RICH REPLACE HVAC AT MAINT SHOP

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for the replacement of one existing split HVAC system. The scope includes replacing an existing 4-ton Trane air handler and a 4-ton Trane XB 14 heat pump. The new equipment will be connected to the existing control system and must be from the same manufacturer, fully compatible with all system components.

• Replacement of one existing 4-ton HVAC Trane air handler (up-flow, multi-speed, electric back-up heat).

• Replacement of one existing 4-ton Trane XB 14 heat pump.

• Installation of new Air Handlers & Heat Pump.

• Connection to existing control system.

• All new equipment must be from the same manufacturer and fully compatible.

• Period of Performance: 06/01/2026 to 10/30/2026.

• Estimated project value: Under $25K.

• Payment Terms: Net 15.

• Quotations are due by 05/18/2026 at 17:00 p.m. EDT.

• Questions are due by 11 May 2026 by 5:00pm EDT.

• A site visit is scheduled for 5 May at 1:30PM.

• Quotes should be submitted on the provided SF18 form.

• Technical proposals addressing contractor capabilities are required.

• Cost proposals should include a breakdown of labor, equipment, materials, mobilization, and travel.

• Evaluation will be based on FAR Part 13, Simplified Acquisition Procedures, and FAR 52.212-2 criteria.

• Award will be made on a best-value determination basis, considering technical capability and price. Technical and past performance are more important than price.

• The solicitation is NOT a Small Business Set-Aside.

• Business Size: Small Business is required.

• Additional provisions and representations may be attached.

• The document references an "Attachment 0001 Statement of Work" and "Attachment 0002 Site Visit information."

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

This Statement of Work details the requirements for replacing an existing HVAC Unit #A at the Maintenance Shop located at Richmond National Battlefield Park.

• Replacement of a 4-ton HVAC Trane air handler with heat strips (up-flow, multi-speed) and Trane heat pump.

• The new equipment must be from the same manufacturer as the existing system and fully compatible.

• The new unit will connect to the existing thermostat control system.

• The building, a one-story office and shop, was constructed in 1960 and will be occupied during the contract.

• Base Work includes:

  • Replacing the existing split system with a new 4-ton heat pump and compatible multi-position air handler.
  • The air handler requires 10kW heating elements.
  • New air handlers must integrate with existing ductwork, potentially requiring modifications.
  • The new heat pump must be mounted on a new pedestal.
  • Existing line sets must be flushed; a new line set may be required if the existing one is not appropriately sized.
  • Proper refrigerant charge must be confirmed post-installation.
  • Equipment breakers and disconnects must meet manufacturer specifications.
  • Units must have appropriate disconnects with line voltage monitoring and surge protection.
  • All installations must adhere to industry standards, including nitrogen pressure tests and vacuuming to sub-500-micron level.
  • Removed equipment and refrigerants must be disposed of properly and in accordance with regulations.

• All work will be performed under a single contract.

• All parts and equipment must operate effectively and efficiently.

• Installations must meet or exceed current local, state, and federal codes, standards, and regulations.

• All personnel performing work must be fully qualified and experienced.

• Project site: 1990 Maintenance Way, Richmond, VA 23231.

• Work performance period: To be determined, between 7 AM – 4:00 PM.

• Contractor shall furnish all necessary supervision, personnel, equipment, transportation, and materials.

• Proof of liability insurance is required for all personnel.

• On-site storage, equipment, and vehicle parking must be confined to designated areas.

• Job site must be kept clear of trash and debris.

• Contractor must verify all locations, dimensions, and conditions affecting the work.

• Building components require a minimum 1-year warranty against defects and a minimum 5-year compressor warranty. A minimum 5-year warranty for workmanship is also required.

• Materials must be delivered as per COR instructions and stored according to manufacturer recommendations.

• Required submittals include Contractor Liability Insurance and Warranty Information.

• Any proposed changes to materials or construction methods must be submitted in writing to the COR/CO for approval.

• The work site must be protected and fenced.

• A safe bypass must be provided for NPS employees and contractor personnel.

• Project closeout includes cleanup, final inspection, and submittal of a Cut-Sheet Binder with manufacturer product information, O & M, and cut-sheets for all installed materials.

• Final payment is contingent upon satisfactory correction of all noted contractor performance deficiencies.

Form / Attachment / Pricing Sheet

This document provides essential information for a mandatory site visit related to an upcoming solicitation for HVAC equipment replacement at Richmond National Battlefield Park.

• Project: Replacement of a 4-ton HVAC Trane air handler with heat strips and a Trane heat pump.
• Location: Richmond National Battlefield Park (RICH), Richmond, VA.
• Site Visit Details:
  • Meeting Point: 1990 Maintenance Way, Richmond, VA 23231
  • Date: Tuesday, 5 May 2026
  • Time: 1:30 PM EDT
• Site Visit POC: Mike Fiasco (Office: 804-795-9836, Cell: 804-640-7937, Email: Mike_Fiasco@nps.gov). This POC is for RSVP purposes only.
• Solicitation Questions: All questions regarding the solicitation or site visit must be submitted in writing to the Contracting Officer at Celinda_hicks@ios.doi.gov no later than 17:00 PM EDT on 11 May 2026. No oral questions will be accepted.
• Site Visit Purpose: To allow contractors to assess site complexities, location, and local conditions affecting costs.

Attendance at this site inspection is considered vital for preparing a competitive quote and understanding the government's requirements. Failure to attend may not excuse omissions or miscalculations in quotes. A summary of questions and answers from the site inspection will be provided to all prospective contractors. Information from the site visit does not alter the terms of the solicitation unless formally amended in writing.