Preventative Maintenance on Building 1 HVAC System (Base Year + 4 Option Years)

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in subpart 12.6 and is being conducted in conjunction according to FAR Part 13, Simplified Acquisition Procedures as supplemented with additional information in this notice.  This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. 

The solicitation number is 12405B24Q0398 and solicitation is issued as a Request for Quotation (RFQ).  This solicitation document incorporates those provisions and clauses in effect through Federal Acquisition Circular 2024-05.

This RFQ is issued as a Total Small Business Set-Aside.  The associated North American Industry Classification System (NAICS) Code is 238220 -  Plumbing, Heating, and Air Conditioning Contractors.  The Small Business Size Standard is $19.0MM. 

The USDA, ARS, SEA, Fruit & Tree Nut Research Laboratory, Bryon, GA location has a requirement for the following. 

Preventative Maintenance on Building 1 HVAC System Base Year + 4 Option Years. 

Base Year:  September 01, 2024 - August 31, 2025

Option Year 1:  September 01, 2025 - August 31, 2026

Option Year 2:  September 01, 2026 - August 31, 2027

Option Year 3:  September 01, 2027 - August 31, 2028

Option Year 4:  September 01, 2028 - August 31, 2029

The Contractor must provide regular inspections, maintenance, and adjustments to the system to maintain its efficiency and reliability in strict accordance as detailed in attached Statement of Work (SOW).  This includes the performance of regular scheduled preventive maintenance:

• Replace filters
• Check belts
• Replace belts if necessary
• Clean condensate drains
• Grease bearings
• Check electrical connections
• Clean condenser coils on chiller bi-yearly
• Check refrigerant levels
• Check capacitors
• Clean evaporator coils
• Clean boiler burner yearly
• Clean boiler flame sensor and ignitor bi-yearly
• Clean boiler rock box bi-yearly
• Check units for proper operation

The main components of the HVAC system include:

• One Trane Ascend Air-Cooled Chiller
• One Lochinvar Crest Condensing Boiler Model FBN7001
• Four Air Handling Units: York AHU-1 Model XTl-051X078-JAKA017A; York AHU-2 Model XTI-048X075-JALA017A; York AHU-3 Model AHXXX/8ESR22-0804-H 2.2-16EP; York AHU-4 Model XTO-045X048-EAJA017A
• Two Exhaust Fans: Greenheck Vektor Model VK-H-24-A100-X
• Hot Water Circulating Pumps 

Project Location:

USDA, ARS, SEA, Fruit & Tree Nut Research Laboratory

21 Dunbar Rd

Byron, GA 31008

Contractor must be registered in System for Award Management, (SAM), prior to submitting a quotation. Registration is free and registration can be completed online at www.sam.gov/portal/public/SAM.

Questions.   All questions pertaining to this solicitation must be in writing.  All questions will be addressed by email only.  Submit questions referencing solicitation number 12405B24Q0398 electronically via email to monte.jordan@usda.gov.  Questions are due on or before August 8, 2024, not later than 3:00 p.m. Central Time (CT).  Telephone inquiries will not be accepted.

Quotation Submission.  Quotation referencing solicitation number 12405B24Q0398 must be submitted electronically via email to monte.jordan@usda.gov by Thursday, August 15, 2024, not later than 3:00 p.m. Central Time (CT).  No late quotations will be accepted.

Any quotations not meeting the minimum specifications and requirements outlined in the Statement of Work (SOW) will not be considered.

In order to be considered for award, Offerors shall respond by submitting One (1) electronic copy as follows:

• Fully completed and signed SF1449 Offer Form original signature and date; acknowledgment of any Solicitation Amendments (if applicable); SAM UEI Number.
• Price Quotation.  Pricing shall be submitted using the Schedule of Supplies/Services within the Offer Form (SF 1449); A Firm Fixed-Price quotation (on company letterhead) detailing item description, unit price per item, total price and delivery costs as well as any applicable duties, brokerage, or customs fees to fully and successfully complete the Statement of Work (SOW).

Quotation must be valid for at least 60 days after receipt of quotation. 

Items delivered FOB Destination inclusive of all costs.

Rejection of Quotation.  Failure to demonstrate compliance will be cause to reject the quotation without further discussion.  All responsible sources may submit an offer and will be considered.

Prospective contractors who have not completed electronic annual representations and certifications at http://www.sam.gov/ in conjunction with required registration in the System for Award Management (SAM) database, shall complete and submit FAR 52.212-3 Alternative 1 Offeror Representations and Certifications - Commercial Items and DFARS Representations and Certifications in SAM to be eligible to receive an award for this solicitation.

It is the offeror's responsibility to monitor the Government Point of Entry (GPE) (sam.gov) for information relevant to this solicitation, e.g., questions and answers, amendments, etc. Any amendments and documents related to this procurement will be available electronically at the Governmentwide Point of Entry (GPE) SAM.