VCSFA_RFP_27.892100-090-003_Generator Maintenance.pdf

VIRGINIA COMMERCIAL SPACE FLIGHT AUTHORITY

REQUEST FOR PROPOSALS (RFP)

Issue Date: 8/24/2026

Subject: RFP 27.892100-090-003

Title: Full-Service Generator Maintenance and Repair Contract

Issuing Organization: Virginia Commercial Space Flight Authority 101 W. Main Street, Suite 602 Norfolk, VA 23510

Location of Work: Multiple locations in the vicinity of:

Virginia Commercial Space Flight Authority Mid-Atlantic Regional Spaceport Facilities Wallops Island, VA 23337

Proposals will be received until 9/14/2026, 4:00 p.m. Eastern time for furnishing the scope described herein.

Proposals shall remain valid for 60 days from the date submittals are due.

Questions shall be emailed to solicitations@vaspace.org by 9/03/2026 by 4:00 p.m., Eastern Time. Please include RFP 27.892100-090-003 in the subject line.

VCSFA is not obligated to pay any costs incurred by the Offeror in preparing or submitting an offer to this RFP.

Certification:

In compliance with this RFP and all conditions imposed in this RFP, the undersigned firm hereby offers and agrees to furnish all services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation, and hereby certifies that all information provided below and in response to this request for proposal and any schedule attached hereto is true, correct, and complete.

Name and Address of Firm:

By: ______________________________________ _______________________________________ Authorized Signature/Title Date Printed Name

Email Phone Number mailto:solicitations@vaspace.org

Virginia Commercial Space Flight Authority

VCSFA RFP 27.892100-090-003

Full Service Generator Maintenance and Repair Contract

TABLE OF CONTENTS

PAGE

I. PURPOSE 2

II. STATEMENT OF NEEDS 2

III. SOLICITATION SCHEDULE 7

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS 7

V. EVALUATION AND AWARD CRITERIA 7

VI. CONTRACTUAL TERM 8

VII. CONTRACTUAL AGREEMENT – TERMS AND CONDITIONS 8

VIII. OTHER TERMS AND CONDITIONS 8

IX. ATTACHMENTS 10

I. PURPOSE

The Virginia Commercial Space Flight Authority (“VCSFA” or “Virginia Spaceport Authority” or “VSA”) is issuing this Request for Proposal (RFP) to establish an annual agreement with a Contractor to furnish all tools, labor, materials, equipment, licensing, necessary supervision, etc., as required, to successfully provide full service generator maintenance service as described herein at its Mid-Atlantic Regional Spaceport (MARS) facilities of which includes multiple locations on Wallops Island and Temperanceville, Virginia.

VCSFA is political subdivision of the VCSFA is a political subdivision of the Commonwealth of Virginia and is exempt from the Virginia Public Procurement Act.

II. STATEMENT OF NEEDS

1. General Requirements

The Contractor shall provide all labor, supervision, tools, equipment, materials, and transportation necessary to perform full-service maintenance, inspection, diagnostics, and repair of VSA-owned standby generators and associated equipment at designated facilities.

All services shall be performed in accordance with manufacturer recommendations, applicable codes, and industry standards.

2. Equipment Coverage

The contract shall include, but is not limited to:

• Standby generators (diesel and/or natural gas)

• Automatic Transfer Switches (ATS)

• Generator control systems and monitoring equipment

• Fuel systems, batteries, and associated components

2A. Equipment Inventory

The equipment covered under this contract includes the following generators and associated equipment.

Contractor shall include all labor, materials, parts, and services necessary to maintain and repair the equipment listed below.

Location Address Manufacturer Serial # IFC 7396 Aerospace Gateway Wallops Island, VA 23337 Gillette MT-0117850-0122 MARSCOM 7414 Atlantic Road, Wallops Island, VA 23337 Generac 3006033375 PPF NASA Wallops Flight Facility, Wallops Island, VA 23337 Blue Star 112360-1-1 PPF NASA Wallops Flight Facility, Wallops Island, VA 23337 Blue Star 112359-1-1 AIT 32355 Wallops Island Road, Temperanceville, VA 23442 Generac 3014107984 Mappsville** 13249 Lankford Hwy, Mappsville, VA 23407 Generac D15.2.1

**Future Addition – anticipated to be added to the contract in calendar year 2027.

2B. Service changes

VCSFA reserves the right to add or remove equipment covered under this contract to or from the contract by written amendment. The additions or removals shall be at the sole discretion of the VCSFA. The service contract value of listed equipment discontinued from service during the Contract Term shall be deducted from the contract price. The value of any such additions or subtractions shall be negotiated by VCSFA and the Contractor. Offerors shall state any exclusions regarding and make/models of equipment that they are not able to service on their Proposal Questionnaire.

3. Preventive Maintenance Services

The Contractor shall perform scheduled preventive maintenance (PM), according to the manufacturer’s requirements and relevant industry standards to include NFPA 110, where applicable.

VCSFA is requesting a minimum of

• One Major Annual PM Service (full service)

• One Minor Semi-annual PM Service (operational inspection)

The Major and Minor PM Services should address the tasks outlined below. This list is not represented as being all inclusive of the services to be performed or the intervals required. The Offeror shall propose a preventative maintenance plan that meets all manufacturers’ requirements and relevant industry standards and outlines the tasks to be performed for each Major and Minor PM Service. Offerors may propose additional services not listed below that align with manufacturers’ recommendations and best practices for preventative maintenance and explain the benefit of those services.

• Lube oil and filters change; parts

• Replace fuel filter

• Verify fuel supply.

• Change air filter, clean as needed.

• Visual check for oil, water, or fuel leaks.

• Inspect all fuel, oil and coolant hoses.

• Inspect complete cooling system, tighten hose connections as needed.

• Check antifreeze and adjust freeze point & inhibiting level

• Inspect belt condition and tension.

• Check engine heater operation.

• Check for oil moisture, dirt; clean as necessary.

• Check battery charger operation and charge rate.

• Check Battery condition and clean connections.

• Check emergency system operation without load.

• Check frequency and governor operation; adjust as necessary.

• Check engine alternator and charge rate.

• Check gauges and meters for proper operation and reading levels.

• Check generator set auto shutdown system and alarms

• Emergency system operation with load transfer during normal business hours (schedule must be pre-approved by VCSFA)

• Check generator output voltage and adjust as necessary.

• Inspection and service of DEF system and change filters as required.

A detailed service report shall be provided after each visit and is to be sent to Fleet@vaspace.org.

4. Diagnostic and Repair Services

The Contractor shall:

• Diagnose and repair mechanical, electrical, and control system issues

• Provide all necessary replacement parts and components

• Coordinate repairs to minimize downtime

• Ensure all repairs restore equipment to full operational status

5. Software and Technical Capability Requirements

The Contractor must have:

• Manufacturer-approved or equivalent diagnostic software capable of interfacing with and troubleshooting the equipment covered under this contract, including but not limited to:

o Volvo engine systems o John Deere engine systems

• Trained and qualified technicians proficient in the use of such software

• Ability to access, interpret, and clear engine fault codes and perform advanced diagnostics

Proof of software capability and technician certification shall be provided upon request

6. Emergency Response Requirements

• The Contractor shall provide twenty-four (24) hour, 7 days a week, 365 days per year, on-call and emergency repair services.

• The Contractor shall arrive on-site to an emergency request within the guaranteed timeframe set forth by the Offeror on their Proposal Questionnaire, which shall not exceed six (6) hours from initial VCSFA notification to the Contractor. VCSFA will include response times in its evaluation of the Technical Approach evaluation criterion. The Contractor shall arrive on site with the necessary diagnostic tools and materials to perform emergency repairs. The emergency response time is a mandatory requirement to maintain continuous operations of the mission critical sites.

• The Contractor shall arrive onsite within 24 hours from receipt of routine service calls.

• On-call repair services shall be completed on a time and materials basis utilizing the contractually established pricing. No work is authorized unless specifically approved in advance by the VCSFA Project Manager.

• In the event that an authorized on-call or emergency repair will experience a significant delay due to parts procurement limitations beyond the Contractor’s reasonable control, the Contractor must notify the VCSFA Project Manager in writing within five (5) hours of identifying the constraint.

This notification must include the cause of the delay, documentation of the procurement limitation, and an estimated timeline for part delivery and repair completion.

• If the Contractor is unable to or fails to respond within the required time frame, VCSFA reserves the right to obtain the service elsewhere mailto:Fleet@vaspace.org

• Note: All emergency requests will be specifically identified by VCSFA on work orders, purchase orders, emails and/or phone calls.

7. Staffing and Qualifications

• All technicians shall be trained and experienced in generator maintenance and repair

• Technicians shall be familiar with major generator brands and control systems and qualified through factory certification, or other industry training, to work on the specific make and type of equipment to be repaired or serviced. Technicians servicing equipment still under warranty shall be factory certified in order that VCSFA’s warranty with the manufacturer is not voided.

• Contractor shall comply with all site access, safety, and badging requirements

8. Documentation and Reporting

The Contractor shall provide:

• Service reports for all maintenance and repair activities

• Detailed repair quotes (if outside routine service scope)

• Maintenance logs and equipment condition assessments

• Recommendations for future repairs, replacements and upgrades

9. Safety and Compliance

All work shall comply with:

• OSHA safety standards

• NFPA requirements (including NFPA 110, where applicable)

• Site-specific safety and operational procedures o Contractor staff will be required to take an annual Site Safety Briefing on site at the VSA facilities to ensure unescorted access to the Island facilities.

10. General Operation of the Contract

• Work Hours

For routine maintenance, regular work hours are defined as: 7:00 AM to 4:30 PM, Monday through Friday. All work shall be performed during regular working hours unless indicated otherwise in this contract or authorized by VCSFA. It is the Contractor’s responsibility to determine the hourly schedule and access availability for each facility covered by this contract.

No overtime payments will be allowed for work done before 7:00 AM or after 4:30 PM when such scheduling is done at the Contractor’s option.

• Overtime Work

Work authorized to be performed on a time and material basis outside of regular work hours shall be paid at the overtime hourly labor rate(s) established in Attachment D - Pricing Schedule of the contract. The Contractor shall not perform overtime work for any reason without the advance approval of the VCSFA Project Manager. Work performed outside of regular work hours without the advance approval of the Project Officer will be paid for at straight-time hourly labor rate(s) only.

• Hourly rates and work crew o All repair work not covered under preventative maintenance services shall be performed on a time and material basis at unit price rates established in the Contract.

o Hourly labor rates shall be inclusive of labor, overhead, profit, estimates, administrative costs, insurance, workers compensation, the use of tools, equipment, materials and supplies normally required for the work performed, and all other incidental costs of doing business. No additional costs will be allowed unless otherwise specified o Billing time for labor hours shall begin when the Contractor arrives at the jobsite to begin the work. Billing time for labor hours shall stop when the Contractor leaves the jobsite.

Travel time will not be allowed when billing for labor hours but may be accounted for in a Trip Fee.

o Overtime rates shall apply to work completed after hours and on weekends and holidays.

Overtime work must be approved in advance by appropriate VCSFA staff.

o The Contractor shall provide a work crew sufficient to complete the work in the most efficient manner.

• Parts and Equipment o For on-call repair work (outside of scheduled preventative maintenance services), all replacement components, parts, and hardware utilized under this contract shall be billed according to the contract pricing. Standard ground shipping, handling, administrative surcharges, and general shop supplies shall not be billed to VCSFA. Emergency or expedited shipping must be pre-approved by VCSFA, and these charges may be passed through to VCSFA at actual cost with zero percent (0%) markup. Contractor must submit shipping receipts with repair invoices when emergency or expedited shipping is approved.

o Any specialized equipment owned by the bidder for which VCSFA will be assessed a usage fee shall be disclosed on the Pricing Schedule in Attachment D.

• Invoicing o The Contractor shall submit invoice for payment for each project. All invoices shall contain the following information:

Building where work was performed;

Date and time the repair work was done;

Brief description of the service;

Amount of billing showing all materials used and total hours required to complete the work.

Purchase order/contract number Contractor must submit invoices within fifteen (15) days after the service is completed.

o Payments for all labor performed on a time and materials basis shall be for work performed and services rendered on the job site only. No “portal to portal” charges are permitted under the contract.

III. SOLICITATION SCHEDULE

1. Release of Solicitation: 8/24/2026

2. Questions must be emailed no later than 9/3/2026, 4:00 PM Eastern time to solicitations@vaspace.org. Include the RFP title and number in the subject line.

3. Proposals must be emailed to solicitations@vaspace.org by 9/14/2026, 4:00 PM Eastern time.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

1. Manner of Submission

a. In order to be considered for selection, Offerors must submit an electronic proposal by the date and time noted above and on the cover of this solicitation.

b. Receipt of an electronic proposal shall be used to determine timeliness.

c. Proposals must be submitted to solicitations@vaspace.org.

2. Proposal Preparation

a. Proposals must be signed by an authorized representative of the Offeror.

b. All information requested must be submitted. Proposals shall be organized as outlined.

c. Proposal responses shall provide a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis shall be placed on completeness and clarity of content.

d. Proposal Preparation Costs: The Offeror is responsible for all costs of proposal preparation. VCSFA is not liable for any cost incurred by an Offeror in response to this

RFP.

e. Proposal shall remain valid for sixty (60) days from date of submission.

3. All Proposals Shall Include:

a. Cover sheet of this RFP - filled out as required and signed by an authorized representative of the Offeror.

b. VCSFA Business Certificate and W-9 - Attachments A and B respectively.

c. Exceptions to RFP or Terms and Conditions - Attachment F.

d. Executive Summary – A concise overview of the proposed approach, highlighting how it meets or exceeds the scope requirements, and addresses any project risks.

e. Proposal Questionnaire – Complete Attachment C of this RFP, providing information about the Offeror’s experience, technical approach, and overall fitness for performing the work required under this RFP and the resulting Contract.

f. Pricing Form– Complete Attachment D and insert into this section of the Offeror’s Proposal

g. Additional Information – If the Offeror has additional information it would like to include that is relevant to its proposal but not specifically requested

V. EVALUATION AND AWARD CRITERIA

Proposals will be evaluated based on best overall value with the following criteria, in order of priority:

1. Technical Approach – Demonstrated comprehension of the project objectives and well-defined, effective methodology to executing work in accordance with the Statement of Needs, as provided within the Offeror’s proposal.

2. Cost – Competitiveness and reasonableness of the Offeror’s proposed pricing.

mailto:solicitations@vaspace.org

3. Qualifications and experience – The Offeror’s demonstrated past performance providing services as requested within this RFP, including staff certifications and experience.

The award will be made to the Offeror whose proposal is determined to be the best proposal and offers the best overall value and fit to VCSFA.

VCSFA reserves the right to engage in discussions and negotiations with Offerors, to reject any and all proposals; or to select the proposal that in VCSFA’s judgment best accomplishes the objectives and meets the requirements included in the RFP.

VI. CONTRACTUAL TERM

The initial term of the Contract shall be from award through one (1) year. The Contract may be renewed by VCSFA for four (4) successive one (1) year periods under the terms and conditions of the original contract. Price increases may be negotiated only at the time of renewal. The Contractor shall give at least 60 days’ written notice to VCSFA for any price increases. Written notice of VCSFA’s intention to renew shall be given approximately 60 days prior to the expiration date of each contract period.

1. If VCSFA elects to exercise the option to renew the contract for an additional one-year period, the contract price(s) for any additional one-year period shall not exceed the contract price(s) of the original contract increased/decreased by more than the percentage increase/decrease of the SERVICES category of Table 3 of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months (unadjusted percent change) for which statistics are available.

2. The Offeror may propose an alternative price index to use to calculate allowable annual increase/decreases in contract pricing, which VCSFA may consider at its sole discretion.

Offerors may discuss their proposed price index in the “Additional Information” section of the Proposal Questionnaire. VCSFA is under no obligation to consider or accept the Offeror’s proposed alternative price index but may negotiate with the Offeror to determine a contractual provision for price escalation/de-escalation that is agreeable to both parties.

VII. CONTRACTUAL AGREEMENT - TERMS AND CONDITIONS

Any contract resulting from this RFP will incorporate by reference the following documents in order of precedence: this RFP document, VCSFA Terms and Conditions (Services) in Attachment E, the Offeror’s proposal, as negotiated with VCSFA.

Any exceptions to the terms contained therein shall be clearly identified and explained in Exceptions to RFP or Contract for Services, Attachment F. VCSFA is under no obligation to accept Offeror exceptions and may reject them outright or negotiate with Offerors to arrive at mutually agreeable contractual terms and conditions.

VIII. OTHER TERMS AND CONDITIONS

1. In accordance with the Virginia Fair Employment Contracting Act, Va. Code Sec. 2.2- 4200 et seq., the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause, including the names of all contracting agencies with which the Contractor has contracts of over $10,000.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. However, notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

c. If the Contractor employs more than five employees, the Contractor shall

(i) provide annual training on the Contractor’s sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the Contractor’s sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the Contractor owns or leases for business purposes and (b) the Contractor’s employee handbook.

d. The Contractor shall include the provisions of subdivisions a, b, and c above in every subcontract or purchase order of over $10,000, so that those provisions will be binding upon each subcontractor or vendor.

2. The Contractor agrees to comply with all applicable federal and state laws and regulations pertaining to information security and data privacy.

3. Request to Protect Records from Public Disclosure

Information which you desire to make available to VCSFA but which you believe should be exempted from disclosure, such as a trade secret, proprietary information, or other confidential information, should clearly by identified and designated as such, stating in writing why protection of that information is needed. The Respondent should make a written request to solicitations@vaspace.org. The written request shall:

a. Specify the applicable Code of Virginia exemption (such as Va. Code Sec. 2.2- 3705.6(24)), upon the submission of the materials for which protection is sought.

b. Identify specifically and conspicuously the data or other materials for which the protection is sought (requesting protection for the entire response does not comply with this requirement and such request will be rejected); and,

c. State the reasons why protection is necessary.

Failure to take such precautions prior to submission of information may subject confidential information to disclosure under the Virginia Freedom of Information Act.

4. Security Requirements: All personnel performing work under this agreement must be United States citizens. The Contractor warrants that it does not and shall not, during the performance of this agreement, knowingly employ an unauthorized alien as defined in the Immigration Reform and Control Act of 1986. Any personnel requiring access to VCSFA properties or NASA Wallops Flight Facility must be US Citizens, and present a valid, unexpired, REAL-ID compliant, government issued photo identification. All requests for facility access must be coordinated through the designated VCSFA point of contact. Contractor shall be required to submit a Temporary Worker Form for Island https://marsspaceport.sharepoint.us/sites/CTR-Staff/Solicitations/24.891138-000-012%20Pad%200A%20ISI%20Examinations/RFP%20Docs/solicitations@vaspace.org

Access/badging within (10) business days advance notice for workers needing site access for 30 days or more.

IX. ATTACHMENTS

Attachment A - VCSFA Business Certification Attachment B - W-9 Form Attachment C - Proposal Questionnaire Attachment D - Pricing Form Attachment E - VCSFA Terms and Conditions (Services) Attachment F - Exceptions to RFP or VCSFA Terms and Conditions

Dear Valued Supplier, We request that you complete the following information in order to be added the approved suppliers list with Virginia Commercial Space Flight Authority (VCSFA). Please return this form as soon as possible.

Company Name Company Name Street Address Street Address City City State Zip State Zip

Cage Code

President: CFO:

No. of Employees:

If Subsidiary, name of Parent:

Signature:__________________________________ Title:

Date:

Vendor ID: Classification: __ __ __ __ __ __ __ __

Export/Import Certification

(NAICS)

A. OFFEROR (____) is, (____) is not a “U.S. Person” as defined in the ITAR 22 CFR Part 120.15 and EAR 15 CFR 772.

B. OFFEROR (____) is registered, (____) is exempt from registration, (_____) is not registered with the U.S. Department of State, Directorate of Defense Trade Controls per ITAR 22 CFR Part 122.1 (a) and (b). Expiration Date of Registration (________________) C. OFFEROR (____) will obtain the necessary export authorization prior to the release of controlled technical data or other defense articles provided by VCSFA for the purpose of procurement to any Foreign Person in or outside of the United States.

In the event this effort contains controlled technical data within the definition of the International Traffic In Arms Regulations (ITAR), it is subject to the control laws of the U.S. Government. Transfer of this data by any means to a Foreign Person, whether in the United States or abroad, without an export license or other approval from the U.S. Department of State, is prohibited. Suppliers shall ensure any lower tier participants are made aware of this requirement.

Additionally, for service type orders, the supplier is advised that due to the nature of work performed by Virginia Commercial Space Flight Authority, it is anticipated that any services performed under this contract may include exposure to defense articles. As such, only U.S. Persons may work on any resultant order. The supplier is responsible for ensuring compliance with this requirement, and for flowing down the requirement to lower tier participants.

ORDERS MAY NOT BE PROCESSED UNTIL WE HAVE RECEIVED THE ABOVE INFORMATION

Company Addresses Order to: Remit to:

ITAR 22 CFR 120.15 and EAR 15 CFR Part 772 define a U.S. person as a person who is a lawful permanent resident as defined by 8 U.S.C.1101(a)(20) or who is a protected individual as defined by 8 U.S.C. 1324b(a)(3). It also means any corporation, business association, partnership, society, trust, or any other entity, organization or group that is incorporated to do business in the United States. It also includes any governmental (federal, state or local) entity.

Business Status

Pertinent Data

It is the policy of VCSFA that small businesses and companies owned by socially and economically disadvantaged individuals have the maximum opportunity to participate in the performance of contracts awarded by the Commonwealth of Virginia and U.S. Government Federal agencies. Eligibility as a small business is based upon the regulations issued by the Small Business Administration, per Rev. 13, part 121 of the SBA Rules and Regulations.

Fax Number

If so, what year?

Dun & Bradstreet Number:Federal Tax I.D. Number:

Principal product or service:

(Assigned by VCSFA POC)

Printed Name:_______________________________

Internal Use Only

Telephone Number Fax Number

Telephone Number

Has your company ever filed for Bankruptcy?

Years in Business:

Native American-Owned Small Business

Small Business Large Business Non-Profit Business Foreign Business Historically Black College & University or Minority Institution

Small Disadvantaged Business Women-Owned Small Business HUBZone Small Business Veteran Owned Small Business Service Disabled Veteran Owned Small Business Nonprofit Agency for Blind/Handicap

08/01/2018

OFFEROR (____) is, (____) is not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any State or Federal agency.

NAICS:

Does your organization hold any State or GSA Contracts? Yes No If yes, what is the Contract Number? ________________________________

Attachment A - VCSFA Business Certification

Form W-9 Request for Taxpayer Give Form to the

(Rev. October 2018) Identification Number and Certification requester. Do not

Department of the Treasury send to the IRS.

Internal Revenue Service ► Go to www.irs.gov/FormW9 for instructions and the latest information.

1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2 Business name/disregarded entity name, if different from above cvi Ql 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the 4 Exemptions (codes apply only to Cl following seven boxes. certain entities, not individuals; see instructions on page 3):

C □ Individual/sole proprietor or D C Corporation D S Corporation 0 Partnership D Trust/estate 0

• Ill single-member LLC Exempt payee code (if any) Q) C

a. 0

□�-n Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ► ... :I Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check Exemption from FATCA reporting 0 ...

C 1n LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is code (if any) ·- C another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that... -

11. u is disregarded from the owner should check the appropriate box for the tax classification of its owner.

·u □ Other (see lnstruotJons) ► (App/fes to eccaunls maintained outside lhe U.S.)

a.

5 Address (number, street, and apt. or suite no.) See instructions. Requester's name and address (optional) Ill

Ql Ql

6 City, state, and ZIP code

7 List account number(s) here (optional)

■ •.r.1 ... Taxpayer ldehtification Number (TIN) I Social security number I Enter you� TIN in_ the app_ro�ri�te box. The TIN provided must _ match t�e name given on line 1 to avoid backup withholding. For 1nd1v1duals, this 1s generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

ITIJ -[D -I I I I I

or

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

[ Employer Identification number

Certification Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part 11, later.

Sign Here

I Signature of U.S. person ►

General Instructions

Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number {TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following.

• Form 1099-INT (interest earned or paid)

Cat. No. 10231X

Date►

• Form 1099-DIV (dividends, including those from stocks or mutual funds)

• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)

• Form 1 099-B (stock or mutual fund sates and certain other transactions by brokers)

• Form 1 099-S (proceeds from real estate transactions)

• Form 1099-K (merchant card and third party network transactions)

• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition)

• Form 1 099-C (canceled debt)

• Form 1099-A (acquisition or abandonment of secured property)

Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

Form W-9 (Rev. 10-2018)

Attachment B

RFP 27.892100-090-003

Attachment C – Proposal Questionnaire

ATTACHMENT C

Proposal Questionnaire

COMPANY INFORMATION

Legal Business Name:__________________________________________________________________

Address of Servicing Office:_____________________________________________________________

Primary Point of Contact: _____________________________________________________________

Phone: __________________________ Email:________________________________________

Years in business providing generator maintenance:_________________________________

EXPERIENCE

List three (3) comparable customers for whom your firm provided similar services as required by this RFP within the past five (5) years. Provide the name of the organization, name, title, and email address of the point of contact and a brief description of the services provided, highlighting similarities to VSA’s needs. VCSFA may contact previous customers listed as a reference regarding your firm’s performance on similar contracts. Attach additional pages if necessary.

Organization Point of Contact Contract Scope and No. of Units

Name:

Email:

Phone:

EMPLOYEE AND COMPANY LICENSURE AND CERTIFICATIONS

1. Attach a copy of your firm’s relevant licenses or certifications to perform this work

2. List employees that may service this contract, along with relevant information about their status as certified technicians.

Name No. of years’ experience providing generator maintenance and repair

Relevant Training/Certifications (list or attach copies)

SOFTWARE AND TECHNICAL CAPABILITIES

1. Provide the name(s) of your firm’s manufacturer-approved or equivalent diagnostic software capable of interfacing with and troubleshooting with the engine types of all VCSFA Generators in this RFP, including but not limited to Volvo and John Deere.

2. Provide number of trained and qualified technicians proficient in the use of such software

3. Confirm that your staff can access, interpret, and clear engine fault codes and perform advanced diagnostics.

4. State any exclusions regarding and make/models of equipment covered under this RFP that your firm is not able to service.

EMERGENCY RESPONSE

1. Does your firm maintain an internal 24/7/365 live dispatch center? YES / NO

2. State your emergency on-site response time (the time from initial VCSFA notification to the technician's physical arrival on-site). Note that per Section 6 of the RFP Statement of Needs, this response time shall not exceed six (6) hours, is a mandatory performance requirement, and will be evaluated as part of your Technical Approach score.

a. Emergency On-Site Response Time: __________ Hours

3. Describe your emergency response procedure (or attach additional pages): ____________________

ENVIRONMENTAL, SAFETY & SECURITY

1. Discuss your firm’s policy for hazardous material containment, spill response, and safe disposal (or attach separate document)

2. Provide a statement confirming that the Offeror understands the badging and security access requirements stated in Section VIII, 4 of the RFP and that all staff who will service this contract can pass NASA Wallops Flight Facility background checks and will attend the VCSFA Site Safety briefings to obtain unescorted access.

INSURANCE

Provide a statement certifying that the Offeror has the required insurance coverage described in Section II, 6. of the RFP and Section 17 of the VCSFA Terms and Conditions (Services). The Offeror may also attach Certificate of Insurance showing coverage.

TECHNICAL APPROACH

Discuss your firm’s methodology for providing full-service maintenance, inspection, diagnostics, and repair of VSA-owned standby generators and associated equipment as described in the RFP Statement of Needs.

The Offeror must provide the minimum requirements/services described in the Statement of Needs, but may propose alternative methods or services, if it can support why such alternatives would be to the benefit of VCSFA. At a minimum discuss:

• Statement expressing an understanding of VCSFA’s needs and your firm’s ability to address them.

• Description of services to be provided during a Major Annual PM Service (full service) or attach separate document with the information.

o Call out recommendations that differ from the Statement of Needs and state why they would be beneficial

• Description of services to be provided during a Minor Semi-annual PM Service (operational inspection) or attach separate document with the information.

o Call out recommendations that differ from the Statement of Needs and state why they would be beneficial

• Discuss your process for providing diagnostic and repair services not covered under the preventative maintenance plan, including but not limited to your diagnostic process, how you minimize down time, and ensure availability/quick turnaround time on replacement parts.

Attach additional pages as needed.

ATTACHMENT D

Pricing Schedule

Scheduled Preventative Maintenance (PM) Services

Rates for scheduled preventative maintenance service shall be a fixed, lump sum fee inclusive of labor, supervision, tools, equipment, materials, mobilization, transportation, travel time, overhead, profit, insurance, etc.

Location Manufacturer Serial # Minor Service Major Service Total Annual Cost

IFC Gillette MT-0117850-0122 $ $ $

MARSCOM Generac 3006033375 $ $ $

AIT Generac 3014107984 $ $ $

PPF Blue Star 112360-1-1 $ $ $

PPF Blue Star 112359-1-1 $ $ $

Mappsville Generac D15.2.1 $ $ $

Additional Services – May be added at VCSFA’s request

Location Manufacturer/Size Serial # Load Bank

Testing (if not included in PM services)

Replace all Generator

Hoses and Belts

Replace all Coolant

(if applicable)

(Additional Service) *

(Additional Service) *

IFC Gillette MT-0117850-0122 $ $ $ $ $

MARSCOM Generac 3006033375 $

AIT Generac 3014107984

PPF Blue Star 112360-1-1

PPF Blue Star 112359-1-1 $

Mappsville Generac D15.2.1 $

*Offerors may propose additional services that are recommended but not required per manufacturer’s guidelines. If proposing Other Services, Offerors must describe the service under the Technical Approach section of the Proposal Form. Attach additional pages if necessary

Staff Hourly Rates. Provide hourly rates for providing generator services outside of the scheduled preventative maintenance listed above. Hourly rates shall be inclusive of labor, overhead, profit, estimates, administrative costs, insurance, workers compensation, the use of tools, equipment, materials and supplies normally required for the work performed, and all other incidental costs of doing business. No “portal to portal” charges or fuel surcharges are permitted as part of hourly rates.

Position (may revise titles or add others) Regular Hourly Rates After Hours/Saturday Rates Holiday/Sunday Rates

General Technician

Helper

Special Equipment Rental (if applicable)

Equipment Unit (hour/day) Rate

Travel and Dispatch Charges

Flat Trip Fee Rate: $__________________________/Dispatch

Trip fee shall be inclusive of all vehicles deployed, truck mileage, fuel surcharges, travel time, parking, and other incidentals related to travel to and from and between job sites. Only one (1) Trip Fee may be assessed per continuous dispatch or service day, regardless of the number of technicians deployed or the number of VCSA facilities visited on that day. No Trip Fees may be charged for scheduled preventative maintenance visits, as that pricing should incorporate all travel costs.

Parts & Materials

Propose the most advantageous fee structure your firm can offer for all replacement components, parts, and hardware used for repairs and maintenance outside of scheduled preventative maintenance (e.g. pass through charges to VCSFA at actual cost; offer a percentage discount off manufacturer’s suggested retail price (MSRP), or other proposed structure).

Additional Information

Disclose any additional fees associated with the provision of the services required under this RFP, if not captured above.

T&Cs Services (11/24/2025) 1

VIRGINIA COMMERCIAL SPACE FLIGHT AUTHORITY TERMS & CONDITIONS (SERVICES)

This document, together with attachments appended to the purchase order, if any, constitutes Terms and Conditions for the Agreement between the parties. Additional or differing terms, conditions or limitations of liability proposed by Contractor, whether in a quote, acceptance or delivery document shall have no effect unless accepted in writing by Virginia Commercial Space Flight Authority (“VCSFA”).

In particular, any limitation of liability or disclaimer of warranty is expressly rejected. Acceptance of this Agreement by Contractor may be made by signing the acknowledgment copy hereof or by partial performance hereunder.

Section 1. General Relationship. The Contractor is not an employee of VCSFA for any purpose whatsoever. The Contractor agrees that in all matters relating to this Order it shall be acting as an independent contractor and shall assume and pay all liabilities and perform all obligations imposed with respect to the performance of this Order. Contractor shall have no right, power or authority to create any obligation, expressed or implied, on behalf of VCSFA and/or VCSFA’s customers and shall have no authority to represent VCSFA as an agent

Section 2. Price. The prices established by this Agreement are firm fixed prices unless otherwise stated in the Agreement.

Contractor warrants that any unit prices charged herein do not exceed the unit prices charged by Contractor to other customers in substantially similar transactions.

Section 3. Schedule and Delivery; Notice of Delay. Contractor shall strictly adhere to all Agreement schedules. Time is and shall remain of the essence in the performance of this Agreement. Whenever the Contractor has knowledge that any actual or potential issue, event, or circumstance is delaying or threatens to delay the timely performance of this Agreement, the Contractor shall immediately give notice thereof, including all relevant information with respect thereto, to VCSFA.

Section 4. Inspection and Acceptance. In the event goods or services supplied by the Contractor are not in accordance with Agreement specifications and instructions, VCSFA may require prompt correction thereof, or as to services, require that the services be rendered again at Contractor's expense. If such defects exist and if Contractor is unable or refuses to replace the goods or render the services again promptly, VCSFA is entitled to repayment of such portion of the contracted price as is equitable under the circumstances.

Section 5. Rejection. If Contractor delivers non-conforming goods or services, VCSFA may, at its option and Contractor’s expense: (i) return the goods for refund or credit; (ii) require Contractor to promptly correct or replace the goods or services;

(iii) correct the nonconformance; or, (iv) obtain conforming goods or services from another source. VCSFA shall specify the reason for any return or rejection of nonconforming goods or services and/or shall describe the action taken. Contractor shall be liable for any increase in costs, including procurement costs attributable to VCSFA’s rejection of the non-conforming goods or services. If VCSFA determines or has reason to believe that goods provided contain suspect and/or counterfeit parts, VCSFA shall provide Contractor the appropriate notice, impound the suspect/counterfeit parts.

Section 6. Payment. Unless otherwise provided, terms of payment shall be net thirty (30) days from the latest of the following: VCSFA’s receipt of Contractor’s proper invoice.

Invoices shall contain the following information: order number, item number, description of articles, sizes quantities, unit prices and extended totals. No adjustments will be made to Contractor’s invoice due to shortages, late delivery, rejections or other failure to comply with the requirements of this order.

Payment shall not constitute final acceptance. VCSFA may offset against any payment hereunder any amount owed to VCSFA by the Contractor.

Section 7. Taxes. Unless otherwise specified, prices include all applicable federal, state and local taxes, duties, tariffs, and similar fees imposed by any government, all of which shall be listed separately on the invoice. Prices shall not include any taxes, impositions, or charges for which VCSFA has furnished a valid exemption certificate or other evidence of exemption.

Section 8. Changes. By written order, VCSFA may from time to time direct changes for: (i) technical requirements; (ii) acceptance;

(iii) delivery schedules; (iv) period of performance; and (v) place of performance. If any such change causes an increase or decrease in the price or in the time required for its performance, Contractor shall promptly notify VCSFA thereof and assert its claim for equitable adjustment within thirty (30) days after the change is ordered, and an equitable adjustment shall be made. However, nothing in this provision shall excuse Contractor from proceeding immediately with the directed change(s). Changes shall not be binding upon VCSFA except when specifically confirmed in a written Agreement or Change Order. Only VCSFA’s Procurement Representative has authority on behalf of VCSFA to make changes to this Agreement.

Section 9. Force Majeure. The following events, and only the following events, shall constitute force majeure under this Agreement: (a) acts of God or of a public enemy; (b) acts of Government; (c) fires; (d) floods; (e) epidemics; (f) quarantine restrictions; (g) strikes; (h) freight embargoes; and, (i) unusually severe weather. In each case, the failure to perform must be entirely beyond the control and without the fault or negligence of the Contractor. Each party shall give the other immediate notice of any event that such party claims is a Force Majeure condition that would prevent the party from performing its obligations hereunder, and of the cessation of the condition. A party’s notice under this Section shall include the party’s good faith estimate of the likely duration of the Force Majeure condition.

Section 10. Termination for Convenience. VCSFA may, by notice in writing, direct Contractor to terminate work under this Order in whole or in part, at any time, without cause, and such termination shall not constitute default. In such event, VCSFA shall have all rights and obligations accruing to it either at law or in equity, including VCSFA’s rights to title and possession of the goods and materials paid for. VCSFA may take immediate possession of all work so performed upon notice of termination.

Contractor shall immediately stop work and limit costs incurred on the terminated work. Upon termination for convenience, VCSFA, after deducting any amount(s) previously paid, shall reimburse Contractor for the actual, reasonable, substantiated and allowable costs with the total amount to be paid by VCSFA being determined by negotiation and shall not exceed the value of the Agreement.

VCSFA reserves the right to verify claims hereunder and Contractor shall make available to VCSFA, upon its request, all relevant books and records for inspection and audit. If Contractor fails to afford VCSFA its rights hereunder, Contractor shall be deemed to have relinquished its claim.

ATTACHMENT E

T&Cs Services (11/24/2025) 2

Section 11. Termination for Default. VCSFA may, by written Notice of Default to Contractor, terminate this Agreement in whole or in part if the Contractor fails to: (i) perform services within the time specified in this Agreement or any extension; (ii) make progress, so as to endanger performance of this Agreement; or,

(iii) perform any of the other provisions of this Agreement. VCSFA may require Contractor to transfer title and deliver to VCSFA, in the manner and to the extent directed by VCSFA, any partially completed goods as a result of services performed. Payment for completed goods delivered to and accepted by VCSFA shall be at the Agreement price. Payment for unfinished goods or services, which have been delivered to and accepted by VCSFA and for the protection and preservation of property, shall be at a price determined in the same manner as provided in the Termination for Convenience provision hereof except that Contractor shall not be entitled to profit.