Libby Tree Cooler HVAC Replacement

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation (RFQ) for replacing HVAC systems for two tree coolers at the Libby Ranger District on the Kootenai National Forest. The existing HVAC systems are dated, difficult to repair, and do not meet modern energy efficiency standards. The goal is to provide fully functioning HVAC systems with associated evaporator fans and necessary refrigeration system materials.

• Replacement of HVAC systems for two tree coolers.

• Provision of associated evaporator fans and necessary materials for the refrigeration system.

• All parts must be NEW approved parts.

• Alternate Parts will be authorized if they meet original parts' form, fit, and function requirements and conform to the approved configuration.

• Anticipated contract type: Firm-Fixed-Price.

• The Government intends to make one award.

• Site Visit: May 12, 2026, at 10:00 AM MT at the Libby Fire Cache, 1263 Highway 37, Libby, MT 59923.

• Questions Due: May 13, 2026, at 10:00 AM MT via email to arlen.fausett@usda.gov.

• Offers Due: May 18, 2026, at 10:00 AM MT via email to arlen.fausett@usda.gov.

• Offer Acceptance Period: 90 calendar days.

• Evaluation Criteria: Award will be made to the offeror representing the best value to the Government, based on Technical Approach, Past Performance, and Price. Technical approach will be evaluated on the ability to meet requirements and understanding. Past Performance will be rated as Acceptable or Neutral. Price will be evaluated for fairness and reasonableness after the highest technically rated offeror is identified. Award will not necessarily be made to the lowest-priced offeror.

• This acquisition is set-aside for small business concerns.

• NAICS Code: 811310

• Small Business Size Standard: $12.5 million.

• Vendors are advised to update their SAM registration to demonstrate they are a small business under the NAICS code.

• This document (Attachment 1) contains Contract Terms and Conditions, including FAR and AGAR clauses.

• Attachment 2 is the Statement of Work.

• Attachment 3 is the Schedule of Items.

• Vendors must submit pricing for all individual line items.

• Required documents for submission include: SF-1449, Schedule of Items, Technical Response, Country of Origin Table, Equipment List, Biobased Product List, Past Performance Datasheet, and SF-1413 Subcontractor Form (if applicable).

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

This Statement of Work details the replacement of outdated HVAC systems for two tree coolers located at the Libby Ranger District on the Kootenai National Forest. The goal is to provide fully functioning tree cooler HVAC systems that meet modern energy efficiency standards.

• Replace HVAC systems for two tree coolers: Tree Cooler 1 (Base Item) at Libby Fire Cache and Tree Cooler 2 (Option Item 1) at the Libby District office complex (Canoe Gulch).

• Both coolers are 18.5 ft wide, 20.5 ft long, and 10.8 ft high with Bally Case and Cooler walls/ceiling.

• Tasks include preparing permits, removing existing equipment, sizing and installing new condensers, evaporator fans/coils, drain lines, refrigeration lines, and centrifugal humidifiers.

• Systems must maintain temperatures between 28-40°F with a digital thermostat adjustable by 1°F increments. Preference for remote temperature control.

• Compressors must use R-404A or R-448A refrigerant.

• Humidifiers must maintain 85-95% humidity without causing ice buildup and connect to existing water lines.

• Install environmental controllers with warning alarms for temperature deviations.

• Utilize existing electrical panels and replace components from the panel to the compressor as needed.

• Start, test, and commission all new equipment.

• Clean up the work site and restore any ground disturbance.

• Provide owner training for new system operation and maintenance.

• Comply with all Federal and State codes, including proper disposal of coolant.

• Work requires an HVAC mechanic and an electrician.

• Tree coolers are in use through the end of June 2026.

• Project anticipated to begin July 1, 2026, and proceed through early fall, weather permitting.

• Tree Cooler 1 Location: Libby Fire Cache, 1263 Highway 37, Libby MT 59923.

• Tree Cooler 2 Location: Libby District office complex, 12557 Highway 37, Libby MT 59923.

• Overnight travel is not anticipated.

• Section 508 – Electronic and Information Technology Standards shall be applied.

• Contractor must coordinate with the government for site access and hours of operation.

• Submittal Sheets: For government review and concurrence with equipment being purchased (Due: With Offer).

• Maintenance Plans & Technical Manuals: For the new equipment (Due: After commissioning).

Form / Attachment / Pricing Sheet

This document is Exhibit #3, a Past Performance Data Sheet, for Solicitation Number 1240LS26Q0028, "Libby Tree Cooler HVAC Replacement." It is intended for bidders to provide detailed information about projects they have completed that are relevant to this solicitation.

Bidders are instructed to complete one sheet for each project referenced. The form requires the following information:

• Name of Company that Performed Work (Prime or Subcontractor)
• Project Name
• Company/Agency for Which Work Was Performed
• Contract Number
• Contract Type (e.g., Fixed Price)
• Total Contract Value
• Completion Date or Anticipated Completion Date
• Contracting Officer (Name/Phone Number/Email)
• Project Manager or Contracting Office's Representative (COR) (Name/phone number/email)
• Project Description

This form is crucial for bidders to demonstrate their past performance capabilities. It is explicitly stated that any response lacking a reference phone number or email address for the Contracting Officer or COR, or stating "contact information provided upon request," will be considered non-responsive. Therefore, accurate and complete submission of this data sheet is essential for proposal compliance.

Form / Attachment / Pricing Sheet

This document, "Exhibit # 2 - Biobased Product List," is an attachment to Solicitation Number: 1240LS26Q0028 for the Libby Tree Cooler HVAC Replacement. It is intended to list biobased products relevant to the solicitation.

• The document title is "Biobased Product List."
• It is presented as an exhibit to the main solicitation.

Bidders should review this list to understand any specific requirements or preferences for biobased products related to the HVAC replacement project. This may impact material selection and proposal content.

Form / Attachment / Pricing Sheet

This document, Exhibit #1, is an Equipment List associated with Solicitation Number 1240LS26Q0028 for the Libby Tree Cooler HVAC Replacement project.

• The document is titled "Equipment List".
• It is intended to detail the equipment relevant to the HVAC replacement project.

This equipment list is crucial for bidders to understand the specific components and materials required for the HVAC replacement. It will inform pricing, technical proposals, and overall project planning. Bidders should carefully review this list to ensure their proposals accurately reflect the necessary equipment.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Schedule of Items," is a pricing sheet for the "Libby Tree Cooler HVAC Replacement" opportunity. It requires bidders to provide pricing for the base item and an optional item.

• Base Item 0001: HVAC Replacement Services for Tree Cooler 1 at the Libby Fire Cache (1263 Highway 37, Libby, MT 59923). Bidders must provide a Unit Price and Total Price for 1 LS (Lot).
• Option Item 1001: HVAC Replacement Services for Tree Cooler 2 at the Libby District Office Complex (12557 Highway 37, Libby, MT 59923). Bidders must provide a Unit Price and Total Price for 1 LS (Lot).
• Total Quote: Fields are provided to sum the costs for the base item and the option item, as well as a grand total.
• Quoter's Company Information: Requires the bidder to provide their Company Name, UEI Number, Printed Name, Signature, Date, Phone Number, and Email Address of their company representative.

This attachment is critical for bidders to complete their proposal. It outlines the specific services for which pricing is required, including a base requirement and an optional item. Bidders must accurately fill in their pricing and company information as requested to submit a responsive quote.

Form / Attachment / Pricing Sheet

This document is Attachment 4 to the "1240LS26Q0028 - Libby Tree Cooler HVAC Replacement" opportunity. It is a Wage Determination issued under the Service Contract Act, establishing minimum wage rates and fringe benefits for various occupations.

• Lists specific occupation codes and titles.
• Provides the corresponding minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes general notes on paid sick leave (EO 13706) and minimum wage rates (EO 13658).
• Details specific health and welfare benefits and their rates.
• Outlines vacation and holiday policies.
• Provides information on hazardous pay differentials and uniform allowances.
• Explains the conformance process for unlisted occupations.

This wage determination is crucial for bidders to understand the minimum labor costs associated with performing the work described in the solicitation. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant. It directly impacts the cost proposal and overall feasibility of the opportunity.

Form / Attachment / Pricing Sheet

This document is Standard Form 1413, "Statement and Acknowledgment," used to document subcontracting actions. It requires the prime contractor to provide details about the subcontract, including the prime contract number, subcontractor information, and a description of the work. The subcontractor then acknowledges the inclusion of specific clauses in their subcontract.

• Part I - Statement of Prime Contractor: Requires information on the prime contract, prime contractor, subcontractor, and description of work.
• Part II - Acknowledgment of Subcontractor: Lists standard clauses that must be included in the subcontract, such as Contract Work Hours and Safety Standards Act, Davis-Bacon Act, and others.
• Fields for signatures and dates for both the prime contractor and subcontractor.

This form is an attachment to the solicitation and likely needs to be completed and submitted as part of the proposal or contract award process. Bidders should review the required clauses listed in Part II to understand the subcontracting requirements and compliance obligations associated with this opportunity.