Duct Replacement and Cleaning

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation (RFQ) for Duct Replacement and Cleaning services at Kearneysville, WV. The government intends to award a firm-fixed-price contract to a single contractor.

• Duct Replacement and Cleaning services.

• Detailed scope of work is provided in Attachment 5.

• The project involves work around an active research facility, requiring specific site security and work performance considerations.

• Contract type: Firm-fixed-price.

• Period of Performance: Delivery within 90 days after award.

• Estimated Value: Not explicitly stated, but a bid guarantee is required for offers over $35,000, not to exceed 20% of the proposed price or $3,000,000.

• Proposal Submission Deadline: May 18, 2026, by 10:00 AM Central Time.

• Submission Method: Email to kelly.wright@usda.gov with subject line "RFQ 1232SA26Q0505".

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

• Key Milestones: Questions due by May 7th, 2026. Offerors must hold prices for 60 calendar days.

• Required Documents: Transmittal Summary Letter, completed SF 1442, Technical Approach, Documented Experience (2-3 references), SF 24 Bid Bond, Joint Venture Documentation (if applicable).

• This acquisition is set aside for Total Small Business concerns.

• Applicable NAICS Code: 238220 - Plumbing, Heating, and Air-Conditioning Contractors.

• Small Business Size Standard: $19M.

• Offerors must be registered with the System for Award Management (SAM) at the time of solicitation closing.

• The solicitation incorporates provisions and clauses by reference. Full text can be accessed at www.acquisition.gov.

• A site visit is mandatory for offerors.

• Past performance will be evaluated on an "acceptable" or "unacceptable" basis.

Form / Attachment / Pricing Sheet

This document, "USDA GENERAL REQUIREMENTS," outlines the general requirements for contractors and subcontractors performing work on USDA projects. It details various aspects of project execution, safety, security, and waste management.

• References: Lists applicable standards from ASTM, NFPA, and OSHA.
• General Intention: Defines contractor responsibilities for site preparation, labor, materials, and compliance with site-specific security programs.
• Project Coordination: Covers construction project schedules, daily reporting, formal meetings, and submittal procedures.
• Safety Submittals: Requires a site-specific safety plan, daily inspections, continuous monitoring for noise and dust, and notification for high-risk work.
• Construction Security Requirements: Mandates a site-specific security plan, contractor personnel procedures, and document control.
• Fire Safety: Outlines requirements for a fire safety plan, site access, temporary heating/electrical, means of egress, fire extinguishers, flammable liquids, hot work, inspections, smoking prohibitions, and waste disposal.
• Operations and Storage Areas: Details requirements for confining operations to authorized areas, use of roadways, and utility services.
• Alterations: Requires a pre-work survey and notes on discrepancies.
• Disposal and Retention: Specifies procedures for disposing of or retaining government property and contractor-owned materials.
• Construction Waste Management: Outlines responsibilities for minimizing waste, waste diversion goals, and procedures for reuse, salvage, and recycling.
• Warranty of Construction: Details contractor warranties for work performed.
• Biobased Preferred Products: Requires compliance with regulations for using biobased products and submission of a list of intended biobased products.
• USDA Forms: Lists "Hot Work Permit" and "Daily Inspection Form."

This document is crucial for bidders as it establishes the overarching requirements and standards that must be adhered to throughout the project lifecycle. It details critical aspects such as safety protocols, security measures, environmental considerations (waste management, biobased products), and administrative procedures. Understanding these requirements is essential for accurate proposal development and successful project execution.

Form / Attachment / Pricing Sheet

This document contains "Record Drawings" for the "Selective Renovation of the Laboratory Building" at the Appalachian Fruit Research Station in Kearneysville, West Virginia. It details various plans and diagrams related to HVAC, plumbing, and controls for the renovation project.

• Demolition Plans: Outlines areas and systems to be removed, including HVAC ductwork, piping, and plumbing.
• Floor Plans: Illustrates the layout of mechanical piping, plumbing, and HVAC systems for different sectors of the building.
• Roof Plans: Details HVAC equipment and ductwork on the roof.
• Air Balance Diagrams: Shows airflow quantities for various spaces and systems.
• Control Diagrams: Illustrates the logic and architecture for the building's control systems.
• Details: Provides specific installation details for components like fans, coils, valves, and piping.
• Schedules: Lists specifications for equipment such as Air Handling Units (AHUs), chillers, fans, and terminals.

These drawings are crucial for understanding the existing conditions, the scope of demolition, and the proposed systems for the renovation. Bidders will need to reference these plans to accurately estimate costs, plan their work, and ensure compliance with the renovation's technical requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Ductwork and AHU Locations.docx", provides specific details regarding the layout and placement of ductwork and Air Handling Units (AHUs). It is intended to supplement the primary solicitation or SOW by offering visual or descriptive information crucial for understanding the physical infrastructure related to the opportunity.

• Detailed diagrams, schematics, or descriptions of ductwork routing.
• Identification and location of Air Handling Units (AHUs).
• Potentially includes specifications or requirements related to these components.

This attachment is critical for bidders to accurately assess the scope of work, identify potential challenges, and develop precise proposals. Understanding the existing or required ductwork and AHU configurations is essential for tasks such as HVAC system design, installation, modification, or maintenance. Bidders should carefully review this document to ensure their proposed solutions align with the specified locations and layouts.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Additional Specifications.pdf," provides supplementary details and specifications relevant to the opportunity. It is intended to offer further clarification or requirements beyond the main solicitation documents.

This attachment contains "Additional Specifications" which likely detail specific technical requirements, performance standards, or unique aspects of the project not fully covered in the primary solicitation documents. Bidders should review this document to ensure a comprehensive understanding of all project requirements.

This document is crucial for bidders to accurately assess the scope of work, identify all technical requirements, and prepare a compliant and competitive proposal. Failure to review and incorporate the "Additional Specifications" could lead to non-compliance or an incomplete bid.

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

To provide cleaning services for HVAC systems and components, and to replace internally lined ductwork with externally insulated ductwork at the USDA AFRS facilities in Kearneysville, WV.

• Cleaning of all air handling units (AHUs), including coils, interior surfaces, and associated components (diffusers, grilles, registers).

• Replacement of a portion of supply and return ductwork in AHU-26 (Maintenance Shop) due to mold compromise. New ductwork will be externally insulated.

• Contractor must perform an assessment of the HVAC system prior to commencing work to determine appropriate controls, safety measures, tools, and cleaning methods.

• Work must be performed in phases, one AHU at a time, to avoid disruption to research activities.

• Cleaning must adhere to standards set by NADCA, ASHRAE, SMACNA, NAIMA, NFPA, and IICRC.

• Work must be performed in a manner that keeps electrical components dry and prevents contaminant migration.

• Contractor is responsible for their own safety and health compliance (OSHA, MOSH).

• Government will contract with a Certified Industrial Hygienist (CIH) for project oversight.

• Location: USDA AFRS facilities, 2217 Wiltshire Road, Kearneysville, WV 25443.

• Schedule: Cleaning will occur after normal work hours (after 5:30 PM EST) and on weekends. All work must be completed by 5:30 AM EST each day. No work on federal holidays without prior approval.

• Contractor must provide all necessary equipment, materials, labor, and supplies.

• Contractor personnel require facility access approval and must wear visible identification.

• Two supervisors require security background checks.

• Contractor is responsible for employee personal monitoring for hazardous materials exposure.

• Travel to and from the site is at the vendor's expense.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage determinations applicable to building construction projects in Jefferson County, West Virginia. It specifies prevailing wage rates and fringe benefits for various labor classifications.

• General Decision Number: WV20260037, dated 01/02/2026.
• Applicability: Building construction projects (excluding single-family homes or apartments up to four stories) in Jefferson County, West Virginia.
• Classifications & Rates: Lists specific trades (e.g., Asbestos Worker, Firestopper, Boilermaker, Bricklayer, Carpenter, Electrician, Laborer, Plumber, Welder) with their corresponding hourly wage rates and fringe benefits.
• Paid Holidays: Details paid holidays for specific classifications (e.g., Asbestos Worker, Firestopper, Elevator Mechanic).
• Vacation: Outlines vacation pay credit for Elevator Mechanics based on years of service.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage) for federal contractors, with links to further information.
• Union Rate Identifiers: Explains the coding system used to denote union, union average, survey, and state-adopted rates.

This document is crucial for bidders to understand the labor costs associated with the opportunity. It establishes the minimum wage rates and fringe benefits that must be paid to laborers and mechanics employed on the project, ensuring compliance with federal labor standards. Bidders must factor these rates into their cost proposals.

Other / Unclassified

This document provides information regarding a mandatory site visit and the process for submitting questions related to an upcoming solicitation (identified by solicitation number "1232SA26Q0505").

• Site Visit: Mandatory for providing an offer. It will be held on May 5th, 2026, at 10:00 AM local time, meeting outside the Maintenance Shop by the 30,000-gallon white propane tank.
• Registration: Contractors must register by emailing kelly.wright@usda.gov and shawn.thomas@usda.gov by May 4th, 2026. Late registrations will not be accepted.
• Attendees: Should be employed by the prime contractor. Subcontractors may attend but must identify the prime contractor they represent. Prime contractors cannot send multiple subcontractors to represent them. Proxy subcontractors must clearly identify the prime contractor they represent to receive credit for attendance.
• Questions: Due no later than May 7th, 2026, at 10:00 AM Central Time, submitted via email to kelly.wright@usda.gov. The email subject line should include the solicitation name and number.