Replace HVAC at the Southern Plains Indians Museum

Solicitation / RFP / RFQ

This solicitation is for the removal and replacement of an HVAC unit at the Southern Plains Indian Museum, located in Anadarko, Oklahoma. The project specifically targets the Rosemary Ellison (RE) Gallery.

• Removal and replacement of an existing HVAC unit.

• Installation of a new HVAC unit.

• Disposal of the old HVAC unit.

• Site clean-up.

• The project requires a new HVAC unit, with new equipment being given higher consideration than used, reconditioned, or surplus items.

• Contract Type: Firm-fixed price purchase order.

• Period of Performance: 06/05/2026 to 08/04/2026.

• Performance shall begin within 5 calendar days of award and complete within 60 calendar days of notice to proceed.

• Offer acceptance period: Minimum of 60 calendar days.

• Submission Deadline: Friday, May 1, 2026, at 2:30 PM Central.

• Submission Method: Email to Joan Clarkston (joan_clarkston@ibc.doi.gov). Subject line must include the RFQ number.

• Evaluation Factors: Award will be made to the responsible quoter whose offer is most advantageous, considering the following factors: Technical (meeting or exceeding requirements, warranty, new equipment preference), Most advantageous and realistic completion schedule, Past Performance, and Price.

• Site Showing: Tuesday, April 14, 10:00 AM Central at the Southern Plains Indian Museum.

• Questions Due: Thursday, April 16, 2026, by 5:00 PM Central via email to Joan Clarkston.

• This procurement is set-aside for small businesses. Only quotes submitted by small business concerns will be accepted.

• NAICS Code: 238220 – Plumbing, Heating, and Air-Conditioning.

• Small Business Size Standard: $19 Million.

• This solicitation includes the following attachments: Statement of Work (SOW), Asbestos Report, Lead Report, Wage Determination, and HVAC label of old unit.

• Offerors must be registered in the System for Award Management (SAM).

• Quotes must be submitted in two volumes: Volume I (General and Technical Quote) and Volume II (Price Quote).

• Electronic invoicing and payment will be processed through the U.S. Department of the Treasury's Invoice Processing Platform (IPP).

Form / Attachment / Pricing Sheet

This document is a General Decision, which specifies the prevailing wage rates and fringe benefits for various construction crafts in specific counties of Oklahoma. It is used to ensure fair labor standards are met on federal or federally funded construction projects.

• General Decision Number: OK20260070
• Effective Date: 01/02/2026
• State: Oklahoma
• Construction Type: Building (excluding residential construction up to 4 stories)
• Counties Covered: Caddo, Cotton, Greer, Harmon, Jefferson, Kiowa, Roger Mills, Tillman, and Washita Counties.
• Craft Classifications and Rates: Lists specific trades (e.g., Boilermaker, Bricklayer, Electrician, Power Equipment Operator, Ironworker, Plumber, Pipefitter, Sheet Metal Worker, Carpenter, Cement Mason/Concrete Finisher) with their corresponding hourly wage rates and fringe benefits.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage for Federal Contractors).
• Union Rate Identifiers: Explains the coding system for union and non-union wage rates.
• Appeals Process: Outlines the procedure for appealing wage determination decisions.

Bidders must use these prevailing wage rates to accurately calculate labor costs for their proposals. Failure to comply with these wage requirements can lead to non-compliance and potential disqualification. The document helps bidders understand the labor cost expectations for the specified construction work in the designated geographic area.

Statement of Work (SOW)

To replace the existing, inoperable HVAC system in the Rosemary Ellison (RE) Gallery of the Southern Plains Indian Museum (SPIM) building with a new system that includes a humidification control system. The building is currently occupied.

• Replace the existing HVAC unit in the RE Gallery with a new unit equivalent to the current one, featuring a dehumidification control system.

• Install an appropriate pad for the new HVAC unit.

• Inspect and repair any air leaks in the existing interior ductwork in the ceiling area.

• Verify existing heating and cooling systems, ductwork, building ceiling layout, dimensions, and quantities.

• Provide all labor, equipment, and materials for project completion.

• Submit a detailed plan for worker training, work exposure monitoring, and Personal Protective Equipment (PPE).

• Adhere to all Environmental Protection Act (EPA) and Occupational Safety and Health Administration (OSHA) requirements.

• Correctly label all components of the new HVAC system.

• Dispose of all debris to a certified landfill.

• Provide and implement a Contractor's Quality Control Program, including job site inspections.

• Conduct site visits for quality assurance if subcontractors are used, coordinating with the Agency Facility Manager.

• Troubleshoot connections, re-wire as necessary, and replace equipment failing to start up or operate per specifications.

• Ensure all electrical load requirements are met.

• Inform the Contracting Officer (CO) and Contracting Officer's Representative (COR) of any violations of safety laws, codes, ordinances, and/or regulations.

• Conduct a Test and Balance (TAB) of HVAC system components to ensure optimal performance, comfort, and energy efficiency. A certified HVAC TAB report is required.

• Perform pre-final and final inspections, participating in a kickoff meeting and coordinating with the Government for final inspection.

• Perform HVAC installations in accordance with applicable state and local codes.

• Provide permits, bills of lading, manifests, and disposal documentation for all material and hazardous waste.

• Clean and maintain work areas inside and outside the building throughout the project.

• Approximately sixty (60) days after Notice to Proceed is issued, or as indicated in the proposed schedule.

• Provide at least an industry-standard warranty on Parts and Labor.

• The contractor must be certified to perform Test and Balance work.

• Asbestos and Lead-Based Paint (LBP) are present. Disturbance of these materials must be performed by trained and accredited abatement contractors licensed by the State of Oklahoma and certified by the EPA/DEQ, following specific safety regulations and procedures.

• Air monitoring and clearance samples are required for all ACM and Lead/LBP disturbing activities.

• Verbal notification to COR and Regional Safety Manager is required 24 hours prior to ACM/Lead/LBP disturbing activities.

• Any accidental damage or disturbance of ACM/Lead/LBP requires immediate notification to COR and Regional Safety Manager.

• COR: Michele Hill (202) 208-3286

• On-site contact: Bambi Allen (405) 247-6221 / (202) 748-7746

Form / Attachment / Pricing Sheet

This document is Attachment 5, a specification label for a "PACKAGE GAS ELECTRIC UNIT" (Model No. M4PG4060B1090AA). It provides detailed technical specifications for the unit.

• Model and Serial Number: M4PG4060B1090AA and 174220127M
• Power Supply: 208/230 Volts, 1Ph-60Hz
• Electrical Ratings: Compressor, indoor blower, and outdoor fan specifications (RLA, FLA, HP, MCA, MAX BRK).
• Refrigerant: R410A, factory charge of 5 lbs 6 oz.
• Design Pressure: High side (550 PSIG) and Low side (250 PSIG).
• Minimum Clearances: Required distances from the unit to combustible structures (Front, Right, Left, Rear, Bottom, Top).
• Capacity: 57,000 Btu/h
• Gas Input/Output: Specifications for Natural Gas and Propane Gas (BTU/HR and BTH/HR).
• Temperature Ratings: Air temperature rise, maximum outlet air temperature, minimum outdoor ambient temperature, and limit setting.
• Pressure Ratings: External static pressure, gas supply pressure, and manifold pressure.
• Altitude Rating: 6-2,000 FT.
• Certifications: AHRI Certified, ETL Certified to CSA standards.

This document provides critical technical specifications for a specific HVAC unit. Bidders may need this information to understand the equipment requirements for the opportunity, ensure compatibility with existing systems, or for pricing and proposal development if this unit is a specified component.

Form / Attachment / Pricing Sheet

This document is a Lead-Based Paint (LBP) Inspection Report for the Southern Plains Indian Museum, located at 801 E Central Boulevard, Anadarko, OK. It details the findings of an inspection conducted on April 20, 2022, by Marshall Environmental Management, Inc. The report identifies the presence and location of lead-based paint on various surfaces within the museum.

• Inspection Date: April 20, 2022
• Location: Southern Plains Indian Museum, Anadarko, OK
• Lead-Based Paint (LBP) Definition: Paint containing lead in concentrations greater than or equal to 1 milligram per square centimeter (≥1-mg/cm²).
• Identified LBP Locations: Wood baseboards, wood door casing/trim, and exterior wood soffit ceiling.
• Testing Method: X-Ray Fluorescence (XRF) analysis.
• Estimated Costs:
  • Baseboard/Trim (6 doorways): $4,000
  • Baseboard (~150 LN FT): $4,950
  • Exterior Soffit/Ceiling (~450 FT²): $7,500
  • Post Remediation Clearance (per event): $950
  • Total Estimated Cost: $16,950
• Certifications: The report includes certifications for the LBP Inspector/Risk Assessor (Rachel Butler, Jamie Marshall) and the LBP Firm (Marshall Environmental Management, Inc.), all certified by the Oklahoma Department of Environmental Quality (ODEQ).
• Legal Obligation: The report outlines the owner's legal obligation to disclose LBP inspection results to prospective tenants or purchasers.

This report is crucial for any bidder involved in renovation, repair, or maintenance activities at the Southern Plains Indian Museum. It identifies specific areas containing lead-based paint, providing essential information for planning abatement, remediation, or lead-safe work practices. The estimated costs for abatement and clearance can inform budget considerations for potential projects.

Form / Attachment / Pricing Sheet

This document is an Asbestos Inspection Report for the Southern Plains Indian Museum located at 801 E Central Blvd, Anadarko, OK. It details the findings of a limited asbestos inspection conducted on June 26, 2019, by licensed inspectors. The report includes definitions of asbestos-related terms, sampling results, descriptions of homogeneous areas, analytical results from laboratory testing, a chain of custody record, sample location maps, and inspector certifications.

• Definitions: Clarifies terms such as ACBM, Homogeneous Area, Miscellaneous Material, Surfacing Material, and Thermal System Insulation.
• Sampling Results: Lists identified homogeneous areas, their descriptions, material types, friability, and quantities. Notably, exterior door caulking (HA04), 9x9 floor tile and black mastic in the library/break room/storage (HA12), and black tar pipe mastic wrap in the basement (HA14) tested positive for asbestos.
• Analytical Results: Provides detailed laboratory analysis of collected samples, indicating the presence and percentage of asbestos fibers in various materials.
• Recommendations: Advises that if asbestos-containing materials (floor tile/mastic, exterior door caulking, pipe mastic wrap) are disturbed during renovation, they must be removed following OSHA Class II Non-Friable Asbestos Abatement Requirements. It also advises to stop work if suspect asbestos-containing material is uncovered and have it tested.

This report is crucial for any bidder involved in renovation, repair, or demolition activities at the Southern Plains Indian Museum. It identifies specific locations and materials containing asbestos, which will require specialized handling and abatement procedures according to regulatory requirements. Bidders must factor these requirements and potential costs into their proposals and project planning.