COMBINED SYNOPSIS/SOLICITATION
HVAC and Control Systems Maintenance Services for the National Weather Service office in Grey, Maine
THIS RFQ REPLACES #1305M32410032
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice and in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
(ii) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ Number #1305M324Q0123 replaces RFQ #1305M324Q0032 (REQUIREMENTS-24-1654).
(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-03 (Feb 2024).
(iv) This solicitation is being issued as unrestricted and open to all sources. The associated NAICS code is 811310. The small business size standard is $12.5M.
(v) This combined solicitation/synopsis is for purchase of the following commercial services:
CLIN 0001 – Base Year - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) quarterly maintenance for the HVAC air conditioning equipment at the Weather Forecast Office Gray, Maine in accordance with the statement of work.
CLIN 0002 - Base Year - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) for annual HVAC Preventative Maintenance for three (3) NEXRAD Air Conditioners at the NEXRAD Radar Site in Gray, Maine in accordance with the statement of work.
CLIN 0003 - Base Year - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the equipment under this contract. All unscheduled service, repair and estimated cost shall be presented to NWS Management and authorized by the contracting officer prior to performance of any additional work. All unscheduled service and repair shall be handled through modification of this contract for repairs services over $2,500.00 or government credit card for services less than $2,500.00.
Quote must provide:
Hourly rate of $_____________.00
Discount applied at ____________%
CLIN 1001 – Option Year 1 -Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) quarterly maintenance for the HVAC air conditioning equipment at the Weather Forecast Office Gray, Maine in accordance with the statement of work.
CLIN 1002 – Option Year 1 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) for annual HVAC Preventative Maintenance for three (3) NEXRAD Air Conditioners at the NEXRAD Radar Site in Gray, Maine in accordance with the statement of work.
CLIN 1003 – Option Year 1 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the equipment under this contract. All unscheduled service, repair and estimated cost shall be presented to NWS Management and authorized by the contracting officer prior to performance of any additional work. All unscheduled service and repair shall be handled through modification of this contract for repairs services over $2,500.00 or government credit card for services less than $2,500.00.
Quote must provide:
Hourly rate of $_____________.00
Discount applied at ____________%
CLIN 2001 – Option Year 2
Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) quarterly maintenance for the HVAC air conditioning equipment at the Weather Forecast Office Gray, Maine in accordance with the statement of work.
CLIN 2002 – Option Year 2 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) for annual HVAC Preventative Maintenance for three (3) NEXRAD Air Conditioners at the NEXRAD Radar Site in Gray, Maine in accordance with the statement of work.
CLIN 2003 – Option Year 2 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the equipment under this contract. All unscheduled service, repair and estimated cost shall be presented to NWS Management and authorized by the contracting officer prior to performance of any additional work. All unscheduled service and repair shall be handled through modification of this contract for repairs services over $2,500.00 or government credit card for services less than $2,500.00.
Quote must provide:
Hourly rate of $_____________.00
Discount applied at ____________%
CLIN 3001 – Option Year 3
Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) quarterly maintenance for the HVAC air conditioning equipment at the Weather Forecast Office Gray, Maine in accordance with the statement of work.
CLIN 3002 – Option Year 3 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) for annual HVAC Preventative Maintenance for three (3) NEXRAD Air Conditioners at the NEXRAD Radar Site in Gray, Maine in accordance with the statement of work.
CLIN 3003 – Option Year 3 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the equipment under this contract. All unscheduled service, repair and estimated cost shall be presented to NWS Management and authorized by the contracting officer prior to performance of any additional work. All unscheduled service and repair shall be handled through modification of this contract for repairs services over $2,500.00 or government credit card for services less than $2,500.00.
Quote must provide:
Hourly rate of $_____________.00
Discount applied at ____________%
CLIN 4001 – Option Year 4 -Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) quarterly maintenance for the HVAC air conditioning equipment at the Weather Forecast Office Gray, Maine in accordance with the statement of work.
CLIN 4002 – Option Year 4 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) for annual HVAC Preventative Maintenance for three (3) NEXRAD Air Conditioners at the NEXRAD Radar Site in Gray, Maine in accordance with the statement of work.
CLIN 4003 – Option Year 4 - Services, non-personal, to provide all labor, materials, and equipment (unless otherwise provided herein) unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the equipment under this contract. All unscheduled service, repair and estimated cost shall be presented to NWS Management and authorized by the contracting officer prior to performance of any additional work. All unscheduled service and repair shall be handled through modification of this contract for repairs services over $2,500.00 or government credit card for services less than $2,500.00.
Quote must provide:
Hourly rate of $_____________.00
Discount applied at ____________%
(vi) Description of requirements is as follows:
See attached Statement of Work which applies to Base Year and all Option Years 1 and all Option Years, and Department of Labor Wage Rates: WD 2015-4005, Revision No. 25, dated 12/26/2023, which can be found on: https://sam.gov/content/wage-determinations
INVOICES TO BE BILLED QUARTERLY IN ARREARS.
(vii) Date(s) and place(s) of delivery and acceptance:
Period of performance shall be:
Base Year for a twelve month period 05/01/2024 through 04/30/2025.
Option Period 1 for a twelve month period 05/01/2025 through 04/30/2026.
Option Period 2 for a twelve month period 05/01/2026 through 04/30/2027.
Option Period 3 for a twelve month period 05/01/2027 through 04/30/2028.
Option Period 4 for a twelve month period 05/01/2028 through 04/30/2029.
Place of Performance is National Weather Service, 1 Weather Lane, Gray, ME 04039-1208.
(vii) FAR provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (Sept 2023), applies to this acquisition and can be found on the Request for Quote form SF18 attachment.
NOTICE TO OFFERORS: Instructions for submitting quotations under this request for quote must be followed. Failure to provide all information to aid in the evaluation may be considered non-responsive. Offers that are non-responsive may be excluded from further evaluation and rejected without further notification to the offeror.
1. Submit PDF or Microsoft Word format quotations to the office specified in this solicitation at or before the time specified in the solicitation. Email quotes are required and can be sent to diana.romero@noaa.gov.
2. Offeror shall have an active registration in the System for Award Management (SAM found at https://sam.gov/content/home) in order to provide a quote and be eligible for award. Must provide their UEID/CAGE CODE with their quote.
3. Offerors shall assume that the Government has no prior knowledge of them or their capability.
4. Offerors must provide all evaluation criteria in accordance with FAR 52.212-2. Offerors who do not provide all evaluation criteria will not be accepted.
1. Technical Approach and Capability. The vendor’s overall technical approach will be evaluated to assess the Government's level of confidence in the vendor’s understanding of, approach to, and ability to successfully perform the requirements as described in the Statement of Work. Provide a detailed description of the company’s experience performing the same services. A detailed technical approach write-up describing how the contractor will perform this service is required to be submitted with the quote regardless of whether a site visit was made or not. The technical approach write-up must not be a reiteration of the Statement of Work but how your company plans on performing the tasks listed in the attached Statement of Work. i.e. performance checklists, anticipated number of trained and certified HVAC mechanics, anticipated hours at the facility and/or confirmation of supplies being provided, etc.
2. Past Performance. The vendor's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, cost management, communications between contracting parties, proactive management and customer satisfaction. The Government will use its discretion to determine the sources of past performance information used in the evaluation, and the information may be obtained from references provided by the vendor, the agency’s knowledge of contractor performance, other government agencies or commercial entities, or past performance databases, and will be based on responsiveness, quality, and customer services. Quote shall include at least two references for similar and relevant services including the phone number, full address, and e-mail address from two separate contacts. Vendors lacking relevant past performance history, or for whom past performance information is either not available or has not been submitted to the Government, will receive a neutral rating for past performance.
3. Price. The quoted prices will be evaluated but not scored. The Government will evaluate the price quote for completeness and reasonableness in relation to the RFQ requirements. Quoted prices must be entirely compatible with the Non-Price Technical Solution. The Government intends to award a trade-off, firm fixed-price purchase on an all or none basis with payment terms of Net-30.
“THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES. IT IS THE CONTRACTOR’S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT”.
(ix) FAR provision 52.212-2, Evaluation-Commercial Products and Commercial Services (Nov 2021), applies to this acquisition and can be found on the Request for Quote form SF18 attachment.
(x) FAR provision 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (Feb 2024), applies to this acquisition and can be found on the Request for Quote form. Offerors are advised to include a completed copy of the provision with its offer.
(xi) FAR clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023), applies to this acquisition and can be found on the Request for Quote form SF18 attachment.
(xii) FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive
Orders—Commercial Products and Commercial Services (Feb 2024) (DEVIATION 2024-03)(Dec 2022) Deviation 2021-06)(Sept 2021), applies to this acquisition apply can be found in full text on the Request for Quote form SF18 attachment.
(xiii) Any additional contract requirement(s) or terms and conditions that apply can be found on the Request for Quote form SF18 attachment.
(xiv) A statement regarding the Defense Priorities and Allocations System (DPAS) and assigned rating does not apply.
(xv) Quotes are required to be received in the contracting office no later than 2:00 pm MST/MDT on March 21, 2023. The email address is diana.romero@noaa.gov.
(xvi) Any questions regarding this solicitation should be directed to Diana Romero at diana.romero@noaa.gov or 303-579-9265.
UTILIZATION OF FEDCONNECT® FOR CONTRACT ADMINISTRATION
The Department of Commerce will utilize the FedConnect® web portal in administering this award. The contractor must be registered in FedConnect® and have access to the FedConnect® website located at https://www.fedconnect.net/Fedconnect/. For assistance in registering or for other FedConnect® questions please call the FedConnect® Help Desk at (800) 899-6665 or email at support@fedconnect.net. There is no charge for registration in or use of FedConnect®.
(End)
1352.215-72 Inquiries (Apr 2010)
OFFERORS MUST SUBMIT ALL QUESTIONS CONCERNING THIS SOLICITATION IN WRITING VIA EMAIL TO Diana Romero email: diana.romero@noaa.gov. QUESTIONS SHOULD BE RECEIVED NO LATER THAN March 19, 2024. Any responses to questions will be made in writing, without identification of the questioner, and will be included in an amendment to the solicitation. Even if provided in other form, only the question responses included in the amendment to the solicitation will govern performance of the contract.
(End of clause)
52.237-1 Site Visit (Apr 1984)
Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.
(End of provision)
A site visit is highly recommended but not required. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. Please contact Steve Moore email address steven.moore@noaa.gov to set up a time to visit the site. All questions during the site visit should be submitted electronically to Diana Romero email address diana.romero@noaa.gov.
