HVAC Quarterly Maintenance for Region 9 PAO

This document provides official Questions and Answers (Q&As) for FEMA Solicitation No. 70FBR926Q00000014, which seeks quarterly HVAC maintenance services at Buildings 520 and 546 on Bonney Loop, Fort Shafter. Because a complete equipment inventory is currently unavailable, the successful contractor must conduct an initial system assessment and establish an inventory during the first scheduled service visit. This task is priced separately under a firm-fixed-price CLIN (CLIN 0003), while routine quarterly preventive maintenance is covered under CLIN 0001. CLIN 0002 establishes regular and after-hours hourly labor rates for emergency and non-routine service callouts, which require prior written authorization before any repairs or equipment replacements can proceed. The quarterly preventive maintenance price must be all-inclusive, covering labor, tools, and contractor-furnished consumables such as replacement filters. Work is to be performed during standard business hours, and personnel must be U.S. citizens or lawful permanent residents capable of passing FEMA and Fort Shafter background checks and security access requirements. Subcontractors are permitted, provided the prime contractor retains ultimate performance responsibility. The solicitation is a 100% Small Business Set-Aside, and offerors must submit pricing for the base year and all four option years, with reasonable escalation permitted. Offerors are strongly encouraged to attend the optional site visit to evaluate physical conditions, equipment locations, and accessibility.

This Request for Quotation (RFQ), solicitation number 70FBR926Q00000014, is issued by the Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) to procure quarterly HVAC preventive maintenance and repair services. The services will support the FEMA Region IX Pacific Area Office (PAO) located at Fort Shafter in Honolulu, Hawaii. Conducted as a 100% Small Business Set-Aside under NAICS code 238220, this combined synopsis/solicitation seeks a single-award, firm-fixed-price contract. The contract structure consists of a base period—requiring an initial system assessment, equipment inventory, and quarterly maintenance—along with four subsequent 12-month option periods. Additionally, the contract includes provisions for non-routine emergency service callouts and diagnostic support priced at established regular and after-hours labor rates. The Service Contract Labor Standards apply to this procurement under Wage Determination No. 2015-5689, Revision 28. An optional site visit for prospective offerors is scheduled for September 8, 2026, requiring pre-registration and strict compliance with Fort Shafter's military installation access and security guidelines. All questions and final quotations must be submitted electronically to the designated Contracting Officer by the deadline of 4:00 p.m. PT on Friday, September 11, 2026. No late submissions will be accepted.

This document is a federal Service Contract Act (SCA) Wage Determination (No. 2015-5689, Revision 28, dated May 13, 2026) issued by the U.S. Department of Labor for Hawaii (Honolulu County), American Samoa, and Johnston Atoll. It establishes the minimum hourly wages and fringe benefits for various labor categories required under federal service contracts in these regions. Key provisions include: - **Wage Rates:** Specifies hourly pay rates across diverse occupational families, including administrative support, automotive services, health, information technology, mechanics, and protective services. - **Fringe Benefits:** Mandates specific health and welfare benefits, including structured rates under the Hawaii Prepaid Health Care Act. It details vacation allowances (ranging from 2 to 4 weeks based on length of service) and a minimum of eleven paid federal holidays. - **Executive Orders:** Incorporates compliance guidelines for Executive Order 13706 (paid sick leave) and Executive Order 13658 (minimum wage requirements for federal contractors). - **Special Pay Differentials:** Establishes a 10% night differential, a 25% Sunday premium for eligible air traffic controllers and weather observers, and hazardous duty pay differentials of 4% or 8% for working with ordnance or explosives. - **Uniform Allowances:** Outlines employer responsibilities for furnishing and maintaining required uniforms. - **Conformance Process:** Details the administrative procedures (using SF-1444) for establishing wage rates for unlisted job classifications to ensure they maintain a reasonable relationship to the listed rates.

This Federal Emergency Management Agency (FEMA) Request for Quotation (RFQ), solicitation number 70FBR926Q00000014, seeks a contractor to provide quarterly HVAC preventive maintenance and emergency service callouts. The services support operations at the FEMA Region 9 Pacific Area Office (PAO), located on Fort Shafter in Honolulu, Hawaii. FEMA intends to award a single, firm-fixed-price contract with a base year and four 12-month option periods. This procurement is a 100% Small Business set-aside under NAICS code 238220 (Plumbing, Heating, and Air-Conditioning Contractors), with a small business size standard of $19 million. The contract will be awarded using the Lowest Priced Technically Acceptable (LPTA) evaluation methodology. The contractor's responsibilities include performing an initial system assessment and equipment inventory during the first visit, conducting routine quarterly preventive maintenance on all HVAC components, and responding to emergency callouts within three business days. Additionally, the contractor must submit written service reports after all maintenance and emergency visits. Because the place of performance is a military installation, contractor personnel must undergo background investigations, obtain necessary security clearances, and complete mandatory Operational Security (OPSEC) and Insider Threat training. Vehicles entering the facility must also meet specific registration, inspection, and insurance requirements. Questions regarding the solicitation are due by August 28, and final quotes must be submitted via email to the designated contracting representatives by 4:00 p.m. PT on September 4, 2026.