MAL John Day Tree Cooler Maintenance

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial services, specifically "John Day Tree Cooler Maintenance." The acquisition is set-aside for small business concerns. The government is procuring maintenance and repair services for a tree cooler located in the Blue Mountain Ranger District, Malheur National Forest, Oregon.

• Mandatory Line Items:

  • FY2026: Maintenance and repair of the tree cooler (personnel charges/person-hours) to maintain required temperature and humidity during planting season.
  • FY2026: Purchase of necessary parts for maintenance and repairs.
  • FY2026: Emergency repair needs during the planting season (March 16 - June 30, 2026).

• Optional Line Items (FY2027-FY2028): Similar maintenance, repair, parts purchase, and emergency repair services for subsequent years.

• Performance Period: Base: Date of Award through June 30, 2026. Option Year 1: Feb 1, 2027 - June 30, 2027. Option Year 2: Feb 1, 2028 - June 30, 2028.

• Contract Type: Firm-Fixed Price.

• Period of Performance: Base year (Award to June 30, 2026) with two option years.

• Offer Due Date: March 20, 2026, 10:00 AM Pacific Time.

• Submission Method: Electronic email to kevin.flores@usda.gov.

• Required Attachments: Technical Capability (Word/PDF), Past Performance (PDF), Price (Excel).

• Evaluation Factors: Award will be made to the offeror providing the most advantageous quote. Evaluation is based on the following factors, intended to produce the best value other than lowest price:

  1. Technical Factor: Demonstrated previous experience maintaining the specific refrigeration system, ability to describe the system, provide previous invoices, and potentially demonstrate familiarity with similar equipment. A site visit is required as part of the proposal.
  2. Price: Not formally scored but is the primary evaluation factor for determining award and price reasonableness. All options will be evaluated.

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

• A site visit is not scheduled, but offerors are encouraged to conduct their own research at their own expense.

• Questions must be submitted via email by March 12, 2026.

• Answers to questions will be posted on SAM.gov by March 17, 2024.

• Amendments will be posted on SAM.gov.

• Attachments include: Statement of Work, Schedule of Items, Refrigeration System Photos, and Wage Determination 2015-5589.

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

To perform maintenance and repairs on the John Day Tree Cooler's glycol-based refrigeration system to ensure it maintains the appropriate temperature and humidity for storing tree seedlings during the planting season.

• Perform necessary maintenance and repairs on the refrigeration system, including humidity control and fans.

• Maintain a temperature between 33-36 degrees Fahrenheit and humidity between 50-80% during the planting season.

• Conduct routine maintenance and repairs between February 1st and March 15th.

• Respond to emergency repairs between March 16th and June 30th, with a response time of less than 24 hours for situations exceeding 16 hours outside of specified climate control parameters.

• Identify and report any maintenance or repair items that could be a concern or hazard in the next two years.

• The contract is anticipated for three years, with FY2026 being mandatory and FY2027 and FY2028 as option years. Option years may not be exercised if new tree cooler construction progresses significantly.

• Maintenance and repairs are scheduled between February 1st and March 15th, with emergency repairs needed from March 16th to June 30th.

• The work will be performed at the John Day Tree Cooler, located in the Forest Service compound at 150 Government Road, John Day, Oregon 97845.

• Contractor must have working knowledge and capability to perform maintenance and repair on the specified refrigeration system.

• Contractor's Key Personnel must demonstrate experience with the John Day Tree Cooler and/or similar US Forest Service tree cooler systems.

• Access to the site requires entering a locked Forest Service Compound and checking in with the Contracting Officer's Representative (COR).

• Contractor will be shown the location of keys for the locked control room upon award.

• Operation manuals for existing equipment will be provided upon request and must not be removed from the control room.

• Any equipment purchased prior and in new condition may be used for repairs.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items for the Tree Cooler Maintenance Contract at Blue Mountain RD, Malheur NF. It outlines the services, quantities, and periods of performance for mandatory and optional items across multiple fiscal years.

• Mandatory Items (FY2026): Includes hours for maintenance and potential repair, parts needed, and emergency repairs.
• Optional Items (FY2026): Emergency repairs needed during the award date through June 30, 2026.
• Option Year One (FY2027): Details maintenance hours, parts, and emergency repairs from February 1, 2027, to June 30, 2027.
• Option Year Two (FY2028): Details maintenance hours, parts, and emergency repairs from February 1, 2028, to June 30, 2028.
• Item X001 Note:* Item 1 includes the cost of travel and expected wear and tear in the hours worked.

This schedule provides potential bidders with a clear breakdown of the services required, including estimated quantities and timeframes for maintenance, repairs, and parts. It is crucial for developing accurate pricing and understanding the scope of work for each contract year, including potential option periods.

Form / Attachment / Pricing Sheet

This document, "Attachment 1: Photos of the refrigeration system installed in the John Day Tree Cooler," provides visual documentation of the existing refrigeration system. It is intended to help potential bidders understand the current state of the equipment for a potential maintenance contract.

• Chiller Components: Photos of two Dunham-Bush chillers (Chiller 1 and Chiller 2), including their data plates (Figures 1-2).
• Area Photos: Images showing the overall area of both chillers (Figure 3).
• Control Panels: External and internal views of the control panels for temperature and humidity regulation (Figures 4-6).
• Glycol System: Images of the glycol tank, refill drum, solenoid valve, temperature gauges, and plumbing system (Figures 7-11).
• Glycol Mixing Valves: Detailed views of the glycol mixing valves (Figures 12-13).
• Tree Cooler Fans: Photos of the fan outputs within the tree cooler itself (Figures 14-15).

This attachment serves as a visual aid for bidders to assess the condition and complexity of the refrigeration system. It is crucial for understanding the scope of work required for any potential maintenance or repair contract, allowing for more accurate proposal development.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act, specifically Wage Determination No. 2015-5589, Revision No. 29, dated July 8, 2025. It establishes the minimum wage rates and fringe benefits required for various occupations when performing contract work covered by the Service Contract Act in specific areas of Oregon.

• Applicable Executive Orders: Details the minimum wage requirements under Executive Order 14026 (effective Jan 30, 2022) and Executive Order 13658 (effective Jan 1, 2015). For 2025, EO 14026 requires at least $17.75/hour, and EO 13658 requires at least $13.30/hour, or the rate listed on the determination if higher.
• Geographic Area: Applies to Oregon Counties of Baker, Grant, Harney, Malheur, Morrow, Umatilla, Union, Wallowa.
• Occupational Listing: Provides a detailed list of occupations with corresponding minimum hourly wage rates. This includes administrative, automotive, food service, general services, health, information and arts, IT, instructional, laundry, machine tool, materials handling, mechanics, personal needs, plant and system operations, protective service, recreation, stevedoring, and technical occupations.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific benefits like Health & Welfare and Vacation/Holiday policies are detailed on later pages.
• Special Notes: Includes information on hazardous pay differentials, uniform allowances, and the process for requesting additional classifications and wage rates (conformance process).

This document is crucial for bidders to understand the minimum labor costs associated with performing services in the specified Oregon counties under a Service Contract Act-covered contract. Bidders must ensure their proposed wages and benefits meet or exceed these requirements to be compliant. The listed wage rates directly impact the cost proposal and overall feasibility of bidding on opportunities requiring these services.