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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in 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 will not be issued. Solicitation number 12505B23Q0198 is issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04. The associated NAICS code is 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance; with a small business size standard of $12.5 Million and the PSC code is J041. This solicitation is unrestricted (“Full and Open”).

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 Drive, Madison, WI 53706 is requesting quotes for 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:

1. Unit: 19XRV2020225BES64; Serial Number: 0411Q20382; Description: Water-Cooled Chiller 19XRV.


2. 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 53706 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:

• Base Term - Core-Chillers Preventative Maintenance
  
  
  
  • Operating Inspection; Yearly
  
  
  • Annual PM; Yearly
  
  
  • Vibration Analysis; Yearly
  
  
  • Seasonal Startup; Yearly
  
  
  • Condenser Tube Cleaning; Yearly
  
  
  • Oil Analysis; Yearly (Minimum)
  
  
  • SMART Service; As Required
  
  
  
  


• Option Year 1 - Core-Chillers Preventative Maintenance
  
  
  
  • Operating Inspection; Yearly
  
  
  • Annual PM; Yearly
  
  
  • Vibration Analysis; Yearly
  
  
  • Seasonal Startup; Yearly
  
  
  • Condenser Tube Cleaning; Yearly
  
  
  • Oil Analysis; Yearly (Minimum)
  
  
  • SMART Service; As Required
  
  
  
  


• Option Year 2 - Core-Chillers Preventative Maintenance
  
  
  
  • Operating Inspection; Yearly
  
  
  • Annual PM; Yearly
  
  
  • Vibration Analysis; Yearly
  
  
  • Seasonal Startup; Yearly
  
  
  • Condenser Tube Cleaning; Yearly
  
  
  • Oil Analysis; Yearly (Minimum)
  
  
  • SMART Service; As Required
  
  
  
  


• Option Year 3 - Core-Chillers Preventative Maintenance
  
  
  
  • Operating Inspection; Yearly
  
  
  • Annual PM; Yearly
  
  
  • Vibration Analysis; Yearly
  
  
  • Seasonal Startup; Yearly
  
  
  • Condenser Tube Cleaning; Yearly
  
  
  • Oil Analysis; Yearly (Minimum)
  
  
  • SMART Service; As Required
  
  
  
  


• Option Year 4 - Core-Chillers Preventative Maintenance
  
  
  
  • Operating Inspection; Yearly
  
  
  • Annual PM; Yearly
  
  
  • Vibration Analysis; Yearly
  
  
  • Seasonal Startup; Yearly
  
  
  • Condenser Tube Cleaning; Yearly
  
  
  • Oil Analysis; Yearly (Minimum)
  
  
  • SMART Service; As Required
  
  
  
  

Evaluation Factors:

Pursuant to FAR 52.212-2, the criteria for evaluation and basis for award will be Lowest Price, Technically Acceptable (LPTA). Technical acceptable is define as meeting ALL of the technical requirements identified on the Statement of Work and reiterated in the solicitation description. The Government intends to make one Firm-Fixed Price award with a base and four option years based on the lowest price technically acceptable (LPTA) quote received. "LPTA" means the best value is expected to result from selection of the technically acceptable quote with the lowest evaluated price. The lowest priced quote will be evaluated first; if NOT found technically acceptable, the next lowest priced quote will be evaluated, and so on until a technically acceptable quote is identified. The Government will NOT review higher priced quotes if the lowest (or a lower) priced quote is determined to be technically acceptable.

Submitting a Quote:

Failure to demonstrate compliance with ALL instructions presented herein will constitute sufficient cause to reject a quote without further discussions. All responsible sources may submit a quote which will be put into considered for award.

Vendors responding to this announcement shall submit their quote in accordance with FAR 52.212-1. The applicable FAR clauses and provisions for this acquisition are included in the attachments to this solicitation. The Government anticipates making one Firm-Fixed Price award with a base and four option years.

Vendors responding to this announcement shall submit their quote along with all other requested and required documentation (such as completed FAR provisions) to be included as part of ALL offeror’s responses. The quote should include any and all fees, charges, and/or surcharges. This will be a tax-exempt purchase.

The solicitation attachments include FAR clauses, a Statement of Work (SOW), and FAR provisions. Be sure to read and review ALL of the attachments and to complete any and ALL additional documentation required as part of your quote submission. Of critical importance is to review the SOW as it contains the requirements for this acquisition.

In addition, all submissions should include the FAR clauses and provisions completed in their entirety. The FAR clauses and provisions constitute the terms and conditions for submitting a quote in response to this solicitation as well as the terms and conditions of the anticipated award. The FAR provisions apply to the solicitation and submission of quotes. The FAR clauses apply to the solicitation and submission of quotes as well as to the resulting award. The FAR clauses will be included as part of the resulting award. Please review ALL of the FAR clauses and provisions and be certain to complete all of the FAR clauses and provisions that require the offerors impute (i.e. all boxes are checked, blanks are filled in, and tables are completed). Please provide a completed copy of the FAR provisions FAR 52.204-24 (Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment) and FAR 52.212-3 (Offeror Representations and Certifications - Commercial Products and Commercial Services) with your quote.

Please ensure your quote will be current and that the price quoted will NOT expire for a minimum of 30 days.

To be eligible to be put into consideration for award, ALL vendors who respond to this solicitation must be registered in the System for Award Management (SAM) with a current and active registration at the time their quote is submitted. A vendor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov. NO EXCEPTIONS. A Unique Entity Identifier (UEI) number is required in order to register. Vendors must also include their UEI# on their quote. Vendors should also include their SAM status as well as the business size and socio-economic status(es) for the applicable NAICS code.

Also, be certain all quotes included the vendor’s full legal name, physical address, individual unit prices for all items quoted, line item prices, the total quoted price, an estimated time to delivery or completion, the quote submission date, the quote expiration date, and all other relevant information.

The submission and payment of invoices on the resulting award will be made through the Invoice Processing Platform (IPP). As such, vendors must be currently registered or register in IPP in order to be able to submit and receive payment on invoices for the resulting award. Invoices to be billed quarterly in arrears.

Questions in regards to this combined synopsis/solicitation must be submitted through email to aaron.dimeo@usda.gov (NO calls with questions will be accepted) and are due by NO later than Wednesday, July 12, 2023 at 11:59 PM Central Time (CT). Answers to any questions received by that time will be posted as an amendment to this combined synopsis/solicitation. No questions will be answered after this date unless determined to be in the best interest of the Government.

Only electronic submissions made via email will be accepted (NO verbal quotes made by phone call, quotes submitted by USPS mail, or quotes submitted in the body of an email). Please email all quotes in writing along with completed FAR provisions as well as ALL other requested and required documentation to aaron.dimeo@usda.gov by NO later than Monday, July 17, 2023 at 11:59 PM Central Time (CT).

NOTE: Be absolutely certain to reference the RFQ number “12505B23Q0198” and/or title of the solicitation “Core-Chillers Preventative Maintenance” in the subject, body, and/or attachments on your quote submission email to ensure your submission can be located and attributed to this solicitation. Failure to do so could potentially result in your submission being deemed “unresponsive” and as a result your quote may NOT be put into consideration for award (as your quote may NOT be located when searching the recipients email to ensure all responses to the solicitation have been logged before making an award determination).

Attachments/Links