Factor II – Past Performance On the Past Performance Information (PPI) Worksheet that is an additional attachment to this RFQ, provide a minimum of two (2) past performance examples of recent and relevant work.

Recent is defined as work performed within the past five (5) years. Relevant is defined as work involving inspection and preventative maintenance on HVAC systems. For example, include:

Customer name and contact information

• Dollar value of the work performed

• Contract number (if applicable)

• Period of performance

• Brief description of the work performed

• Customer assessment of performance (e.g., CPARS rating, letter of recommendation, and point of contact willing to be contacted).

3. Factor III – Price The offeror shall submit pricing to support the completeness and reasonableness of their proposed prices for all contract line-item numbers (CLINS). The pricing information submitted shall fully support the SOW requirements for each specified element. Information shall be segregated by the performance periods and the total price for each CLIN as specified in the solicitation. Information shall also show the consolidated total price for performance.

Additionally, the extended amounts must equal the whole dollar unit price multiplied by the number of units (i.e., (12) months). All unit and total dollar amounts provided shall be rounded to the nearest dollar.

Evaluation and Basis for Award:

This is a best value source selection utilizing the subjective trade-off process to determine the offeror who gives the non-appropriated entity the greatest confidence it will best meet, or exceed, the requirements in the PWS. Award will be made to the offeror who is deemed responsible as supplemented, whose proposal conforms to the solicitation's requirements and is judged, based on price and other factors considered to represent the best value to the Government.

The Government intends to issue a single task order (TO). CLINs X001-X003 will be Firm- Fixed-Price line items. CLIN X0004 will be a Time and Materials CLIN that will be used for repairs/additional work within scope. All work under CLIN X0004 shall be approved in advance by an authorized Government official who will be identified at the award stage. This is a best-value trade-off procurement.

The following evaluation factors will be used to evaluate quotes:

• Non-Price Factors:

-Factor 1: Technical Approach -Factor 2: Past Performance

• Price Factor:

-Factor 3: Total Evaluated Price

The non-price factors of Past Performance and Technical Approach when combined are significantly more important than Price. The Government reserves the right to award to a higher-rated, higher-priced vendor where the past performance advantages and technical approach offered are determined to be worth the additional price. This evaluation will be conducted using a phased approach:

Phase 1: Evaluation of Technical Approach provided in quote Phase 2: Evaluation of Past Performance and Price provided in quote

If a contractor’s quote receives a rating of unacceptable on the Technical Approach Factor in Phase 1, their quote will not be evaluated further in Phase 2, and they will be considered ineligible for award.

The following factors will be used in evaluation process:

A. Factor 1 – Technical Approach: The Government will evaluate the Technical Proposal on an Acceptable Unacceptable basis, assigning a rating of Acceptable or Unacceptable, as defined below.

a. Acceptable- The submitted proposal is compliant with RFQ and PWS requirements.

b. Unacceptable- The submitted proposal is non-compliant with RFQ and PWS requirements, rendering it ineligible for award due to the presence of deficiencies.

Offerors will be evaluated on their understanding of the requirement as it relates to the Specific Instruction section Factor 1 (Technical Proposal).

B. Factor 2 – Past Performance: The Government will conduct a performance confidence assessment based on the recency, relevancy, and quality of the vendor's past performance. This assessment helps determine the Government's confidence in the vendor's ability to successfully perform the requirements of this task order. The evaluation will proceed in the following steps:

Step 1: Recency Assessment The Government will first review the past performance references provided by the vendor and those found in other sources (e.g., CPARS) to determine if they are recent. A past performance reference is considered recent if the work was performed within five (5) years prior to the issuance date of this RFQ. References that are not recent will not be evaluated further.

Step 2: Relevancy Assessment For all recent past performance references, the Government will assess their relevance to the work required by the PWS. The Government will consider the scope, magnitude, and complexity of the prior work. A relevancy rating of Highly Relevant or Relevant will be assigned.

• Highly Relevant: The work performed was virtually the same as the PWS requirements.

• Relevant: The work performed was similar to the PWS requirements.

• Not Relevant: The work was not similar.

Step 3: Performance Quality and Confidence Assessment

The Government will evaluate the quality of performance on contracts deemed recent and relevant to assign an overall confidence rating.

• High Confidence: Based on the vendor’s performance quality on recent and relevant efforts, the Government has a high degree of confidence that the vendor will successfully perform the required effort. The vendor's record indicates performance was of high quality.

• Adequate Confidence: Based on the vendor’s performance quality on recent and relevant efforts, the Government has a reasonable expectation that the vendor will successfully perform the required effort. The vendor's record indicates performance was of acceptable quality.

• Neutral Confidence: No recent and relevant performance record is available for review, or the record is so sparse that no meaningful assessment can be made. This rating is not viewed favorably or unfavorably.

• Low Confidence: Based on the vendor’s performance quality on recent and relevant efforts, the Government has a low expectation that the vendor will be able to successfully perform the required effort. The record may indicate performance issues on one or more contracts.

C. Factor 3 – Price: The Initial Total Evaluated Price (I-TEP) will be calculated as the sum of the Offeror’s proposed prices for the base period and four 12-month option periods. Evaluation of options shall not obligate the Government to exercise such options. After any interchanges or quote revisions, if necessary, the Government will evaluate the Final TEP (F-TEP). The Government will evaluate the price proposal submitted in response to this solicitation, reviewing the proposal to ensure that the proposed price is complete, reasonable, and balanced as defined earlier in this section. The Government reserves the right to reject an offer if the Contracting Officer determines that the proposed price does not meet the criteria of completeness, reasonableness, and balance.

i. Completeness. The offeror's price and other supporting information will be evaluated (but not rated) to ensure continuity and traceability of prices to the proposed technical proposal and between initial quotes and any revisions thereto. The review will determine the adequacy of the offeror's quote in addressing and fulfilling the solicitation requirements.

ii. Reasonableness. The quoted prices will be reviewed to determine the reasonableness of price and the offeror's understanding of and ability to fulfil the requirement.

iii. Balance. Unbalanced pricing may increase performance risk and could result in payment of unreasonably high prices. All separately priced line items will be analyzed to determine if the prices are unbalanced. The offer may be rejected if the CO determines the lack of balance poses an unacceptable risk to the Government.

Strengths Exceedances The Government intends, if it is in its best interest, to incorporate into the resulting contract, all beneficial aspects of the awardee’s quote and all above threshold (minimum) attributes, performance levels, or capabilities for which evaluation credit was given. The Government will Incorporate Performance or Capability Exceedances as supplemental attachments to the PWS.

By submission of your quote, the offeror agrees to all solicitation requirements including terms and conditions and representations and certifications. The offeror shall clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

The Government reserves the right to cancel this solicitation, with no obligation to the offeror.

General Considerations - The quote must comply in all material respects with the requirement of law, regulations, and conditions set forth in the solicitation. To be eligible for award, the offeror must be determined responsible by the Contracting Officer. A written notice of award or acceptance of an offer, mailed, or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Government intends to award a single contract resulting from the solicitation. In the event adequate price competition is not received, the Contracting Officer will use one or more price analysis techniques to ensure the price to the Government is fair and reasonable.

Basis of Award: Award will be made on a best value tradeoff basis.

A contract may be awarded to the offeror who is deemed responsible, whose quote conforms to the solicitation requirements and is judged to represent the best value to the Government.

Phase 1 - Technical will be reviewed first and will be evaluated on an acceptable/unacceptable basis. If Technical is deemed Unacceptable, Past Performance and Price will not be reviewed and the quote will be ineligible for award due to an Unacceptable rating.

Phase 2 –Past Performance will first be reviewed in Phase 2 and will be graded on the Reliability Rating’s spelled out in the RFQ. Following the grading, price will be evaluated.

Note - Past performance will be considered more important than Technical (with Acceptable rating) and Price.

The Government reserves the right to award to a higher rated, higher priced offeror where the decision is consistent with the evaluation factors outlined in the solicitation and the Government reasonably determines that the superior past performance of the higher priced offeror outweighs the cost difference. In the event the multiple offerors receive equal past performance and technical ratings, price will be the determining factor.

The Government reserves the right to conduct interchanges with offerors. These interchanges may be used to clarify aspects of quotes, resolve minor deficiencies, or allow offerors to revise their quotes (including price). The Government is not obligated to conduct interchanges with all offerors and may award without conducting interchanges.

REAL ID ACT Version 41

Passed by Congress in 2005, the REAL ID Act enacted the 9/11 Commission's recommendation that the Federal Government "set standards for the issuance of sources of identification, such as driver's licenses." The following states/territories are under review, allowing Federal agencies to accept driver's licenses and identification cards at Federal facilities and nuclear power plants until further notice:

Under Review A. Samoa

REAL ID COMPLIANT

All 50 states are compliant with the REAL ID Act.

Below are acceptable forms of identification for identity proofing for access to Scott AFB if you do not have an Enhanced Driver’s License:

- Driver's licenses or other state photo identity cards issued by DMV (or equivalent)

- U.S. passport

- U.S. passport card

- DHS trusted traveler cards (Global Entry, NEXUS, SENTRI, FAST)

- U.S. DoD ID, including IDs issued to dependents

- Permanent resident card

- Border crossing card

- State-issued Enhanced Driver’s License

- Federally recognized, tribal-issued photo ID

- HSPD-12 PIV card

- Foreign government-issued passport

- Canadian provincial driver's license or Indian and - Northern Affairs Canada card

- Transportation worker identification credential

- U.S. Citizenship and Immigration Services

- Employment Authorization Card (I-766)

- U.S. Merchant Mariner Credential

- Veterans Health Administration (VA) ID

Please contact Pass and Registration at 256-2008 if you have any questions or need additional information.

(End of clause)

Attachment List:

RFQ Attachment 1 – PWS RFQ Attachment 2 - Scott INN HVAC Pricing Sheet RFQ Attachment 3 – Past Performance Information Sheet RFQ Attachment 4 – Non-appropriated Fund Standard Clauses RFQ Attachment 5 - Wage Determination 2015-5075, Revision 31