HVAC and small appliance (Keurig, Instahot, ice machines) maintenance and repair services.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for HVAC and small appliance (Keurig, Instahot, ice machines) maintenance and repair services. It is a Brand Name or Equal To requirement.

• Maintenance and repair services for HVAC and specified small appliances.

• Services are for a Brand Name or Equivalent requirement.

• Authorized resellers are required.

• Contract type is Firm Fixed Priced (TBD).

• Delivery is FOB Destination.

• Quotes are due by 6/24/2026 at 7 a.m. CT.

• Quotes must be submitted via email to Shanna L. Patterson at Shanna.l.Patterson@nasa.gov.

• The tracking number (80NSSC26925871Q) must be referenced in the subject line of the email.

• Quotes must include CAGE/UEI Code, FOB Destination, Leadtime for Delivery, and POC Name & Email.

• Quotes must remain valid for 30 days.

• Submitted quotes shall list two points of contact (name, phone number, email address).

• Contractual and technical questions must be submitted in writing (email) to Shanna L. Patterson by 6/23/2026 at 7 a.m. CT. Telephone questions will not be accepted.

• The government will award to the responsible Offeror whose offer is the lowest price technically acceptable (LPTA).

• Offers not deemed technically acceptable will be removed from consideration.

• This procurement is full and open competition.

• Small businesses will receive first consideration.

• Offerors must be registered at www.sam.gov.

• The NAICS Code for this procurement is 561210.

• The government does not pay by credit card.

• The document includes provisions related to Duty-Free Entry, Place of Manufacture, and Export Licenses.

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

This Statement of Work (SOW) outlines the requirements for providing HVAC services at the Mary W. Jackson NASA Headquarters in Washington, DC.

• Provide comprehensive HVAC services, including preventive maintenance (PM), emergency repairs, and normal repairs/modifications.

• Services cover all NASA HQ owned Heating, Ventilation, and Air Conditioning (HVAC) equipment, Keurig coffee machines, ice machines, and other specified equipment.

• Equipment operates on an open loop condenser water system.

• Work includes maintenance, repairs, and installations of HVAC equipment.

• Contractor personnel must be qualified to interpret architectural, mechanical, and electrical drawings/plans, and manufacturer's equipment manuals.

• Regularly scheduled preventive maintenance is to be performed during normal business hours (7:00 am - 7:00 pm, Monday-Friday).

• Emergency repairs require a response within four (4) hours, 24/7/365.

• Contractor must adhere to NASA Procedural Requirements (NPR) 8831.2F, Facilities Maintenance and Operations Management.

• A Quality Control Plan (QCP) must be provided and maintained.

• Compliance with all NASA security requirements, including obtaining a NASA Smart badge, is mandatory.

• Personnel must be qualified and trained in environmental compliance, hazardous materials, and waste management.

• A Personnel Certification Plan is required.

• Workmanship must be of professional quality, conforming to applicable codes and standards.

• Data, records, and reports must be maintained and submitted as specified.

• Reliability Centered Maintenance (RCM) principles are to be utilized.

• Condition assessments of maintained equipment are required.

• Period of Performance: October 1, 2026 - August 31, 2028 (Base year: Oct 1, 2026 - Sep 30, 2027; Option Year: Oct 1, 2027 - Aug 31, 2028).

• Location: Mary W. Jackson NASA Headquarters, Two Independence Square, 300 E Street, SW, Washington, DC, 20546, including above and below ground levels and parking garage.

• Security: Compliance with NASA security requirements, including background checks and potential NASA Smart badge issuance.

• Licensing/Certification: All licenses and certificates must be kept current. Employees must be trained in relevant compliance areas.

• Reporting: Submission of an annual PM schedule within 30 days of award, regular updates on work status, and monthly customer feedback reports.

• Safety: Adherence to NASA HQ and OSHA safety requirements, provision of PPE, and implementation of a Safety and Health Plan.

• Data Management: Historical records, data collection, and reporting are required in electronic format where feasible.

• Subcontracting: A Subcontract Management Plan is required.

• Equipment: Use of new or factory reconditioned parts and components, meeting manufacturer's specifications.

• Refrigerant Management: A plan for tracking, inventorying, preserving, and recovering refrigerants is required.

Form / Attachment / Pricing Sheet

This document is a detailed list of HVAC equipment located at NASA Headquarters, 300 E. Street SW, Washington, DC 20546. It serves as an inventory of existing equipment, including location, equipment ID, purpose, manufacturer (MFG), model number, and serial number.

• Equipment Inventory: Lists various HVAC units such as heaters, air conditioners, and ice machines.
• Location Specificity: Details the specific location of each piece of equipment within the NASA Headquarters building (e.g., East Rear Alley, P1 West, Concourse, specific floors, and rooms).
• Manufacturer and Model Information: Provides make and model details for each unit.
• Serial Numbers: Includes serial numbers for most equipment, which can be crucial for maintenance, replacement, or warranty purposes.
• Equipment Purpose: Briefly describes the function of each unit (e.g., Guard Booth Heater, UPS A/C, Ice Machine, Coffee Maker).
• Totals: Summarizes galley equipment totals, including the number of Keurigs, Ice Machines, and large-scale water heaters.

This document is highly relevant for bidders responding to opportunities involving HVAC maintenance, repair, replacement, or installation at NASA Headquarters. It provides a comprehensive overview of the existing infrastructure, enabling bidders to:

• Assess the scope and complexity of potential work.
• Identify specific equipment that may require attention.
• Understand the types and brands of equipment currently in place.
• Prepare more accurate proposals and cost estimates based on the existing inventory.