Replacement of Boilers, Reheat Coils, and Cooling Tower

Questions & Answers / Clarifications

This document contains responses to Requests for Information (RFIs) related to an unspecified solicitation.

• Cooling Tower Model: The specific model Paragon DT-200l is acceptable as long as it meets the required specifications. No specific model details were provided by the government.
• Tower Fan VFD: A Variable Frequency Drive (VFD) is required for the tower fan.
• Scissor Lift: A scissor lift is permitted on the second floor without restrictions or limitations.
• Crane Setup Location: It is preferred that the crane for the cooling tower replacement be set up on improved surfaces. The grass area is unlevel and soft.
• Rear Drive Access: Access to the rear drive can be accommodated during normal business hours, provided advance notice and an agreed-to schedule are arranged. Accommodations can be made for deliveries and trash pickup.

These clarifications provide specific details regarding equipment, site access, and operational constraints that bidders should consider when preparing their proposals.

Form / Attachment / Pricing Sheet

This document is a sign-in roster for a contractor walkthrough related to the "Memphis HVAC project". It records the names, companies, phone numbers, and email addresses of attendees.

• Names of individuals who attended the walkthrough.
• Companies represented by the attendees.
• Contact phone numbers for each attendee.
• Email addresses for each attendee.
• Date of the walkthrough: 18 February 2026.

This roster provides contact information for companies that have expressed interest in or attended a site visit for the Memphis HVAC project. Potential bidders can use this information to identify other interested parties or to follow up with specific companies if needed.

Amendment / Modification

This amendment incorporates drawings into the solicitation. Specific details of the drawings are provided on subsequent pages.

Drawings are now part of the solicitation.

This amendment does not explicitly state any changes to proposal deadlines or submission requirements. Bidders should review the incorporated drawings to assess any potential impact on their proposals.

Form / Attachment / Pricing Sheet

This document provides the General Decision Number TN20260200, which specifies the prevailing federal construction wage rates and fringes for building construction projects (excluding single-family homes and apartments up to four stories) in Fayette and Shelby Counties, Tennessee. It is intended to inform bidders about the minimum wage requirements for various construction trades on relevant federal contracts.

• General Decision Number: TN20260200, dated 01/02/2026.
• Superseded Decision: TN20250200.
• Counties Covered: Fayette and Shelby Counties, Tennessee.
• Construction Type: Building Construction Projects.
• Wage Rates and Fringes: Detailed lists of hourly rates and fringe benefits for various trades, including Asbestos Worker/Heat & Frost Insulator, Carpenter, Electrician, Ironworker, Sheet Metal Worker, Bricklayer, Cement Mason/Concrete Finisher, Glazier, Laborer (various types), Operator (various types), Painter, Pipefitter, Plumber, Roofer, and Tile Setter.
• Executive Order Notes: Information on Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage) applicable to federal contractors.
• Appeals Process: Guidance on the wage determination appeals process.

Bidders must review these wage rates to accurately estimate labor costs for their proposals. Failure to comply with these prevailing wage requirements can lead to contract non-compliance. The document also highlights important labor standards mandated by federal executive orders that will apply to the contract.

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

The USDA Cotton & Tobacco Program requires the complete removal and disposal of existing mechanical equipment and the installation of new equipment to include two steam boilers, one cooling tower, and three sets of air handler reheat coils.

• Removal and Disposal: Complete removal and disposal of two steam boilers, one cooling tower, and three sets of air handler reheat coils.

• Installation: Installation of one steam boiler, one cooling tower, and three reheat coils.

• Ancillary Work: Includes all necessary piping, valve, insulation, electrical work, and temperature controls to fully install, test, and commission the new equipment.

• Controls: All new equipment must feature BACnet compliant microprocessor controls compatible with the existing Seimens control system.

• Boiler Specifications: Detailed requirements for a steel, low-pressure, forced-draft boiler, including ASME code compliance, factory testing, specific burner types (oil/gas combination), control systems, efficiency guarantees (minimum 80%), and factory-provided starting services.

• Cooling Tower Specifications: Requirements for meeting capacity shown on drawings, relocation of existing valves to be inside the building, and inclusion of new isolation valves.

• Reheat Coil Specifications: Replacement of three copper coil units with stainless steel units, including replacement of all associated piping and valves.

• Boilers must achieve a minimum fuel-to-steam efficiency of 80%.

• One-year warranty required for all installed equipment.

Not explicitly stated in the provided text, but implied to be at a USDA Cotton & Tobacco Program facility.

• Total Installed Cost: Quotes must include all equipment, materials, tools, labor, controls, structural engineering, warranty, electrical, and all other costs.
• Shop Drawings: Contractor must submit detailed shop drawings for review by the Engineer. Electronic submittals are preferred.
• Protection of Apparatus: Contractor is responsible for protecting all new apparatus from damage during installation.
• Permits and Fees: Contractor shall arrange and pay for all necessary utility services, permits, inspection fees, and other charges.
• Testing: Contractor is responsible for all testing as specified and required by authorities.
• Coordination: Contractor must coordinate work with other trades, existing systems, and the Owner's operations.
• Working Hours: Work may need to be performed outside normal working hours to minimize interference with the Owner's operations.
• Relocation of Existing Installation: Contractor must relocate existing systems (plumbing, HVAC, electrical) as needed to accommodate new installations.
• Salvage Materials: Contractor shall remove specified existing equipment and materials; Owner may claim items, otherwise, they become the contractor's property.
• Marking and Labeling: All piping systems and equipment must be clearly marked and labeled per specifications.
• Operating Instructions & Manuals: Contractor must provide training and submit operating manuals.
• Guarantee: One-year warranty on workmanship and materials from the date of final acceptance.
• Completion Requirements: Submission of "as built" drawings, manufacturers' guarantees, operating manuals, test and balance reports.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotations (RFQ). The USDA Cotton & Tobacco Program requires the complete removal and disposal of two steam boilers, one cooling tower, and three sets of air handler reheat coils, followed by the installation of new equipment including one steam boiler, one cooling tower, and three reheat coils. This encompasses all necessary piping, valve, insulation, electrical, and temperature control work to fully install, test, and commission the new system.

• Removal and disposal of existing boilers, cooling tower, and reheat coils.

• Installation of new steam boiler, cooling tower, and reheat coils.

• Complete system integration, including piping, valves, insulation, electrical, and temperature controls.

• Testing and commissioning of the new equipment.

• Compliance with Federal Construction Wage Rates (Shelby County, TN).

• Award will be made on Standard Form 1442.

• Estimated magnitude of the project is between $250,000 and $500,000.

• Anticipated contract type: Not specified, but awarded as a result of this synopsis/solicitation.

• Performance Period: Work to commence within 10 calendar days of notice to proceed, completion required no later than July 31, 2026.

• Quotes must include the RFQ page, a complete pricing breakdown, demonstration of relevant experience, and past performance information.

• Submission Deadline: March 5, 2026, at 12 p.m. CT.

• Submission Method: Email to james.g.roloff@usda.gov.

• Evaluation Criteria: Award will be made on the lowest price, technically acceptable approach. Factors include Price, Technical Capability (relevant HVAC experience, technical approach including work sequencing, milestones, critical activities, project management, quality control, and safety), and Past Performance.

• Questions Deadline: February 27, 2026, at 12 p.m. CT.

• This acquisition is [Set-aside status not specified].

• All responsible small businesses may submit a quotation.

• Applicable North American Industry Classification Standard (NAICS) Code and small business size standard are not specified.

• A site visit is scheduled for February 18, 2026, at 9 a.m. CT at the project location: Cotton Classing Office, 3275 Appling Rd, Memphis, TN 38133.

• USDA is exempt from sales tax.

• Attachments include: 1 – Statement of Work, 2 – Federal Construction Wage Rates, Shelby County (TN20260200).