HVAC Preventative Maintenance Services - RFQ

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

To provide scheduled maintenance services for specific Nortek HVAC units and exhaust fans at the Stuttgart National Aquaculture Research Center.

• Service one 100-ton Nortek package unit and one 3-ton package unit on the Acid Lab.

• Service all roof top exhaust fans for the Nortek package units.

• Work must be performed by an authorized warranty and service contractor for Nortek equipment to maintain warranties.

• Service 14 fume hoods with electric motors (1/2HP - 1HP) and 3 restroom exhaust fans.

• Replace air filters and grease/lubricate bearings; replace worn belts.

• Check electrical connections for tightness.

• Inspect refrigerant circuits for oil residue or leaks.

• Ensure relay/contactor contacts are not burnt.

• Perform and document motor amperage readings, voltage, and document readings.

• Wash and clean condenser coils until 100% operation. Requires approximately 150' of water hose. Acid-based coil cleaners are prohibited for micro channel condensing coils.

• Check refrigerant pressures, document super heat, subcooling, outdoor temp, and discharge air temp.

• Ensure mixed air dampers are operating properly.

• Verify proper operation of all exhaust fans, including lubrication, belt tension, and vibration checks.

• Service the 3-ton package unit on the Acid Lab, including checking refrigerant levels and washing coils.

• Supply all necessary filters (32, 18" x 24" MERV 10 for Nortek units), coil cleaner, lubricants, and tools.

Stuttgart National Aquaculture Research Center 2955 Hwy 130 East Almyra, AR 72003

• Base Year: 03/01/2026 – 02/28/2027
• Option Year 1: 03/01/2027 – 02/29/2028
• Option Year 2: 03/01/2028 – 02/28/2029
• Option Year 3: 03/01/2029 – 02/28/2030
• Option Year 4: 03/01/2030 – 02/28/2031

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding RFQ# 1232SA26Q0103, clarifying various aspects of the solicitation.

• Filter Specifications: Filters are 18"x24"x2" and 32 are required, all MERV 10. Exhaust fans may require different size belts.
• Service Frequency: While the pricing table requests monthly pricing, the service is quarterly. Monthly pricing was used to accommodate system limitations and invoicing.
• Condenser Coil Cleaning: Coils must be cleaned to 100% using methods suitable for micro channel condensing coils. Industry standards, determined by refrigerant pressures, apply, especially given the harsh agricultural environment.
• Nortek Authorization: To demonstrate "Nortek authorized" status for warranty work, written documentation from Air Tech stating authorization to service Nortek equipment is required.
• Incumbent Contractor: The incumbent is Riverbend Air Conditioning, Inc. (PO# 12405B24P0002). Options were not exercised due to a government shutdown, leading to recompetition.
• Restroom Fans & Boiler: Restroom fans are included in the contract; the boiler is not.
• Belt Replacement: Belt tensions on exhaust fans and the 3-ton unit must be checked. Belts showing damage must be replaced by the contractor at their cost.

This Q&A document clarifies requirements and addresses potential ambiguities, aiding bidders in preparing accurate and compliant quotes. It confirms that updated versions of previously deleted attachments are available on SAM.gov.

Solicitation / RFP / RFQ

This document outlines the terms and conditions for a solicitation for HVAC Preventative Maintenance Services. The government intends to award a single firm-fixed-price requirements contract, anticipated to consist of one base year and four option years, not to exceed five years in total duration.

• The "Statement of Requirements" (Attachment 2) provides an overview of all requirements.

• Offerors must provide pricing for all line items as requested in "Attachment 3 - Quote Submission Form".

• Offerors must provide a detailed explanation of their ability to perform the required services and how they will accomplish the PWS requirements.

• Offerors must detail any requirements listed in the PWS that cannot be successfully accomplished.

• Contract Type: Firm-fixed-price requirements contract.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods.

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

• Quotes must be submitted electronically in Adobe PDF format.

• Offerors must acknowledge all solicitation amendments.

• Active SAM.gov registration is required at the time of quote submission.

• Supporting documentation demonstrating how quoted services meet salient characteristics is required.

• Offerors agree to hold prices firm for 90 calendar days from the date specified for receipt of offers.

• Questions are due no later than 72 hours prior to the closing date.

• Award will be made to the offeror representing the best value to the Government, based on lowest price technically acceptable criteria.

• Evaluation factors include Price, Technical Acceptability, and Past Performance.

• The government may reject quotes deemed unreasonable in cost or reflecting a lack of competence.

• The document indicates a "Notice of Total Small Business Aside" (52.219-6).

• Offerors are not required to meet a specific qualification requirement to be eligible for award.

• The document incorporates numerous FAR clauses by reference, including those related to Terms and Conditions, Contractor Employee Whistleblower Rights, Combating Trafficking in Persons, and Subcontracts for Commercial Products and Commercial Services.

• Specific clauses related to System for Award Management (SAM), Prohibition on Contracting with Inverted Domestic Corporations, Notice of Total Small Business Aside, Equal Opportunity for Workers with Disabilities, and Payment by Electronic Funds Transfer are applicable.

• The service location is the Stuttgart National Aquaculture Research Center in Almyra, AR.

• The USDA Ombudsman Program for Agency Protests is detailed for addressing protest issues.

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

To provide scheduled maintenance services for specific HVAC units and exhaust fans at the Stuttgart National Aquaculture Research Center.

• Service one 100-ton Nortek package unit and one 3-ton Nortek package unit on the Acid Lab.

• Service all roof-top exhaust fans for the SNARC's Nortek package unit and the 3-ton package unit on the Acid Lab.

• Work must be performed by an authorized warranty and service contractor for Nortek equipment to avoid voiding warranties.

• Service 14 fume hoods with electric motors (1/2HP - 1HP) and 3 exhaust fans for restrooms.

• Replace air filters and grease/lubricate bearings.

• Check electrical connections, refrigerant circuits for leaks/residue, and relay/contactor contacts.

• Perform ampere and voltage readings on all motors.

• Wash and clean condenser coils.

• Check refrigerant pressures, super heat, subcooling, outdoor temp, and discharge air temp.

• Ensure mixed air dampers are operating properly.

• Verify proper operation of all exhaust fans, including lubrication, belt tension, and vibration checks.

• Service the 3-ton package unit on the Acid Lab, including checking refrigerant levels and washing coils.

• Supply all necessary filters, coil cleaner, lubricants, and tools for scheduled maintenance.

• Location: Stuttgart National Aquaculture Research Center, 2955 Hwy 130 East, Almyra, AR 72003.

• Service Periods:

  • Base Year: 03/01/2026 – 02/28/2027
  • Option Year 1: 03/01/2027 – 02/29/2028
  • Option Year 2: 03/01/2028 – 02/28/2029
  • Option Year 3: 03/01/2029 – 02/28/2030
  • Option Year 4: 03/01/2030 – 02/28/2031

• Contractor must be an authorized warranty and service contractor for Nortek equipment.

Solicitation / RFP / RFQ

This document outlines the terms and conditions for the HVAC Preventative Maintenance Services solicitation (1232SA26Q0103). It details the Federal Acquisition Regulation (FAR) and United States Department of Agriculture (USDA) Acquisition Regulation (AGAR) clauses and provisions applicable to any order awarded under this solicitation. The government intends to make one award for a firm-fixed price requirements contract.

• The "Statement of Requirement" (Attachment 2) provides an overview of all requirements.

• The "Quote Submission Form" (Attachment 3) must be completed with pricing for all items.

• Offerors must provide a detailed explanation of their ability to perform the required services and address how they will accomplish the PWS requirements.

• Any requirements listed in the PWS that cannot be successfully accomplished must be explained.

• Contract type: Firm-fixed price requirements contract.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years total.

• Service Location: Stuttgart National Aquaculture Research Center, Almyra, AR 72003.

• Performance Completion Date: All items required by 01/31/2027, with early completion accepted.

• Quotes must be submitted electronically via email in Adobe PDF format.

• Offerors must acknowledge receipt of any amendments on the SF-30.

• Active registration at SAM.gov is required at the time of quote submission.

• Supporting documentation demonstrating how quoted services meet minimum salient characteristics is required.

• Offerors agree to hold prices firm for 90 calendar days from the date specified for receipt of offers.

• Questions are due no later than 72 hours prior to the closing date/time.

• Evaluation will be based on the lowest price technically acceptable criteria. Only the lowest priced offer will be evaluated for Technical Acceptability. Past Performance will also be evaluated.

• Award will be made to the offeror representing the best value to the Government.

• Offerors, or the product or service, are not required to meet a qualification requirement to be eligible for award.

• Clause 52.219-6 "Notice of Total Small Business Aside" is checked, indicating a small business set-aside.

• The full text of clauses incorporated by reference may be accessed electronically at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52.

• The USDA Ombudsman Program for Agency Protests (OPAP) is available for addressing protest issues.

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

This document outlines the requirements for scheduled maintenance services for specific HVAC units and exhaust fans at the Stuttgart National Aquaculture Research Center.

• Service one Nortek 100-ton package unit and one 3-ton package unit on the Acid Lab.

• Service all roof-top exhaust fans for the SNARC's Nortek package unit and the 3-ton package unit on the Acid Lab.

• Work must be performed by an authorized warranty and service contractor for Nortek equipment to maintain warranties.

• Service 14 fume hoods with electric motors (1/2HP - 1HP) and 3 restroom exhaust fans.

• Replace all air filters and lubricate bearings.

• Check electrical connections.

• Inspect refrigerant circuits for oil residue or leaks.

• Ensure relay/contactor contacts are not burnt.

• Perform ampere and voltage readings on all motors.

• Wash and clean condenser coils until 100% operation.

• Check refrigerant pressures, super heat, subcooling, outdoor temp, and discharge air temp.

• Ensure mixed air dampers are operating properly.

• Verify proper operation of all exhaust fans, including lubrication, belt tension, and vibration checks.

• Service the 3-ton package unit on the Acid Lab, including checking refrigerant levels and washing coils.

• Supply all necessary filters, coil cleaner, lubricants, and tools.

Stuttgart National Aquaculture Research Center, 2955 Hwy 130 East, Almyra, AR 72003

• Base Year: 02/01/2026 – 01/31/2027
• Option Year 1: 02/01/2027 – 01/31/2028
• Option Year 2: 02/01/2028 – 01/31/2029
• Option Year 3: 02/01/2029 – 01/31/2030
• Option Year 4: 02/01/2030 – 01/31/2031

Form / Attachment / Pricing Sheet

This document is a "QUOTE SUBMISSION FORM" for Solicitation Number 1232SA26Q0103, titled "HVAC Preventative Maintenance Services - RFQ". It is designed for vendors to submit their pricing and company information for consideration.

• Company Information: Requires confirmation of SAM registration, SAM Unique Entity Identifier (UEI), Company Legal Name, Doing Business As (if applicable), Company Address, and CAGE Code(s).
• Socio-economic Status: Bidders must identify their socio-economic status (Small Business Concern, SBA-certified 8(a) Program Participant, Veteran Owned, Woman-Owned, Other Than Small Business Concern, Disadvantaged, SBA-certified HUB Zone Business, Service-Disabled Veteran Owned, Economically Disadvantaged Woman Owned) relevant to NAICS code 238220.
• Quote Information: Fields for Quote Number, Quote Date, and Quote Expiration Date.
• Quoted Prices: A table with line items for Base Year and four Option Years of "HVAC Preventative Maintenance Services." Vendors must provide Quantity (12 Months for each year), Unit Price, and Total Amount. All line items must be priced.
• Certification: A statement confirming understanding that incomplete sections or failure to provide required documentation may disqualify the quote.

This form is essential for any vendor wishing to respond to the "HVAC Preventative Maintenance Services - RFQ." Bidders must accurately complete all sections, including company details, socio-economic status, and detailed pricing for the base year and all option years, to ensure their quote is considered for award.