FWS - MAKAH NFH-HVAC DUCTLESS SYSTEM QTRS 2-4

Solicitation / RFP / RFQ

This solicitation is for the procurement of heating and cooling capabilities for three (3) government-owned residential garages at the Makah National Fish Hatchery. The project involves providing all labor, materials, tools, and supervision to install three (3) ductless split system heat pumps, including refrigerant and condensate drain piping. The systems must be appropriate for the space, effective, maintain air quality, humidity, and energy efficiency, and meet or exceed current specifications.

• Installation of three (3) ductless split system heat pumps.

• Furnishing and installation of refrigerant and condensate drain piping.

• Systems must be appropriate for garage size and space, effective, and maintain air quality, humidity, and energy efficiency.

• Systems must meet or exceed current specifications.

• Estimated construction magnitude: $10,000 to $19,000.00.

• Contract type: Firm-Fixed-Price.

• Period of Performance: Within 91 calendar days after notice to proceed.

• Performance Bond: Required.

• Proposal Submission Deadline: March 6, 2026, 12:00 PM PST.

• Question Deadline: February 20, 2026, 12:00 PM PST.

• Proposals must be submitted electronically.

• Evaluation will be based on stated evaluation factors and significant subfactors, with non-price factors being approximately equal in importance to price.

• This Request for Proposal (RFP) is set aside for small business concerns.

• A site visit is scheduled for February 17, 2026, from 1:00 PM to 2:00 PM PST.

• Offerors are advised to attend the site visit.

• Sealed offers must be marked with offeror's name, address, solicitation number, and due date/time.

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

To improve temperature control within three residential garage spaces at the Makah National Fish Hatchery (NFH) to support equipment protection, functionality, and safe working conditions.

• Provide and install three (3) new ductless mini-split heat pump systems, one per garage.

• Systems must achieve a minimum of 22.4 SEER2 and up to 9.4 HSPF2 heating and cooling capacity.

• Each system must include a 10-year parts-only warranty OR a 5-year parts + 3-year labor warranty.

• Furnish and install all necessary materials for a complete installation, including refrigerant line sets, line-hide/protective covers, condensation drains, and electrical whip/disconnects.

• All electrical and mechanical work must comply with federal, state, local codes, and manufacturer requirements.

• Ensure work does not void existing HVAC system warranties.

• Systems shall operate independently of existing HVAC systems unless otherwise approved.

• Systems must MEET or EXCEED current specifications.

• Testing and commissioning required to verify proper operation and performance.

• Deliverables include complete design, supply, installation, detailed documentation (schematics, manuals), and training for government personnel.

• Location: Makah National Fish Hatchery, 897 Hatchery Road, Neah Bay, WA 98357.

• Completion: Within 91 business days of receipt of the award notice.

• Work Hours: Monday through Friday, 7:30 a.m. to 4:00 p.m., unless otherwise approved.

• Period of Performance: To be determined by mutual agreement.

• Contractor Qualifications: Must be licensed and certified in Washington for HVAC and comply with all federal, state, and county regulations.

• Advance Notice: Minimum one (1) week advance notice required before mobilization.

• Coordination: Coordinate access with Government and tenants.

• Site Conditions: Minimize noise, dust, and disruption. Maintain a safe and orderly work area.

• Inspection and Acceptance: Government acceptance contingent upon inspection by a designated FWS representative.

• Government reserves the right for quality control and to inspect progress.

Form / Attachment / Pricing Sheet

This document outlines the general requirements and specifications for a ductless mini-split heat pump system, specifically the 37MHRAQ12AA3 Comfort Series Single Zone Mini Split Heat Pump with R454B Refrigerant. It serves as a "Meet or Exceed" specification, meaning the procured equipment must meet or surpass these stated requirements.

• General Requirements: Mandates new, unused equipment compliant with federal, state, and local codes, including EPA refrigerant regulations, DOE efficiency standards, and NEC. No substitutions are allowed without prior Government approval.
• Equipment Specification: Details the "Basis of Design" model (37MHRAQ12AA3) for the outdoor unit and its associated indoor unit (45MHHAQ12XC3), specifying R454B refrigerant.
• Performance Requirements: Sets minimum criteria for Cooling/Heating Capacity (12,000 BTUs nominal), Efficiency Ratings (SEER2, EER2, HSPF2), and Warranty (minimum 10-year parts/compressor, 1-year labor).
• Refrigerant & Environmental Compliance: Requires R454B refrigerant and compliance with EPA SNAP regulations.
• Construction & Durability: Specifies galvanized steel cabinets with corrosion-resistant coatings, suitable for harsh environments, and copper tube/aluminum fin or microchannel condenser coils.
• Controls and Safety Features: Mandates factory-installed features like TXV/EEV, high/low-pressure switches, compressor overload protection, and BACnet or Modbus compatibility.
• Electrical Requirements: Specifies 208-230V operation and requires the contractor to provide all electrical components, with all equipment being UL or ETL listed.
• Installation Materials: Lists necessary materials for installation, including refrigerant line sets, drain piping, and outdoor equipment pads.
• Delivery and Documentation: Outlines delivery terms (FOB destination) and required documentation upon completion, such as installation manuals, wiring diagrams, warranty certificates, and O&M manuals.
• Final Condition: Requires systems to be installed, tested, and fully operational, with work areas left clean.

This document is critical for potential bidders as it defines the exact technical specifications, performance standards, warranty requirements, and compliance obligations for the heat pump systems. Bidders must ensure their proposed equipment meets or exceeds all listed criteria to be considered compliant. It also details installation requirements and necessary documentation, impacting the overall bid preparation and execution plan.