33330226RF0010043 INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ) Planned Maintenance and Inspection Services for Environmentally Controlled Walk-In Units

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet titled 'Attachment A - walk-in inventory.xlsx'. It provides a detailed inventory of walk-in refrigerators and freezers, including their specifications, locations, and operational status.

• Equipment Details: Manufacturer, model number, serial number, installation date, temperature ranges, voltage, and capacity.
• Location: Department ID, building name, and room number.
• Contact Information: Point of contact (last name, first name, email, phone) for each piece of equipment.
• Operational Status: Whether the equipment is on alarm, on emergency power, its current function (On, Off, Broken), and if it's a primary or redundant system.
• Usage: Primary use such as collections storage, fumigation, etc.

This inventory may be relevant for bidders responding to opportunities involving the maintenance, repair, replacement, or installation of refrigeration and climate-controlled storage units. It provides specific details about existing equipment, their conditions, and locations, which can inform proposals related to asset management, facility services, or equipment procurement. Bidders should review this list to understand the scope and nature of potential work related to these assets.

Solicitation / RFP / RFQ

This document is a Notice of a Pending Solicitation for Indefinite Delivery/Indefinite Quantity (IDIQ) Planned Maintenance and Inspection Services for Environmentally Controlled Walk-In Units (ECWs) at the Smithsonian Institution. The North American Industry Classification Code (NAICS) is 236220, with a size standard of $45 million. The announcement is open to all businesses regardless of size.

• Routine Planned Maintenance and Inspection (PM&I) for approximately seventy (70) ECWs of various manufacturers.

• ECWs are located in Washington, DC, Suitland, MD, Front Royale, VA, Edgewater, MD, Chantilly, VA, and Landover, MD.

• Services include inspection and maintenance of structural, electrical, BAS, controls, plumbing/piping, fire caulking, insulation, humidity, heating, cooling, alarms, and safety mechanisms.

• Contractor must supply labor, parts, and materials.

• Contractor must be able to evaluate ECWs and provide reports, recommendations, and repair estimate ranges.

• Provide Rough Order of Magnitude (ROM) quotes for repairs and replacements.

• Provide an updated SI-wide inventory list of all ECWs and their inspection reports.

• Not included: ECWs for Smithsonian Enterprises, ECWs for New York and New Jersey facilities, temporary refrigeration trucks, proprietary control equipment, Smithsonian-controlled BAS, primary chilled water systems, ECWs under other maintenance contracts, low radiation ECW interior inspections, and defrosting of ECWs.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ)

• Period of Performance: Initial period of one (1) year from award, with options for nine (9) additional one (1) year periods.

• Pricing: Proposals must include two pricing methods: Firm Fixed Price (FFP) for the majority of work, and Time and Materials for other items.

• Questions Deadline: Thursday, March 5, 2026, 3:00 PM ET. Submit to grantCA@si.edu.

• Site Visit: Tuesday, February 24th at 9:00 AM at Smithsonian's National Zoo & Conservation Biology Institute, Staff Parking Lot C, 3001 Connecticut Ave., NW, Washington, DC 20008. No questions will be answered at the site visit.

• Proposal Submission Deadline: April 30, 2026, 3:00 PM ET via Dropbox Link: https://www.dropbox.com/request/bMAb8AqJqT6NQe6w8dSu

• Evaluation: Proposals will be evaluated on technical and cost aspects. Award will be made to the responsive, responsible Offeror whose combined technical and cost proposal is most advantageous.

• Open to all businesses regardless of size.

• The Smithsonian reserves the right to award without discussions.

• Proposals should be submitted on the most favorable terms.

• Offerors must submit pricing for line items in the attached Bid Sheet.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide routine Planned Maintenance and Inspection (PM&I) services for approximately seventy (70) Environmentally Controlled Walk-In (ECW) units across various Smithsonian Institution (SI) facilities located in Washington, DC, Suitland, MD, Front Royale, VA, Edgewater, MD, Chantilly, VA, and Landover, MD.

• Maintenance and Inspection: The contractor shall inspect and maintain all attributes of ECWs, including structural, electrical, building automation systems (BAS), controls, plumbing, fire caulking, insulation, humidity, heating, cooling, alarms, and safety mechanisms.

• Labor, Parts, and Materials: The contractor must supply all labor, parts, and materials for maintenance as per manufacturer recommendations. A portion of replaceable maintenance materials (up to $300 per piece of equipment annually) is the contractor's out-of-pocket expense; larger expenses require pre-approval.

• Reporting and Recommendations: The contractor shall evaluate ECWs, provide reports, recommendations, and repair estimate ranges. An updated SI-wide inventory list and inspection reports are required.

• Service Calls: Respond to non-planned, non-emergency service calls within the next business day, providing a Rough Order of Magnitude (ROM) quote within 24 hours. Emergency calls require on-site arrival within 4 hours.

• Repair vs. Replace: Provide written estimates for repairs exceeding 33% of replacement cost; the COTR makes the final determination.

• ECWs for Smithsonian Enterprises and facilities in New York and New Jersey.

• Temporary refrigeration trucks and portable ECWs.

• Proprietary control equipment and Smithsonian-controlled BAS.

• Primary chilled water systems.

• ECWs under other maintenance contracts (require summary inspection only).

• Low radiation ECW interior inspections and defrosting.

• Service Periods: Planned maintenance services are required semi-annually (twice per year).

• Response Times: Next business day for non-emergency service calls; within 4 hours for emergency calls.

• Reporting: Weekly and monthly reports to the COTR, including activities, service calls, ROM quotes, authorized repairs, and an updated inventory. An annual Executive Summary Report (ESR) is also required.

• Locations: Washington, DC; Suitland, MD; Front Royale, VA; Edgewater, MD; Chantilly, VA; Landover, MD.

• Period of Performance: Initial one-year term with options for nine (9) additional one-year periods.

• Staffing: Qualified technicians, including a Project Manager with 5+ years of experience, Master Refrigeration license, and Universal EPA CFC certification.

• Security: Contractor personnel require Smithsonian Institution security clearance and background investigation.

• Safety: Adherence to OSHA and Smithsonian safety codes, including a Site-Specific Safety Plan (SSSP) and Lock Out/Tag Out (LOTO) procedures.

• Quality Control: Contractor must maintain an approved Quality Control Plan (QCP).

• Materials: Use of new OEM or factory-conditioned components; compatibility with existing equipment is required.

Form / Attachment / Pricing Sheet

This document is a bid sheet for a walk-in solicitation, intended to capture pricing information for planned maintenance and inspection (PM&I) services and emergency response call-out services.

• Planned Maintenance and Inspection (PM&I): Requires pricing for PM&I services that occur twice a year per walk-in unit, based on a current inventory of 74 units.
• IDIQ Work - Emergency Response: Captures loaded rates for:
  • Within 4-hour on-site emergency response (24/7) during normal and non-normal work hours.
  • Next business day emergency response.
• IDIQ Work - Equipment Repair, Upgrades, and/or Replacement: Requires pricing for:
  • Technician's loaded labor rate (standard labor rate) for non-normal work hours.
  • Company's loaded material markup percentage.
• First-time Walk-in Evaluation Inspection: Pricing per occurrence for units not currently under contract.

This bid sheet is critical for potential bidders to provide detailed cost proposals for both routine maintenance and emergency services related to walk-in units. It outlines the specific service categories and labor/material rates required for the solicitation, directly impacting proposal development and competitiveness.

Form / Attachment / Pricing Sheet

This document, "Attachment D - Asset Management (AMD) Requirements," provides guidance for evaluating asset conditions as part of asset information verification. It outlines a standardized five-tier condition rating system (1-Bad to 5-Excellent) for SI buildings and their assets.

• Condition Rating System: A five-tier system from "1-Bad" to "5-Excellent," where "5-Excellent" meets 100% of Design Intent for current use, and "1-Bad" signifies functional failure.
• System Specific Criteria: While general criteria are provided, specific rating criteria for individual systems are detailed elsewhere under "System Specific Condition Criteria." STRUCTURE, EXTERIOR, ROOF, and INTERIOR systems are rated at a system level, not an individual asset level.
• Age Downgrade: Assets can be downgraded based on age. HVAC and electrical assets are downgraded one level if 20-30 years old, and two levels if over 30 years old. No rating will be lowered below "2" solely for age.
• Walk-in Report Color Code: Ratings 4 & 5 are "green," Rating 3 is "yellow," and Ratings 1 & 2 are "red."
• Additional Requirements: Contractors must provide the Remaining Useful Life (RUL) for each unit.

This attachment is crucial for bidders to understand the specific methodology and criteria for assessing the condition of assets. It directly impacts how bidders will need to perform and report on asset condition verification, including the required RUL for each unit. The color-coding system for the walk-in report is also a key deliverable requirement.

Form / Attachment / Pricing Sheet

This document, "Attachment B - Walk-ins First Site Visit Survey Attributes.xlsx", provides a structured template for collecting detailed information about existing walk-in units during a site visit. It is intended to guide contractors in surveying these units and can be used as a basis for their own response forms.

The survey attributes cover a comprehensive range of details for each walk-in unit, including:

• Site and Location: Specific site (e.g., NMNH, NMAH), building, room number or SPACE ID, and condenser location.
• Operational Status: Whether the walk-in is operational, exterior, and if OEM manuals/records are available.
• Environmental Conditions: Desired temperature, humidity, radiation, and lighting levels.
• Manufacturing Details: Year of manufacture, structural and controller manufacturer, model, and serial numbers.
• Electrical Information: Power supply location, wiring condition, amperage ratings, and connection to emergency generators or Building Automatic Systems (BAS).
• Refrigeration System: Details on backup or redundant systems, refrigerant used.
• Safety Features: Fire suppression systems, trapped person alarms, door sensors, etc.
• Component Condition: Assessment of door gaskets, panels, floors, ceilings, piping, insulation, lighting, humidifiers/dehumidifiers, air filters, and water regulators.
• Maintenance & Upgrades: Information on heaters, recent upgrades, and items needing calibration.

This attachment is crucial for bidders to understand the current state of existing walk-in units. The detailed attributes collected will likely inform the scope of work, technical requirements, and potential challenges for any future maintenance, repair, or replacement contracts related to these units. Bidders should review these attributes to assess their capabilities and prepare their proposals accordingly, potentially using this as a guide for their own site assessment data collection.

Form / Attachment / Pricing Sheet

This document, "Attachment C - first site visit.xlsx", is a checklist designed to guide contractors in conducting a site visit for walk-in units. It serves as a template for verifying the condition and operational status of existing walk-in units prior to their potential inclusion in a planned maintenance contract.

The checklist covers a comprehensive range of items to be verified during the site visit, including:

• Inventory and Identification: Verifying attached inventory reports, recording completion details, and noting OFEO Tag Numbers.
• Physical Dimensions: Recording interior, exterior, and door dimensions.
• Condition Assessment: Evaluating the final rating of existing conditions (Green, Yellow, or Red).
• Location Details: Specifying the site, room number or Space ID, and condenser location.
• Operational Status: Determining if the unit is operational, being used, and operating at requested parameters.
• Maintenance Records: Checking for the availability of OEM manuals, certification records, and inspection/service reports.
• Environmental Controls: Documenting desired temperature, humidity, radiation, and lighting set points.
• Component Details: Recording information on the manufacturer, model, serial number, and condition of compressors, condensers, evaporators, and related components.
• Electrical and Safety Features: Assessing power supply, wiring, generator status, BAS integration, alarms, fire suppression, and other safety features.
• Structural and System Components: Evaluating wall panels, floor, ceiling, doors, gaskets, and other structural elements.
• Refrigerant and Calibration: Noting refrigerant type and identifying items needing calibration.
• Repairs and Exemptions: Identifying recommended repairs and any conditions that might prohibit placement on a maintenance contract or require exemption.

This attachment is crucial for bidders to understand the baseline condition of the assets they may be responsible for maintaining. It provides a structured approach to assessing the scope of work, identifying potential issues, and gathering necessary data for accurate proposal development. Contractors are permitted to use their own forms to respond to the survey, provided they cover all the required elements.