Chiller Service Maintenance FY26 W/ 4 Option Years

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) for Chiller Service Maintenance for two (2) Trane Water Chillers at the USDA Jamie Whitten Delta States Research Center in Stoneville, MS. The objective is to provide inspection and service for one base year and four option years.

• Inspection and service for two Trane Water Chillers.

• Work to be performed at the USDA, ARS Jamie Whitten Delta States Research Center, 141 Experiment Station Road, Stoneville, MS 38776.

• Delivery of all items required by the Period of Performance: 05/01/2026 - 04/30/2027. Early deliveries will not be accepted.

• Anticipated contract type: Firm-fixed price requirements contract.

• Duration: One (1) one-year base period and four (4) one-year option periods, for a total duration not to exceed five (5) years.

• F.O.B. destination is requested for all deliverables.

• Award will be made to the offeror representing the best value to the Government, based on a comparative analysis evaluation criteria.

• Evaluation will consider: Relevant Experience, Past Performance, and Quality of Performance.

• Past Performance: Offerors must provide completed Past Performance Questionnaires for five (5) relevant contracts completed within the preceding five (5) years. Recency, relevancy, and quality will be assessed.

• Technical: Contractors' plans to provide inspection and service will be reviewed.

• Price: Offerors must provide pricing for all items. Quotations will be evaluated to determine if pricing is fair and reasonable.

• Questions regarding the solicitation are due via email by March 19, 2026, at 10:00 AM EST.

• Offers must be held firm for 90 calendar days from the date specified for receipt of offers.

• The document references various FAR provisions related to small business concerns, including "Solicitation of Offers from Small Business Concerns and Small Business Teaming Arrangements or Joint Ventures" and "Notice of Total Small Business Aside."

• Technical data and supporting documentation are available via the "Attachments/Links" section of the posting, including "Attachment 1 - Solicitation Terms and Conditions," "Attachment 2 - Specifications," and "Attachment 3 - Past Performance Questionnaire."

• The solicitation incorporates numerous FAR clauses by reference, including those related to commercial products and services, service contract labor standards, and others. Offerors are advised to review these clauses.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Past Performance Questionnaire (PPQ), for the "Chiller Service Maintenance FY26 W/Option Years" Request For Quote (RFQ) 1232SA26Q0287. It is designed to collect feedback from clients regarding a contractor's past performance on similar projects.

• Contractor Information: Fields for the contractor to complete regarding their client organization, project name, contract number, description of support, period of performance, dates, total cost/price, and number of personnel.
• Technical Point of Contact (POC) Section: Collects information about the client's technical POC, including name, title, address, and telephone number. It also asks if the client was informed about the PPQ submission deadline and potential follow-up contact from USDA.
• Performance Ratings (Technical POC): Requires the contractor to indicate the rating their Technical POC would give the project across several categories: Overall Technical Performance, Quality of Work, Schedule Performance, and Cost Performance. Specific questions address proactive risk identification and whether the POC would use the company again.
• Contracting Point of Contact (POC) Section: Similar to the technical section, but for the client's contracting POC. It also includes a rating for Overall Contractual Performance and whether the POC would use the company again.
• Submission Instructions: The contractor must complete their company-specific information, contact their clients, forward the form to them, and request that clients complete, verify/concur, and score it. The completed form should be sent via email to tucker.davis@usda.gov.
• Deadline: The questionnaire must be completed and returned to USDA by April 03, 2026, at 6:00 pm EST.

This form is crucial for bidders as it outlines the specific information and ratings that the government will use to evaluate their past performance. Bidders must ensure they provide this form to their relevant client references and that these references understand the submission requirements and deadline to provide accurate and timely feedback.

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

To provide inspection and service for two (2) Trane Water Cooled Chillers (Model# CVHE-050 Centrifugal Water Chillers) located at the National Biological Control Lab Bldg. #80 at USDA-ARS in Stoneville, MS.

• Provide inspection and service for the chillers for one (1) base year and four (4) additional option years.

• Perform three (3) Seasonal Inspections per year: one Major Annual Inspection, one Fall/Winter Operational Inspection, and one Summer Operational Inspection.

• Conduct Annual Tube Cleaning Services during the Fall/Winter Operational Inspection.

• Utilize bio-based products and materials where possible.

• Contractor is responsible for all labor, materials, and equipment.

• Inspections to be performed according to Trane Company's Factory recommended procedures.

• Contractor must submit a Site Safety Specific Plan/Accident Prevention Plan within 14 days of contract award.

• All work must be performed without adversely affecting daily operations of the facility.

• Contractor must have a superintendent on-site during work.

• Base Year: May 1, 2026, through April 30, 2027.

• Option Years: Four (4) additional years, totaling five (5) years.

• Location: National Biological Control Lab Bldg. #80, USDA-ARS, Stoneville, MS.

• Scheduled Maintenance Hours: 8:00 a.m. - 4:00 p.m. CST, Monday through Friday.

• Contractors must be registered in System for Award Management (SAM) prior to submitting a quote.

• Site visits are encouraged and will be escorted by a government representative.

• Contractors are requested to submit a list of similar projects performed in the last 5 years with their quote package.

• Submittals on all material, including shop drawings, parts, and specifications, are required.

• Any damage to government property caused by the contractor must be repaired or replaced.

• A government representative will inspect and approve the work.