Geothermal unit Replacements at Sabine Ranger Office

Amendment / Modification

This document updates task orders, calls, or contracts by modifying the inclusion or exclusion of specific Federal Acquisition Regulation (FAR) clauses and provisions. Key changes include:

• Exclusions: Several clauses and provisions are no longer to be included in new solicitations or contracts. These include clauses related to apprentices and trainees, DEI discrimination, annual representations and certifications (prior versions), biobased products, waste reduction, environmental management systems, and greenhouse gas emissions.
• Inclusions: Certain clauses and provisions are now to be included, or updated versions are to be used, in new solicitations or contracts. These include updated versions of Annual Representations and Certifications, Offeror Representations and Certifications, Contract Terms and Conditions for Commercial Products and Commercial Services, Terms and Conditions for Simplified Acquisitions, Biobased Product Certification, Waste Reduction Program, Sustainable Products and Services, and Subcontracts for Commercial Products and Commercial Services. Many of these updated clauses include a "DEVIATION FEB 2025" designation.
• Notice for New Solicitations: A notice is provided regarding potential discrepancies between SAM.gov system updates and policy updates. It advises that SAM.gov may continue to require representations not explicitly excluded, but contracting officers will not consider these for award decisions or enforce them. Entities are not required to update their SAM.gov registration to remove these representations.
• Construction Contracts: For fixed-price construction contracts or fixed-price dismantling, demolition, or removal of improvements contracts expected to exceed the simplified acquisition threshold, specific FAR clauses related to construction are to be inserted. These include clauses on differing site conditions, site investigation, superintendence, other contracts, protection of existing vegetation, operations and storage areas, cleaning up, material and workmanship, use and possession prior to completion, accident prevention, schedules, and layout of work.

• FAR clauses and provisions related to Equal Employment Opportunity, Environmental Sustainability, and general contract terms.

• Specific FAR clause numbers are listed for both exclusions and inclusions.

• Bidders should pay close attention to the updated list of required and excluded clauses when preparing proposals for new solicitations.

• The notice regarding SAM.gov system updates advises bidders not to be concerned if older representations appear in SAM.gov, as they will not be enforced if not applicable per the updated solicitation.

Form / Attachment / Pricing Sheet

This document is a Wage Determination from the U.S. Department of Labor, establishing minimum wage rates and fringe benefits for various occupations under the Service Contract Act. It is intended to inform contractors of the required compensation for employees working on covered contracts in specific geographic areas.

• Lists specific occupation codes and titles.
• Provides the minimum hourly wage rate for each occupation.
• Outlines required fringe benefits, including Health & Welfare rates and Paid Sick Leave provisions (EO 13706).
• Includes notes on Executive Orders 13706 and 13658, detailing paid sick leave and minimum wage requirements for federal contractors.
• Details vacation and holiday policies.
• Explains the process for requesting additional classifications and wage rates (conformance process).

This document is critical for bidders to accurately estimate labor costs for their proposals. It specifies the minimum wages and benefits that must be paid to employees performing work under the contract, ensuring fair competition and compliance with federal labor laws. Bidders must ensure their proposed labor rates meet or exceed these determined rates.

Statement of Work (SOW)

To replace two existing, inoperable geothermal heat pump HVAC units at the Sabine District Office that are over 10 years old.

• Replace two (2) 5-ton, closed-loop dual inline pump Geothermal Heat Pumps (current model: TRANE GEVE06011G01ATR0010000100000000000).

• New units must match or exceed the tonnage, performance, and capacity of the existing units.

• New units shall feature a 2-stage scroll compressor, be up-flow units, and have a dual flow pump center.

• New units shall not have electric resistance heat.

• New units shall be installed with new programmable controls.

• Contractor is responsible for system balancing, connecting to existing air distribution, water circulation systems, and power.

• Existing ducting and supply/return piping shall not be significantly altered.

• Contractor shall purge geothermal system lines, commission the system, and install units in existing locations.

• Install new polymer drain pan(s) for each unit, plumbed to drain unobstructed outside.

• Remove and dispose of existing units from government property.

• Provide pleated air filtration (minimum MERV 8 quality).

• Location: Sabine Ranger District Office, 5050 TX 21, Hemphill, TX 85948.

• Provide a manufacturer warranty for each new unit.

• Warranty must cover compressor (minimum 5 years), parts (minimum 5 years), and labor (minimum 5 years).

• Documentation must be provided and verified by the COR prior to installation.

• Warranty effective from date of acceptance and final payment.

• Quoted geothermal units must include Manufacturer's salient features as an attachment.

• Contractor must provide documentation of warranty coverage for compressor, parts, and labor.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items detailing the work required for the Sabine District Office Geothermal HVAC Replacements.

• Location: Sabine National Forest District Office, 5050 TX-21, Hemphill, TX 75948.
• Item 1: Removal and replacement of Units 1 and 4 Geothermal Heat Pumps with new in-kind Trane brand or equal, 5-ton units. This includes connecting to existing facilities, charging the unit, and ensuring any needed programming/computer controls, programmable thermostats, and drain pans are installed. It also includes hauling off and disposing of all debris and materials in accordance with state and federal laws.
• Item 2 (Option): Removal and replacement of existing circulation pumps for Units 1 & 4 with new GeoFlo 2-pump pressurized flow centers.
• Quantity: 2 units for both heat pumps and circulation pumps.
• Unit: LS (Lot or Lump Sum).

This document provides specific details on the equipment to be replaced and the scope of work for the HVAC replacement project. Bidders should use this information to understand the technical requirements and to prepare their pricing and proposals. The inclusion of an optional item for circulation pumps indicates a potential for expanded scope.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (Request for Quotation - RFQ) for commercial items to remove and replace two non-functioning Geothermal units at the Sabine Ranger Office. The acquisition is a Total Small Business Set-Aside under NAICS code 238220 with a size standard of $19M.

• Removal and replacement of two non-functioning Geothermal units.

• Work must be completed in accordance with the attached Statement of Work (SOW).

• Contract is subject to Service Contract Act (SCA) wages.

• Contract Type: Firm Fixed Price.

• Period of Performance: 60 days after award.

• Estimated Value: Not explicitly stated, but requires pricing for all items.

• Quotes are due by 05/18/2026, 1700 ET.

• Electronic quotes must be submitted to charles.cotton@usda.gov.

• The quote package must include SF-1449, Schedule of Items, Annual Representations and Certifications, and Contractor Quote Data.

• Evaluation Criteria: Award will be made to the lowest-priced technically acceptable offeror. Tradeoffs will not be conducted.

  • Technical Approach: Evaluates the ability to provide a sound and compliant approach, meeting schedule requirements, and detailing any challenges.
  • Price: Must be fair and reasonable.
  • Past Performance: Will be evaluated based on acceptable, neutral, or unacceptable ratings.

• Total Small Business Set-Aside.

• All responsible sources may submit a quotation.

• Questions Due: 05/11/2026, 4:00 PM.

• Questions Submission Email: quade.debord@usda.gov and charles.cotton@usda.gov.

• Offer Acceptance Period: 90 calendar days from the offer due date.

• Contracting Officer: Charles C. Cotton.

• Points of Contact for Information: Charles Cotton (859-745-3106).