PM & WATER TREATMENT SERVICES, SIPI

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services, prepared in accordance with FAR Subpart 12.6. It is a Request for Quote (RFQ) under FAR Part 12 and 13, seeking proposals for Preventive Maintenance and Water Treatment Services for the Southwestern Indian Polytechnic Institute (SIPI).

The core requirement is to provide Preventive Maintenance and Water Treatment Services for SIPI. This includes:

• Performing preventive maintenance, water treatment, and related services.

• Accomplishing all work in accordance with the Statement of Work (SOW).

• Maintaining and repairing/rebuilding water purification and sewage treatment equipment.

• Contract Type: Anticipated to be a single Firm Fixed Price purchase order.

• Period of Performance:

  • Base Year: April 1, 2026 - March 31, 2027
  • Option Year 1: April 1, 2027 - March 31, 2028
  • Option Year 2: April 1, 2028 - March 31, 2029
  • Option Year 3: April 1, 2029 - March 31, 2030
  • Option Year 4: April 1, 2030 - March 31, 2031

• Estimated Value: Not explicitly stated, but the NAICS code 238220 has a size standard of $19M.

• Submission Deadline: Quotes are due no later than 2:00 p.m. Central Standard Time on Thursday, March 12, 2026.

• Submission Method: Quotes must be emailed to jeff.morris@bie.edu.

• Evaluation Factors: Quotes will be evaluated based on:

  1. Technical Capability (including equipment, experience, and key personnel)
  2. Past Performance (recent and relevant)
  3. Price (fairness and reasonableness)

• Award: A firm fixed price purchase order will be awarded to the responsible quoter whose quote is most advantageous to the Government, considering price and other factors. The Government may award to other than the low-priced offeror based on technical merit or reduced performance risk.

• Set Aside: This solicitation is set aside 100% for Indian Small Business Economic Enterprises (ISBEEs).

• Contractors must complete and return DIAR Provision 1452.280-4 and Attachments 1 & 2.

• The solicitation incorporates FAR clauses by reference. Full text is available at www.acquisition.gov.

• Background investigations may be required for contractor personnel with regular contact with or control over Indian children.

• Points of Contact: Jeff W. Morris (Contracting Officer and Contract Specialist).

Statement of Work (SOW)

To provide preventive maintenance, inspection, testing, reporting, and emergency call-back services for mechanical and water treatment systems at Southwestern Indian Polytechnic Institute (SIPI) in Albuquerque, NM.

Services are required for Buildings 110 (Heating Plant), 100 (Science and Technology), and B109 (Kitchen). The scope includes:

• Initial Inspection and Testing (Phase 1): System-wide functional testing, condition assessments, and code/OEM compliance reviews for boilers, heat exchangers, chillers, cooling towers, water softeners, RO systems, and chemical feed systems.

• Annual Preventive Maintenance and Water Treatment (Phase 2): Conforming to OEM manuals and relevant industry standards (ASME, NFPA, OSHA, NEC, BIE).

  • Water Treatment: For cooling towers, water softeners, heating/chilled loops, and chemical feed systems.
  • Preventive Maintenance: For specific equipment including Aerco Benchmark boilers, RBI 8800 boilers, Carrier chiller, EVAPCO cooling tower, Aerco Smart Plate heat exchangers, and water softeners.

• Emergency Call-Back Services: 24/7 support for all listed equipment with defined response times (1-hour initial, 4-6 hours on-site).

• Location: SIPI, 9169 Coors Blvd NW, Albuquerque, NM 87120.

• Phase 1: 90 calendar days from Notice to Proceed (NTP).

• Phase 2: Annual services starting 30 days after Phase 1 completion.

• Work Hours: Monday–Friday, 7:00 a.m. – 5:00 p.m. MST (excluding Federal holidays), with 24/7 emergency call-back.

• Contractor Qualifications: Licensed, insured, and technicians must hold manufacturer/OEM certifications (Aerco, Carrier, RBI, Cascade) or equivalent. Prior experience with institutional/commercial systems is required.

• Safety: OSHA-compliant zero-injury plan, SIPI Safety Orientation, lockout/tagout, PPE, and safety checklists.

• Security: DOI background check for unescorted access, visible ID badges required.

• Reporting: Digital PDF reports including inspection/PM reports, water quality results, emergency service logs, and waste disposal manifests.

• Waste Disposal: Contractor must remove and dispose of all waste at certified facilities.

• Utilities: SIPI will provide electricity and water.

Form / Attachment / Pricing Sheet

This document is the "Indian Affairs Indian Economic Enterprise Representation Form." It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise (IEE)" as defined in the Department of the Interior Acquisition Regulation (DIAR) Part 1480, in accordance with 25 U.S.C. 47 of the Buy Indian Act.

• Solicitation/Sources Sought/RFI Number: Solicitation 140A2326Q0040
• Project Title: Preventive Maintenance and Water Treatment, SIPI
• Offeror Representation: Requires the offeror to represent that it meets the IEE definition.
• Required Information:
  • Name of Federally Recognized Tribal Entity
  • Name of the 51% (or greater) Owner of the IEE Firm
  • Legal Business Name
  • Certifying Signature
  • Unique Entity ID (UEI)
  • Printed Name

Bidders responding to this solicitation must complete and submit this form to self-certify their status as an Indian Economic Enterprise. This is a requirement for any offer considered for an award set aside under the Buy Indian Act. The enterprise must meet the IEE requirements at the time of offer, contract award, and throughout the full term of the contract. Contracting Officers may request additional documentation to verify eligibility.

Form / Attachment / Pricing Sheet

This document is a supplement to the "Buy Indian Act" clause (DIAR 1452.280-2) and requires offerors to provide specific information and assurances as part of their proposal submission for Solicitation # 140A2326Q0040. It outlines mandatory requirements for Indian Economic Enterprises (IEEs) or companies subcontracting with IEEs.

• Required Submissions:
  • A description of the percentage of work/costs to be performed by the offeror versus subcontracted. Specific limitations on subcontracting for IEEs are noted (50% for supplies/services, up to 75%/85% for construction).
  • Qualifications of key personnel assigned to the contract, if applicable. If Key Personnel are not required, this should be indicated.
• Required Assurance: Offerors must provide written assurance that they are and will remain in compliance with the "Buy Indian Act" clause requirements, both before award and upon completion of the contract.

Failure to provide the information and assurances required by this supplement may result in the offer being deemed non-responsive and rejected. Bidders must carefully review and complete the sections related to subcontracting and key personnel, and provide the necessary written assurance to ensure their proposal is compliant.