Equipment Replacement in Walk-in Freezers
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The USDA Agricultural Research Service (ARS) is seeking proposals for the replacement of refrigeration equipment in two walk-in freezers at its EIDMRU Lab in Marshfield, WI. This is a Total Small Business Set-Aside Request for Quotation (RFQ) to ensure the continued -20°C storage capability for research samples. Quotations are due by March 20, 2026.
Scope of Work
The project involves the demolition and disposal of existing refrigeration equipment and the furnishing and installation of new, compliant systems. This includes:
- New scroll-type condensing units (4.5hp, low temp, A2L compatible).
- New low-profile electric defrost evaporator coils.
- Installation of new solenoid, check, and electronic expansion valves.
- Replacement of existing control panels with new systems (e.g., IntelliGen Field Mount iFM Kit).
- Installation of new ACR copper refrigeration piping with insulation.
- Provision of new refrigerant (meeting Safe Alternatives requirements) and POE oil.
- Installation of secondary condensate drain lines and all necessary electrical connections.
- System start-up, leak checks, operational adjustments, and owner training.
- A minimum 90-day warranty on materials, equipment, and workmanship. Work must be performed one freezer at a time to allow for sample transfer, typically Monday-Friday, 7 am - 5 pm.
Key Requirements & Technical Details
The walk-in freezers are approximately 10L x 9W x 9H and require a temperature range of -15°C to -20°C. Existing systems use R404A refrigerant. Condensing units are located on the second floor, 10-20 feet above the ground-floor freezers. Existing refrigeration lines can be refitted. Electrical service is typically 208-230V, 3-phase for condensers and 208-230V single-phase for evaporators; the installer is responsible for all electrical work to energize new systems. No building monitoring connection is required for the new controller. Security clearances may be needed for staff on-site for 5+ days.
Contract & Timeline
- Type: Firm-Fixed Price Contract (RFQ)
- Set-Aside: Total Small Business Set-Aside
- NAICS: 333415 (1,250 Employees)
- Place of Performance: 2615 Yellowstone Drive, Marshfield, WI 54449
- Site Visit: Wednesday, March 18, 2026, at 10:00 AM CST. RSVP to lynn.hults@usda.gov by 8:30 AM CST on March 18, 2026.
- Questions Due: March 17, 2026, at 4:00 PM Central Time.
- Quotations Due: March 20, 2026, at 4:00 PM CST.
- Acceptance Period: 90 calendar days.
Evaluation & Award
Award will be made to the offeror representing the best value to the Government, not necessarily the lowest price, with no tradeoffs. Evaluation criteria include:
- Technical Approach: Ability to provide a sound and compliant approach, meet SOW schedule, and explain any unmet requirements.
- Price: Fair and reasonable, with pricing for all line items.
- Past Performance: Assessed as acceptable or neutral. The highest technically rated offeror will be selected, provided their price is fair and reasonable and past performance is acceptable/neutral.
Special Considerations
This solicitation incorporates various FAR and AGAR clauses, including those related to Anti-Discrimination and Diversity, Equity, and Inclusion (DEI) Compliance (AGAR 452.203-71), Service Contract Labor Standards (HVAC Mechanic rate $28.33/hour plus fringe benefits), and Brand Name or Equal (AGAR 452.211-70) provisions. Offerors must be registered in SAM. The USDA Ombudsman Program is available for agency protests.