Base-Wide HVAC Equipment Rental and Ancillary Services

AMENDMENT 01 TO SOLICITATION FA664826Q0007

Project: Base-Wide HVAC Equipment Rental and Ancillary Services

1.0 PURPOSE OF AMENDMENT

The purpose of this amendment is to:

1. Formally publish the Government's official responses to three (3) Requests for Information (RFIs) received from prospective vendors prior to the solicitation cutoff date.

2. Formally extend the quote submission deadline from Thursday, 20 August 2026, at 9:00 AM EST to Monday, 24 August 2026, at 9:00 AM EST.

3. All other terms, conditions, and provisions of the original solicitation remain unchanged and in full force and effect.

4. Acknowledgment of Amendments: In accordance with standard solicitation instructions, offerors must formally acknowledge receipt of Amendment 01 as part of their final quote submission. Offerors can accomplish this by signing and returning a copy of this amendment or by explicitly referencing "Amendment 01 Acknowledged" on their quote cover page. Failure to acknowledge this amendment may result in the rejection of your quotation.

2.0 QUESTIONS AND ANSWERS (Q&As)

The following questions have been received from prospective vendors. The Government's official, contractually binding responses are detailed below:

QUESTION 1:

"Thank you for the information. I originally found this solicitation on sam.gov. My question is specifically if your organization intends on awarding multiple Contractors to the BPA contract or do you intend on awarding it to one company. I have seen different agencies do either one."

GOVERNMENT RESPONSE:

The Government intends to establish only one (1) Blanket Purchase Agreement (BPA) from this solicitation, with one (1) vendor.

Current market research and administrative efficiency evaluations indicate that a single-award BPA is the most advantageous path for this base-wide contingency requirement. The single award will be made to the responsible offeror whose quote represents the Lowest Priced Technically Acceptable (LPTA) offer conforming to the solicitation requirements.

QUESTION 2:

"As part of our market research and quotation efforts for the temporary cooling requirement at Homestead Air Reserve Base, one of our interested vendors..." "...has requested the opportunity to conduct a site visit to better understand the facility layout and provide the most accurate equipment recommendation and pricing. Would it be possible to arrange a site visit for the vendor? If so, please provide any available dates, times, access procedures, security requirements, and the appropriate point of contact for coordinating entry onto the installation. The vendor has advised that a site walk would help them validate cooling requirements and ensure their proposed solution is properly sized for the space. Thank you for your assistance. I look forward to your guidance on coordinating this request."

GOVERNMENT RESPONSE:

No, the Government will not host or authorize a pre-award site visit for this solicitation.

The professional and contractual rationale for this determination is established as follows:

1. This requirement is being competed under FAR Part 12 (Commercial Products and Commercial Services) to establish a service and equipment rental agreement. The site-visit policies and guidelines cited under FAR Part 36 (including FAR Companion / FC 36.1) apply strictly to Construction contracts and are not legally applicable to simplified commercial equipment lease agreements.

2. This BPA is a base-wide, emergency contingency vehicle. Equipment and support services will be ordered and deployed to various, unspecified facilities across Homestead ARB on an as-needed, temporary basis (e.g., in the event of primary facility HVAC mechanical failure). There is no active physical "HVAC deficit" or single designated project footprint to inspect; consequently, a site walkthrough would yield no representative technical data.

3. Temporary cooling systems on base must connect directly to standard, pre-existing commercial-grade utility connection ports (electrical taps and water quick-connects). Rented hardware must be built to standard commercial configurations capable of interfacing with these standard base interfaces, which are built to standardized tolerances in accordance with UFC 3-410-01 (HVAC Systems). No custom construction or site-specific modifications are authorized under this agreement.

4. The solicitation documents, specifically Attachment 4 (Formal Fillable BPA Price List) and the Statement of Work (SOW), provide precise, comprehensive technical specifications for all forty-plus (40+) line items of equipment and services (including labor, transport, forklift fees, pigtails, and hoses). Industry has successfully competed, priced, and executed this exact scope of services historically at Homestead ARB. Reminder:  Quoters are directed to formulate their fully burdened rental rates (which shoud include: delivery, setup, and ancillary connection parts) based solely on the standardized technical specifications detailed in the SOW and the Price List.

QUESTION 3:

Vendor "...is an interested bidder for the opportunity mentioned in the subject line. We would like to request a site visit, if possible, to obtain additional information and better understand the scope of work. This would allow us to prepare a more accurate and comprehensive quote and ensure that we can perform the required work efficiently. Please let us know if a site visit can be arranged and, if so, the available dates and times."

GOVERNMENT RESPONSE:

Refer to the Government Response for Question 2.

The Government will not host, authorize, or facilitate pre-award site visits or physical facility inspections for this commercial equipment rental services solicitation. All technical scope and pricing parameters are fully defined within the open solicitation documents and the standardized fillable price list.

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SECTION 1.0: GENERAL SOLICITATION INFORMATION

1. Solicitation Number: FA664826Q0007

2. Project Title: Base-Wide HVAC Equipment Rental and Ancillary Services

3. Primary Location of Performance: Homestead Air Reserve Base (HARB), FL 33039

4. Acquisition Type: Combined Synopsis/Solicitation for Commercial Services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a separate written solicitation will not be issued.

5. Contract Action Type: Request for Quotation (RFQ)

6. North American Industry Classification System (NAICS) Code: 532490 – Other Commercial and Industrial Machinery and Equipment Rental and Leasing

7. Small Business Size Standard: $47.0 Million

8. Set-Aside Status: 100% Small Business Set-Aside

9. Award Instrument: One (1) Firm-Fixed-Price (FFP) Blanket Purchase Agreement (BPA) with a 5-year effective period.

10. BPA Pricing Ceilings & Limitations:

 • Individual Call Limitation: No individual purchase (BPA Call) placed against this agreement shall exceed $150,000.00.
 • BPA Total Cumulative Value (Ceiling): The cumulative total dollar value of all calls placed against this BPA shall not exceed $350,000.00 over the 5-year life of the agreement.
 • Period of Performance: Up to five (5) years from the date of final signature, unless cancelled earlier by either party upon thirty (30) days written notice.

11. Wage Determination Integration: This acquisition is subject to the Service Contract Labor Standards (SCLS) statute. Department of Labor (DoL) Wage Determination WD #: 2015-4543 (Revision #36, dated 30 July 2026) is incorporated in full and attached to this solicitation. All submitted labor rates for HVAC Technicians must meet or exceed the minimum prevailing wages and fringe benefits established therein.

SECTION 2.0: DESCRIPTION OF AGREEMENT & REQUIREMENT

12. Scope of Services: The Contractor shall provide all management, personnel, labor, materials, tools, vehicles, transport, equipment, installation, setup, tear-down, preventative maintenance, emergency repair, and administrative support necessary to deliver and operate temporary, portable heating, ventilation, and air conditioning (HVAC) rental systems, dehumidifiers, air scrubbers, generators, and chillers for the 482d Fighter Wing (FW) at Homestead Air Reserve Base, Florida.

13. SOW Conformance: All work, equipment specifications, and response times must be performed in strict accordance with the attached Statement of Work (SOW).

14. Contractor Qualifications: The Contractor and any proposed subcontractors must be fully licensed and certified to perform the work prior to the quotation submission date. All work shall be executed in accordance with federal, state, and local codes, environmental laws, and OSHA safety standards.

15. BPA Legal Status: Quoters are reminded that a Blanket Purchase Agreement is an "agreement" and not a "contract". The Government is only obligated to the extent of authorized calls actually placed against the BPA (Reference is made to RFO 12.201-1(e ) (3) ). Either party may cancel the agreement in its entirety at any time upon thirty (30) days written notice, or immediately if the parties fail to agree on terms or pricing required by statute, executive order, or the FAR.

SECTION 3.0: INSTRUCTIONS TO OFFERORS (ADDENDUM TO FAR 52.212-1)

16. Quote Submission Deadline: Complete quotation packages must be received electronically via email no later than 20 August 2026 at 9:00 AM Eastern Standard Time (EST). Late quotes will not be considered for evaluation.

17. Submission Method: Quotes must be submitted to the Contracting Officer, Viviane Filias, at viviane.filias@us.af.mil . Verbal quotes will not be accepted. 

18. File Size Limitations: The maximum file size accepted by the government email server is 20MB. If the quotation package exceeds this limit, the quoter must split the package across multiple, sequentially numbered emails (e.g., "Email 1 of 3," "Email 2 of 3"). The subject lines must clearly include the RFQ number (FA664826Q0007), the vendor's entity name, and the project title.

 19. Required Vendor Information (Cover Page):

• Unique Entity Identifier (UEI) Number
• CAGE Code (Must be active in SAM.gov at the time of quote submission. Vendors that are not registered and active on Sam.gov will not be considered for award.)  
• Contractor Name, Address, and Point of Contact (Phone and Email)
• Payment Terms (Standard is Net 30; prompt payment discounts should be explicitly stated)
• FOB Point & Inspection/Acceptance (Must be FOB Destination, Inspection/Acceptance Destination at Homestead, ARB)
• Quote Expiration Date (Must be valid for a minimum of 90 calendar days from the submission deadline)
• Acknowledgment of any/all solicitation amendments (via submission of signed Amendment Forms) is required.

  20. Structure of Quote: The quotation must consist of three (3) separate parts:

Part I – Technical Capability Package:

Factor 1: Capability Statement:  Provide narrative and supporting documentation demonstrating the ability to supply the complete list of HVAC, generator, and chiller equipment specified on the Price List in accordance with SOW requirements.
Factor 2: Licenses and Insurance. Provide proof of active registration and licensure to conduct commercial business within the State of Florida. Provide proof of Certified Air Conditioning Contractor's Licenses for all technical specialists that will facilitate this agreement. Confirm the ability to meet the base's commercial liability insurance requirements.
Factor 3: Commercial Warranty Certification. In accordance with RFO 12.105(b), submit standard commercial warranty terms, response-time guarantees, and a signed copy of the Offeror Warranty & Response Time Certification Form.
Factor 4: Emergency Response Locality. Provide physical proof of location or a detailed dispatch plan showing that qualified HVAC technicians can arrive at Homestead ARB with necessary diagnostic tools within four (4) hours of an emergency service call.

Part II – Priced Quote:

• Complete and submit the attached Fillable Equipment Price List (BW HVAC Rental 2026).
• Fully Burdened Rates: All unit rates (Daily, Weekly, and Monthly) must be fully burdened. This means the rates must include all equipment, transport, delivery, pick-up, installation, teardown, pigtails, hoses, cables, forklift fees, labor expenses, and all other required material to fulfill the requierment in accordance with the SOW. The Government will not authorize or pay for any separate, unburdened, or hidden surcharges once a BPA call is placed.
• Price lists shall remain firm and fixed for a minimum of one (1) year from the BPA establishment date and will be reviewed annually.

Part III – Past Performance:

The Government will evaluate the offeror's past performance based on internal records retrieved from the Contractor Performance Assessment Reporting System (CPARS), the Federal Awardee Performance and Integrity Information System (FAPIIS), and the Supplier Performance Risk System (SPRS). No separate references are required to be submitted unless the vendor has no federal contracting history.

SECTION 4.0: EVALUATION OF QUOTES (ADDENDUM TO FAR 52.212-2)

21. Basis for Award: Lowest Priced Technically Acceptable (LPTA). Award will be made to the responsible offeror (in accordance with RFO Part 9) whose conforming quote meets the technical acceptability standards of the RFQ and offers the lowest Total Evaluated Price (TEP).

22. Evaluation Factors:

Factor 1: Technical Acceptability: Evaluated on a Pass/Fail (Acceptable/Unacceptable) basis. To receive an "Acceptable" rating, the offeror must submit all requested documentation under Part I and II and demonstrate compliance with all SOW and solicitation parameters.

Factor 2: Price: Evaluated for fairness, reasonableness, and balance. The price evaluation will be conducted utilizing the Total Evaluated Price (TEP) formula and evaluation scenario detailed in Section 5.0 of this solicitation.

Factor 3: Past Performance: Evaluated on a Pass/Fail basis using the government's internal databases. Please note, an offeror with no record of past performance will receive a "Neutral" rating, which will be evaluated as a "Pass" (conforming to RFO guidelines).

23. No Discussions: The Government intends to evaluate quotes and establish the BPA without discussions. Therefore, the offeror's initial quote should contain their best technical and pricing terms. The Government reserves the right to clarify minor aspects of a quote if necessary.

SECTION 5.0: PRICE EVALUATION & LPTA RUBRIC

To ensure a fair, transparent, and mathematically objective evaluation of the Daily, Weekly, and Monthly rates across the forty-plus (40+) line-items on the Price List, the Government will calculate a Total Evaluated Price (TEP) for each technically acceptable offeror.

This TEP is for evaluation purposes only to determine the lowest price; the actual call orders will be placed at the firm-fixed unit rates listed on the contractor’s pricing sheet.

5.1 The TEP Evaluation Scenario

The government will apply the offeror's proposed unit rates to the following formula: TEP=Equipment Rental Total+Technician Labor Total+Ancillary Charges Total

5.2 LPTA Evaluation Rubric

The Contracting Officer will utilize the following rubric to determine the final selection:

[STEP 1: TECHNICAL EVALUATION (PASS/FAIL)]

├── Factor 1: Capability Statement ------> [PASS / FAIL]

├── Factor 2: Licenses & Insurance -----> [PASS / FAIL]

├── Factor 3: Warranty Certification ----> [PASS / FAIL]

└── Factor 4: 4-Hour Emergency Locality -> [PASS / FAIL]

│

├── Any "FAIL" ----> Disqualified (No further evaluation)

└── All "PASS" -----> Proceed to Step 2

[STEP 2: PRICE EVALUATION (TEP SCENARIO)]

├── Apply Contractor proposed rates to the Section 5.1 Scenario

├── Calculate mathematical Total Evaluated Price (TEP)

├── Verify all rates are fully burdened (No blank or unpriced items)

└── Check for pricing balance and reasonableness (RFO 12.204(a))

[STEP 3: PAST PERFORMANCE & RESPONSIBILITY]

├── Review CPARS / FAPIIS / SPRS -> [PASS / FAIL]

└── Check SAM.gov exclusion list -> [PASS / FAIL]

[FINAL SELECTION]

└── Establish BPA with the responsible vendor who passed Steps 1 & 3, and has the Lowest TEP in Step 2.

SECTION 6.0: SUBMISSION INSTRUCTIONS, RFI and RFQ CONDITIONS:

24. Requests for Information (RFI) Deadline: All inquiries, requests for clarification, and technical questions must be submitted in writing via email to viviane.filias@us.af.mil no later than 14 August 2026 at 9:00 AM EST. Verbal or telephone inquiries will not be accepted. Late inquiries will not be answered.

25. Government consolidated response: The government will consolidate all timely and relevant RFIs and publish an official clarifying amendment on SAM.gov no later than 17 August 2026 by 5:30 PM EST. 

25a. Acknowledgment of Amendments: Offerors are strictly reminded that they must acknowledge receipt of an amendment in their final quote submission by completing the attached "Acknowledgment of Amendment Form". Failure to acknowledge amendments may result in the quote being deemed non-responsive.

26.  RFQ Response: Please respond to this Request for Quote (RFQ) by emailing quotes to: Viviane Filias at viviane.filias@us.af.mil , no later than 20 August 2026 9:00 AM EST. Verbal or telephone submissions will not be accepted. Responses received after the exact time specified shall be determined late and will not be considered for award.