Dry Ice Weekly Supply

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation HT940626QE005, clarifying various aspects of the Statement of Work (SOW) and submission requirements.

• Quote Submission Deadline: Confirm the official quote submission deadline and time (EST) by referring to Standard Form (SF) 1449, Block 8 on Page 1.
• Delivery Pricing: Contractors must incorporate costs for unexpected surges in demand (approximately 4% or 600 pounds per year) into their base weekly pricing. A pricing breakdown must be provided with the quote for evaluation.
• Packaging: Reusable insulated containers are acceptable for transporting dry ice. The contractor is responsible for ensuring safe transport in insulated containers with venting mechanisms, adhering to hazardous materials regulations.
• Holiday Deliveries: For federal holidays falling on a Monday, services resume the first workday following the holiday, with normal Monday delivery resuming thereafter. Deliveries attempted on Saturdays, Sundays, or holidays without specific instructions will be at the contractor's expense.
• Acceptance Criteria: Acceptance is based on the purity and temperature of the dry ice upon delivery. The dry ice must be at or below -78.5°C (-109.3°F).
• Base Access Lead Time: Winning contractors must coordinate base access with the COR immediately after award. The aim is to award the contract before the Period of Performance (POP) start date to allow time for this process.

This Q&A document clarifies existing requirements and does not appear to alter the solicitation's core requirements or submission deadlines, but bidders should review SF 1449, Block 8 for the definitive quote deadline.

Solicitation / RFP / RFQ

This solicitation is for the procurement of solid carbon dioxide (dry ice) to support the operations of the 20th Medical Group (MDG) at Shaw Air Force Base (AFB). The requirement is set aside for small businesses.

• Weekly delivery of 300 pounds of dry ice pellets on Mondays between 7:30 am and 10:30 am Eastern Standard Time (EST).

• Dry ice must be packed in at least two boxes or bags and transported in insulated containers with venting mechanisms.

• Adherence to regulatory guidelines for hazardous materials, including proper marking, labeling, handling, training, and transportation.

• Emergency or special event dry ice deliveries may be required outside the normal schedule.

• Delivery location: 20th MDG, 420 Polifka Drive (Building 1042 Medical Logistics Supply Dock), Shaw AFB, South Carolina 29152.

• Purity and temperature of dry ice must be ensured.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base Year (June 20, 2026 - June 19, 2027) with four Option Years (June 20, 2027 - June 19, 2031).

• Option to Extend Services: May be extended up to December 19, 2031.

• NAICS Code: 325120 (Dry ice manufacturing).

• Product Service Code: 6515 (Medical And Surgical Instruments, Equipment, and Supplies).

• Offerors must submit their best prices in their initial offer.

• Quotes must be submitted electronically in Word, PDF, or Excel format.

• Offerors must be registered in the System for Award Management (SAM).

• Evaluation Basis: Lowest Priced Technically Acceptable (LPTA).

• Offerors must be rated Technically Acceptable in all factors/subfactors.

• Offerors must hold prices firm for 90 calendar days from the date specified for receipt of offers.

• Offer due date: February 13, 2026, 02:00 PM Local Time.

• This acquisition is set aside for small businesses.

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, payment instructions, and representations and certifications.

• Key Government Personnel: Contracting Officer (KO) and Contracting Officer Representative (COR) details will be provided upon award.