Water Treatment Service HVAC System

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services for Water Treatment Services for HVAC Systems at Dover Air Force Base. The acquisition is set-aside for small business concerns. A separate written solicitation will not be issued.

• Water Treatment Services for O&M Facilities (12 Months)

• Water Treatment Services for TWCF Facilities (12 Months)

• Add Glycol to the Closed loop system O&M (180 Hours)

• Add Glycol to the Closed loop system TWCF (90 Hours)

• Material to provide Glycol to the Closed Loop system O&M (1 Lot)

• Material to provide Glycol to the Closed Loop system TWCF (1 Lot)

• The full description of services is detailed in the Performance Work Statement (PWS) - Attachment 1.

• The contract type, period of performance, and estimated value are not explicitly stated in this synopsis, but the NAICS code is 238220 with a size standard of $19,000,000.00.

• Offerors must submit quotes in accordance with RFO provision 52.212-1, Instructions to Offerors, as tailored in Attachment 4.

• Evaluation will be conducted per RFO Provision 52.212-2, Evaluation, as tailored in Attachment 5.

• Questions Response Deadline: June 10, 2026, no later than 1:00 P.M. EST.

• Quote Response Deadline: June 26, 2026, no later than 1:00 P.M. EST.

• This acquisition is set-aside for small business concerns.

• The place of performance is Dover AFB, DE 19902.

• Full breakdown of CLINs is in Attachment 2.

• Contractors are encouraged to use existing quality assurance systems and commercial warranties.

• Referenced attachments include PWS, Quote Schedule, Provisions and Clauses, Instructions to Offerors Addendum, Evaluation Addendum, and Wage Determination.

Form / Attachment / Pricing Sheet

This document is a Quote Schedule for Solicitation FA449726Q0031, detailing the supplies and services required for the Base Year and four Option Years, plus a 6-month extension. Bidders should use this to provide pricing for the specified items.

• Base Year (FY27): Includes Water Treatment Services for O&M and TWCF facilities (monthly), adding Glycol to closed-loop systems (hourly), and providing Glycol (lot).
• Option Year 1 (FY28): Repeats the services from the Base Year, with a specified hourly rate for adding Glycol.
• Option Years 2-4 (FY29-FY31): Repeats the services from the Base Year.
• 6 Month Extension (FY32): Includes reduced quantities for Water Treatment Services and adding Glycol.

This schedule is critical for bidders to understand the scope of services and to input their pricing for each CLIN (Contract Line Item Number) across the entire potential contract period. It directly informs the total cost of the proposed solution.

Forms / Attachments / Pricing Sheets

This document lists clauses and provisions 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.

• Clause Number: The unique identifier for each clause or provision (e.g., 252.201-7000).
• Clause Title: A brief description of the subject matter of the clause.
• Alt No/Dev No: Indicates if an alternate or deviation applies.
• Year-Mo: The year and month the clause was last updated.
• Section: The section of the Federal Acquisition Regulation (FAR) or Defense Federal Acquisition Regulation Supplement (DFARS) where the clause is located.
• Full Text Clauses: Some clauses are provided in full text for clarity, such as "Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation" (252.204-7017).

Bidders must review these incorporated clauses and provisions to understand their obligations and the terms of the potential contract. Key areas include:

• Representations and Certifications: Requirements for providing information about the offeror's business, compliance, and status (e.g., small business, foreign ownership).
• Contract Performance Requirements: Clauses related to payment, invoicing (WAWF), delivery, warranty, and subcontracting limitations.
• Compliance and Restrictions: Provisions concerning cybersecurity, foreign procurements, hazardous materials, and security prohibitions.
• Evaluation and Award: Clauses that may influence proposal preparation and evaluation, such as "Evaluation-Commercial Products and Commercial Services" (52.212-2).

Bidders should pay close attention to any deviations or alternate versions of clauses, as these may modify standard requirements. The document also references where full text can be accessed electronically.

Amendment / Modification

This document is an addendum to RFO Provision 52.212-2, specifically tailoring paragraph (a) regarding Evaluation.

• Evaluation Factors: The document details the evaluation process for this solicitation.
• Basis for Contract Award: Clarifies that this is a competitive, best value continuum using the Lowest Price Technically Acceptable (LPTA) source selection process. RFO Part 15 will not be used.
• Evaluation Approach: Outlines a five-step process:
  • Step 1: Responsiveness determination (compliance with RFO 52.212-1 and addendum).
  • Step 2: Ordering responsive quoters by Total Evaluated Price (TEP) from lowest to highest.
  • Step 3: Evaluating the technical proposal of the lowest-priced responsive quote for "Acceptable" or "Unacceptable" rating.
  • Step 4: Evaluating technically acceptable responses for past performance until two (2) technically acceptable responses with acceptable past performance are identified.
  • Step 5: Determining if the price is fair and reasonable.
• Evaluation Factors for Award:
  • Price: TEP will be evaluated for reasonableness. A price realism analysis may be conducted. The government reserves the right to conduct exchanges if deemed in its best interest.
  • Technical: Evaluated as acceptable or unacceptable for each of four subfactors: Technical Approach, Staffing & Transition, Quality Control, and Mission Essential Plan. Failure in any subfactor renders the entire factor unacceptable.
  • Past Performance: Assessed based on recency, relevancy, extent, size, and complexity. Recent contracts must be at least six (6) months and within the last five (5) years. Relevant performance involves similar scope, magnitude, and contract type. A neutral rating (unknown past performance) will be considered acceptable.

This addendum significantly impacts how proposals will be evaluated, emphasizing LPTA, specific technical subfactors, and detailed past performance criteria. Bidders should carefully review these evaluation factors when preparing their quotes.

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

To provide a service program to control corrosion, slime, and algae in the condensers and service thermal ice storage systems, closed loop heating and cooling systems, gas-fired heating hot water systems, and water softeners at Dover Air Force Base, DE.

• Control corrosion, slime, and algae in specified HVAC systems.

• Service thermal ice storage systems.

• Service closed loop heating and cooling systems.

• Service gas-fired heating hot water systems.

• Service water softeners.

• Provide services to buildings listed in Appendix A.

• Response time by phone: within 30 minutes of notification.

• Emergency on-site response: within 24 hours.

• Testing of all systems: 100% monthly.

• Service call response and repairs: timely 95% of the time.

• Maintenance and service reports: 100% timely and accurate within five business days of the end of each month.

• Water hardness levels: less than 1 PPM as CaCO3 for water softeners.

• Molybdate program maintenance: 60 ppm as Mo in chilled loops, 80 ppm as Mo in hot loops, or 80 ppm for dual temperature systems.

• Place of Performance: Dover Air Force Base, Delaware.

• Period of Performance: Not explicitly stated in this document, but implied to be ongoing service.

• Hazardous Materials (HAZMAT) Requirements:

  • Comply with AFI 32-7086 and Federal, State, and local guidelines.
  • Submit HAZMAT information and MSDSs for authorization.
  • Provide a HAZMAT Chemical Worksheet for each HAZMAT used.
  • Report chemical expenditures to the Dover AFB Hazardous Materials Pharmacy.
  • All products must meet Federal and State regulatory requirements.

• Personnel Qualifications:

  • Employees must be experienced HVAC System water treatment technicians.
  • Resumes required, verifying at least 5 years of continuous experience with specified systems.
  • A chemical engineer must be on staff.

• On-Site Testing and Analysis:

  • Microbiological analysis.
  • Water analysis.
  • Deposit analysis.
  • Metallographic failure analysis.

• Chemical Testing and Monitoring:

  • Submit written procedures for control tests, equipment, reagents, frequency, and duration.
  • Provide samples of log requirements for Civil Engineering.

• Closed Loop Treatment:

  • Use specified chemicals (Molybdate combination, Propylene glycol).
  • Apply chemicals via "slug" feeding.
  • Conduct monthly surveys of closed loops.
  • Report pH, conductivity, Molybdenum, and freeze point monthly.
  • Identify systems exceeding corrosion rates.

• Water Softeners:

  • Use solar salts.
  • Administer chemicals via brine tank.
  • Test water for hardness levels.

• Ice Banks:

  • Use Biocide.
  • Manual feed into systems.
  • Test glycol solution for freeze point, conductivity, and pH every two months.

• Security:

  • Abide by all Dover AFB security instructions and directives.
  • Safeguard government property.
  • No employment of individuals identified as potential threats or with outstanding warrants.
  • Ensure employees have proper credentials to work in the US.

• Contractor Badge Policies:

  • Submit requests for badges through the Contracting Squadron Office.
  • Undergo Criminal Background Investigation (CBI).
  • Badges issued for a maximum of one year.

• Installation Access:

  • Obtain contractor identification badges and vehicle passes.
  • Vehicles subject to search.
  • Adherence to Force Protection Conditions (FPCON) levels.

• Flight Line Driving:

  • Obtain an Airfield Driver's License if operating on the airfield.

• Antiterrorism:

  • Support DoD requirements to protect personnel and installations.
  • Complete AT Awareness Level I training.

• Manpower Reporting:

  • Report all contractor labor hours via the ECMRA data collection site.

• Operational Security (OPSEC):

  • Avoid revealing sensitive information.
  • Complete OPSEC Awareness Training if required.

• Base Hours of Operation:

  • Perform services during normal duty hours (7:30 am - 4:30 pm, Mon-Fri), excluding federal holidays, unless otherwise required or approved.

• Appendices:

  • Appendix A lists specific building locations and systems requiring service.

Amendment / Modification

This document is an addendum to RFO Provision 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services. It clarifies and provides additional instructions for submitting quotes.

• Procurement Method: Simplified Acquisition Procedures will be used, with the intent to award a Firm-Fixed-Price (FFP) contract. This is a Request for Quotation (RFQ).
• Questions Deadline: Questions must be submitted no later than June 10, 2026, 1:00 PM EST. Questions submitted after this date may not be answered.
• Submission Requirements: Quoters must use Attachment 2- Quote Schedule for pricing. Company information must be included. Quotes must be submitted via email to the specified points of contact.
• SAM Registration: Quoters must have current registration in the System for Award Management (SAM) prior to submitting a quote. SAM status will be checked before evaluation.
• Applicable Clauses: RFO Clause 52.212-4 applies, with additional clauses cited in Attachment 3.
• Compliance: Failure to comply with solicitation requirements (terms, conditions, deliverables, PWS) may result in ineligibility. Exceptions must be clearly identified with rationale.
• Terminology: Terms and processes are not subject to RFO subpart 15.2. "Offers," "offerors," and "proposals" should be read as "quotations," "vendors," and "quoters." Nomenclature from RFO part 15 will be interpreted consistently with RFO part 12.
• Quote Submission Volumes: Quotes must be submitted in three volumes:
  • Volume I Price: Proposed pricing using Attachment 2. Ensure dollar values are entered to two decimal places.
  • Volume II Technical: Detailed technical approach, Staffing Plan, Quality Control Plan (QCP), and Mission Essential Plan.
  • Volume III Past Performance: Information for each past performance reference, including contract identification, client information, POC, and contract details.
• Quote Acceptance Period: Quoters agree to hold prices firm through November 01, 2026. Shorter acceptance periods may result in rejection.
• Evaluation: The Government intends to evaluate and award without discussion. Quotes should represent the best terms. The Government may reject any or all quotes.
• Explanations: Explanations for award decisions will be provided upon written request for unsuccessful quoters.

This addendum modifies and clarifies instructions related to RFO Provision 52.212-1.

This addendum provides specific instructions on quote submission format, required attachments, and deadlines for questions, directly impacting how bidders prepare and submit their responses.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination, specifically for the Service Contract Act (SCA). It establishes the minimum wage rates and fringe benefits that must be paid to various categories of service employees working on federal contracts covered by the SCA. Bidders must use this information to ensure their proposed labor costs comply with federal regulations.

• Occupational Classifications: Lists numerous job titles (e.g., "Cook II", "Janitor", "Registered Nurse II", "Computer Programmer I") with corresponding minimum hourly wage rates.
• Fringe Benefits: Specifies minimum health and welfare benefits (e.g., $5.55 per hour or $222.00 per week) and notes applicability of Executive Order 13706 for paid sick leave.
• Executive Orders: Includes notes on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Establishing a Minimum Wage for Federal Contractors), outlining requirements and applicable rates.
• Conformance Process: Details the procedure for establishing wage rates for occupations not listed in the determination.
• Vacation and Holidays: Outlines minimum paid vacation and holiday entitlements based on years of service.

This document is critical for bidders to accurately estimate labor costs for their proposals. Failure to comply with the specified wage and benefit rates can lead to disqualification or contract non-compliance. Bidders must ensure their proposed wages meet or exceed these minimums for all covered service employees.