INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ) PREVENTIVE AND REMEDIAL MAINTENANCE SERVICES FOR CHILLERS

Solicitation / RFP / RFQ

This solicitation is for Preventive and Remedial Maintenance Services for Chillers at the Smithsonian Institution. The Smithsonian is seeking proposals for an Indefinite Delivery/Indefinite Quantity (IDIQ) contract.

• Perform Preventive Maintenance (PM) on an annual basis for all assets listed in Attachment B.

• PM services include routine inspections/testing and repair services.

• Repair/replace defective systems components costing less than $2,500.00 per order.

• Work exceeding the $2,500.00 threshold requires pre-approval and scheduling by the COTR.

• Provide itemized quotes for parts/materials and estimated hours.

• Contractor must use O&M manuals specific to chillers to build maintenance plans.

• Maintenance plans require review and approval by the COTR.

• Contractor shall only remove one (1) chiller at a time if redundant systems exist.

• Contractor must provide immediate notification to COTR if a chiller is taken out of service for over 24 hours or if system capacity is insufficient.

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ)

• Pricing Methods: Firm Fixed Price (FFP) for majority of work, Time and Materials for other items.

• Period of Performance: One (1) 12-month base period plus four (4) option years. The Smithsonian reserves the right to renew for nine (9) additional one-year periods.

• Estimated Value: $45 million (size standard for NAICS 236220).

• Locations: Washington, DC, Suitland, MD, Front Royale, VA, Edgewater, MD, Chantilly, VA, and New York, NY.

• Proposal Submission Deadline: July 30, 2026, 3:00 PM ET.

• Submission Method: Dropbox Link provided in the solicitation.

• Evaluation Factors: Proposals will be evaluated on a combined technical and cost basis. Award will be made to the responsive, responsible Offeror whose proposal is determined to be the most advantageous.

• Site Visit: Scheduled for June 15 & 16, 2026, at 08:30 AM at the Museum Support Center and Smithsonian National Zoo.

• Questions/Clarifications Deadline: June 30, 2026, 3:00 PM ET. Submit via email to johnsoncm@si.edu.

• Open to all businesses regardless of size.

• Attachments referenced include: Scope of Work, Bid Sheet, Solicitation, Attachment A (Chiller Solicitation), Attachment B (Chiller Inventory), and Attachment C (Tririga Usage Section).

• Contractor must submit approved Certificate of Insurance and Performance/Payment Bonds within ten (10) days of contract award.

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

To provide Preventive and Remedial Maintenance Services for Chillers across various Smithsonian Institution facilities.

• Perform Preventive Maintenance (PM) on an annual basis for all listed chiller assets.

• Conduct Remedial Maintenance (RM) on an as-needed basis to diagnose and repair chiller malfunctions.

• Provide all necessary travel, labor, materials, parts, tools, equipment, and project management.

• Adhere to industry standards including NFPA-99, OSHA, OEM, and ASME/ANSI.

• Manage parts procurement with a maximum of 10% markup over contractor's cost.

• Handle subcontracted work with competitive quotes as directed by the COTR.

• Emergency Service: 2-hour on-site response time.

• Non-Emergency Service: Accomplished during normal work hours or the next business day.

• Service Calls: 1-hour response time for a return call.

• Deliverables include Maintenance Service Reports (MSR), Inspection and Testing Deficiency (ITD) Reports, and Sample/Testing Reports.

• A 90-day warranty for all parts and labor is required, unless a longer manufacturer's warranty applies.

• Base period: 12 months.

• Optional periods: 9 periods.

• Locations: Washington, DC; Edgewater, MD; Suitland, MD; Chantilly, VA; New York, NY; Front Royal, VA; Panama.

• Contractor must provide a primary and secondary Project Manager with at least 5 years of experience.

• Strict adherence to safety regulations (OSHA, Federal, State, Local laws) is required, including Personal Protective Equipment (PPE) and Lock Out/Tag Out (LOTO) procedures.

• Compliance with environmental regulations and obtaining necessary permits.

• Hot Work Permits are required for specific operations.

• Maintain operable fire protection systems (detectors, sprinklers).

• Minimize fluctuations in environmental conditions in areas with artifacts and research experiments.

• Access to non-public, tenant, and secured spaces requires specific procedures and COTR notification.

• Contractor personnel must obtain Smithsonian Institution security credentials.

• Adherence to professional and ethical conduct standards.

• No smoking is permitted on Smithsonian property.

• Safeguard all Smithsonian Institution property.

• Workmanship must meet specified standards, and all debris must be cleaned up daily.

• Government-furnished facilities, property, and services will be provided in "as-is" condition.

• Contractor is responsible for their own parking.

• Handling of museum artifacts is strictly prohibited without written consent.

• Consultation with Smithsonian Architectural History and Historic Preservation Services is required for historic properties.

• A post-award conference is required within 30 days of contract award.

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

This document outlines the requirements for using TRIRIGA, the Smithsonian's Computerized Maintenance Management System (CMMS), for work order history, preventive maintenance, asset management, and condition assessment.

• The Contractor shall use TRIRIGA Work Tasks for all work.

• Mandatory fields must be verified and updated prior to completing a work task, including Task Name, Asset ID, Location, Actual Start/End Dates, Resolution RCA (for PMs, Service Calls, and IDIQ work), and Notes & Documents (associated deliverables).

• For PMs, attach maintenance service reports, test results, or inspection results.

• For Service Calls, attach field service reports, test results, or inspection results.

• For "IDIQ" work, attach field service reports, SOW, total cost, approved proposal, invoice, photos of work completed, and photos of new equipment installed.

• Deficiencies noted during RM or PMs requiring additional work must be documented in Tririga via an associated work task for COTR review.

• Work task documentation must be manually entered directly into TRIRIGA and updated prior to task completion.

• Routine Service Calls: 30 days from date issued

• Urgent Service Calls: 7 days from date issued

• Emergency Service Calls: 24 hours from date issued

• Corrective Work Tasks: 30 days from date issued

• Preventive Maintenance Tasks: prior to the PM due date

• The Contractor must notify the COTR within two hours if work is expected to exceed the recurring work limits (>$2500).

• If work cannot be completed per timelines, the Contractor must notify the COTR prior to the due date.

Not explicitly stated, but implies ongoing work related to maintenance and asset management within Smithsonian facilities.

• TRIRIGA Access: The COTR will establish accounts. The Contractor needs to provide necessary computer equipment and ISP accounts. iPhones are required for personnel using the handheld application. A list of personnel requiring TRIRIGA accounts must be provided to the COTR 14 days after contract award.
• TRIRIGA Training: The Government will provide or make available initial training on TRIRIGA to Contractor personnel responsible for direct entry of work task data.

Form / Attachment / Pricing Sheet

This document is an inventory of chiller assets. It lists various chiller units, their specifications, maintenance details, and current status.

• Asset ID, CSI Code, Maintenance Zone, Property, Building
• Warranty status, On COTR List status, and "Should it be?" status
• Comments, Local Name, Brand, Model Number, and Serial Number

This inventory provides detailed information about existing chiller assets, which may be relevant for bidders responding to opportunities related to HVAC maintenance, repair, replacement, or upgrade services. It helps bidders understand the scope of existing equipment, their locations, and brands, which can inform their technical approach and pricing.

Form / Attachment / Pricing Sheet

This document is a bid sheet for a solicitation related to chiller maintenance. It outlines the cost structure for preventative and remedial maintenance, as well as IDIQ (Indefinite Delivery, Indefinite Quantity) work.

• Preventative and Remedial Maintenance (Annual): Costs are to be provided per Walk-in unit and as a total annual cost based on current inventory (102 Total units).
• IDIQ Work:
  • Emergency Response Calls: Costs for within 4-hour on-site response (24/7) during normal and non-normal work hours, and next business day response.
  • Equipment Repair, Upgrades, and/or Replacement: Costs for technician loaded labor rates (standard labor rate) during normal and non-normal work hours.
  • Material Markup: Percentage for materials used in IDIQ work.
  • First-time Walk-in Evaluation: Cost per occurrence for evaluating units not currently on contract.

This bid sheet requires potential bidders to provide detailed cost breakdowns for various maintenance and repair services related to chillers. Bidders must complete the cost fields for annual maintenance, emergency response, labor rates, material markups, and initial evaluations to be considered for this opportunity.