Maintenance Services of HVAC Equipment and Components

Solicitation / RFP / RFQ

This solicitation is for maintenance services of HVAC equipment and components. The contract will include one (1) one-year base period and four (4) one-year option periods, for a total contract duration not exceeding five (5) years. The government intends to make one award.

• Maintenance services for HVAC equipment and components.

• Compliance with the attached Statement of Work (SOW).

• Adherence to Federal Acquisition Regulation (FAR) and United States Department of Agriculture Acquisition Regulation (AGAR) clauses and provisions.

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

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

• Total Duration: Not to exceed five (5) years.

• Submission Deadline: Monday, May 4, 2026, not later than 3:00 p.m. Central Time, via email to monte.jordan@usda.gov.

• Quotation Requirements: Firm-Fixed Price quotation on company letterhead detailing item description, unit price per item, total price costs for all CLIN items, any quantity price discounts, and discounts for prompt payment. SAM Unique Entity Identifier (UEI) Number and completed/signed Attachment 3 – Price Schedule are also required.

• Evaluation Criteria: Award will be made to the offeror representing the best value to the Government, based on the following criteria:

  • Price: Must be fair and reasonable. Pricing for the base period and all option periods must be proposed on individual line items.
  • Technical Acceptability: Offeror's ability to provide a sound and compliant approach meeting all requirements, with a detailed explanation of how the SOW requirements will be accomplished.
  • Past Performance: May be evaluated using provided references, USDA past contracts, CPARS, and other Federal Government sources.

• Evaluation Method: Lowest price technically acceptable (LPTA). Only the lowest priced offer will be evaluated for Technical Acceptability. If not acceptable, the next lowest priced offer will be evaluated, and so on.

• Questions Deadline: April 28, 2026, at 12:00 p.m. Central Time via email to monte.jordan@usda.gov.

• Various small business provisions are listed, including HUBZone, Total Small Business Aside, Utilization of Small Business Concerns, Small Business Subcontracting Plan, and Nonmanufacturer Rule. Offerors should review applicable clauses.

• Attachments: Attachment 1 – Terms and Conditions, Attachment 2 – Statement of Work (SOW), Attachment 3 – Price Schedule, Attachment 4 – Major HVAC Equipment Pictures.

• Site Visit: Scheduled for Thursday, April 23, 2026, at 10:00 a.m. Hawaii Standard Time (HST). Contact Carlee Wehrsig for details.

• Protest Information: Details on filing agency protests with the USDA Ombudsman Program are provided.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Price Schedule for Solicitation Number 1232SA26Q0422. It requires bidders to provide pricing for the maintenance of HVAC Equipment & Components over a five-year period.

• Requirement: Maintenance of HVAC Equipment & Components
• Period of Performance (POP): May 11, 2026 - May 10, 2031
• Contracting Office: USDA, ARS, Contracting Operations Branch/Acquisition and Property Division
• Quotation Due Date: No later than 03:00 pm CDT on May 4, 2026
• Contract Line-Item Numbers (CLINs):
  • 0001: BASE YEAR (05/11/2026 - 05/10/2027)
  • 1001: OPTION YEAR ONE (05/11/2027 - 05/10/2028)
  • 2001: OPTION YEAR TWO (05/11/2028 - 05/10/2029)
  • 3001: OPTION YEAR THREE (05/11/2029 - 05/10/2030)
  • 4001: OPTION YEAR FOUR (05/11/2030 - 05/10/2031)
• Required Bidder Information: Offeror Name, Address, Unique Entity ID, CAGE Code, Business Size, Point of Contact, Phone, Email.
• Amendment Acknowledgement: Section to acknowledge receipt of amendments.
• Price Firmness: Offerors must hold prices firm for 60 calendar days from the quotation receipt date.

Bidders must complete and submit this price schedule with their quotation. It details the services required, the contract duration, and the format for submitting pricing. The submission deadline and the requirement to hold prices firm are critical for proposal preparation and submission.

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

This Statement of Work outlines the requirements for a maintenance contract for HVAC System Equipment and Components for the U.S. Department of Agriculture (USDA), Agricultural Research Service (ARS), Pacific West Area (PWA), Daniel K. Inouye U.S. Pacific Basin Agricultural Research Center (PBARC) in Hilo, Hawaii.

The contractor shall provide all professional services, labor, filters, belts, lubricants, materials, and equipment necessary to service and repair the air conditioning systems and associated components. All parts and equipment must be OEM. Work must adhere to standard industrial HVAC chiller repair and maintenance practices and all federal, state, local, and national safety standards. The contract period is one (1) year, commencing after notice to proceed.

• Air Handling Units (AHU L1-1, AHU L1-2) & Fan Coil Units (FCU L1-1, FCU L1-2): Monthly, Semi-Annual, and Annual services including cleaning, filter replacement, lubrication, belt adjustment, UV light checks, and performance certification.
• Chiller (CH 2-1): Monthly, Quarterly, Semi-Annual, and Annual services including performance logging, motor ampere balance checks, control settings verification, leak tests, and condenser tube cleaning.
• Cooling Tower (CT-1): Monthly and Semi-Annual services including water makeup adjustment, lubrication, belt tension checks, thermal performance testing, and cleaning.
• Control Air Pneumatic Compressors and Air Dryers: Quarterly and Annual services including belt drive checks, leak detection, filter replacement, and safety device testing.
• Ventilating Fans (PRV 1-1 to 1-4) & Exhaust Fan (EF L1-1): Quarterly and Semi-Annual services including motor control checks, lubrication, belt and sheave inspection, filter replacement, and cleaning.
• Chemical Feed System: Monthly services including maintaining chemical supply, leak checks, water analysis, and chemical adjustments.
• Pumps (CHWP 1-1A, CHWP 1-2A, CWP 1-1, RHWP 1-1): Quarterly and Semi-Annual services including bearing checks, seal inspection, strainer cleaning, insulation checks, and pressure logging.
• Valves, Equipment, and Supports: Annual exercise of shut-off valves and rust prevention painting.
• Heat Pump (WWHP 1-1): Monthly and Annual services including oil level checks, refrigerant system inspection, leak detection, and housing cleaning.
• Insect Holding Rooms (206 A-D, 207 A-D): Monthly filter replacement and damper checks.
• Fresh Air Intake Hoods (FPH 1-1, FPH 1-2): Monthly cleaning, filter replacement, and bird screen repair.
• Vertical Package A/C Units (VPU-1 to VPU-5): Monthly services including filter and temperature checks, leak detection, pressure checks, drip pan cleaning, bearing lubrication, and control operation checks.
• Package AC Units & Wall Mounted AC Units (928 Stainback Hwy): Monthly services including filter and temperature checks, leak detection, pressure checks, drip pan cleaning, bearing lubrication, and control operation checks.

The contract includes one (1) one-year base period and four (4) one-year option periods, for a total duration not to exceed five (5) years. Performance will occur at 64 Nowelo St. and 928 Stainback Highway in Hilo, Hawaii.

• OEM Parts: All parts and equipment must be Original Equipment Manufacturer (OEM).
• Work Hours: Maintenance work is to be performed between 7:30 a.m. and 4:00 p.m., Monday through Friday, excluding weekends and federal holidays.
• Emergency Response: Emergency services must be responded to within 4 hours of notification.
• Reporting: Contractors must maintain and submit detailed maintenance service reports/checklists after each service visit.
• Cleanup: The contractor is responsible for site cleanup, proper disposal of waste oil and chemicals, and removal of all tools and equipment.
• Damage Restoration: The contractor must restore any damages caused by negligence to original condition at their own expense.
• Filter Specifications: Specific filter types (30% and 85% efficiency) and sizes are detailed for various equipment.
• Repairs: Detailed reports are required for equipment failures, including failure scope, cause, replacement cost quotes, and estimated repair time.

Solicitation / RFP / RFQ

This solicitation is for maintenance services of HVAC equipment and components. The contract will consist of one (1) one-year base period and four (4) one-year option periods, with a total contract duration not exceeding five (5) years. The government intends to make one award.

• Maintenance services for HVAC equipment and components.

• Compliance with the attached Statement of Work (SOW).

• Adherence to Federal Acquisition Regulation (FAR) and Agriculture Acquisition Regulation (AGAR) clauses and provisions.

• Contract Type: Firm-fixed price requirements contract.

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

• Total Duration: Not to exceed five (5) years.

• Submission Deadline: Monday, April 27, 2026, not later than 3:00 p.m. Central Time. Quotations must be submitted electronically via email to monte.jordan@usda.gov.

• Quotation Requirements: Must include a firm-fixed price quotation on company letterhead detailing item description, unit price per item, total price costs for all CLIN items, any quantity price discounts, and discounts for prompt payment. Must also include the SAM Unique Entity Identifier (UEI) Number and a completed/signed Attachment 3 - Price Schedule.

• Evaluation Criteria: Award will be made to the offeror representing the best value to the Government, evaluated based on the lowest price technically acceptable criteria. This includes:

  • Price: Must be fair and reasonable. Pricing for the base period and all option periods on individual line items is required.
  • Technical Acceptability: Offeror's ability to provide a sound and compliant approach meeting all requirements, demonstrating a thorough understanding of the SOW. A detailed explanation of the offeror's ability to perform is required.
  • Past Performance: May be evaluated using provided references, USDA contract history, CPARS, and other government sources.

• Offer Acceptance Period: Offerors must hold prices firm for 60 calendar days from the receipt of offers.

• No specific qualification requirements are mandated for eligibility.

• Various small business provisions (e.g., HUBZone, Total Small Business Aside, Utilization of Small Business Concerns, Small Business Subcontracting Plan) are listed as applicable if checked.

• Questions Deadline: April 20, 2026, at 12:00 p.m. Central Time. Submit via email to monte.jordan@usda.gov.

• Agency Protests: Information regarding the USDA Ombudsman Program for Agency Protests is provided as an alternative to GAO protests.

• Attachments Referenced: Attachment 1 – Terms and Conditions, Attachment 2 – Statement of Work (SOW), Attachment 3 – Price Schedule, Attachment 4 – Major HVAC Equipment Pictures.

• Key Clauses: Includes FAR clauses such as 52.212-4, 52.203-17, 52.222-50, 52.217-9 (Option to Extend), and AGAR clauses such as 452.203-71 (Anti-Discrimination and DEI Compliance) and 452.204-71 (Personal Identity Verification).

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

To provide maintenance services for HVAC System Equipment and Components for the U.S. Department of Agriculture (USDA), Agricultural Research Service (ARS), Pacific Basin Agricultural Research Center (PBARC) located at 64 Nowelo St. and the Germplasm Repository at 928 Stainback Highway in Hilo, Hawaii.

• Provide all professional services, labor, filters, belts, lubricants, materials, and equipment for the maintenance and repair of specified air conditioning equipment.

• All parts and equipment must be Original Equipment Manufacturer (OEM).

• Work must adhere to standard industrial HVAC chiller repair and maintenance practices.

• Government representative approval is required before commencing any work or using materials.

• The contract period is one (1) year, commencing after notice to proceed, with potential for four (4) one-year option periods.

• Emergency calls and repair work will be on a time and materials basis.

• Contractor must verify all dimensions, quantities, and equipment specifications prior to submitting a quotation.

• Air Handling Units (AHUs) & Fan Coil Units (FCUs): Monthly, Semi-Annual, and Annual services including cleaning, filter changes, lubrication, belt checks, UV light checks, performance testing, and component checks (e.g., compressor oil testing, condenser tube cleaning).

• Chiller: Monthly, Quarterly, Semi-Annual, and Annual services including performance logging, motor ampere balance checks, vane operation tests, water quality testing, leak tests, and condenser tube cleaning.

• Cooling Tower: Monthly and Semi-Annual services including water make-up checks, lubrication, drive checks, cleaning, and flushing.

• Control Air Pneumatic Compressors and Air Dryers: Quarterly and Annual services including belt drive checks, leak checks, filter replacement, and pressure setting verification.

• Ventilating Fans & Exhaust Fans: Quarterly and Semi-Annual services including motor control checks, lubrication, belt checks, filter replacement, and cleaning.

• Chemical Feed System: Monthly services including chemical supply checks, leak repairs, water testing, and chemical adjustments.

• Pumps (Chilled Water, Condenser, Hot Water): Quarterly and Semi-Annual services including bearing checks, seal checks, strainer cleaning, insulation checks, and pressure logging.

• Valves, Equipment, and Supports: Annual exercise of shut-off valves, and rust prevention painting.

• Heat Pump: Monthly and Annual services including oil level checks, refrigerant checks, leak detection, and compressor mount checks.

• Insect Holding Rooms & Fresh Air Intake Hoods: Monthly services including filter replacement, vent damper checks, and cleaning.

• Vertical Package A/C Units: Monthly services including filter and temperature checks, leak checks, pressure checks, cleaning, lubrication, and control checks.

• Locations: 64 Nowelo St. and 928 Stainback Highway, Hilo, Hawaii.

• Base Year: 05/01/2026 – 04/30/2027

• Option Years: Up to four (4) additional one-year periods.

• Work Schedule: Monday-Friday, 7:30 a.m. - 4:00 p.m., excluding weekends and federal holidays. 48-hour advance notification required for system shutdowns.

• Emergency Response: Within 4 hours for emergency calls, including weekends and holidays.

• Reporting: Maintain and submit detailed maintenance service reports/checklists after each service visit. Reports must be certified by a facility representative.

• Cleanup: Contractor responsible for site cleanup, debris removal, and proper disposal of waste oil and chemicals. Disposal fees are the contractor's responsibility.

• Damage Restoration: Contractor must restore any damages caused by negligence at their own expense.

• Repairs: Detailed reports required for equipment failures, including scope, cause, replacement cost quotes, and estimated repair time.

• Filter Specifications: Detailed specifications provided for 30% and 85% type filters.

• Equipment Lists: Detailed lists of major equipment, including manufacturer, model, and serial numbers, are provided for both locations.

Form / Attachment / Pricing Sheet

This document provides a list of major HVAC equipment associated with the opportunity. It appears to be an informational attachment to a solicitation, likely intended to inform bidders about existing or required equipment.

• Trane Chiller (200 Ton)
• Daikin Chiller (120 Ton)
• WWHP (likely Water-Cooled Heat Pump)
• Chilled Water Pumps
• AHU L1-2 (Air Handling Unit)
• AHU L1-1 (Air Handling Unit)
• Exhaust Fan
• Cooling Tower
• Cooling Tower VFD (Variable Frequency Drive)
• Lab Vacuum Compressor
• Damper Control Air Compressor
• Lab Supply Air Compressor
• Packaged AC Unit
• Roof Ventilation Fans

This list helps bidders understand the scale and type of HVAC systems involved in the opportunity. It may inform their assessment of the project's complexity, potential scope of work, and the types of technical expertise required for a successful bid.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Price Schedule for Solicitation Number 1232SA26Q0422. It requires bidders to provide pricing for the maintenance of HVAC Equipment & Components.

• Requirement: Maintenance of HVAC Equipment & Components
• Period of Performance (POP): May 1, 2026 - April 30, 2031 (Base Year + Four Option Years)
• Contracting Office: USDA, ARS, Contracting Operations Branch/Acquisition and Property Division
• Quotation Due Date: No later than 03:00 pm CDT on April 27, 2026
• Line Items: Includes CLINs for a Base Year (0001) and four Option Years (1001, 2001, 3001, 4001), each for one unit of "Each".
• Pricing Fields: Requires Unit Price and Total Annual Price for each CLIN.
• Offeror Information: Fields for Offeror Name, Address, UEI, CAGE Code, Business Size, Point of Contact, Phone, and Email.
• Amendment Acknowledgment: Section to acknowledge receipt of amendments.
• Quote Validity: Offerors must hold prices firm for 60 calendar days from the quotation receipt date.

Bidders must complete and submit this price schedule with their quotation. It details the specific services to be priced, the contract period, and the deadline for submission. The pricing provided in this schedule will be a key component of the bid evaluation. Bidders must also provide their company and contact information, and acknowledge any amendments to the solicitation.

Form / Attachment / Pricing Sheet

This document contains images and labels of major HVAC equipment, likely intended to provide visual context for an opportunity related to HVAC systems. It serves as a reference for bidders to identify existing equipment.

• Images of various HVAC components including:
  • Trane Chiller (200 Ton)
  • Daikin Chiller (120 Ton)
  • WWHP (Water-to-Water Heat Pump)
  • Chilled Water Pumps
  • AHU L1-2 (Air Handling Unit)
  • AHU L1-1 (Air Handling Unit)
  • Exhaust Fan
  • Cooling Tower
  • Cooling Tower VFD (Variable Frequency Drive)
  • Lab Vacuum Compressor
  • Damper Control Air Compressor
  • Lab Supply Air Compressor
  • Roof Ventilation Fans

This attachment helps bidders understand the scale and type of existing HVAC infrastructure. It can inform assessments of the scope of work, potential replacement or upgrade needs, and the complexity of the existing system for any related solicitation.