Technical Proposal

Factor 1: Corporate Experience

Number of years of corporate experience in the services described in Part I of this solicitation:

Air At Your Door, Inc. has been providing Air Conditioner and HVAC Maintenance and Repair Services to a diverse client base under their present name since 2012.  Our reputation for success is due to extensive experience in delivering superior air conditioning repair and maintenance service throughout South Florida. Personnel with Air At Your Door, Inc. are committed to exceptional customer service, timely output and efficiency in their efforts.

Organization’s Size, Experience in the Field, and Resources Available to Perform Services:

Air At Your Door, Inc. is a Miami-based minority-owned small business with five (5) employees that specializes in Air Conditioner and HVAC Maintenance and Repair Services. The company’s core strength resides in our President, Carlos A. Martin, who is a State of Florida Licensed Air Conditioner Contractor. In addition, our professional technicians have more than twenty years of experience in air conditioning repair and maintenance. Employees with Air At Your Door, Inc.  are dedicated to treating customers with integrity and providing the best service available.

Air At Your Door, Inc. is a full service air conditioning contractor with the ability to service and repair complete air conditioning systems. We have an extensive history of repair service on all brands of central air conditioning systems. We offer commercial air conditioning repair and maintenance plans to fit a wide range of company sizes and budgets. We work with office buildings, hotels, schools, nursing homes and other large facilities. Our professional technicians offer 24-hour emergency service and same-day service for non-emergencies. Air At Your Door, Inc. is quick, reliable and dedicated to providing the best commercial air conditioning service throughout South Florida.

Company Background and History:

Air At Your Door, Inc. was established by Carlos A. Martin as a Florida corporation in 2012 to provide quality Air Conditioner and HVAC Maintenance and Repair Services.  Our mission statement is “Our Goal is Your Satisfaction! Dedicated to providing you with the best air conditioning service available.”

Carlos A. Martin, President of Air At Your Door, Inc., is responsible for the company’s management and operations. With over twenty years of experience in the field, Carlos is involved in all aspects of the company’s development and oversees client progress, from preparing and negotiating client contracts to supervising overall projects by providing quality assurance and control.

For the past two years of operation as Air At Your Door, Inc., the company has provided Air Conditioner and HVAC Maintenance and Repair Services for both public and private sector clients. Since that time, the company has steadily increased its revenue by maintaining a diverse client base and skilled professional personnel. The development of the company started at a limited capacity and grew to provide all facets of Air Conditioner and HVAC Maintenance and Repair Services. Air At Your Door, Inc. consistently expands its capabilities to meet requisite changes in their trade.

Information That Demonstrates Organizational and Accounting Controls and Manpower Presently In House or the Ability to Acquire the Type and Kinds of Personnel Proposed:

Air At Your Door, Inc. maintains close associations with their employees and clients.  Recruited employees have typically been referrals from these associations and the company will utilize those partnerships to find new and exciting talent.  The company also advertises in local newspapers and on Monster  to bring in new personnel if a suitable hire is needed.

Air At Your Door, Inc. uses QuickBooks as its accounting system and to build financial records. Because they pride themselves in keeping accurate records, the company keeps day to day accounting functions in house.  Company President Carlos A. Martin is responsible for handling financial records. The task of building annual financial statements, assisting with overhead computations and preparing taxes at the end of the year is also handled by Marc O’Connor, Certified Public Accountant.

How Will You Will Market Services to Federal Clients and Who Will Perform These Functions?

Carlos A. Martin, President of Air At Your Door, Inc., actively pursues business on a referral basis. The majority of the company’s customers have been due to word of mouth and an established reputation for providing quality Air Conditioner and HVAC Maintenance and Repair Services The Company markets its business through relationships with other companies, direct mailing efforts, advertising in local print media, Google Ad Words and social media.

Air At Your Door, Inc. intends to monitor and stay abreast of bids so that entities looking for experienced Air Conditioner and HVAC Maintenance and Repair Services can benefit from the company’s expertise.  This will allow the company to open lines of communication, hold presentations and provide materials to make agencies aware and educated on the highly valuable services that Air At Your Door, Inc. provides. The company will actively pursue procurement opportunities by reviewing solicitations published in FedBizOpps on a regular basis.

The company is prepared to offer its services to the government and, once awarded a GSA schedule, Air At Your Door, Inc. plans to incorporate GSAadvantage!® as part of its current website, via a link, as a convenience to government buyers.  The company plans to begin building relationships with federal and state such as the Department of Agriculture, FEMA, the Department of Health and Human Services, House of Representatives, National Aeronautics and Space Administration (NASA), as well as various military agencies. Air At Your Door, Inc. offers a unique service to government clients because we understand their budgets and their complex security and compliance requirements.

Discuss The Use of Subcontractors if You Intend to Use Them Under a Resultant Contract.  (If applicable, a Letter of Commitment is Required to Cover the Term of the Contract.):

Upon the award of a contract with the General Services Administration, Air At Your Door, Inc. anticipates it may contract out approximately 40% of the work to subcontractors on large projects. This would only be necessary if there are other ancillary services on a project that the company does not provide. We would only subcontract with individuals or companies with whom we have a trusted professional relationship. Any subcontractor with whom the company enters into an agreement would be carefully vetted by checking professional references and appropriate licenses.

Factor 2: Relevant Project Experience

Project Experience No. 1

 

SIN(s) to which this project applies: 

811-005

Specific services being proposed under the SIN(s): 

Refrigeration, Heating, Ventilation, Air Conditioner, Boiler and Chiller HVAC Maintenance

This project was completed within the last two years OR

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Note:  Projects that were completed more than two years prior to the date of the offer submission will not be accepted by the Government.

This project is an ongoing contract with a base year and option years, or is a multi-year task order. At a minimum, the base year or first year has been completed.

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Note:  Projects that are in their base or first year and that year is incomplete as of the date of the offer submission will not be accepted by the Government. 

Customer/Client Name: Epic Construction Inc.
Project Name/Contract Number:  WO 28863642 / USPS Miami Beach Branch
Customer Point of Contact (POC) for Project: Roger Riquelme
POC’s Current Phone Number and Email: (305) 742-1785 / roger.epic@gmail.com
Project Performance Period (include months/years):

June 1, 2013 – June 1, 2013

Dollar Value of the Entire Project: $382.00
Dollar Value Received for the Work Performed Relevant to the SIN(s) Offered: $382.00
Brief Summary Of Project: The company responded to an emergency call from the Post Office because the air conditioning stopped working.

 

A.  Detailed Description of SIN relevant work performed and results achieved:

 Relevant to SIN #811-005 – Refrigeration, Heating, Ventilation, Air Conditioner, Boiler and Chiller HVAC Maintenance – Air At Your Door, Inc. provided air conditioner repair services in response to an emergency call by the Miami Beach Branch of the US Post Office. Our service technician checked the unit and found it was not cooling. He then diagnosed the problem and found that the settings were not programmed properly. He checked the refrigerant levels and system pressure. The service technician fixed the problem so that the unit began cooling again.

B.  Methodology, tools, and/or processes utilized in performing the work:

The company’s service technician utilized a thermometer, gauges, detectors and refrigerant to perform the work for the client.

C.  Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc.:

In providing service at the United States Post Office branch, it was necessary for the company to comply with security procedures and specific billing regulations established for payment of invoices.

D.  Project schedule (i.e., major milestones, tasks, deliverables) including an explanation of any delays.

Since this was an emergency call that could potentially affect the health of the USPS workers, we provided our rapid service and fixed the problem all in the same day. The deliverable was a working air conditioning unit and the restoration of a cool indoor environment on a very hot day.

E.  Describe how the work performed is similar in scope and complexity to that described in the Statement of Work (Part I of the Solicitation).

The services provided by Air At Your Door Inc. are verbatim to the original Statement of Work because we performed the emergency service requested and fixed the air conditioning problem at the USPS Miami Beach branch.

F.  Demonstration of specific work experience and/or special qualifications detailed in the Statement of Work (Part I of this solicitation).

Air At Your Door, Inc. has been providing air conditioning repair and maintenance services to government and corporate customers since 2012.  Their qualifications for providing air conditioning repair and maintenance services include working with clients such as Epic Construction Inc., A World of Knowledge, Ajil Construction Inc., etc.  The company has qualified technicians dedicated to 100% customer satisfaction.

Project Experience No. 2

 

SIN(s) to which this project applies: 

811-005

Specific services being proposed under the SIN(s): 

Refrigeration, Heating, Ventilation, Air Conditioner, Boiler and Chiller HVAC Maintenance

This project was completed within the last two years OR        

box-with-x

Note:  Projects that were completed more than two years prior to the date of the offer submission will not be accepted by the Government.

This project is an ongoing contract with a base year and option years, or is a multi-year task order. At a minimum, the base year or first year has been completed.

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Note:  Projects that are in their base or first year and that year is incomplete as of the date of the offer submission will not be accepted by the Government. 

Customer/Client Name: Invitation Homes
Project Name/Contract Number:  2FLM1554 / WO 174052
Customer Point of Contact (POC) for Project:
POC’s Current Phone Number and Email:
Project Performance Period (include months/years):

October 2013 – October 2013

Dollar Value of the Entire Project: $8,950.00
Dollar Value Received for the Work Performed Relevant to the SIN(s) Offered: $8,950.00
Brief Summary Of Project: The company was hired to service 3 air conditioning systems at a private residence.

 

A.  Detailed Description of SIN relevant work performed and results achieved:

Relevant to SIN #811-005 –  Refrigeration, Heating, Ventilation, Air Conditioner, Boiler and Chiller HVAC Maintenance – Air At Your Door, Inc. was hired by the client to repair three air conditioning systems at a large private residence. One system located on the second floor was brand new, but the two systems on the first floor were installed in 1986 and 2006. The unit installed in 2006 was in bad shape and whoever installed the units did not seal the returns and used the incorrect air handler. We performed the following tasks:

    1. Disconnected, removed and discarded 2-ton split system for the first floor family room area and 5-ton split system for the main house area
    2. Flushed refrigerant lines to eliminate direct or oil in the systems
    3. Properly sealed the return box on the 5-ton unit
    4. Upgraded 3 programmable digital thermostats
    5. Replaced 3 metal stands for inside units
    6. Replaced 2 water safety switches
    7. Upgraded 3-ton unit with a 20×25 return filter back grill
    8. Replaced disposable filters

B.  Methodology, tools, and/or processes utilized in performing the work:

In performing the work, the service technician followed all manufacturer’s recommendations for maintenance and upgrading of the systems.

C.  Demonstration of compliance with any applicable laws, regulations, Executive Orders, OMB Circulars, professional standards, etc.:

The company complied with environmental waste disposal regulations regarding recycling of the refrigerant and vacuuming the systems. In addition, company complied with client’s request for a mechanics’ lien waiver in exchange for full payment of services.

D.  Project schedule (i.e., major milestones, tasks, deliverables) including an explanation of any delays. 

The project for the client was completed on time and within the scope of the contract and budgetary requirements.

E.  Describe how the work performed is similar in scope and complexity to that described in the Statement of Work (Part I of the Solicitation).

The work on this project was similar to the scope and complexity of the Statement of Work because Air At Your Door, Inc. provided the air conditioning repair and maintenance services requested by the client.

F.  Demonstration of specific work experience and/or special qualifications detailed in the Statement of Work (Part I of this solicitation).

Through technical expertise, experience on similar projects, and a talented staff, Air At Your Door, Inc. was able to develop effective Air Conditioner Maintenance and Repair solutions for the client on this project. The company was able to draw upon past experiences to provide solutions to the special opportunities this project provided.

Factor 3: Past Performance – See Attached Open Ratings Report

Factor 4:  Quality Control

Describe the internal review procedures, which facilitate high quality standards in the organization.

For Air At Your Door, Inc. communication is the key to facilitate high quality standards within.  While the professionals at the strive to keep the lines of communication open between the customer and the company, internally the organization informs and speaks to one another about issues that arise from current projects.  This allows Air At Your Door, Inc. to have internal accountability at major milestones during a project.  By discussing issues when they arise or before they arise, the company can make sure that their projects are of the highest quality.

Identify the individuals who will directly supervise or review projects specifically regarding quality control:

Carlos A. Martin, President of Air At Your Door, Inc., is responsible for the company’s quality control and corrective action. With over twenty years of experience, Mr. Martin directly supervises and reviews all contract fulfillments regarding quality. At Air At Your Door, Inc., the staff documents any issues that occur during any of the company’s service calls.  This information is used to correct any errors and will be discussed in company meetings with other service technicians so that they can learn from such experiences.

State whether or not subcontractors are used and, if subcontractors are used, describe the quality control measures the offeror uses to ensure acceptable subcontractor performance:

Upon the award of a contract with the General Services Administration, Air At Your Door, Inc. anticipates it may contract out approximately 40% of the work to subcontractors on large projects. This would only be necessary if there are other ancillary services on a project that the company does not provide. We would only subcontract with individuals or companies with whom we have a trusted professional relationship. Any subcontractor with whom the company enters into an agreement would be carefully vetted by checking professional references and appropriate licenses.

Describe how the firm handles potential problem areas and solutions:

In providing its air conditioner maintenance and repair services, the company is an authorized repair vendor for numerous name brand systems that provide 24/7 technical support. This allows our service technicians access to these experts in the event they come across a problem with a system while at a jobsite.

Describe the procedures for insuring quality performance while meeting urgent requirements:

Our primary solution to this challenge is to ensure that we have professionals and staff who are cross-trained in order to respond to various disciplines of services. This tactic is instrumental in ensuring that we  competently satisfy surges of requirements with professional services that are delivered timely and accurately. We track employee training to ensure new duties are continually incorporated into training courses to make certain professionals and staff maintain adequate preparation to expertly complete assigned tasks.

Identify the strategies the firm will implement to manage and complete multiple projects for multiple agencies simultaneously:

Air At Your Door, Inc. routinely provides multiple services for multiple projects simultaneously. The primary strategy for such a situation involves good planning and communication before any work begins. It is critical that all parties involved in the execution of the work clearly understand the role that they play and the schedule that is required. The proper and constant communication with customers is essential to the success of all the company’s projects.

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