UPDATED 05/20/2024 - Updated RFQ Document attached with additional information. Due date changed to 24 May 2024.
UPDATED 05/02/2024 - Due date changed to 20 May 2024.
UPDATED 05/01/2024 - Answers to vendor questions are listed below.
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. This announcement constitutes the only solicitation: quotes are being requested and a written solicitation shall not be issued. The solicitation number is 70US0924Q70092614 and is issued as a Request for Quote (RFQ) for HVAC Maintenance. The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) 2024-04, 01 April 2024. This solicitation is a small business set aside and the associated North American Industry Classification System (NAICS) code is 238220 (Plumbing, Heating and Air-Conditioning Contractors). The Government intends to award a firm-fixed price contract from this solicitation.
**See the RFQ document attached for additional information**
Vendor Questions/Answers:
1. Does the Contractor receive a list of pre set dates and times in advanced for the subcontractor to complete the maintenance or does the maintenance have to be scheduled every 6 months for the duration of the contract?
- Scheduled every 6 months, Spring and Fall. Work to commence Tues-Thursday only, dates and times confirmed by USSS POC.
2. How will the subcontractor gain access to the property for the maintenance to be completed?
- Anyone accessing property will undergo eCheck and has to be approved by USSS.
3. In the event the subcontractor does not complete the maintenance service as scheduled, are they permited to reschedule through the contractor?
- The Prime contractor shall work with the USSS POC to reschedule.
4. Does the subcontractor have to have a minimum amount of business insurance that will cover any incidents such as accidental damage to the property or equipment it services?
- This is a question for the Prime contractor.
5. The statement of work indicates there is a set amount to be awarded for the contract. Are you permited to share the total contract award amount? I understand if you cannot.
- This contract will be rewarded to the LPTA (Lowest Price Technically Acceptable). The repairs cannot be determined at this time.
6. I wanted to ask if you could share with me the complete address of the place of performance for the HVAC maintenance in Wilmington, DE 19807 and Rehoboth Beach, DE 19971 under the United States Secret Service (USSS).
- This information will be provided to the awardee.
7. I am reaching out to inquire how you would like your proposal submited.
- As stated in the RFQ document provided, proposals need to be submitted to the Contracting Officer and Contract Specialist mentioned.
8. Will you all be conducting site visits? What will be the scheduling process for that?
- A site visit requires a background check and approval from the USSS POC. Only one representative from the company is allowed. All cameras, cell phones, and GSP devices shall be left in vehicles.
9. Could you provide confirmation that there is no design scope to this solicitation?
- If referring to survey and/or installation of new equipment, no this is strictly seasonal maintenance.
Site Visit
**A site visit for the Wilmington, DE location will be held on May 15th at 10:00am ET (with the possibility of rescheduling). Please note that only one representative from each company will be allowed. All devices are prohibited and will need to be left in vehicles.
If interested in the site visit, please send an email to Contract Specialist, Taylor Haire (taylor.haire@usss.dhs.gov) by COB May 3rd**
UPDATED SOW:
STATEMENT OF WORK (SOW)
Semi-Annual HVAC Maintenance and Repairs (Wilmington, DE & Rehoboth Beach, DE)
PART 1
GENERAL INFORMATION
1. Introduction: This is a non-personal services contract for services in Wilmington, DE and Rehoboth Beach, DE. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.
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- Background: The United States Secret Service (USSS) is a premier Law Enforcement Agency and requires semi-annual maintenance and repair services for the heating ventilation and air conditioning (HVAC) units located in Wilmington, DE 19807 and Rehoboth Beach, DE 19971.
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- Equipment Listing
Location 1: Wilmington, DE
Site: Carriage House
Item: HVAC (attic mounted heater)
Make: Armstrong Air
Model: A80UH1E045A12, 45,000 BTU, GAS FIRED, HORIZONTAL HEATER WITH STANDARD BLOWER
Installation Date: October 2022
Site: Carriage House
Item: Outdoor AC Unit
Make: Armstrong Air
Model: 4SCU16LE130P-50A, 2.5 TON, 16 SEER A/C UNIT
Installation Date: October 2022
Site: 0
Item: Mini-Split System
Make: Mitsubishi
Model: #SLZ-KF12NA / #SUZ-KA12NA2
Installation Date: May 2024
Site: 1
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: May 2023
Site: 2
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: November 2022
Site: 3
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: February 2023
Site: 4
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: November 2022
Site: 5
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: February 2023
Site: 6
Item:Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: May 2023
Site: 7
Item: Mini-Split System
Make: Mitsubishi
Model: #SLZ-KF09NA / #MFZ-KJ09NA / #MXZ-2C20NA3
Installation Date: October 2023
Location 2: Rehoboth Beach, DE 19971
Site: 1
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: June 2023
Site: 2
Item: Mini-Split System
Make: Mitsubishi
Model: #MLZ-KP09NA / #SUZ-KA09NA2
Installation Date: June 2023
1.2 Objectives: Obtain semi-annual maintenance and repair services for the heating ventilation and air conditioning (HVAC) units located in Wilmington, DE 19807 and Rehoboth Beach, DE 19971.
1.3 Scope: The contractor shall provide all labor, material, equipment and professional supervision necessary to perform routine maintenance (semi-annual) on the HVAC units on the equipment listed in 1.1.1. in accordance with (IAW) manufacturer’s standards, where applicable. The contractor shall evaluate the condition of the existing units and propose methods of repair, if applicable. The contractor shall provide the following services:
Minimum Requirements of the Preventive Maintenance Inspection of HVAC Units:
- HVAC Systems (semi-annually)
- Spring
- Perform an inspection, test run unit and check for existing fault codes, check for unusual noise or vibration.
- Check tension, condition, and alignment of belts, adjust, or replace, as necessary.
- Inspect (and clean) burner and blower assembly components for wear or damage, correct or repair as needed, lubricate motor and blower bearings, if applicable.
- Replace filter (central MERV filter).
- Check condition of condensate removal system and components, service or repair, as needed.
- Check refrigeration cycle for proper operation.
- Check all motor loads.
- Service all electrical connections and thermostat.
- Check all electrical components, service or replace as needed.
- Inspect and clean cooling systems and heater exchangers and traps, evaporator coil for proper heat transfer, correct any fin damage.
- Check refrigerant circuit for leaks.
- Check compressor oil level and pressure if applicable; add oil if needed.
- Check all operating and safety controls.
- Check equipment interlocks. (Where applicable)
- Blow out the drain lines.
- Replace and properly secure any doors or access panels removed during inspection.
- Start system and perform system checks with Delta “T” readings.
- Perform combustion analyzation on heater.
- Clean and paint external surfaces, as required.
- Indoor unit’s evaporators should be cleaned.
- Antifungal taps or strips should be placed in each evaporator.
- Drain pans on split systems should be checked and cleared of and debris.
- Drain pan safety shut offs should be check for operation.
- Maintain service records and record conditions for each piece of equipment.
- Submit report stating existing conditions and any additional repairs or modifications that may be required.
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- Fall
- Perform an inspection, test run unit and check for existing fault codes, check for unusual noise or vibration.
- Check tension, condition, and alignment of belts, adjust, or replace, as necessary.
- Inspect (and clean) burner and blower assembly components for wear or damage, correct or repair as needed, lubricate motor and blower bearings, if applicable.
- Replace filter (central MERV filter).
- Check condition of condensate removal system and components, service or repair, as needed.
- Check refrigeration cycle for proper operation.
- Check all motor loads.
- Service all electrical connections and thermostat.
- Check all electrical components, service or replace as needed.
- Inspect and clean cooling systems and heater exchangers and traps, evaporator coil for proper heat transfer, correct any fin damage.
- Check refrigerant circuit for leaks.
- Check compressor oil level and pressure if applicable; add oil if needed.
- Check all operating and safety controls.
- Check equipment interlocks. (Where applicable)
- Blow out the drain lines.
- Replace and properly secure any doors or access panels removed during inspection.
- Start system and perform system checks with Delta “T” readings.
- Perform combustion analyzation on heater.
- Clean and paint external surfaces, as required.
- Indoor unit’s evaporators should be cleaned.
- Antifungal taps or strips should be placed in each evaporator.
- Drain pans on split systems should be checked and cleared of and debris.
- Drain pan safety shut offs should be check for operation.
- Maintain service records and record conditions for each piece of equipment.
- Submit report stating existing conditions and any additional repairs or modifications that may be required.
- Condenser Unit (semi-annually):
- Spring
- Perform an inspection, check for unusual noise or vibration.
- Service all electrical connections.
- Check all motor loads.
- Check all operating and safety controls.
- Check condenser fan motor and blade for damage, repair as needed.
- Lubricate, if applicable.
- Check condenser coil for fin damage, straighten bent fins as needed.
- Clean condenser coil using a nonacid based cleaner, rinse thoroughly.
- Check refrigerant circuit for leaks.
- Check compressor oil level and pressure, if applicable.
- Check compressor crankcase heater. (Where applicable)
- Replace and properly secure any doors or access panels removed during inspection.
- Clean and paint external surfaces, as required.
- Algaecide treatment of condensate pan, if accessible.
- Condensing units should be on adjustable pump ups
- Maintain service records and record conditions for each piece of equipment.
- Submit report stating existing conditions and any additional repairs or modifications that may be required.
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- Fall
- Perform an inspection, check for unusual noise or vibration.
- Check heating system components, if applicable.
- Check all operating and safety controls.
- Check condenser fan motor(s) and blade(s) for damage, repair as needed.
- Lubricate motor bearings, if applicable.
- Check condenser coil for fin damage, straighten bent fins as needed.
- Replace and properly secure any doors or access panels removed during inspection.
- Condensing units should be chem cleaned.
- Condensing units should be on adjustable pump ups.
- Maintain service records and record conditions for each piece of equipment.
- Submit report stating existing conditions and any additional repairs or modifications that may be required.
Additional Requirements:
The contractor assumes full liability for any property damage they cause during the performance of their services.
- Repairs are currently unknown. If repairs are needed, they will be addressed at that time (including filters for large split systems). If the repairs are approved, the repairs will be paid for by the government.
- Waste Disposal: The contractor shall haul away from the worksite and legally dispose all debris to an off-site location.
- Site cleanup shall be performed.
1.4 Specific Tasks
1.4.1 Task Heading. HVAC Maintenance and Repair Service
Total (Qty x Unit Price)
CLIN: 0001
Description: Base Year: Semi-Annual Preventive Maintenance (Wilmington, DE 19807)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 0002
Description: Base Year: Repairs (Wilmington, DE 19807)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 0003
Description: Base Year: Semi-Annual Preventive Maintenance (Rehoboth Beach, DE 19971)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 0004
Description: Base Year: Repairs (Rehoboth Beach, DE 19971)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 1001
Description: Option Year 1: Semi-Annual Preventive Maintenance (Wilmington, DE 19807)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 1002
Description: Option Year 1: Repairs (Wilmington, DE 19807)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 1003
Description: Option Year 1: Semi-Annual Preventive Maintenance (Rehoboth Beach, DE 19971)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 1004
Description: Option Year 1: Repairs (Rehoboth Beach, DE 19971)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 2001
Description: Option Year 2: Semi-Annual Preventive Maintenance (Wilmington, DE 19807)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 2002
Description: Option Year 2: Repairs (Wilmington, DE 19807)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 2003
Description: Option Year 2: Semi-Annual Preventive Maintenance (Rehoboth Beach, DE 19971)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 2004
Description: Option Year 2: Repairs (Rehoboth Beach, DE 19971)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 3001
Description: Option Year 3: Semi-Annual Preventive Maintenance (Wilmington, DE 19807)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 3002
Description: Option Year 3: Repairs (Wilmington, DE 19807)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 3003
Description: Option Year 3: Semi-Annual Preventive Maintenance (Rehoboth Beach, DE 19971)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 3004
Description: Option Year 3: Repairs (Rehoboth Beach, DE 19971)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 4001
Description: Option Year 4: Semi-Annual Preventive Maintenance (Wilmington, DE 19807)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 4002
Description: Option Year 4: Repairs (Wilmington, DE 19807)
Visits/Year: TBD
Unit Price: TBD
Total: TBD
CLIN: 4003
Description: Option Year 4: Semi-Annual Preventive Maintenance (Rehoboth Beach, DE 19971)
Visits/Year: 2
Unit Price: TBD
Total: TBD
CLIN: 4004
Description: Option Year 4: Repairs (Rehoboth Beach, DE 19971)
Visits/Year: TBD
Unit Price:TBD
Total: TBD
TOTAL CONTRACT VALUE (NTE) $: TBD
1.5 General Information
1.5.1 Period of Performance: Base Year: 12 months
Option Year 1: 12 months
Option Year 2: 12 months
Option Year 3: 12 months
Option Year 4: 12 months
1.5.2 Place of Performance: Location 1: Wilmington, DE 19807
Location 2: Rehoboth Beach, DE 19971
1.5.3 Type of Contract: The Government will award a Firm Fixed-Price (FFP) contract.
1.5.3 Type of Contract: The Government will award a Firm Fixed-Price (FFP) contract.
1.5.4.1 Privacy Act: Personnel who have access to Privacy Information shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations. All data provided to the contractor by the government and/or developed by the contractor for the government shall be treated as Sensitive but Unclassified (SBU).
All other information relating to the items to be delivered or services to be performed under this order may not be disclosed by any means without prior approval by the Contracting Officer, in concurrence with Stephen Morrow, (215) 510-2629 or William Ziemer, (305) 389-0538.
Dissemination or public disclosure includes, but is not limited to, permitting access to such information by foreign nationals or by any other person or entity; publication of technical or scientific papers; advertising; or, any other proposed public release. The contractor will not release to any person/entity the name of the agency procuring the items/services of this requirement to include any subcontractors at any tier.
1.5.4.2 Security Requirements:
- The contract employees shall be subjected to criminal, credit and other database checks.
- No clearances are required for this effort.
1.5.5 General Compliance: Occupational Health and Safety Administration (OSHA)
1.6 Points of Contact:
- Stephen Morrow, (215) 510-2629
- William Ziemer, (305) 389-0538
- Jeffrey Patrick, (202) 407-6113
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- Invoices: Payment requests shall be submitted electronically as follows:
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- Submit invoices using the Invoice Processing Platform (IPP). Information regarding IPP, including IPP Customer Support contact information is available at www.ipp.gov or any successor site.
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- All invoices shall state the date and items provided; otherwise, the invoice will be rejected.
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- All invoices shall reference the contract number (PO) and the unique Payment Authorization (PA)# which is assigned for each service request.
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- Submit another copy of the invoice as an attachment to an email (PDF or Microsoft product attachments are readily accepted), to PPD.Budget@usss.dhs.gov.
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- The invoice shall state the dates and items provided; otherwise, the invoice will be rejected.
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- The invoice shall reference the contract number (PO) and the unique PA# which is assigned for each service request.
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- Authority: The Contracting Officer (CO) is responsible for the general administration of this order. The Contracting Officer’s Representative (COR) is responsible for the review/acceptance of all deliverables, and technical direction. The CO will serve as the Government point of contact for contractual direction. The COR will serve as the Government point of contact concerning information exchange, submission review and payment. Nothing said by the COR shall be construed to change the order requirements unless supported in writing in advance by the CO.
The USSS Point of Contact responsible for overall administration of this order is:
Jade Gaston
Contracting Officer
Procurement Divison
Jade.Gaston@usss.dhs.gov
