Laboratory Chamber Maintenance Plan - Kearneysville WV

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for a Laboratory Chamber Maintenance Plan. The government intends to award a single firm-fixed-price purchase order with a one-year base period and four one-year option periods, not to exceed five years in total duration.

• The core requirement is a "Laboratory Chamber Maintenance Plan" for the Base period and four Option periods.

• Specific details regarding the scope of work, deliverables, and performance standards are provided in Attachment 1 (Performance Work Statement and QASP).

• Invoicing is to be submitted monthly in arrears.

• Contract Type: Firm-fixed-price purchase order.

• Period of Performance: Base period is 05/18/2026 to 05/17/2027. Option periods extend annually through 05/17/2031.

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

• Offer Due Date: April 22, 2026, at 0900 ET.

• Submission Requirements: Completed SF1449 RFQ document, including pricing in yellow blocks on pages 1 and 2, and checking the relevant checkbox in Block 20 of the SF1449 to confirm technical capability and acceptance of terms.

• Evaluation Criteria: Award will be made to the responsible offeror whose offer is most advantageous to the Government, based on Price and Technical Acceptability. The lowest priced quotation will be evaluated for Technical Acceptability first. Past performance may also be considered.

• The acquisition is set aside for Small Business.

• NAICS Code: 334516

• Size Standard: 1,000

• All amendments will be posted on sam.gov.

• Offerors are responsible for monitoring sam.gov for updates.

• No phone inquiries will be accepted.

• The government will not provide historical contract information.

• Attachments referenced include: Attachment 1 (PWS and QASP) and Attachment 2 (Wage Determination).

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

To provide comprehensive maintenance services for laboratory chambers, including walk-in growth chambers, cold rooms, freezers, and reach-in environmental chambers at the USDA Appalachian Fruit Research Station in Kearneysville, WV.

• Perform scheduled quarterly Preventive Maintenance (PM) on specified equipment.

• Tasks include inspection, cleaning, calibration, firmware updates, and adjustments for refrigeration systems, airflow, controls, sensors, alarms, mechanical, structural, and electrical components.

• Routine consumables (filters, gaskets, belts, lamps/LED drivers) are included.

• Non-routine parts and repairs require separate quotes.

• Coordinate work to minimize research disruption, with advance notice for downtime.

• Provide unit-specific PM reports within five business days of service.

• Conduct at least one onsite assessment per 12-month contract period.

• Maximize equipment uptime and lifespan.

• Maintain environmental setpoints within specified tolerances (temperature, RH, CO2, lighting).

• Address wear indicators to reduce unplanned failures and energy waste.

• Document maintenance actions and provide recommendations for improvement.

• Acceptance criteria include adherence to manufacturer or site tolerances, verified recovery times, leak-free refrigeration, and validated alarm/notification pathways.

• An Annual Summary Report aggregating trends, failures, and improvement recommendations is required.

• Period of Performance: One (1) Base Year of 12 months and four 12-month option years.

• Place of Performance: USDA Appalachian Fruit Research Station (AFRS), 2217 Wiltshire Rd. Kearneysville, WV 25443.

• General Access Hours: 6:30 AM through 4:00 PM Eastern Time on Business Days, Monday through Friday.

• Contractor shall handle refrigerants per EPA Section 608.

• Comply with site Environmental Health and Safety (EHS), Lock Out Tag Out (LOTO), and waste disposal requirements.

• Provide a Prime Contractor Representative responsible for planning and performance.

• Contractor personnel must comply with Personal Identity Verification (PIV) requirements.

• Required insurance coverage includes Workers' Compensation, General Liability, and Automobile Liability.

• Submit various documents including Proof of Insurance, Key Personnel lists, PIV Card information, and PM Schedule within specified timeframes after award.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-4285, Revision No. 34) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for West Virginia, County of Jefferson.

• Lists occupational codes, titles, and corresponding minimum hourly wage rates.
• Includes a comprehensive list of occupations across various sectors such as Administrative Support, Automotive Service, Health Occupations, Information Technology, and more.
• Specifies fringe benefits, including Health & Welfare rates ($5.55 per hour or $222.00 per week) and provisions for paid sick leave (EO 13706) and minimum wage adjustments (EO 13658).
• Outlines vacation and holiday policies.
• Provides guidance on the conformance process for unlisted classifications.

This document is critical for bidders to understand the labor costs associated with performing services under a government contract in the specified geographic area. It ensures that contractors will pay employees at least the minimum wage rates and provide the required fringe benefits as determined by the Department of Labor. Bidders must incorporate these wage and benefit requirements into their proposals to ensure compliance.