HVAC Rental Equipment Services

Amendment 1: 

The subject solicitation has been amended to reflect the following changes:

1. Extension of the offer due date.
2. Revision of Attachment 5, Equipment Price List.

****COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES****

Title: HVAC Rental Equipment Services at Homestead Air Reserve Base (HARB)
Product Service Code (PSC)Classification Code: W041– Lease or Rental of Equipment- Refrigeration, Air Conditioning, and Air Circulating Equipment
Set-Aside: Yes, 100% Small Business Set-Aside
NAICS Code: 532490: Other Commercial and Industrial Machinery and Equipment Rental and Leasing
Place of Performance: Homestead Air Reserve Base, FL 

Contracting Office Address: Department of the Air Force, Air Force Reserve Command, Homestead (ARB), 29050 CORAL SEA BLVD. HOMESTEAD ARB, FL 33039

Response Date: 11 August 2025 11:00AM EST

A)   Requirement Details: 

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6 - Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services and supplemented with additional information herein.

This requirement will serve to provide all labor, materials, tools, equipment, subcontractor coordination, and administrative costs under the terms, specifications, and general conditions to supply temporary Heating, Ventilation, and Air Conditioning (HVAC) equipment to Homestead Air Reserve Base (HARB). This also includes the setup and takedown of all rental equipment. All work shall be done in conformance with federal, state and local codes and regulations, and OSHA requirements.

A Blanket Purchase Agreement (BPA) will be established to facilitate the supply of temporary Heating, Ventilation, and Air Conditioning (HVAC) equipment at Homestead ARB, FL.

The BPA will be awarded with a $250,000 ceiling for a period of 5 years.

Note: A BPA is not a binding contract but an agreement. Therefore, prices must be set prior to any orders being placed against the BPA. Additionally, either party has the choice to terminate or re-negotiate an agreement provided a 30-day notification is issued. BPA’s period of performance is usually for a five-year period, unless terminated by either party or the BPA Master dollar limit has been met.

Please review this combined synopsis/solicitation including all solicitation attachments provided herein in its entirety and submit an offer for the requested services, as prescribed. The clauses and provisions in RFQ FA664825Q0012 are incorporated and will remain in full force in any resultant award. It is the Offeror’s responsibility to be familiar with applicable provisions and clauses. Full text of provisions and clauses may be accessed electronically at the following website: https://www.acquisition.gov/

B)   Submission Instructions:

The provision at 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services, applies to this acquisition.

This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued. Solicitation FA664825Q0012 is issued as a request for quotation (RFQ). Interested parties who believe they can meet all the requirements for the services described herein and within the Statement of Work (SOW) are invited to submit, in writing, a complete quote package. Only submission of written offers will be accepted; oral offers will not be accepted. Please provide the full solicitation number on all packages. Offerors are required to submit with their quote, enough information for the Government to evaluate the requirements detailed in this combined synopsis/solicitation. Quotes shall be submitted via email to the Contracting Officer at: viviane.filias@us.af.mil

Please note, the maximum file size that can be received via email is 20MB. Emails over this file size will not be received. If the file size is greater than 20MG, please utilize DoD SAFE which requires the request for a drop-off in advance. Please ensure any request for DoDSAFE is submitted at least 3 business days prior to the solicitation close date.

C)   Submission Requirements:

1.Vendor Information:

PROVIDE THE FOLLOWING CONTRACTOR INFORMATION WITH YOUR QUOTE:

• UEI Number
• CAGE Codec)Contractor Name
• Payment Terms (net30) or Discount
• Point of Contact and Phone Number
• Email Address
• Date Vendor Quote/Offer Expires

NOTE:  For an Offeror to be considered for award, the organization shall be registered, active, and have a CAGE Code in the System for Award Management (SAM) at: www.sam.gov. If the vendor is not registered and active, the vendor cannot receive an award.

2. Price:

Offerors shall submit their firm fixed-price quote for labor and parts by completing the attached equipment/price list. The price list is not intended to be exhaustive or all-inclusive. Individual task orders issued against this BPA will specify the exact materials, quantities, and services required for each specific project. Pricing for items not included on the attached price list, but necessary for the completion of a task order, will be addressed as follows:

• Pre-Priced Items: Offerors are encouraged to provide pricing for any commonly used or anticipated items not already listed on the price list. In doing so, Offerors are requested to add the manufacturer and part number being offered. This information will be for informational purposes only and will not be used in the initial BPA award decision. This pricing may be considered during the evaluation of future task order proposals.
• Unpriced Items: For items not listed on the attached price list and not pre-priced by the Offeror, pricing will be negotiated at the task order level, based on fair and reasonable market prices.

Offerors are responsible for carefully reviewing the attached Statement of Work (SOW) to understand the full scope of potential services.

3. Technical Information:

• Factor 1- Technical Capability: Offeror shall clearly show and demonstrate the company’s technical ability to meet the Government requirement. Offeror shall either submit a capability statement or documents that clearly show the Offeror can meet the Government’s requirements.
• Factor 2- Licenses and Insurance: The Contractor must be registered and fully licensed to conduct business within the State of Florida. All technicians must be fully trained and certified (i.e., Certified Air Conditioning Contractor’s License). Additionally, the Contractor must be fully insured. Evidence of insurance and workers compensation coverage must be provided.
• Factor 3- Locality: The contractor must provide proof that technicians can arrive at Homestead Air Reserve Base (HARB) within four (4) hours, in case of emergency repairs.
• Factor 4- Past Performance: The Contractor shall provide a list of three (3) reference sites consisting of entities of the similar size, fulfilled within the past three (3) years. Reference sites listed shall include: a brief description of the project, point of contact, contact telephone numbers, and email addresses.
•  Factor 5- Warranty: The Contractor shall be certified and authorized to issue a warranty on all rental services.

NOTE: No late submissions will be accepted. 

D)   Evaluation of Quotes:

The provision at FAR 52.212-2 Evaluation—Commercial Products and Commercial Services applies to this acquisition. ADDENDUM to 52.212-2, Evaluation – Commercial Items. Evaluation of quotes will be conducted using Simplified Acquisition Procedures in accordance with FAR part 13.106.

The evaluation criteria is: Lowest Price Technically Acceptable.

To be deemed technically acceptable, your submission must include:

• A comprehensive description of technical capabilities.
• A formal warranty statement identifying coverage for: covered components, covered repairs/services, routine maintenance responsibilities for rental equipment, guaranteed response time for emergency service, replacement of equipment, and warranty term.
• Evidence of current and adequate insurance coverage, proof of legal authorization to conduct business in the State of Florida, including any required state registrations, and copies of all necessary licenses for the company's technical personnel that will support the referenced requirement.
• Locality: proof that technicians are able to arrive at Homestead Air Reserve Base within two (4) hours; and
• A list of three (3) verifiable reference sites to facilitate a past performance review.

Quotes will be evaluated from the lowest price. To be found technically acceptable the quote must also demonstrate the contractor’s ability to meet the requirements for all five (5) technical subfactors referenced above, which will be examined on a pass or fail basis. If a quote fails, it will be determined not technically acceptable.

The Government reserves the right to require minor clarifications or to hold discussions. However, the Government may award without requesting clarifications or discussions.

E)   Amendment to Solicitation:

The Government reserves the right to revise or amend the solicitation and attachments prior to the offer closing time. If revised, the amendments will be issued in sam.gov. The offeror shall acknowledge all amendments issued by completing the Acknowledgment of Amendments located herein. Any questions generated from this solicitation shall be submitted in writing to viviane.filias@us.af.mil no later than 11:00 AM (EST), 04 August 2025.

F)   Special Instructions:

The subject line in all emails must be formatted as follows: Subject: Solicitation# FA664825Q0012 /Vendor Name/ HVAC Rental Equipment Services at HARB.  When addressing questions concerning any aspect of the solicitation or attachments, state the page number, section, and paragraph that requires clarification.  The Contracting Officer will provide clarification(s) through amendment(s) to the solicitation following receipt of questions. Any questions received after 04 August 2025 11:00 AM EST will not be answered.

Offers are due by 11 August 2025 at 11:00 AM(EST) and must be sent to the Contracting Officer of record cited below.

For additional information regarding this solicitation contact:

-Contracting Officer: Viviane Filias
-Email: viviane.filias@us.af.mil

G)   Attachments:

• Attachment 1: Clauses and Provisions-Solicitation Number FA664825Q0012
• Attachment 2: Statement of Work (SOW)
• Attachment 3: Wage Determination 15-4543 REV 32 dated 8 July 2025
• Attachment 4: BPA Terms and Conditions_HVAC Rental Services
• Attachment 5: Fillable Equipment/Price List
• Attachment 6: Acknowledgment of Solicitation Amendment