Solicitation - FSH Chiller B1029 - Draft.pdf

Replace Chiller - JBSA Fort Sam Houston B1029

(The quote shall be effective 60 Calendar days after submission) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. Solicitation number FA301626Q0092 is issued as a Request for Quote (RFQ) for the removal and replacement of a chiller on Building 1029 located at JBSA-Fort Sam Houson. This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The NAICS code is 238220: Plumbing, Heating, and Air-Conditioning Contractors and the size standard is $19M.

Description of Requirement The contractor shall furnish all supervision; labor, transportation materials, tools, incidentals, equipment, and quality assurance for removal, disposal, and replacement of a Scroll Chiller, pump, and associated equipment located at B1029 JBSA- Fort Sam Houston San Antonio TX. The following are some but not all requirements. See Statement of Work in it's entirety for a full understanding of the requirement.

• Contractor shall recover the remaining refrigerant from the chiller to perform the necessary replacements.

• Installation by qualified HVAC technicians

• Leak testing and system verification

• Compliance with safety, HAZMAT, and base access requirements

Please respond to this RFQ by emailing your response to: SSgt Aaron Scott at aaron.scott.24@us.af.mil and Norena Phillips at norena.phillips@us.af.mil no later than Tuesday, 02 June 2025 at 12:00PM CDT to be considered timely. All questions must be submitted in writing through email no later than Friday, 22 May 2025 at 10:00 am CDT. Responses to questions will be posted by the Government on the SAM.gov, contracting opportunities website as received. Questions submitted after this date/time will not be considered.

Performance Address: B1029 JBSA-Fort Sam Houston, San Antonio, TX.

Please provide the information below:

All quotes must be FOB Destination Payment Terms: Period of Performance Timeframe:

Company Name: Cage Code:

UEI:

POC: Telephone # E-Mail Address: Tax ID#:

Warranty Information:

Do you have the capacity to invoice electronically through WAWF?(Yes/No)

ADDENDUM TO 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services

(a) Submission of Offers

(1) Offerors shall submit quotes that clearly demonstrate the ability to perform the requirements outlined in the Statement of Work (SOW) and provide a firm-fixed-price quote (see bid schedule) to include all labor, materials, equipment, and warranty included.

(2) The Offeror’s quote shall provide a detailed technical plan that includes: the approach, methodology and proposed solution to satisfy the requirements included in the Statement of Work.

(3) By responding to this RFQ, the quoter accepts all terms and conditions contained herein.

(b) Period for Acceptance of Offers: The Offeror agrees to hold prices firm for 60 calendar days.

(c) Late Quotes: Quotes received after the closing date may not be considered unless determined to be in the best interest of the Government and will not delay the acquisition.

http://www.acquisition.gov/ mailto:tristan.torres@us.af.mil mailto:%20norena.phillips@us.af.mil

(d) Basis for Award: Award will be made in accordance with the provision at FAR 52.212-2. Contract award. The Government intends to evaluate offers and award a contract without interchanges with Offerors.

Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct interchanges, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Quote Preparation Instructions: Quotes shall be clear, concise, and complete. Failure to provide required information may result in the quote being determined unacceptable.

ADDENDUM TO 52.212-2 Evaluation—Commercial Products and Commercial Services

(a) 502d CONS/PKAB will issue a purchase order to the responsible quoter whose quote will be the most advantageous to the Government. The following shall be used to evaluate quotes: The technically acceptable lowest priced quote will be determined to represent the best value. Technical acceptability will be determined by an evaluation of the quoted requirements that meet the technical criteria that are contained in this RFQ.

The Government will rank all quotes based on an initial assessment of offeror’s total evaluated prices. If the Government receives 3 or fewer initial quotes, all quotes will be evaluated for Technical Acceptability. If the Government receives more than 3 initial quotes, the Government will only select the 3 lowest priced quotes and then evaluate them for Technical Acceptability. The Government reserves the right to evaluate additional quotes for technical acceptability if in the Government’s best interest. If additional quotes are evaluated for technical acceptability they will be selected in the order of price. Award will be made to the responsible vendor whose quote is the lowest evaluated price among technically acceptable quotes.

Acceptable: Quote clearly meets the minimum requirements of the solicitation.

Unacceptable: Quote does not meet the minimum requirements of solicitation.

(b) Evaluation Factors for Award The Government will evaluate quotes and award a contract to the responsible Offeror whose quote conforms to the solicitation requirements and is determined to be technically acceptable with the lowest evaluated price.

Technical Acceptability Technical acceptability will be evaluated on an Acceptable/Unacceptable basis using the following factors:

Factor 1: Technical Capability

The offeror shall provide technical approach demonstrating understanding of and ability to successfully perform the required work.

The quotation shall clearly demonstrate:

• A complete understanding of the requirement and the approach to remove and replace the Chiller and all incidental items.

• Procedures for protecting the chiller and surrounding components from damage during install

• A defined method for leak testing and verification of proper installation

• Contractors qualifications on HVAC systems.

The standard has been met when:

The proposal demonstrates a clear understanding and a feasible approach to and ability to successfully perform the required work.

Factor 2: Contractor Personnel Qualifications

The Government will evaluate the qualifications of personnel proposed to perform the work.

Quoters shall demonstrate:

• Use of factory-trained or OEM-qualified technicians or

• Relevant HVAC certifications or licenses

The standard has been met when:

The contractor provide relevant HVAC certification or license to demonstrate capability to perform the work.

(c). Price Evaluation. The Government will then conduct a price evaluation of the lowest priced technically acceptable quote to determine that the quoted price is fair and reasonable.

Basis for Award. 502d CONS/PKAB will award a purchase order resulting from this RFQ to the responsible quoter whose quote conforming to the RFQ will be most advantageous to the Government.

Mandatory Registrations. To be eligible for award, registration with the System for Award Management (SAM) must be current (legacy for On-line Registration and Certifications Application (ORCA) and Central Contractor Registration (CCR) registrations). To register or update former CCR and Reps & Certs that are not current go to https://www.sam.gov/portal/public/SAM/ and provide mandatory information.

Site Visit: Site visit is highly recommended as Contractors are responsible for verifying site conditions. A site visit is scheduled for 20 May 2026 at JBSA Fort Sam Houston, TX. The meeting place will be the JBSA Fort Sam Houston, Walters Street Visitor Center 892 Hood St, San Antonio, TX 78234. Departure to the site will be promptly at 10:00 am CDT. Recommend arriving 30 minutes earlier to sign in, wait in line and retrieve your pass at the visitor center. Interested parties are required to have a copy of a valid REAL ID Driver’s License, vehicle registration and insurance on hand in order to receive a base pass. If the drivers license has not been updated to the REAL ID, interested parties will need a passport along with a drivers license. If this type of documentation is not provided a base pass will not be issued and attendance will not be granted.

Contractors needing a base pass must provide: Full Name, Date of Birth, Country of Birth, Driver’s License ID number, Country & State of Issue to: Contract Specialist (CS) – SSgt Aaron Scott at email aaron.scott.24@us.af.mil and Norena Phillips at norena.phillips@us.af.mil Requests to attend the Site Visit shall be received NO LATER THAN 15 May 2026 at 12:00 pm CDT and sent to both email addresses detailed above.

Contractors who already have base access are required to notify CO & CS via email of planned attendance and check in at the Visitors Center mailto:tristan.torres@us.af.mil mailto:%20norena.phillips@us.af.mil

Supplies or Services & Prices or Costs

Additional lnfonna11on/No1Bs

Item Supplles / Services

Furnish and install one (1) new 150-ton chiller system, including removal and disposal of the existing unit and all incidental labor, materials, equipment, supervision, and services necessary

0001 to provide a complete and fully operational system in accordance with the Statement of Work (SOW).

Product Service Code: J041 Pricing Arrangement: Firm Fixed Price

Quantity Unit

1 Each

Unit Price Amount

DescriptionJSpecifications/Statement of Work

Requirements

The purpose of this contract is to replace the current chiller at Building 1029 on Fort Sam Houston.

Packaging and Marking

Inspection and Acceptance

Overall Contract Inspection/Acceptance Locations

0001 Inspection and Acceptance Location

Both Destination Instructions: See Statement of Work (SOW) or Performance Work Statement (PWS) for Acceptance/inspection criteria.

DoDAAC:F2M3CB CountryCode: USA

F2M3CB 502 CES CERF

AF NO MILSBILLS PROC CP 2102213955, 1675 GOTT ST

JBSA LACKLAND, TX 78236-5643

UNITED STATES

Bictor Zamora Email: bictor.zamora.1@us.af.mil Telephone: 2104730000

Deliveries or Performance

Une ltem Dellv8ry Schedule

Period of Performance From 08Jun 2026 To 10 Jul 2026

FAR Clauses Incorporated by Reference

Number

52.242-15

Trtle

Stop-Work Order.

Quantity

1 Each

Address and POC

Alternate/ Variation Effective Date Deviation Effective

Date Aug 1989

Contract Administration Data

DFARS Clauses Incorporated by Reference

Number Trtle

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports.

DFARS Clauses Incorporated by Full Text

252.232-7006 Wide Area Workflow Payment Instructions.

WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

(a) Definitions. As used in this clause-

Effective Date

Dec 2018

(Jan2023)

"Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization.

"Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Alternate/ Variation

Deviation Effective Date

"Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system.

"Payment request" and "receiving report" are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense

Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall-

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

N/A

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items-

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

Invoice 2in1

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) ) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.