RFQ - Polyalphaolefin (PAO) Chiller System Repair Services

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for the acquisition of commercial products or services for Polyalphaolefin (PAO) Chiller System Repair Services. The government intends to award a Firm Fixed Price contract based on Lowest Price Technically Acceptable (LPTA).

• Diagnostic and repair services for communication faults between PAO chillers and remote manifolds.

• Contract Type: Firm Fixed Price

• Period of Performance: 12 months from start date, not later than August 3, 2026.

• FOB Destination

• Address for delivery: 6137 Wardleigh Rd. Bldg. 1515, Hill AFB, UT 84056.

• Offers are due: June 25, 2026, 1100 MST.

• Submission Method: Electronic mail to kathryn.mckay@us.af.mil and jonathan.graham.11@us.af.mil.

• Questions due: June 22, 2026, 1100 MST, to kathryn.mckay@us.af.mil.

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA). Offers will be evaluated on proposed Total Price. The contract will be awarded to the company with the lowest price that also fully meets all specifications. The three lowest priced proposals will be evaluated for technical acceptability. The next lowest offer will only be evaluated if the aforementioned offers are not found technically acceptable.

• Required Quote Information: Official quote with pricing, Company Name and Address, Company POC and Contact Information, CAGE Code, SAM.gov Unique Entity Identification (UEI), Payment Terms (Net 30, discounts, etc.), Days to start and/or delivery After Receipt of Order.

• This acquisition is not set aside for small business concerns.

• Contracting Officer's Business Size Selection: Other than Small Business.

• NAICS Code: 811310

• Small Business Size Standard: $12,500,000.00

• All firms must be registered in the System for Award Management (SAM) database and have a current SPRS NIST 800-171 DoD Assessment.

• Attachments include CDRLs, Statement of Work (SOW), and Clauses Incorporated by Reference.

• The government reserves the right to award on a multiple award or an all or none basis.

• The government reserves the right to award a contract/order with/without interchanges with respective offerors.

• Oral offers will not be accepted.

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

To diagnose and repair communication faults between the Polyalphaolefin (PAO) chillers and remote manifolds in labs 263, 265, 185, and 266, thereby restoring the backup PAO system to full operational status. This is a mission-critical priority due to the labs' dependence on a single primary PAO system.

• Conduct hands-on investigation at the facility to identify the root cause of communication failures.

• Implement necessary repairs to restore full communication and functionality to affected systems.

• The contractor must be a Subject Matter Expert (SME) on the PAO chiller system.

• Initiate work immediately to mitigate the risk of lab shutdown.

• Deliver diagnostic results and repair results within 30 days after testing (CDRL A001, A002).

• All technical data must be marked and controlled according to distribution statements and export control warnings.

• On-site at Hill Air Force Base (HAFB).

• Travel will originate from Orlando, Florida, with two field service engineers.

• Security: Comply with all Security, Force Protection, and Antiterrorism requirements. Personnel must use awarded contract credentials for access. Foreign Nationals require vetting and approval. Report security incidents immediately. Participate in investigations. Base access requires coordination with the Government Sponsor and will involve escorting.

• Identification: Air Force-issued or contractor badges must be worn. Contractor must procure their own lanyard and holder.

• COMSEC: All communications with DoD organizations are subject to COMSEC review and monitoring. Adhere to COMSEC procedures.

• OPSEC: Introduction of personal electronic devices is restricted. Do not discuss Government operations in public or over unprotected communications. Do not post sensitive information online. Practice OPSEC and implement countermeasures for Critical Information (CI).

• Conflicts of Interest: No conflicts of interest are permitted. Employees of the Department of the Air Force require specific approval.

• Inherently Governmental Functions: None of the functions are inherently governmental. The contractor will not provide personal services to the Government, nor will the Government supervise contractor employees or control their methods.

• Utilities Conservation: Instruct employees in conservation practices and prevent utility waste.

• Government-Provided Support: Government will provide working space, utilities, and access to necessary facilities. Government telephones are for official business only. Contractor is responsible for safeguarding Government property.

• Environmental: Be aware of potential hazardous weather conditions.

• Attachments: Appendix A lists CDRLs.

Forms / Attachments / Pricing Sheets

This document lists clauses that are incorporated by reference into a solicitation or contract. It serves as a reference for bidders to understand the legal and regulatory requirements that will apply to any resulting contract.

• Lists specific clause numbers (e.g., 252.201-7000, 52.203-18).
• Includes the clause title (e.g., "Contracting Officer's Representative," "Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements").
• Specifies the year/modification number for each clause.
• Indicates the section of the regulation where the clause can be found (e.g., SEC G, SEC I, SEC K).
• Includes a section with "CLAUSES IN FULL TEXT" which provides the complete text for specific clauses, such as 252.204-7017.

Bidders must review these clauses to understand their obligations and responsibilities if awarded a contract. Key clauses related to representations, prohibitions, and reporting requirements are particularly important for proposal preparation and contract compliance.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) that specifies data items to be delivered by the contractor under a contract. It outlines the specific data requirements, submission details, and associated contract information.

• Data Item Number (DID): A002
• Title: SOFTWARE TEST REPORT (STR)
• Subtitle: Results of repairs
• Authority: DI-IPSC-81440A
• Contract Reference: SOW Paragraph 4
• Requiring Office: 309TH SWEG
• Frequency: 1 TIME
• Date of First Submission: 60 Days After Award
• Distribution Statement: D (DoD and U.S. DoD contractors only)

This CDRL details a specific deliverable required under the contract: a Software Test Report (STR) related to the "PAO Chiller" system, specifically concerning the "Results of repairs." Bidders need to understand this requirement to assess their capability to produce and deliver this report, including its content, format, and submission timeline (60 days after award). The distribution statement indicates the level of access granted for this document.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) that specifies data items to be delivered by a contractor. It outlines the requirements for a Software Test Report (STR).

• Data Item Number: A001
• Title: SOFTWARE TEST REPORT (STR)
• Subtitle: Diagnostic Results of Investigation/ Root Cause
• Authority: DI-IPSC-81440A
• Contract Reference: SOW Paragraph 4
• Frequency: 1 Time
• Submission: 30 Days After Award
• Distribution: Authorized for DoD and DoD contractors; other requests to be referred to Program Management Office, Hill AFB, UT 84056.

This CDRL indicates that a Software Test Report is a required deliverable for this contract. Bidders should note the specific title, subtitle, and the requirement for diagnostic results of investigations/root cause analysis. The submission deadline (30 days after award) and distribution limitations are also key details for potential offerors.