A market survey is being conducted to determine if there are adequate Small Businesses, Disadvantaged Small Businesses, SBA-certified 8(a) Program Participants, SBA-certified HUB Zone Businesses, Veteran-Owned Small Businesses (VOSB), Service Disabled Veteran Owned Small Businesses (SDVOSB), Women-Owned Small Businesses, AND/OR Economically Disadvantaged Woman Owned Small Businesses (EDWOSB) contractors available for a proposed project who meet the specific criteria outlined below.
This is a SOURCES SOUGHT NOTICE ONLY. This is NOT a solicitation Announcement, Request for Quote (RFQ), Request for Proposal (RFP), or Request for Bids (RFB). It does NOT constitute any commitment by the Government. NO award will result from this notice. The purpose is to conduct market research to gain knowledge of potentially qualified sources and to determine the capability of Small Business and/or Large Business companies to provide the supplies/services described below. Responses to this Sources Sought Notice will be used by the Government to make an appropriate acquisition decision. Department of Agriculture (ARS) requests responses from ALL socioeconomic categories in order to gain a more complete understanding of the market for these products and service.
The United Stated Department of Agriculture, Agricultural Research Services (USDA-ARS) will NOT award a contract on the basis of responses OR pay for the preparation of any information submitted. Respondents will NOT be notified of the results of this notice. After completing an analysis of the responses, the Government will determine whether to limit competition to 8(a), HUBZone, Disadvantaged, VOSB, SDVOSB, Women-Owned, EDWOSB, or other small business firms, to proceed with issuing an unrestricted solicitation (inviting full and open competition), OR make a sole source award.
The NAICS code for the expected acquisition is 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance) with a Size Standard of $12.5 Million and the PSC Code is J041. Any subsequent procurement will be conducted as a commercial item purchased in accordance with FAR Part 12 and as a Simplified Acquisition Procedure in accordance with FAR Part 13.
The United Stated Department of Agriculture, Agricultural Research Services (USDA-ARS) has the need for the following service:
001) Core-Chillers Preventative Maintenance
Scope:
The USDA-ARS Midwest Area (MWA) Administrative Office’s Acquisitions & Personal Property/Fleet Team on behalf of the USDA-ARS Dairy Forage Research Center located at 1925 Linden Dr, Madison, WI 53706 is seeking sources that can provide preventative maintenance for two main chillers.
Background:
The two chiller units, as well as the air handler, are Carrier manufactured equipment and represent a large financial investment for the DFRC-Madison facility. Preventative maintenance is essential to extend the life of these units economically and minimize downtime.
Technical Requirements:
- Unit: 19XRV2020225BES64; Serial Number: 0411Q20382; Description: Water-Cooled Chiller 19XRV.
- Unit: 30HXC096R-661KA; Serial Number: 0311Q18854; Description: Water-Cooled Chiller High Pressure.
Operating Inspection: Technician will observe the unit in operation. Noting any unusual noises and vibrations, leaking refrigerant, oil, or water. Technician will check unit operating parameters such as temperatures, refrigeration pressures, oil pressure, inlet and discharge water temperatures (from the tower) discharge water temp control point, (approximately 44°F). The technician will review alarm faults on the unit control panel and make recommendations for repair or adjustment based on their findings and observations.
Annual Preventative Maintenance/Seasonal Startup: Technician will review alarm faults on unit control panel, perform oil and filter changes as required (due to operating hours or oil analysis findings). Checking refrigerant charge as required from operating history (reviewed on the unit control panel).
Vibration Analysis: Technician will install vibration test points on the unit. Annually the technician will connect to vibration monitor and record the unit’s vibration while it is in operation. This information over time will develop a trend and show different issues developing within the unit, (for example, worn bearings). The use of the vibration analysis allows for the developing issues to be identified early and avoid major failures.
Condenser Tube Cleaning: Over time sediment and hard water deposits from cooling water from the tower will build up in the tubes of the heat exchanger located at each unit. With this happens water temperatures and pressure will rise across the heat exchanger making the unit less efficient. Technician will come in remove the inlet and discharge piping from the heat exchanger, remove each end bell from the heat exchanger and clean using a heat exchanger tube cleaner each on the tubes within the tube bundle (heat exchanger). Technician will conduct an inspection of the tubes to ensure all tubes are clean and in good condition (no damage such as holes worn into the tubing). Once the tubes are clean and inspected Technician will reinstall the end bells using new gaskets and following manufactured technical instructions. Technician will reinstall all inlet and discharge piping and restart the system to ensure normal operating parameters are met and no leakage from the pipe connections and end bell connections.
Oil Analysis: Technician annually (minimum) will take a sample of the operating oil and send to laboratory for analysis. The analysis will show the presence of contaminating particulates in the oil. These particulates will show wear of various parts of the unit. Examples being bearings, piston rings, and seals. As with the vibration analysis over time this helps develop trends showing the wear of the unit allowing repairs to be made, or planned replacement of the unit, before major causalities occur.
SMART Service: Electronic monitoring of the system that allows the vendor to monitor operations and alarms of the system. If there is an alarm the vendor will inform the operator.
Travel:
The vendor will need to travel to the USDA-ARS Dairy Forage Research Center located at 1925 Linden Drive, Madison, WI 5370 to service the units.
Security Requirements:
The work will take place at the DFRC-Madison building. The contractor does not require a security clearance to complete the work.
Deliverables and Delivery Schedule:
- Operating Inspection; Yearly
- Annual PM; Yearly
- Vibration Analysis; Yearly
- Seasonal Startup; Yearly
- Condenser Tube Cleaning; Yearly
- Oil Analysis; Yearly (Minimum)
- SMART Service; As Required
Capability Statement:
Companies who have the experience, as well as an interest in doing business with the USDA-ARS, plus those that can provide technically acceptable products should submit a Capabilities Statement which, for this notice, is NOT a quote, proposal, or bid, but rather short statements regarding the company's ability to demonstrate their expertise and experience in relation to the areas specified in this notice.
In addition to the Capabilities Statement, companies should complete the “Sources Sought Response Form” included in the attachments section of this notice and indicate whether they are a Small Business Concern, Disadvantaged, SBA-certified 8(a) Program Participant, SBA-certified HUB Zone Business, Veteran-Owned, Service Disabled Veteran Owned, Women-Owned, Economically Disadvantaged Woman Owned, Large Business, OR a Foreign Business.
To be eligible, all vendors must be registered in the System for Award Management (SAM) with a current and active registration. A Unique Entity Identifier (UEI) number is required in order to register in SAM. A vendor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov. NO EXCEPTIONS. Vendor must include their UEI# on their capability statements.
To be eligible, all vendors must also be registered in SAM under the specific NAICS code listed as part of this sources sought or qualify as a small business under the listed NAICS code. If a prospective vendor is NOT registered under the specified NAICS code and would qualify to be registered under it then they should update their SAM registration prior to providing a capabilities statement.
Finally, to be eligible, all vendors must be NDAA 889 Certified. Contractors will represent that:
- It will NOT provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation.
- After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that it does NOT use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services.
Submitting a Capability Statements:
Questions in regards to this Sources Sought must be submitted through email to aaron.dimeo@usda.gov by no later than Thursday, May 4, 2023 at 11:59 PM CT. Telephone inquiries will NOT be accepted.
Responses (capability statement AND a sources sought response form) should be submitted via email to aaron.dimeo@usda.gov by no later than Tuesday, May 9, 2023 at 11:59 PM Central Time (CT).
The e-mail subject line, body, or attachments MUST include: “Core-Chillers Preventative Maintenance – Sources Sought” and/or “12505B23Q0106SS”.
Disclaimer:
This notice does NOT obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Respondents are also advised that under NO obligation to acknowledge receipt of information or provide feedback about any of the information received. After review of the responses received, the Government MAY issue a combined synopsis and solicitation. NO proprietary, sensitive, confidential or classified information shall be included with your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation.
