Aircraft Air Cooling & LCS Cooling Oil Sled Maintenance

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for the U.S. Air Force, seeking to procure services for the maintenance and repair of "Sleds" (likely referring to cooling sleds for air conditioning and refrigeration units). The government intends to place a Firm-Fixed Price (FFP) order through the System for Award Management (SAM.gov).

• Removal and installation of 5110 Bay 3 LCS Sleds.

• Repair of cooling air sleds to operational status.

• Preventative maintenance and repairs for Air and Liquid Cooling Sleds.

• Emergency repair call-out services.

• Class A Certified Emergency Repair.

• Non-Class A Certified Emergency Repair.

• Services are categorized by "OY1", "OY2", "OY3", and "OY4" which may denote different service levels or locations.

• Contract Type: Firm-Fixed Price (FFP).

• Period of Performance: One (1) 12-month base period plus four (4) 12-month option periods.

  • Base Year: 1 Jun 2026 – 31 May 2027
  • Option Years: 1 Jun 2027 – 31 May 2031

• Evaluation: Offers will be evaluated based on best value, considering technical acceptability, price, and past performance. The Total Evaluated Price (TEP) will include the base period, all option periods, and 50% of the last option period.

• Submission Method: E-mail is the required method.

• Proposal Content:

  1. Signed pages 2-4 of the RFQ, including a price list of commonly used parts and technician labor rates (for fair and reasonable pricing determination).
  2. Technical Capability, Management/Technical Plan, and Quality Assurance Plan (max 25 pages, evaluated pages 1-25).
  3. Copy of Class A Air Conditioning and Refrigerator License.
  4. Past Performance Questionnaires (PPQs) sent directly from the providing company (up to four will be evaluated).

• Deadlines:

  • Questions due: 21 Apr 2026, 12:00 p.m. (CST).
  • Offers due: 7 May 2026, 12:00 p.m. (CST).

• NAICS Code: 238220 (Plumbing and Air Conditioning Contractors).

• Small Business Size Standard: $19 Million.

• Type of Set-Aside: Options include None (Mandatory Source), Small Business, Small Disadvantage Business, Woman Owned, HUBZone, and Section 8(a). Offerors must meet the socio-economic set-aside requirements.

• The Government reserves the right to cancel the solicitation.

• Offerors must have the correct socio-economic set-aside to be considered for award.

• Attachments include: FAR Provisions and Clauses, Revised Performance Work Statement (PWS), Wage Determination 2015-5211, and Past Performance Questionnaire.

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

This Performance Work Statement (PWS) outlines the requirements for non-personnel services related to the maintenance, repair, and replacement of aircraft cooling air sleds and liquid cooling system (LCS) cooling oil sleds at Hangar 5110 and Hangar 5020 at Dyess AFB, TX.

• Preventative Maintenance: Perform quarterly preventative maintenance on five (5) aircraft cooling air sleds and two (2) aircraft LCS cooling oil sleds. This includes routine inspections, cleaning, filter replacement, pressure checks, lubrication, and adjustments.

• Repairs: Perform routine repairs identified during preventative maintenance within 5 days of parts delivery. Respond to emergency repair calls within 24 hours and complete emergency repairs within 24 hours of parts delivery.

• Replacements: Remove and dispose of the existing 2-piece LCS cooling sled and outdoor chiller in Hangar 5110, Bay 3. Install a new government-provided LCS sled (Model #OTM-20AC-Split, part number UA000957AA) in Hangar 5110, Bay 3. Install a new LCS sled (Model #OTM-20ACUA000950) in Hangar 5110, Bay 1, including necessary electrical and plumbing connections.

• Repair Existing Equipment: Repair partially operational cooling air sleds to ensure they are fully operational.

• All services must be performed to a "Zero deviation from standard" quality threshold.

• Emergency repairs must return sleds to 100% operational status.

• Routine repairs must be completed within 5 business days of parts delivery.

• Emergency repair calls must be responded to within 24 hours.

• Period of Performance: 5-year contract (1 base year and 4 option years).

• Place of Performance: Dyess Air Force Base, TX.

• Contractor Personnel: Must possess a valid state-issued Class A Air Conditioning and Refrigeration license.

• Government Furnished Property: The government will provide two new LCS sleds and PAO coolant for the LCS sled.

• Contractor Furnished: Contractor shall furnish all other required equipment, supplies, and services.

• Travel: No contractor travel is required or provided beyond regular access to Dyess AFB.

• Phase-In/Out: No phase-in/out is required for the 5-year term.

• Security: Contractor employees are subject to background checks and must comply with base traffic and security regulations. No weapons are permitted on base.

Questions & Answers / Clarifications

This document provides responses to questions and clarifications regarding the "Air Cooling Sled Maintenance" opportunity (FA466126Q0004), along with supporting images and technical information.

• Submittal Data for New LCS: Government-provided submittal data for the new LCS is available on pages 2-5.

• Photos of Existing Equipment: Images of existing cooling air sleds and LCS cooling oil sleds are provided on pages 6-16, categorized by location (Hangar 5020, On-Hand Air Cooler, Hangar 5110 LCS, Bldg 5111).

• Drawings/Schematics Availability: Additional drawings, layouts, or schematics beyond those provided are not currently available.

• "As-Built" Documentation: "As-built" documentation is accessible on pages 17-18.

• Equipment Condition: Information regarding the current equipment condition is proprietary and will not be shared.

• HVAC Equipment Details: Includes photographs of installed HVAC equipment at Buildings 5110 and 5111, nameplates with model and serial numbers (e.g., AIRCRAFT ELECTRONIC COOLING-UNIT, McQuay Air Conditioning Water Cooled Screw Chiller), and detailed electrical schematics and line power information for a specific chiller unit (Unit Assembly UA000957AA, S/N 20015624-01-01).

• Electrical Schematics: Comprehensive diagrams for chiller electrical enclosures (condenser fans, expansion modules, control circuits), pump stations (power distribution, motor control, control circuits), and PLC/HMI connections.

• Plumbing and Refrigeration Schematics: Diagrams illustrating fluid flow, components, and refrigerant circuits.

• Line Power Electrical Information: Tables detailing voltage, phase, frequency, amperage, circuit protection, and component specifications.

• Mechanical Drawings: Renderings and dimensional drawings of the chiller unit.

This document clarifies the availability of specific data, imagery, and technical details related to the existing and new equipment. The detailed schematics and drawings are crucial for bidders to accurately assess existing conditions, understand system architecture, identify specific equipment, and scope their proposals. Bidders should use this information to ensure compliance with existing infrastructure and prepare detailed technical proposals.

Amendment / Modification

This document is Amendment 1 to the Request for Quote (RFQ) FA466126Q0004. It is being re-submitted due to previous access issues.

This amendment addresses the re-submission of the RFQ.

No changes to proposal deadlines, requirements, or evaluation factors are indicated by this amendment, other than addressing the access issue for the RFQ itself.

Forms / Attachments / Pricing Sheets

This document lists and incorporates by reference various Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) provisions and clauses. These provisions and clauses are legally binding and form part of the contract.

• Provisions by Reference (FAR 52.252-1): Lists solicitation provisions that are incorporated by reference. Offerors are cautioned that some provisions may require completion and submission with their quotation or offer. Full text is available at http://www.acquisition.gov.
• Clauses by Reference (FAR 52.252-2): Lists contract clauses incorporated by reference. Full text is available at http://www.acquisition.gov.
• Specific Clauses: Includes a comprehensive list of FAR and DFARS clauses covering various aspects such as definitions, prohibitions, representations, certifications, terms and conditions for commercial products/services, small business requirements, service contract labor standards, payment instructions, and unique item identification.
• Item Unique Identification and Valuation (252.211-7003): Details requirements for unique item identification (IUID) for delivered items, including specific data elements, marking methods (e.g., data matrix), and reporting procedures via Wide Area WorkFlow (WAWF).
• Wide Area WorkFlow (WAWF) Payment Instructions (252.232-7006): Outlines the procedures for submitting payment requests and receiving reports electronically through the WAWF system.
• Ombudsman (5352.201-9101): Provides information on the appointed ombudsman for resolving concerns from offerors and potential offerors.

Bidders must review all incorporated provisions and clauses to understand their contractual obligations, submission requirements, and evaluation criteria. Specific attention should be paid to clauses related to unique item identification and WAWF payment instructions, as these directly impact contract performance and payment processing. The ombudsman clause provides a point of contact for resolving acquisition-related concerns.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire. It is designed to collect feedback on a firm's performance on a previous contract or project. This information is typically used by government agencies as part of the evaluation process for new contract awards.

• Firm/Agency Providing Feedback: Information about the entity providing the feedback.
• Project Details: Name, period of performance, award date, awarded value, contract type, completion date, and current dollar value of the project being assessed.
• Assessing Official: Name, email, and phone number of the individual providing the assessment.
• Assessment Categories: Ratings for Quality of Product or Service, Schedule, Cost Control, Business Relations, Management of Key Personnel, Reliability, Customer Support, and Overall Performance. Ratings range from Unsatisfactory to Exceptional, with an N/A option.
• Other Areas: Space for additional performance areas.
• Additional Comments: A section for qualitative feedback.

Bidders may encounter this form as part of a solicitation where they are required to provide past performance information. Alternatively, if a bidder is being evaluated, this form may be sent to their past clients or contracting officers to gather feedback. Understanding the categories assessed can help bidders prepare to provide relevant information or anticipate the type of feedback that will be sought.

Wage Determination

This document provides the official U.S. Department of Labor wage determination for various occupations in Texas Counties of Callahan, Jones, and Taylor, under the Service Contract Act. It specifies the minimum hourly wage rates and applicable fringe benefits required for contractors performing services on federal contracts in this area.

• Minimum Wage Rates: The document lists specific minimum hourly wage rates for a wide range of occupations, from administrative support and automotive services to health occupations, information technology, and maintenance roles.
• Fringe Benefits: It outlines required fringe benefits, including Health & Welfare benefits ($5.55 per hour or $222.00 per week) and specific provisions related to Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage adjustments).
• Applicability: This wage determination applies to all contracts subject to the Service Contract Act awarded or issued on or after specific dates mentioned in the notes.
• Conformance Process: Guidance is provided on how contractors should handle classifications not explicitly listed in the determination, including the process for requesting additional classifications and wage rates via Standard Form 1444 (SF-1444).
• Additional Provisions: The document also details requirements for paid sick leave, vacation time (2 weeks after 1 year, 3 weeks after 8 years, 4 weeks after 15 years), and a minimum of eleven paid holidays per year.

This wage determination is crucial for bidders to accurately calculate labor costs for their proposals. Understanding these minimum wage and benefit requirements is essential for ensuring compliance with federal regulations and for submitting competitive and compliant bids.

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

This Performance Work Statement (PWS) outlines the requirements for non-personnel services related to the maintenance and repair of aircraft cooling air sleds and a liquid cooling system (LCS) sled at Dyess AFB, TX. The primary goal is to ensure these systems are fully operational.

• LCS Sled Replacement: Removal of the existing 2-piece LCS cooling sled and outdoor chiller in Hangar 5110 and installation of a new government-provided LCS cooling sled (Model# OTM-20AC UA000950).

• Preventative Maintenance: Quarterly preventative maintenance for six (6) aircraft cooling air sleds and the LCS sled (both existing and new).

• Routine Repairs: Make routine repairs identified during preventative maintenance within 5 days of parts delivery.

• Emergency Repairs: Respond to emergency repair calls within 24 hours and complete repairs within 24 hours of parts delivery.

• Cooling Air Sled Repairs: Repair of five (5) aircraft cooling air sleds that are currently partially operational (air blows but is not cooled) or have other issues like oil leaks.

• Associated Systems: Includes maintenance and repair of associated air ducting, HVAC plumbing, and interior electrical control systems for these sleds.

• Response Time: Emergency repairs within 24 hours of call, routine repairs within 5 days of parts delivery.

• Quality: Zero deviation from standard for most tasks, with specific allowances for routine repairs coordinated with the COR.

• Reporting: Quarterly Status Reports, Routine/Emergency Repair Reports, Verifiable Sled Operation reports.

• Period of Performance: 5-year contract (1 base year and 4 option years).

• Place of Performance: Dyess Air Force Base, TX.

• Contractor Qualifications: Must hold a valid state-issued Class A Air Conditioning and Refrigeration license.

• Materials: Non-OEM replacement parts require COR approval. Government will provide PAO coolant for the LCS sled.

• Coordination: Contractor must coordinate schedules and repairs with the Contracting Officer's Representative (COR).

• Safety & Security: Compliance with all base security regulations, traffic regulations, and submission of a Safety and Health Plan.

• Government Furnished Property: The new LCS sled will be provided by the government.

Sources Sought Notice

This notice is for market research purposes only and is not a solicitation. The United States Air Force, 7th Contracting Squadron, Dyess Air Force Base, Texas, is seeking information on potential sources capable of performing quarterly maintenance and repairs on specific aircraft cooling equipment. This includes the removal and installation of LCS Cooling Oil Sleds.

• Cooling Air Sled Model #MM-1710-1
• Cooling Air Sled Model #MM-1710-2
• Cooling Air Sled Model #MM-1710-3
• Cooling Air Sled Model #MM-1655-2
• LCS Cooling Oil Sled Model #MDS-GTAN00NA
• LCS Cooling Oil Sled Model # MDS-GTAN00NA /OTM-20ACUA000950

Removal of the current LCS Cooling Oil Sled, Model # MDS-GTAN00NA and installation of a new LCS Cooling Oil Sled, Model # OTM-20ACUA000950 (to be provided by the government).

238220 Plumbing, Heating, and Air-Conditioning Contractors

Interested firms should submit a Statement of Capability (SOC) demonstrating their ability to meet the requirement. Responses should include company name, CAGE code, point of contact, address, and phone number.

• Deadline: 9:00 A.M. (Central Standard Time - CST) on February 26, 2026.
• Format: Electronic via email to christian.limtiaco@us.af.mil and taylor.norris@us.af.mil. Attachments should be in PDF or Microsoft Word format.

Responses will help the government determine potential sources and whether a sole source or set-aside acquisition is appropriate. The government reserves the right to conduct a full and open competition or other than full and open competition based on responses.

• This is NOT a Request for Proposal (RFP) or Quotation (RFQ).
• No award will be made as a result of this notice.
• The government will not reimburse respondents for any costs incurred in preparing or submitting a response.
• Respondents will not be individually notified of the results of the government's assessments.
• Prospective offerors are responsible for monitoring SAM.gov for future announcements, including the release of a formal solicitation (RFP/RFQ).