Equipment Replacement in Walk-in Freezers

Quick Summary

The U.S. Department of Agriculture (USDA), specifically the Agricultural Research Service (ARS) AFM APD, has issued a Request for Quotation (RFQ) No. 1232SA26Q0303 for the replacement of refrigeration equipment in two walk-in freezers at the USDA-ARS EIDMRU Lab in Marshfield, WI. This is a Total Small Business Set-Aside. Quotations are due by March 20, 2026, at 5:00 PM CT.

Scope of Work

The project involves the comprehensive replacement of existing refrigeration equipment in two critical walk-in freezers used for storing research samples at -20°C. Key tasks include:

• Demolition and disposal of current refrigeration equipment and refrigerant.
• Furnishing and installation of new scroll-type condensing units (4.5hp, low temp, A2L compatible) and low-profile electric defrost evaporator coils.
• Installation of new solenoid valves, check valves, 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 brazed joints and appropriate insulation.
• Furnishing and installation of required refrigerant (meeting Safe Alternatives) and POE oil.
• Installation of secondary condensate drain lines and electrical connections.
• System start-up, leak checks, operational adjustments, and provision of training to owners.
• A minimum 90-day warranty on materials, equipment, and workmanship.
• All necessary labor, insurance, tools, rental equipment, truck & travel, and freight/shipping are to be included.

Contract Details

• Opportunity Type: Combined Synopsis/Solicitation (RFQ)
• Award Type: Firm-Fixed Price Contract
• Set-Aside: Total Small Business Set-Aside (FAR 19.5)
• NAICS Code: 333415 (Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing)
• Size Standard: 1,250 Employees
• Place of Performance: USDA-ARS EIDMRU Lab, 2615 Yellowstone Drive, Marshfield, WI 54449
• Response Due: March 20, 2026, 5:00 PM CT
• Questions Due: March 17, 2025, 4:00 PM CT (to lynn.hults@usda.gov)
• Offer Acceptance: 90 calendar days from receipt of offers.

Evaluation Criteria

Award will be made to the offeror representing the best value to the Government, based on the highest technically rated proposal, provided the price is fair and reasonable, and past performance is acceptable or neutral. Tradeoffs will not be conducted.

• Technical Approach: Evaluates the offeror's ability to provide a sound and compliant approach, meet SOW schedule requirements, and explain any unachievable SOW items.
• Price: Must be fair and reasonable; pricing for all line items is required.
• Past Performance: Assessed as Acceptable (demonstrated ability to meet contract requirements) or Neutral (no record). Unacceptable performance will disqualify.

Special Requirements & Important Notes

• Service Contract Labor Standards: Wage Determinations for Marshfield, WI (Adams and Wood Counties) are attached. Bidders must ensure compliance with minimum wage rates and fringe benefits ($5.55/hr Health & Welfare, paid sick leave). Request additional wage determinations at least two days before solicitation close if performing in an unlisted area.
• Security: Contractor staff on-site for 5 or more days will require a clearance and background check.
• Brand Name or Equal: Offers of "equal" products are permitted if they meet salient characteristics and include descriptive literature.
• Anti-Discrimination and DEI: Offerors must certify compliance with federal anti-discrimination laws and Equal Protection principles, and that no programs promote DEI in violation of these laws, including Executive Orders 14168 and 14173. These are material terms of the contract, and non-compliance may lead to termination or False Claims Act liability.