33330225RF0010015 - Indefinite Delivery/Indefinite Quantity SI Wide Boiler Services Contract

Amendment / Modification

This document is Amendment 0004 to Solicitation Number 33330225RF0010015. The primary change is the revision of the Boiler equipment list and location, which is now attached.

• The "Revised Boiler equipment list and location" is attached.

• The period of performance has been updated to 07/30/2025 to 07/30/2026.

• All other provisions, terms, and conditions of the original solicitation remain unchanged.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing detailed information about the current status, age, and recommendations for various boilers and chillers across multiple Smithsonian National Museum locations. It serves as an inventory and assessment of existing HVAC equipment.

• Location: Specific building or area where the equipment is located (e.g., National Zoo, Renwick Gallery, SERC).
• Equipment Type: Boiler or Chiller.
• Manufacturer & Model: Details of the equipment manufacturer and model number.
• Serial Number: Unique identifier for each piece of equipment.
• Age: The current age of the equipment, often in years.
• Recommendations: Notes on the equipment's condition, recommended actions (e.g., replacement, overhaul, repair), life cycle status, and any specific issues (e.g., "Eddy Current," "obsolete refrigerant," "heat exchangers need replaced").
• Preventive Maintenance (PM) Status: Indicates if the equipment is on a PM schedule or not (NOPM).

This document provides crucial data for potential bidders by outlining the existing state of critical infrastructure. It highlights equipment nearing or past its expected life cycle, requiring replacement or significant maintenance. This information is vital for understanding the scope of potential future work, assessing the scale of operations, and identifying specific needs that may be addressed in future solicitations related to HVAC maintenance, repair, or replacement services.

Form / Attachment / Pricing Sheet

This document provides a detailed list of boiler locations, equipment models, and associated information for various Smithsonian Institution properties. It serves as an inventory and reference for the existing boiler systems.

• Property/Building: Name of the museum or facility.
• Spec ID / Spec Name: Identification codes and names for the boiler specifications.
• Asset ID / Name: Unique identifiers for each boiler asset.
• Floor / Location: Specific placement of the boiler within the building.
• Brand / Model: Manufacturer and model number of the boiler.
• Serial: Serial number of the boiler.

This document is relevant to bidders as it details the existing boiler infrastructure across multiple Smithsonian locations. This information is crucial for understanding the scope of potential future work related to boiler maintenance, repair, replacement, or upgrade projects. Bidders can use this data to assess the types of equipment, brands, and models they may encounter, and to identify specific locations where their services might be required.

Amendment / Modification

This amendment (0003) to Solicitation 33330225RF0010015 modifies the original solicitation as follows:

• Solicitation Due Date Extended: The due date for offers has been extended to July 30, 2025, at 3:00 PM ET.

• Site Visit Scheduled: A site visit is scheduled for Wednesday, July 16, 2025, starting at 9:00 AM at the Zoo. Offerors must confirm their participation with COTR Anthony Walker (email: JA@si.edu or phone: 202-359-8190).

• Answers to Vendor Questions: The amendment provides answers to several vendor questions regarding boiler locations, types, and maintenance responsibilities. Key clarifications include:

  • Boilers in the ZOO-DC main boiler plant are listed and not exempt.
  • The contractor will be responsible for Title V inspections.
  • Research building and conservation buildings are distinct.
  • Specific locations and boilers for Sloth Bears and Sea Lions are clarified.
  • Clarification on a Liebert CRAC unit listed for Sloth Bears, confirming only boiler duties are required.
  • Clarification on a York YCWZ88LMO/17PB unit at the Visitor Center, identifying it as a chiller and confirming only one boiler at that location.
  • Confirmation of boiler status and maintenance needs for the Cheetah Conservation Station.
  • Clarification regarding two steam boilers missing from the list at the Suitland site (CRC building), noting the presence of two Hurst boilers and one summer boiler.

• Solicitation due date.

• Site visit details.

• Specific questions and answers related to boiler inventory, responsibilities, and locations.

• The proposal deadline has been extended.

• Offerors are provided with additional information and clarifications to aid in proposal preparation.

Amendment / Modification

This amendment addresses questions raised by potential bidders regarding the solicitation for Preventive and Remedial Maintenance Service for Boilers.

Key changes include:

• Clarification on badging requirements: Contractors must provide full name, DOB, and the last 4 digits of their SSN. The Contracting Officer's Technical Representative (COTR) will advise if additional information is needed.
• Confirmation that a 20% bid bond is NOT required for contracts valued over $3,000,000.
• Clarification regarding a discrepancy in the equipment list: The site visit list from June 25 is accurate and aligns with Attachment B-Final Inventory, which was part of the original solicitation documents.
• Confirmation of the bid package submission email address: Bids should be sent to Ivy Tucker at Tuckeri@si.edu by 3:00 PM on July 16, 2025.

This amendment provides answers to questions and clarifies existing information within the solicitation.

• The deadline for bid submission is confirmed as July 16, 2025, at 3:00 PM.
• Bid bond requirements have been clarified.
• Information regarding equipment lists and badging has been updated.

Amendment / Modification

This amendment (0001) to solicitation 33330225RF0010015 modifies the original solicitation by scheduling a site visit.

• A site visit has been scheduled for Wednesday, June 25, 2025, and Thursday, June 26, 2025.

• The site visit will begin at 7:00 AM on both days.

• Specific locations and times for the site visit are detailed for each day, including:

  • June 25th: African American History and Culture Center, National Museum of American History, The Quad and Freer Gallery of Art, Suitland, and SERC.
  • June 26th: Renwick, Reynolds, National Air and Space Museum (Mall), and Udvar Hazy Center.

• Offerors must confirm participation with the COTR, Anthony Walker, via email or phone.

• The original solicitation's terms and conditions remain unchanged, except as provided in this amendment.

• The period of performance is noted as 07/16/2025 to 07/16/2026.

Solicitation / RFP / RFQ

This Request for Proposals (RFP) is for Preventive and Remedial Maintenance Services for Boilers. The Smithsonian Institution's Office of Facilities Management & Reliability (OFMR) requires these services for its museums and facilities across multiple locations.

• Provide all necessary supervision, labor, materials, and equipment for boiler services.

• Services include Preventive and Remedial Maintenance.

• Work must comply with applicable codes and regulations.

• Contract Type: Firm Fixed-Price IDIQ Services contract.

• Period of Performance: 1 (one) 12-month base period with 9 (nine) optional 1-year periods.

• Locations: Washington, DC; New York City, NY; Suitland, MD; Chantilly, VA; Front Royal, VA; Edgewater, MD; and Smithsonian Tropical Research Institute (STRI) in Panama.

• Proposal Submission Deadline: July 16, 2025, at 3:00 PM.

• Proposals must be submitted in PDF format (1 PDF for Technical, 1 PDF for Cost) via email to Tuckeri@si.edu.

• Pricing information must not be included in the Technical Proposal; doing so will result in disqualification.

• Questions/Clarifications Deadline: June 18, 2025, at 3:00 PM EST, submitted via email to Tuckeri@si.edu.

• Evaluation Factors: Proposals will be evaluated based on Plan of Accomplishment, Key Personnel and Subcontractors, Past Performance, and Technical Ratings. Cost/Price is also a factor, with non-price factors being more important.

• Applicable NAICS Codes: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a size standard of $19 million, and 221330 (Steam and Air-conditioning Supply) with a size standard of $30 million.

• The Contracting Officer's Technical Representative (COTR) is Anthony Walker.

• Performance Bond and Payment Bond are required within 10 calendar days after award.

• Offer guarantee is not required.

• Offers must be valid for 150 calendar days after the due date.

Form / Attachment / Pricing Sheet

This document is the Smithsonian Institution's SI-707 Property Transaction Form, revised in June 2022. It is used to record and process transactions involving Smithsonian property assets. Bidders may need to use or reference this form if the opportunity involves the transfer, reporting, cannibalization, or modification of property assets.

• Transaction Details: Fields for Date, Organization Name, Department ID, Location of Property, and Initiator/Property Custodian information.
• Accountable Officers & Custodians: Sections for names and signatures of Releasing and Accepting Accountable Property Officers and Property Custodians.
• Action Requested: Checkboxes for reporting un-needed/excess property, transferring property, cannibalizing property (requires justification), changing/correcting asset information, or other actions.
• Property Details: A table to list property items with columns for Item #, Fund Code, Designated Code, SI Tag, Serial #, Description, Cost, and Condition.
• Condition Codes: Definitions for condition codes (1=new, 4=usable with wear, 7=unusable but repairable, S=no value).
• Internal Use Sections: Fields for OSP and OCon&PPM use, including approvals and record adjustments.
• Guidance Link: A URL is provided for detailed instructions on completing the form.

This form is relevant if the opportunity requires bidders to manage, transfer, or account for government property. Bidders should familiarize themselves with the property tracking and transaction process outlined in this form, especially if their proposal involves asset management or if they will be responsible for property upon contract award. The form details the required information and approvals for property movements and status changes.

Other / Unclassified

This document, Smithsonian Directive 419, establishes the Smithsonian Institution's (SI) policy for safety, health, and environmental protection across its programs and activities. It aligns with federal, state, and local laws and regulations. The directive outlines the scope of its application to employees, affiliated persons, collections, and SI-owned or leased properties and facilities.

Key policy points include:

• Preventing fatal and non-fatal injuries and illnesses.
• Ensuring mechanisms for reporting workplace hazards.
• Prohibiting retaliation for reporting unsafe conditions.
• Preventing environmental harm and property loss.
• Complying with applicable building and fire codes, industry standards, and regulations.

This directive establishes the overarching safety, health, and environmental framework within which SI operates. While not a solicitation for services, it indicates the high importance SI places on these areas. Contractors and vendors performing work on SI-owned, leased, or operated properties and facilities are required to comply with applicable SI, federal, state, and local regulations related to safety, health, and the environment. This implies that any future solicitations or contracts may include clauses requiring adherence to these standards and potentially specific safety plans or protocols.

Form / Attachment / Pricing Sheet

This document is a Confined Space Permit Form (Rev 12/10/2007) used for all maintenance, repairs, modifications, and upgrades requiring entry into confined spaces. It ensures proper authorization, communication, and safety precautions are followed to prevent accidents and work disruptions. The form helps maintain historical records and ensures compliance with codes and regulations.

• Permit Information: Service Work Order #, Building Name, Project Title, Permit Issued To/Requested By, Exact Location of Work Area, Area Covered, Reason for Entry.
• Safety Precautions: Atmospheric Hazards (Oxygen, Explosive Gas, H2S, CO, SO2, Aromatic Hydrocarbon, Airborne Combustible Dust, Ammonia), Physical Hazards, Personal Protective Equipment (PPE) Required, Communication Procedures, Source Isolation, Ventilation Modifications.
• Entry Conditions: Atmospheric testing results, Acceptable Entry Conditions, Traffic Control measures.
• Authorization: Signatures and dates from Confined Space Entry Supervisor, Project Manager/COTR, and Zone Manager or designated individual.
• Work Details: Permit Start/Expire Date and Time, Special Training, Special Requirements and Permits (e.g., LockOut/TagOut, Utility Impairment Notification, Hot Work Permit).
• Notifications: Requirements for Work Supervisor, Gas Free Technician, and Zone Manager.

Bidders must understand that if their work involves entering confined spaces, this permit is mandatory. They need to be aware of the safety protocols, testing requirements, and authorization procedures outlined in this form. This document highlights the critical safety measures and documentation required for such tasks, which may impact project planning, timelines, and resource allocation. It also indicates the need for coordination with various Smithsonian Institution departments and potentially external utility companies.

Form / Attachment / Pricing Sheet

This document details the requirements for using and providing data for the TRIRIGA Computerized Maintenance Management System (CMMS). It outlines the contractor's responsibilities regarding work order history, preventive maintenance, asset management, and condition assessment.

• TRIRIGA Work Tasks: All work must be issued via TRIRIGA Work Tasks. Mandatory fields to verify and update include Task Name, Asset ID, Location, Start/End Dates, Resolution, and specific notes/documents based on task type (PM, Service Call, IDIQ).
• Data Requirements: Specific data for PMs, Service Calls, and "IDIQ" work must be attached, including service reports, test results, inspection results, field service reports, SOW, cost, proposals, invoices, and photos.
• Deficiency Reporting: Deficiencies requiring work outside the scope must be documented in TRIRIGA as a new work task.
• Data Entry & Timelines: Work task documentation must be manually entered directly into TRIRIGA. Timelines for completion vary by task type (Routine Service Calls: 30 days, Urgent: 7 days, Emergency: 24 hours, Corrective: 30 days, PMs: prior to due date).
• Exceeding Work Limits: Contractors must notify the COTR within two hours if work is expected to exceed recurring work limits.
• TRIRIGA Access & Training: The COTR will establish TRIRIGA accounts after personnel receive a Smithsonian Badge ID. Contractors must provide necessary computer equipment, internet access, iPhones for the handheld app, and a list of personnel requiring accounts 14 days after award. Initial TRIRIGA training will be provided.

This attachment is critical for bidders to understand the system and processes required for managing and reporting on maintenance and repair work. It details specific data entry, documentation, and timeline requirements that will be part of contract performance. Bidders must ensure they have the capability to comply with these TRIRIGA-related obligations, including system access, data provision, and timely updates.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing detailed inventory lists of boilers and related heating equipment across various Smithsonian locations. It serves as an attachment to a SAM.gov opportunity record, likely providing asset data for maintenance, repair, replacement, or installation services.

The spreadsheet is organized into multiple sheets, each representing a different zone or location (e.g., Suitland, Gallery Place, SERC, EMZ, WMZ, SMZ, NYZone, New Zone, UNWZ). Each sheet lists assets with the following details:

• Asset ID
• Property/Location
• Building
• Catalog Name (Type of equipment, e.g., Boiler- Steam Natural Gas, Heating Boilers, Condensing Boilers)
• Local Name
• Brand
• Model Number
• Serial Number
• Condition (e.g., Excellent, Good, Fair, Poor)
• In Service Date

Notes within the sheets indicate items that may need to be added to or verified in a system called 'Tririga', or that might not pull up in inventory due to CSI codes.

This inventory provides potential bidders with a comprehensive overview of the existing boiler and heating infrastructure. It details the types, brands, conditions, and locations of equipment, which is crucial for understanding the scope of potential work, assessing the age and condition of assets, and estimating resource requirements for any related maintenance, repair, or replacement opportunities.

Form / Attachment / Pricing Sheet

This document is a "Hot Work Permit - Part A" form, which is part of a two-part system (Parts A and B) used for conducting hot work outside of designated fixed hot work areas. It is designed to ensure compliance with applicable fire protection regulations.

• Requestor Information: Details about the individual or company requesting the hot work, including facility, room, location, and description of work.
• Hot Work Type: Specifies the type of hot work (e.g., welding, grinding, cutting, brazing, soldering).
• Permit Details: Includes requested start and expiration dates/times, and an emergency request indicator.
• Precaution Checklists: Sections for General Precautions, Requirements within 35ft of Work, Work Near Walls/Ceilings, and Enclosed Equipment/Containers/Vessels. These checklists detail necessary safety measures and inspections.
• Approvals: Sections for the Permit Authorizing Individual (PAI) to verify the location, approve or conditionally approve the work, and note any required corrective actions.
• Fire Watch Information: Details regarding the fire watch duration after work completion.

While this is a procedural form rather than a solicitation document, bidders performing work that involves hot work (welding, cutting, etc.) would need to understand and comply with the requirements outlined in this permit. It details the safety protocols, inspections, and approvals necessary before commencing such activities. This form helps ensure a safe work environment and adherence to fire safety regulations on-site.