Machine Coolant Maintenance

Quick Summary

The Department of the Navy, specifically the Norfolk Naval Shipyard (NNSY) Service Contracting Department, intends to award a Firm Fixed Price (FFP) contract for Continual Maintenance of Machine Coolant for Industrial Plant Equipment (IPE) in Portsmouth, VA. This is a Total Small Business Set-Aside. The solicitation is expected to be posted on SAM.gov on or around March 12, 2026, under Notice ID N4215826QS012.

Scope of Work

The contractor will provide all necessary personnel, equipment, materials, and supervision for on-site continual maintenance of machine coolant. Key responsibilities include:

• Maintaining coolant with specific qualities (e.g., microbial degradation resistance, bio-stability, corrosion protection, lubrication, 6-month shelf life).
• Performing coolant cleaning for additional machines, including waste removal, sump cleaning, and recharging.
• Bi-weekly circulation of coolant for low-usage equipment.
• Removal of all generated waste liquid and materials.
• Providing 500 gallons of premixed coolant for emergent use.
• Weekly monitoring of coolant levels and concentration using a refractometer.
• Bi-weekly coolant sampling for laboratory analysis and evaluation with the Government.
• Maintaining and operating the coolant recovery system.

Performance Requirements

Performance standards include:

• Weekly monitoring procedures documented on a clean-out data sheet (CDRL A001).
• Bi-weekly coolant analysis (CDRL A002) covering pH, tramp oil, bacteria, and fungi levels.
• Maintaining coolant concentration within specified ranges (5-7% for non-nuclear, 10% for nuclear).
• Managing bacteria and fungi levels according to defined criteria.

Contract Details

• Contract Type: Firm Fixed Price (FFP)
• Set-Aside: Total Small Business Set-Aside (FAR 19.5)
• PSC: J068 - Maintenance, Repair And Rebuilding Of Equipment: Chemicals And Chemical Products
• NAICS: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance (Size Standard: $12.5 Million)
• Period of Performance: 5 months (April 1, 2026 – September 30, 2026)
• Place of Performance: Inside buildings within the Controlled Industrial Area (CIA) at Norfolk Naval Shipyard, Portsmouth, VA.

Timeline & Submission

• Presolicitation Published: March 5, 2026
• Solicitation Expected: On or around March 12, 2026, on SAM.gov under Notice ID N4215826QS012.
• Submission: Once posted, all responsible sources may submit a quotation. Vendors must be registered in SAM.gov prior to award.

Special Requirements

• Contractor personnel must be trained as Environmental Coordinators (ECs) for waste processing.
• Adherence to safety and security regulations, including OSHA, Hazardous Energy Control (HEC), and facility entry requirements (SECNAV 5512, DBIDS card, NAVSEA Badging).
• Prohibition of Portable Electronic Devices (PEDs) in certain areas, with exceptions for required laptop use.
• Work must be authorized in writing by the Contracting Officer and performed during specified hours (7:20 am - 3:50 pm), excluding federal holidays.

Contact: Roshanda Sansom (roshanda.l.sansom.civ@us.navy.mil, 757-797-4351).