Coolant Machine Maintenance (5-months)

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for Machine Coolant Maintenance services. The government is procuring these services to maintain machine coolant.

• The primary service required is "Machine Coolant Maintenance".

• The contract is for a period of 5 months.

• Safety requirements include adherence to 29 CFR 1910, 29 CFR 1926, and applicable state/local requirements. Contractors must ensure employees are trained on hazards and report injuries.

• Pricing Arrangement: Firm Fixed Price.

• Period of Performance: April 1, 2026, to August 31, 2026 (5 months).

• Estimated Value: USD 12,500,000.00 (Size Standard).

• Solicitation Issue Date: March 19, 2026.

• Offer Due Date: March 27, 2026, at 08:00 AM.

• Evaluation factors are not explicitly detailed in the provided sections, but the award will be made to the responsible Offeror whose offer is most advantageous to the Government, considering price and other factors.

• This acquisition is set aside for Small Business.

• NAICS Code: 325998 (Other Chemical Product and Preparation Manufacturing).

• Size Standard: USD 12,500,000.00.

• The document includes various FAR and DFARS clauses incorporated by reference and in full text, covering topics such as payment instructions (WAWF), safety, and contract administration.

• Section J lists several attachments, including a PWS for Coolant Contract, an Addendum to FAR 52.212-2, a Wage Determination, and a QASP.

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

To provide continual maintenance of machine coolant for equipment at Norfolk Naval Shipyard (NNSY), Portsmouth, Virginia.

• Provide all necessary technicians, procurement, handling, management, transportation, equipment, parts, tools, materials, and supervision for on-site machine coolant maintenance.

• Maintain coolant for all equipment listed in Appendix A, with potential for additions or replacements.

• Perform coolant cleaning for newly added machines according to specified procedures.

• Conduct weekly monitoring of coolant levels and concentration using refractometers.

• Perform bi-weekly coolant sampling for laboratory analysis.

• Manage and dispose of waste liquid and materials generated during services.

• Provide a minimum of 500 gallons of premixed coolant for emergent use.

• Coolant must meet specific qualities (e.g., resistant to microbial degradation, bio-stable, low foaming, corrosion protection).

• Cleaning procedures must adhere to specified methods and cleaning agents (e.g., CIMCLEAN 30).

• Coolant concentration must be maintained within specified ranges (5-7% for non-nuclear, 10% for nuclear).

• Bacteria and Fungi levels must be monitored and managed according to specified criteria.

• Coolant analysis reports (CDRL A002) are required.

• Performance will be evaluated per the Quality Assurance Surveillance Plan (QASP).

• Period of Performance: 5 months (4/1/2026 – 9/30/2026).

• Place of Performance: Within buildings located in the Controlled Industrial Area (CIA) at NNSY, Portsmouth, VA 23709.

• Contractor must provide knowledgeable personnel, including trained Environmental Coordinators (ECs).

• Specific coolant type (HOCUT 795 or equivalent) and cleaning agents are specified.

• Adherence to safety regulations, including forklift operation spotters and Hazardous Energy Control (HEC) procedures, is mandatory.

• Facility entry requirements include SECNAV 5512 data submission, potential DBIDS card and NAVSEA badging, and restrictions on Portable Electronic Devices (PEDs) in certain areas.

• All work must be performed between 7:20 am and 3:50 pm, excluding federal holidays, unless otherwise negotiated.

• Any additional work outside the scope requires written authorization from the Contracting Officer.

Form / Attachment / Pricing Sheet

This document, Appendix B, provides definitions for terms used within the NAVSHIPYDNOR M-11450.4B instruction. It serves to ensure a common understanding of terminology related to material handling equipment (MHE) operations, safety, and specific lift scenarios.

• Definitions for terms such as 'Area of Operation', 'Blind Areas', 'Center of Balance (COB)', 'Center of Gravity (COG)', 'Complex Lifts', 'Congested Area', 'Material Handling Equipment (MHE)', 'MHE Manager', 'Near Miss', 'No Zone', 'Spotters', and 'Tandem Lifts'.
• Clarification of different types of forklifts and their attachments.
• Explanation of safety-related terms and procedures like 'Interactive Pre-Lift Brief' and 'Load-Restraining Devices'.

Bidders responding to opportunities that reference this instruction or involve MHE operations should familiarize themselves with these definitions. Understanding these terms is crucial for accurately interpreting requirements, scope of work, safety protocols, and performance standards related to material handling and lifting operations.

Form / Attachment / Pricing Sheet

This document is a Safety Data Sheet (SDS) for HOCUTTM 795-H, a metalworking fluid. It provides comprehensive information on the product's identification, hazards, composition, first aid measures, fire-fighting measures, accidental release measures, handling and storage, exposure controls, physical and chemical properties, stability and reactivity, toxicological information, ecological information, disposal considerations, transport information, and regulatory information.

• Identification: Product code (202374-01), product name (HOCUTTM 795-H), supplier information, and emergency contact numbers.
• Hazards: Classified as a skin irritant (Category 2), eye irritant (Category 2A), and skin sensitizer (Category 1). It warns of skin irritation, potential allergic skin reactions, and serious eye irritation.
• Composition: A mixture, with Mineral oil being the primary component (≥50-≤75%). Other components include various amines and alcohols.
• First Aid: Instructions for inhalation, skin contact, eye contact, and ingestion.
• Handling & Storage: Recommends wearing personal protective equipment, avoiding contact with eyes, skin, and clothing, and not breathing vapors. Storage should be in original containers, protected from sunlight, in a dry, cool, and well-ventilated area.
• Exposure Controls/Personal Protection: Details occupational exposure limits for mineral oil and recommends engineering controls and personal protective equipment (gloves, eye protection).
• Physical & Chemical Properties: Liquid, hazy appearance, characteristic odor, pH of 10.2, and a VOC content of 142 g/l.
• Toxicological & Ecological Information: Provides data on acute toxicity, irritation, sensitization, and aquatic toxicity. The material is toxic to aquatic life with long-lasting effects.
• Disposal & Transport: Outlines disposal methods in accordance with environmental regulations and states the product is not regulated for transport.

This SDS is crucial for bidders to understand the safety, handling, and environmental considerations associated with the HOCUTTM 795-H product if it is part of the procurement. It highlights potential hazards, necessary personal protective equipment, and disposal requirements, which may impact operational planning and compliance for the awarded contract.

Form / Attachment / Pricing Sheet

This document serves as a Contractor Technical Certification Template. Offerors must use this template to certify that their submitted quote meets all minimum technical capabilities outlined in the solicitation. This certification is a mandatory requirement for consideration of award.

• Technical Capabilities Statement: Requires the contractor to confirm provision of specific coolant and cleaning agents, or approved equivalents.
  • Coolant: Hocut 795, Castrol Hysol MB 50, or approved equivalent.
  • Cleaning Agent: CIMCLEAN 30, or approved equivalent.
  • Space is provided to list any pre-approved equivalents by the deadline for questions (March 25, 2026, 9:00 AM EST).
• Technical Capability/Contractor Responsibility Certification: A statement for the vendor to certify that their service meets or exceeds all specifications and responsibilities in the solicitation without exception.
• Signature, Printed Name, and Title fields for official certification.

This template must be completed, initialed, signed, and submitted as part of the vendor's quote package. Failure to meet and certify all listed minimum capabilities will result in the quote not being considered for award. Bidders must pay close attention to the specified coolant and cleaning agents and the process for obtaining approval for equivalents.

Amendment / Modification

This document serves as an addendum to FAR 52.212-1, "Instructions to Offerors – Commercial Items." It specifies additional information required by NAVSEA Service Contracts Division, Norfolk Naval Shipyard, for this requirement, which will be awarded using FAR Part 12 procedures for Commercial Items. Award will be made to the technically acceptable offer resulting in the lowest aggregate price based on FAR 52.212-2 evaluation criteria.

Proposal Content and Instructions:

• Technical Capability: Offerors must provide a statement demonstrating compliance with the Statement of Work and associated attachments. Specific coolant and cleaning agent requirements are detailed:

  • Coolant: Hocut 795 (preferred), Castrol Hysol MB 50, or an equivalent subject to technical review and approval by NNSY prior to the questions deadline. Requests for approval must be submitted to Roshanda.L.Sansom.civ@navy.mil.
  • Cleaning Agent: CIMCLEAN 30 or an equivalent subject to technical review and approval by NNSY prior to the questions deadline. Requests for approval must be submitted to Roshanda.L.Sansom.civ@navy.mil.

• Price Submission: Must include monthly rates and be submitted on the attached SF 1449. Vendors must complete Blocks 17a, 30a-30c on the SF 1449 and provide a separate quote sheet with a price breakdown.

• Submission Deadline: Quotations must be received by NAVSEA Service Contracts Division no later than the closing date indicated in Block 8 of the SF 1449. Interested vendors may email quotations to Roshanda.L.Sansom.civ@navy.mil.

• Quote Validity: Quotes must be held firm for a minimum of sixty (60) days.

• Questions Deadline: Questions regarding solicitation requirements must be submitted via email to Roshanda.L.Sansom@civ@navy.mil by March 25, 2026, at 0900 AM EST. No questions received after this date will be answered.

Form / Attachment / Pricing Sheet

This document is an equipment list, likely an attachment to a solicitation or other procurement document. It details various machinery and equipment, including their identification numbers, models, serial numbers, locations, nomenclature (description), and reservoir capacity.

• NAVY ID #, ALPHA, Model Number, Serial Number: Unique identifiers for each piece of equipment.
• LOCATION: The physical location of the equipment.
• NOMENCLATURE: A description of the equipment (e.g., "Blanchard Rotary Surface Grinder," "Samsung Turning Center," "HAAS VF-2").
• RESERVOIR: Indicates the reservoir capacity for the equipment, likely in gallons.

This list is crucial for bidders to understand the existing equipment inventory at the facility where the work will be performed. It may be relevant for:

• Assessing the capabilities of the facility.
• Planning for any necessary integration or use of existing equipment.
• Understanding the scope of work related to maintaining, operating, or upgrading this equipment.
• Estimating resource requirements for the opportunity.

Forms / Attachments / Pricing Sheets

This document is a Contract Data Requirements List (CDRL) detailing specific data items required from the contractor. It outlines the format, content, submission frequency, and distribution for each data item.

Two data items are detailed:

• A001 - CERTIFICATION DATA REPORT (CLEAN-OUT DATA SHEET): Requires information on personnel, asset number, service date, coolant removal, initial and final refractometer readings, man-hours, and representative signature. Monitoring results must be attached for inspection.
• A002 - TEST/INSPECTION REPORT (COOLANT SAMPLE LABORATORY ANALYSIS): Requires analysis of coolant, including customer, NID#, product, date charged, capacity, recommended contraction %, sample dates, actual concentration, pH level, tramp oil, bacteria level, fungi level, running charge, and recommendations. Laboratory analysis is only required if HOLCUT 795 coolant is not utilized.

This CDRL specifies the reporting and data submission requirements for the contractor. Bidders must understand these requirements to accurately estimate the effort and cost associated with providing the specified data reports, particularly concerning machine coolant maintenance and analysis.

Form / Attachment / Pricing Sheet

This document is the Quality Assurance Surveillance Plan (QASP) which outlines the performance standards the Government will use to determine contractor performance. It details how the Contracting Officer's Representative (COR) will monitor and rate contractor performance against these standards.

• Performance Standards: Specific metrics and acceptable quality levels (AQLs) for various tasks.
• Surveillance Methods: How the COR will inspect and verify contractor performance (e.g., 100% Inspection).
• Performance Rating: Contractor performance will be rated as Satisfactory (SAT) or Unsatisfactory (UNSAT), with explanations for any UNSAT ratings.
• Deliverables Schedule: Lists required deliverables, their frequency, submission format, and to whom they should be submitted.
  • Clean-Out Data Sheet (CDRL A001): Due within 10 calendar days after each machine maintenance.
  • Coolant Laboratory Analysis (CDRL A002): Due within 10 calendar days after each coolant sample.
• Specific Task Requirements: Details for tasks such as cleaning additional machines (PWS 6.3), continual maintenance of machine coolant (PWS 6.5), and tracking coolant performance (PWS 6.6 – 6.8).
• Safety Notes: Specific safety requirements, such as the need for a spotter with a whistle during forklift operation (6.2, 6.2.1).

This QASP is critical for bidders as it defines the performance expectations and quality standards that will be used to evaluate their work. Understanding these standards, AQLs, and surveillance methods is essential for developing a compliant proposal and ensuring successful contract performance. It highlights specific deliverables and reporting requirements that must be met.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" for North Carolina and Virginia. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work subject to the Service Contract Act. Bidders must use this information to ensure they are meeting the labor cost requirements for covered employees.

• Occupational Listing: Details numerous job titles, their corresponding occupation codes, and the minimum hourly wage rate.
• Fringe Benefits: States that fringe benefits required follow the occupational listing. Specific benefits like Health & Welfare are detailed, including rates for regular hours and for contracts also covered by Executive Order 13706.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining their requirements and how they interact with the Service Contract Act.
• Vacation and Holidays: Specifies the minimum paid vacation and holiday entitlements based on years of service and a list of eleven paid holidays.
• Footnotes: Provides specific guidance for certain occupations, such as Computer Employees and Air Traffic Controllers, including details on exemptions, night pay, and Sunday pay.
• Hazardous Pay Differential: Outlines 8% and 4% differentials for work involving ordnance and explosives.
• Uniform Allowance: Details requirements for providing and maintaining uniforms, including reimbursement standards.
• Conformance Process: Explains the process for establishing wage rates for classifications not listed in the determination.

This document is critical for bidders to accurately estimate labor costs for their proposals. It establishes the minimum wages and benefits that must be paid to service employees working on the contract. Failure to comply with these wage determinations can lead to penalties and contract non-compliance. Bidders must review the listed occupations to determine which apply to their proposed effort and ensure their proposed wages meet or exceed these minimums.

Form / Attachment / Pricing Sheet

This document is a Safety Data Sheet (SDS) for Hysol MB 50, a metalworking fluid. It provides comprehensive information on the product's hazards, composition, safe handling, emergency measures, and regulatory status.

• Identification: Product name (Hysol MB 50), product code (465450-AU22), and intended use (metalworking fluid - soluble).
• Hazards: Classified as a skin irritant (Category 2), causes serious eye damage (Category 1), and a skin sensitizer (Category 1). It also notes defatting to the skin.
• Composition: Mixture containing distillates (petroleum), hydrotreated heavy naphthenic, amine neutralised carboxylic acids, and other additives.
• First Aid: Detailed instructions for inhalation, ingestion, skin contact, and eye contact.
• Handling & Storage: Precautions for safe handling, including personal protective equipment, and conditions for safe storage.
• Exposure Controls/Personal Protection: Occupational exposure limits, recommended monitoring procedures, engineering controls, and specific personal protective equipment (eye, hand, skin, respiratory).
• Physical & Chemical Properties: Appearance, pH, flash point, vapour pressure, density, and solubility.
• Stability & Reactivity: Information on chemical stability, conditions to avoid, incompatible materials, and hazardous decomposition products.
• Toxicological Information: Details on routes of exposure, symptoms, and potential chronic health effects.
• Ecological Information: Ecotoxicity, persistence, bioaccumulative potential, and mobility in soil.
• Disposal Considerations: Guidance on waste disposal methods.
• Transport & Regulatory Information: Classification for transport and relevant regulatory information.

This SDS is crucial for bidders to understand the health, safety, and environmental risks associated with the product if it is part of the opportunity's requirements. It informs potential bidders about the necessary precautions, personal protective equipment, and handling procedures required if they are to supply or use this material. It also highlights potential hazards that may need to be addressed in their proposals or operational plans.

Form / Attachment / Pricing Sheet

This document is a product brochure for Castrol Hysol MB 50, a metalworking fluid. It is intended to inform potential users about the product's capabilities, benefits, and technical specifications.

• Product Name: Castrol Hysol MB 50
• Key Benefits: Extends fluid life, reduces maintenance and downtime, minimizes fluid usage and waste, increases tramp oil rejection, and improves part cleanliness.
• Multi-purpose Capabilities: Suitable for various operations and multiple metal types, simplifying operations.
• Water Hardness Tolerance: Designed to operate across a range of water hardness (100-600 ppm CaCO3), resisting foaming and maintaining emulsion stability.
• Applicable Sectors: Aerospace, Automotive, Agriculture, Construction, Engine Manufacturing, Heavy Industry, Job Shops, Machine Manufacturing, Medical, Primary and Secondary Metals, Precision Machining.
• Typical Characteristics: Details on Mineral Oil, Ester, Boron, Amine, Chlorides, and Biocide content.
• Emulsion Properties: Includes Refractometer Factor, Concentration (%), Appearance, pH, Cast Iron Chip Break Point, and Water Tolerance.

This document helps potential bidders understand the specific product being referenced or potentially required for an opportunity. It provides technical details and benefits that bidders can use to assess their ability to meet requirements or to prepare proposals that align with the product's capabilities. It highlights how the product addresses common manufacturing challenges, which may be relevant to the scope of work for a government contract.

Form / Attachment / Pricing Sheet

This document is a Technical Data Sheet for HOCUT® 795, a heavy-duty machining and grinding fluid. It provides detailed information about the product's properties, applications, benefits, and recommendations for use.

• Product Description: A soluble oil metal removal fluid compatible with hard water, offering high corrosion protection and lubrication.
• Applications: Suitable for heavy-duty machining and grinding of ferrous and aluminum metals, including various steel types, cast iron, and aluminum alloys. It is also recommended for gun drilling and high-pressure applications due to its low foaming characteristics.
• Recommendations for Use: Specifies dilution ratios for machining (5-10%) and grinding (5%).
• Benefits: Extends tool life, improves productivity, provides superior surface finish, allows for lower running concentrations, and has a biostable formulation for extended sump life.
• Properties: Details include appearance (Amber liquid), typical pH in use (9), density (0.95 g/cc | 7.9 lbs/gal), and a Refractometer Factor (1).
• Health, Safety, and Handling: Advises consulting the Safety Data Sheet (SDS) for storage, handling, and disposal information.

This document is relevant to bidders as it describes a specific product (HOCUT® 795) that may be required for the opportunity. Understanding its properties, applications, and recommended usage will help bidders determine if their proposed solution or product offering aligns with the government's needs, or if this product is a specified material for the contract.

Form / Attachment / Pricing Sheet

This document is a Product Data sheet for Castrol Hysol MB 50, a high-performance soluble metalworking fluid. It provides detailed information about the product's description, application, advantages, typical characteristics, recommended concentrations, and additional information regarding its additives.

• Description: Highlights that Hysol MB 50 is a chlorine and formaldehyde-free metalworking fluid designed to enhance machining performance and surface finish.
• Application: Specifies suitability for machining ferrous and aluminum alloys, with a table indicating its use in Grinding, Milling, Turning, Drilling, Reaming, Tapping, and Broaching.
• Advantages: Lists benefits such as compliance with health and safety regulations, extended fluid life, low foam, good anti-corrosion properties, improved tool life, and reduced coolant drag-out.
• Typical Characteristics: Provides technical specifications including appearance, mineral oil content, pH, and refractometer factor.
• Recommended Concentrations: Offers specific percentage ranges for using the fluid in various machining operations (Grinding, General Machining, Drilling, Reaming/Tapping, Broaching) and water hardness range.
• Additional Information: Details the presence or absence of specific additives like Boron, Formaldehyde releasing agent, EP-Ester, Amines, and Chlorine.

This document is relevant to bidders as it describes a specific product (Castrol Hysol MB 50) that may be required or recommended for the opportunity. Understanding its properties, applications, and recommended usage concentrations will help bidders determine if they can meet potential material requirements or if this product is suitable for the intended operations. It also highlights compliance with environmental and safety regulations, which may be a factor in the opportunity.