Maintenance Services of HVAC Equipment and Components

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.