Troubleshoot & Repair of Portable Chillers Service Requirement

Request for Information (RFI) / Sources Sought Notice

This notice is a market research tool to identify potentially interested, capable, responsible, and qualified small businesses for services related to the troubleshoot and repair of portable chiller units at Joint Base San Antonio (JBSA) Lackland and Fort Sam Houston. This requirement is for SERVICES, not construction.

• Services: Troubleshoot, repair, and restore eight (8) portable chiller units to full operational capability.

• Locations: 1555 Gott Street, JBSA Lackland and 2199 Storage Street, JBSA Fort Sam Houston.

• Scope: Comprehensive system diagnostics, pressure and leak detection, targeted component replacement, refrigerant charge integrity verification, condenser coil cleaning, electrical control system testing/calibration, and fluid flow rate validation.

• Specific Units: Serial Numbers provided: U21B08715, U19A02980, U21B08716, U16M06897, U13G06951, U15C01676, 2EWM006555, U13B05560.

• Draft CLIN Structure: Includes services for troubleshooting/diagnostics, repair works, and parts/materials.

• Anticipated Contract Type: Firm Fixed Price (FFP).

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

• PSC Code: J041: Maintenance, Repair and Rebuilding of Equipment: Refrigeration, Air Conditioning, and Air Circulating Equipment.

• Size Standard: $19M.

• Action Required: Interested firms should complete the provided Questionnaire and submit a capability statement (5-page limit).

• Deadline: Friday, 24 June 2026.

• Submission: All correspondence and capability statements must be sent via email to Contract Specialist Charles Woyome (charles.woyome.2@us.af.mil) and Contracting Officer Emily Rodriguez (emily.rodriguez.8@us.af.mil).

• The government is specifically querying the market for small businesses.

• Respondents are asked to identify their company's socio-economic concerns if they are a small business (e.g., 8(a), HUBZone, SDVOSB, WOSB, SDB).

• This is a voluntary RFI; responses are not quotes.

• No notification of results will be provided.

• Information gathered will be used for acquisition planning.

• A DRAFT PWS is attached.

Performance Work Statement (PWS)

This PWS outlines the requirements for troubleshooting, repairing, and restoring eight (8) portable chiller units to full operational capability at JBSA Lackland and Fort Sam Houston. The goal is to ensure comprehensive system diagnostics, component replacement, and post-repair performance validation.

• Troubleshooting & Diagnosis: Includes initial visual inspection, system diagnostics for operational failures, data analysis (pressures, temperatures, refrigerant levels), and leak detection.

• Repair & Maintenance: Covers repairing refrigerant leaks, evacuating and recharging systems, replacing defective components (compressors, fans, valves, etc.), cleaning condenser coils, and inspecting/testing electrical and water systems.

• Testing & Commissioning: Involves performance testing under load, calibrating controls to factory specifications, and final inspection for leaks and proper flow rates.

• Deliverables: A detailed service report of findings and work performed, MSDS for chemicals used (if required), and final operational data logs.

• Service Summary (SS): Performance thresholds are defined for troubleshooting, repair, testing, and reporting. The acceptable threshold is no more than 2 months of valid defects (consecutive or non-consecutive).

• Quality Control: Contractor must develop and maintain a quality control program and submit a written Quality Control Plan (QCP) with their proposal. The COR will evaluate performance.

• Remedies: Exceeding performance thresholds may result in a Contract Discrepancy Report (CDR) and potential progress meetings.

• Locations: JBSA Lackland (1555 Gott Street) and JBSA Fort Sam Houston (2199 Storage Street).

• Work Hours: Normal duty hours (7:30 AM - 4:30 PM, Monday-Friday), excluding Federal holidays, unless otherwise approved.

• Contractor Furnished Equipment: Contractor must provide all necessary labor, materials, tools, equipment, and vehicles. Equipment must be in good operable condition and U/L listed.

• Parts & Repair Authorization: Contractor must submit a written quote and work order for repairs. Parts and materials are funded under CLIN 0003 (NTE), labor under CLIN 0002. Repairs cannot begin until formal written authorization and a signed work order from the CO are received.

• Safety & Environmental: Compliance with EPA standards for refrigerant handling, lockout/tagout procedures, and general site cleanup is required.

• Access & Identification: Contractor personnel require base identification and vehicle passes. Specific procedures for obtaining these are outlined.

• Warranty: Manufacturer warranties beyond one year must be documented with contact information.