1305M325Q0265 SOLICITATION_09-02-2025.pdf

COMBINED SYNOPSIS/SOLICITATION

Non-personal grounds maintenance services at the National Weather Service (NWS) Forecast Offices in Caribou, Maine and in Hodgdon, Maine.

(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 1305M325Q0265

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05 (Aug 2025) (Deviation 2025-07) (May 2025).

(iv) This solicitation is being issued as a total Small Business Set-Aside. 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, EQUIPMENT, AND MATERIALS

(UNLESS OTHERWISE PROVIDED HEREIN) NECESSARY TO PROVIDE PREVENTIVE

MAINTENANCE AND SERVICES FOR THE GEOTHERMAL WELL SYSTEM, HVAC

MECHANICAL SYSTEMS, AND HVAC CONTROL SYSTEM/COMPONENTS IN ACCORDANCE

WITH THE STATEMENT OF WORK.

PERIOD OF PERFORMANCE: DATE OF AWARD THROUGH AUGUST 31, 2026

CLIN 1001 – Option Year 1

SERVICES, NON-PERSONAL, TO PROVIDE ALL LABOR, EQUIPMENT, AND MATERIALS

(UNLESS OTHERWISE PROVIDED HEREIN) NECESSARY TO PROVIDE PREVENTIVE

MAINTENANCE AND SERVICES FOR THE GEOTHERMAL WELL SYSTEM, HVAC

MECHANICAL SYSTEMS, AND HVAC CONTROL SYSTEM/COMPONENTS IN ACCORDANCE

WITH THE STATEMENT OF WORK.

PERIOD OF PERFORMANCE: SEPTEMBER 1, 2026 THROUGH AUGUST 31, 2027

(vi) Description of requirements is as follows:

See attached Statement of Work which applies to Base Year and Option Year 1, and Department of Labor Wage Rates: WD 2015-4007, Revision No. 30, dated July 8, 2025, which can be found on:

https://sam.gov/content/wage-determinations

(vii) Date(s) and place(s) of delivery and acceptance:

Period of performance shall be:

Base Year for a period of Date of Award through 08/31/2026.

Option Period 1 for a twelve month period 09/01/2026 through 08/31/2027.

Places of Performance are:

1--National Weather Service Weather Forecast Office (WFO Caribou) 810 Main Street Caribou, Maine 04736-4452

2--National Weather Service

Radar Date Acquisition (RDA) Site 185 Barton Road Hodgdon, Maine 04730

(viii) 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.

(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 (May 2024) (Deviation 2025-02) (Deviation 2025-03) (Feb 2025), applies to this acquisition and can be found on the Request for Quote form SF18 attachment. Offerors are advised to include a completed copy of the provision with its offer, unless the offeror’s Reps & Certs section on SAM.gov is accurate and current.

Per Deviation 2025-02/03: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

(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 clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services (Jan 2025) (Deviation 2025-02) (Deviation 2025-03) (Feb 2025), applies to this acquisition and 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) 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 1:00PM MDT on TUESDAY, SEPTEMBER 9, 2025. All quotes must be submitted electronically via email to kerri.coffey@noaa.gov.

(xvi) Any questions regarding this solicitation should be submitted electronically via email to kerri.coffey@noaa.gov.

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 KERRI.COFFEY@NOAA.GOV. QUESTIONS SHOULD BE RECEIVED NO

LATER THAN FRIDAY, SEPTEMBER 5, 2025. 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 William Desjardins at (207) 227-0401 to set up a time to visit the site.

All questions during the site visit should be submitted electronically to kerri.coffey@noaa.gov.

FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023) 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. Quote documents shall include signed copies of the SF 18 and SF 30(s) to acknowledge the solicitation and any applicable amendments. Email quotes are required and can be sent to kerri.coffey@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 respond to and provide all documentation in accordance with FAR 52.212-2. Offerors who do not provide all evaluation criteria may not be considered.

1. Technical Approach and Capability

2. Past Performance

3. Price

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.

FAR 52.212-2 Evaluation- Commercial Products and Commercial Services (Nov 2021) Offers will be evaluated based on price and the factors set forth in paragraph (a).

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Paragraph (a) is hereby completed as follows: Evaluation will be based on the following pass/fail criteria;

1. Technical Acceptability/Capability.

Quote shall include a statement demonstrating the offeror’s capability to perform the required scope of work, including relevant experience for the same or similar services within the past two years and the offeror’s understanding of the requirement. The statement must not be a reiteration of the Statement of Work. Failure to address the full requirements of the Statement of Work will be considered a fail and the quote will not be accepted.

2. Past Performance.

The offeror'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. Provide a detailed description of the company’s experience performing similar services, make sure to describe experience with Schneider Electric equipment. 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 Offeror, the agency’s knowledge of Offeror performance, other government agencies or commercial entities, or past performance databases, and will be based on responsiveness, quality, and customer services.

3. Price.

The Government intends to award a low priced, technically acceptable, single firm fixed-price purchase order on an all or none basis with payment terms of Net 30.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

THIS RFQ IS IS NOT A SMALL BUSINESS SET-ASIDE

15. DATE OF QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

b. TELEPHONE

AREA CODE

NUMBER

STANDARD FORM 18 (REV. 6/1995)

Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

8. TO:

b. COMPANYa. NAME

c. STREET ADDRESS

d. CITY e. STATE f. ZIP CODE

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

d. STATE e. ZIP CODE

7. DELIVERY

FOB DESTINATION

OTHER

(See Schedule)

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

IMPORTANT: This is a request for information and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NUMBER

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations are are not attached.

13. NAME AND ADDRESS OF QUOTER

a. NAME OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

PAGE OF PAGES

1. REQUEST NUMBER 2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NUMBER 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5a. ISSUED BY 6. DELIVER BY (Date)

NAME TELEPHONE NUMBER

AREA CODE NUMBER

c. CITY

5b. FOR INFORMATION CALL (NO COLLECT CALLS)

810 MAIN STREET

WAD-SAP

325 BROADWAY, SOU6

BOULDER CO 80305

1305M325Q0265

KERRI COFFEY

578-6861

CARIBOU WFO MAINE

04736-4452

08/28/2025

09/09/2025 1300 MD

CARIBOU

ME

1 69

1305M325Q0265 BASE

Section II - Supplies or Services and Price/Costs Section III - Description/Specifications Section IX - Contract Clauses Section X - List of Attachments

Section II - Supplies or Services and Price/Costs

CLIN List

Item Number Description Quantity Unit Unit Price Amount

CLIN 0001 – BASE PERIOD

SERVICES, NON-PERSONAL, TO PROVIDE ALL

LABOR, EQUIPMENT, AND MATERIALS

(UNLESS OTHERWISE PROVIDED HEREIN)

NECESSARY TO PROVIDE PREVENTIVE

MAINTENANCE AND SERVICES FOR THE

GEOTHERMAL WELL SYSTEM, HVAC

MECHANICAL SYSTEMS, AND HVAC CONTROL

SYSTEM/COMPONENTS AS SPECIFIED IN THE

STATEMENT OF WORK.

Award Type: Firm-fixed-price Product/Service Code: J045 Period of Performance: 09/15/2025 to 08/31/2026

CLIN 1001 – OPTION YEAR 1

SERVICES, NON-PERSONAL, TO PROVIDE ALL

LABOR, EQUIPMENT, AND MATERIALS

(UNLESS OTHERWISE PROVIDED HEREIN)

NECESSARY TO PROVIDE PREVENTIVE

MAINTENANCE AND SERVICES FOR THE

GEOTHERMAL WELL SYSTEM, HVAC

MECHANICAL SYSTEMS, AND HVAC CONTROL

SYSTEM/COMPONENTS AS SPECIFIED IN THE

STATEMENT OF WORK.

Award Type: Firm-fixed-price Product/Service Code: J045 Period of Performance: 09/01/2026 to 08/31/2027

Section III - Description/Specifications

Statement of Work (SOW)

STATEMENT OF WORK (SOW)

NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION (NOAA)

NATIONAL WEATHER SERVICE (NWS)

WEATHER FORECAST OFFICES (WFOs) - CARIBOU, MAINE AND HODGDON, MAINE

PREVENTIVE MAINTENANCE AND SERVICE FOR GEOTHERMAL WELL SYSTEM AND HEATING,

VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEMS

PURPOSE

The Contractor shall provide preventive maintenance and service for the geothermal well system, HVAC mechanical systems, and HVAC Control System/Components as specified herein at the WFOs located in Caribou, Maine and Hodgdon, Maine.

PLACES OF PERFORMANCE

National Weather Service – Caribou, Maine 810 Main Street Caribou, Maine 04736-4452

National Weather Service – Hodgdon, Maine 185 Barton Road Hodgdon, Maine 04730

GENERAL REQUIREMENTS

The Contractor shall examine all existing and associated equipment conditions under which they shall be obliged to perform work under this Contract. The maintenance manuals may be located at the NWS Caribou office. If the maintenance manuals are not available, then the Contractor shall contact the equipment manufacturer to obtain their Preventive Maintenance Program requirements and maintain a copy at the NWS Caribou office.

The Contractor shall provide all equipment and controls required to ensure the equipment operates efficiently and cost effectively at all times and under all conditions.

The Contractor shall coordinate routine service visits with local office point of contact prior to each visit, with 48 hours advanced notice.

The Direct Digital Control (DDC) system is a proprietary software system. Contractor must be able to upgrade all software changes at no cost to the Government or subcontract as needed. The Electronic System Analyst is to have all system admin rights.

The Contractor shall provide a Preventative Maintenance schedule to the Government Point of Contact and local point of contact, within ten (10) days after award of a purchase order.

The Contractor shall not subcontract more than 10% of the preventive maintenance work.

The Contractor and those working onsite on behalf of the Contractor shall sign in/sign out at the Reception Desk when arriving/leaving.

The Contractor and those working onsite on behalf of the Contractor shall wear company branded/labeled attire.

The Contractor and those working onsite on behalf of the Contractor shall wear a NWS visitor badge at all times.

The Contractor must be able to respond with a technician on site within two (2) hours in an emergency situation.

Certification and Accreditation (C&A) requirements of Clause 73 do not apply and a Security Accreditation Package is not required.

STATEMENT OF WORK

The Contractor shall provide all labor, tools, material, equipment, supervision, insurance and incidentals to provide Preventive Maintenance and Service for the Geothermal Well system, HVAC mechanical systems, and HVAC Control System/Components. This includes all equipment and controls required to ensure the equipment operates efficiently and cost effectively at all times and under all conditions. The Contractor shall coordinate routine service visits with local office point of contact prior to each visit, with 48 hours advanced notice.

The Direct Digital Control (DDC) system is a proprietary software system. Contractor must be able to upgrade all software changes at no cost to the government or subcontract as needed. The Electronic System Analyst is to have all system admin rights.

The Contractor shall provide a Preventative Maintenance schedule to Government Point of Contact and local point of contact, within 10 days after award of a purchase order.

The Contractor must be able to respond with a technician on site within two hours in an emergency situation. The contractor shall not subcontract more than 10% of the preventive maintenance work.

EQUIPMENT

The NWS intends to award a Preventive Maintenance Program Contract for all equipment associated with the HVAC, Fire Alarm, Smoke, Heat and Carbon Dioxide Detectors, and Humidification Controls. All HVAC equipment will be inspected, serviced and maintained under this agreement including, but not limited to, the following: Air Handler Units, Electronic Duct Heaters, all Condensing Units and water controls, Humidifier System, Heat Pumps and controls, Variable Air Volume (VAV) Boxes, Dampers and Louvers to include Generator building fresh air damper closure, all Exhaust Fans and controls, Control System including sensors, transmitters, Differential Pressure Switches and all other Components, and Package Units located in the Forecast Office and/or the Radar and Transition Power Maintenance Shelter (TPMS) Buildings at the above addresses.

DESCRIPTION OF WORK

A. HEAT PUMPS AND A/C CONDENSING UNITS ROUTINE OPERATING INSPECTION AND MAINTENANCE Quarterly, except as noted.

1. Install gauges and check refrigerant pressures.

2. Check and tighten all electrical connections.

3. Check bearings and compressor for proper lubrication.

4. Check compressor voltage and running amps.

5. Check all safety/operating controls; calibrate as necessary.

6. Check thermostats; calibrate as necessary.

7. Check super heat temperature.

8. Check sub cooling temperature.

9. Check condition of condenser coils; clean twice per year.

10. Check condition of blower wheels and drive belts; re-tension and clean. Supply and replace belts annually or sooner if required.

11. Check temperature differences across the condenser and evaporator coils.

12. Leak test refrigerant circuits.

13. Clean and check all strainers on heat pumps.

14. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

B. FANS AND AIR HANDLING UNITS ROUTINE OPERATING INSPECTION AND MAINTENANCE

Quarterly, except as noted.

1. Check belts and sheaves.

2. Tighten all nuts and bolts.

3. Check motor mounts and vibration pads; check for excessive vibration or noise.

Check motor operating conditions.

4. Inspect electrical connections and conductors annually.5. Lubricate and adjust associated dampers, motors and linkage annually.

6. Check all fan operations.

7. Inspect condensate drains pans and piping to ensure proper drainage; clean drains and drain pans annually or as needed.

8. Supply and replace pleated filters semi-annually or sooner if necessary; change bag filters annually or sooner if necessary.

9. Check heating and cooling coils.

10. Clean external surfaces as required.

11. Inspect for leaks.

12. Check belts. Supply and replace as necessary. Check fan belt tension and adjust as required.

13. Lubricate fan and motor bearings per manufacturer’s recommendation. Also check and tighten locking collars and bolts.

14. Inspect operating and safety controls.

15. Check motor operating conditions, verify within manufacturers tolerances.

16. Check and clean fan blades as required and as needed.

17. Check duct heating coils.

18. Check all operating conditions and adjust as required.

19. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

C. SELF-CONTAINED PACKAGE UNITS ROUTINE OPERATING INSPECTION AND MAINTENANCE

Semi-annual, except as noted.

1. Check operating controls for proper functioning; calibrate as necessary.

2. Check safety controls for proper operation; adjust as necessary.

3. Inspect condition of evaporator coils.

4. Check condition of unit air filters. Supply and replace.

5. Inspect fan belts and supply/replace as necessary. Check fan belt tension and adjust as required.

6. Check fan motor bearings for proper lubrication per manufacturer’s recommendations. Also check and tighten locking collar bolts.

7. Inspect condensate drain pans and piping to ensure proper drainage; clean annually or as necessary.

8. Check compressor oil pressure and level. Also check compressor amperage draw with ammeter.

9. Check compressor motor windings with Meg ohm meter annually.

10. Install pressure gauges and check refrigerant pressures.

11. Inspect refrigerant piping and fittings for leaks. Correct leaks.

12. In the beginning of heating season check operation of heating section.

13. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

Annual

1. Check vessel connections for leaks.

2. Check condenser and receiver relief valves for leaks.

3. Check refrigeration systems and piping for problems.

4. Calibrate pressure gauges and thermometers.

5. Check safety controls for proper settings and operation.

6. Check and tighten electrical connections.

7. Change oil filters and clean strainers when required.

8. Take oil sample for laboratory analysis when required.

9. Check oil heaters and controls.

10. Remove condenser heads and brush/clean tubes when required.

11. Inspect condensers for signs of corrosion.

12. Check evaporator coils, clean as required.

13. Clean inlet vanes/linkage and IGV ring.

14. Verify proper operation of inlet vane assembly.

15. Inspect fan motor control.

16. Clean condensate pans.

17. Tighten set screws on fan assembly locking collar; torque locking collar per manufacturer’s specifications.

18. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

D. HUMIDIFIRST HUMIDIFIER

The contractor shall provide and replenish Distilled (DI) water, and replace bottles (tanks) every (30 days) the months of September, October, April and May. Change out and replace every (20) days November, December, January, February and March on all units. Shut down and clean in the second week of May and restart in the first week of September. Contractor shall provide material history of the DI Bottles/System performance upon each DI bottle change out, as described. This may cause changes in the frequency of the DI bottle replacements, and subject to a modification of this contract.

Frequency as described within this section.

1. Check unit operation and maintain/service per manufacturer’s specifications.

2. Check drain pan for leaks.

3. Check piping for leaks.

4. Each year, prior to start up, replace all equipment parts per manufacturer’s runtime hour requirements that will be exceeded during peak demand of equipment (e.i. December through March).

5. Supply and replace DI canisters every thirty days, October, November March and April.

6. Supply and replace DI canisters every 20 days, November, December, January and February.

7. Start system during first week of September.

8. Shut down system during second week of May, and place system per the Manufacturer’s requirements for an extended shut down mode.

9. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

E. AERMEC and SANYO HEAT PUMPS, and GEOTHERMAL WELL and ASSOCIATED EQUIPMENT ROUTINE

OPERATING INSPECTION AND MAINTENANCE

1. Aermec does not explicitly state that it insists on certification for all individuals working with their products. However, they do emphasize the importance of training and knowledge for those who install, maintain, or represent their products.

2. Contractor shall flush the geothermal well once every year. Contractor shall remove and inspect well pump in conjunction with yearly flushing. Well pump shall remain out of well during flushing. Contractor shall comply with all FAA rules and regulations, coordinate with the Caribou airport director, and display all required flags and beacons. Contractor shall coordinate all work with the Caribou water district for use and costs of the city water to flush the Geothermal Well and disposal of the contaminated water from the well during flushing. Work shall be performed by a contractor who is qualified in geothermal well installation, operation and service. This servicing shall be performed in the timeframe of late spring or early summer.

3. Contractor shall flush the Alfa Laval plate and frame heat exchanger twice per year, once in the spring and once in the fall. Contractor shall take a water sample and have analyzed for contaminants and metals.

4. Contractor shall disassemble and visually inspect the strainer basket in the Miller Leaman strainer twice per year, once in the spring and once in the fall. Replacement strainer baskets shall be installed of the same mesh size and material as the existing basket when the existing basket shows signs of corrosion.

5. Contractor shall check the operation of all diverting and balancing valves on a quarterly basis.

6. Contractor shall check the glycol concentration in the piping loop annually and maintain at -50oF burst temperature.

7. All Variable Frequency Drives (VFD’s) shall be checked for correct operation on a quarterly basis.

8. Contractor shall maintain all pipe insulation, including pipe markings. Contractor shall replace any damaged pipe insulation.

9. All motors shall be lubricated as per manufacturer’s specifications. Voltage and amperages shall be recorded on a quarterly basis.

10. All pumps shall be maintained as per the manufacturer’s recommendations.

11. Contractor shall strictly adhere to the Aermec maintenance procedures and schedules.

12. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

Monthly

1. Check and record the following parameters: Water IN, Water Out, temperature and flow, High pressure, Low pressure, Input Current, Input Voltage.

2. Check the mechanical filter at the evaporator inlet and if necessary clean it.

3. Check and record the correct operation of the compressor heaters. The heater shall operate even if the compressors have been turned off.

4. Check and record the oil level in the compressors.

5. Check and record the refrigerant charge through the liquid sight glass.

6. Check and record the overheating and sub-cooling values.

7. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

Quarterly

1. Check and verify all the safety and operating control devices, including all remote panels, according to the Aermec start up procedure form.

2. Check the cable connections and ensure good electrical contact of all cables. Tighten all bolts and terminal screws and check the insulation of the cables.

Semi-annual

1. Check and verify the unit frame paying attention to any corroded parts. If necessary clean and paint any corroded parts.

2. Check the condenser coils and clean. The coil surface must be cleaned and free from dirt at all times.

Clean the coil surface with high pressure air paying particular attention not to twist, bend or damage the fins.

3. Check and verify the fins are secure and tighten all bolts.

4. Check the sight glass in the refrigerant circuit. If the indicator is yellow, an indication of humidity in the circuit, supply and replace the dehydrator filter.

5. Check operation of the units four way valve.

6. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

F. FLUID COOLERS ROUTINE OPERATING INSPECTION AND MAINTENANCE:

Monthly

1. Check and record the following parameters: Water IN, Water Out, temperature, flow, Motor Current, and Voltage.

2. Check static pressure across the coils.

3. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

Quarterly

1. Check and verify all the safety and operating control devices.

2. Check the electrical connections of all cables. Tighten all bolts and screws of the electrical terminals and check the wire insulation.

Semi-Annual

1. Check and verify the unit frame, investigating any corroded parts. If necessary, clean and paint any corroded parts.

2. Check the water coils and clean as required. The coil surface must be cleaned and free from dirt at all times. Clean the coils surface with high pressure air. CAUTION, do not to twist, bend or damage the fins.

3. Check and verify the fins are secure and tighten all bolts.

4. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

G. SANYO HEAT PUMP ROUTINE OPERATING INSPECTION AND MAINTENANCE:

Monthly

1. Clean the air filter. Vacuum the air filter, wash in lukewarm soapy water, rinse in clean water and dry before reinstalling.

2. Check the operation of the indoor unit.

3. Check drain line is free and clear of any obstructions.

4. Check the operation of the outdoor unit.

5. Perform preventive maintenance on the outdoor unit as specified by Sanyo.

6. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

Quarterly

1. Clean the air intake and outlet side of the indoor unit with a vacuum cleaner brush, and wipe with a clean dry cotton cloth.

2. Check all electrical connections.

3. Clean the coil with high pressure air on a quarterly basis. CAUTION, do not to damage any components.

4. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

5. Remove any stains.

Semi-Annual

1. Check unit for corrosion, clean and paint any corroded areas on a semi-annual basis.

2. Check correct operation of the Sanyo communication LON card on a semi-annual basis.

3. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

4. Check the operation of the remote control. Provide and replace battery as required.

H. FIRE ALARM MAINTENANCE ROUTINE OPERATING INSPECTION AND MAINTENANCE

Quarterly, or as described.

1. Contractor shall test all smoke, heat and Carbon Dioxide.

2. Contractor shall check emergency battery.

3. Contractor shall check all wiring in the Fire Alarm box.

4. Contractor shall test all horn strobes.

5. Contractor shall test all HVAC duct work smoke and verify interlocks actuate.

6. Contractor shall once (1) per year hold a Fire Evacuation test scheduled with the Meteorologist In Charge, (MIC), Government Point of Contact shall be informed.

7. Contractor shall verify the Fire Alarm Control Panel (FACP) operates per the manufacturers specifications.

8. Inform Government Point of Contact and local point of contact of any deficiencies noted during the above inspections; provide recommendations to correct the noted deficiencies.

I. CONTROL SYSTEM MAINTENANCE ROUTINE OPERATING INSPECTION AND MAINTENANCE

Monthly, or as described

1. Contractor shall verify via modem that the sequence of operation and programming is performing within specifications. All work shall be coordinating this test so they are performed on different days of the week and times between (8:00 am to 4:00 pm ET).

2. While certification is not required, Schneider Electric emphasizes the importance of technicians being trained and knowledgeable of their TAC, IA Series, and R2 engineering products.

3. Schneider does not require a contractor be an authorized partner/representative in Maine, but stresses such a relationship does enhance the efficiency in receiving the TAC/IA building energy management system service and replacement part support.

4. Contractor must analyze the energy management system programming on a quarterly basis to ensure that the building energy management system is selecting the most efficient means to heat and cool the WFO. Reports shall be provided to the Government Point of Contact and local point of contact of deficiencies noted, recommendations as to corrective actions required and time lines required for corrective actions. The contractor shall make any changes required to enable the system to operate in the most energy efficient manner, and subsequently notifying the local point of contact.

Temperature Control Preventive Maintenance services are to be recorded in a log form and made available to the Government Point of Contact and the local point of contact.

Annual

1. Check and calibrate sensors as required.

2. Review control loops and adjust as necessary.

3. Evaluate all input/output points for proper operation and report any deficiencies.

4. Inspect interior surfaces and components of the panel enclosures and associated field equipment and clean as required for proper operation. Ensure all monitoring devices and plug-in components are securely in place, note any deficiency for review.

5. Meet with local Point of Contact to discuss system needs, operational deficiencies and system enhancements.

J. TAC I/Maintenance Support:

Semi- Annual

1. Enterprise server / UNC panel communications check.

2. Enterprise server alarm log check.

3. Enterprise server trend log check.

4. Enterprise server facility schedule check

5. Confirmation and check of communications between UNC and local controllers.

6. Operational check and calibration (calibration shall be performed at the sensor with a traceable NIST primary standard device) of all local controller input devices, to include the following:

• temperature sensors / switches

• humidity sensors / switches

• current sensors / switches

• pressure sensors / switches

• light sensors / switches

• flow sensors / switches

• Co2 sensors / switches

• Co & No sensors / switches

• Occupancy sensors / switches

• Operational check and calibration of all local controller output devices, to include the following:

• damper actuators

• valve actuators

• fan / pump start relays

• fan / pump speed control

• humidifier control

• heat pump control

• electric heat control

• alarm control

• Inspection of controller hardware condition

7. Check and tighten all electrical connections at point of start and finish.

8. Controller and device terminations.

9. Software sequence of operations check.

10. Software control operation check.

Database backup of Enterprise / UNC / Local controllers. A copy of any revised programming/software must be kept at the NWS Caribou office; a separate copy shall be kept in a fireproof enclosure by the contractor.

PASSWORD ACCESS

Password access to the system will at all times be available to the local Point of Contact.

ADDITIONAL REQUIREMENTS

A. MAINTENANCE RECORDS

1. The contractor shall supply and maintain written records of maintenance and repairs on site.

2. Note and report any mechanical, electrical or control system discrepancies that would affect equipment operations.

3. Document all preventive maintenance work done, all pertinent pressures, temperatures, voltages, fluid levels and test results, etc.

4. The report shall contain any uncorrected deficiencies noted at inspection.

B. ON CALL SYSTEM EMERGENCIES AND UNSCHEDULED SERVICE/ REPAIRS

1. The Contractor shall provide qualified service personnel and parts to provide repairs as necessary to sustain continuous operation of this facility.

2. The Contractor shall provide a 24-hour telephone number and respond within two hours of any call for service, including Travel Time.

3. The normal working hours of 8:00 am to 5:00 pm Monday thru Friday will incur no charges for, travel time, vehicle mileage or technicians while performing any part of this scheduled maintenance contract.

All federal holidays will be treated as off hours and can be invoiced as an emergency service call and charged.

4. Unscheduled service including labor, parts and components required to troubleshoot, diagnose or repair the above equipment are not covered under this contract.

5. All unscheduled service and repair will be handled through separate contracts.

C. QUALIFICATIONS AND STANDARDS

1. The technicians and personnel tasked with service and repairs shall be licensed, certified and skilled to repair and service the specific mechanical and automated environmental control systems, software and equipment on site.

2. All work and materials supplied shall meet or exceed industry standards and equipment Manufacturer’s specifications.

D. MATERIAL SAFETY DATA SHEETS (MSDS)

The Contractor shall furnish five copies of each MSDS, on all materials, supplies, any training certification requirements 10 days after contract award date, to the Government Point of Contact for approval prior to usage. Once the MSDS have been approved, the contractor shall maintain a complete copy on site at all times.

E. SAFETY - LOCK OUT/TAG OUT

1. Advise local point of contact prior to starting maintenance or repair procedures.

2. Contractors shall comply with all Lockout/Tag out requirements as per OSHA regulations.

F. NONCOMPLIANCE STATEMENT

1. Contracting Officer may cancel this contract with a thirty (30) day written notice of cancellation for noncompliance of all or part of this agreement.

2. The contractor will have five (5) working days to correct any/all deficiencies or the agreement is cancelled.

G. HEALTH AND SAFETY REGULATIONS

1. It is the responsibility of the Contractor to comply with all applicable Local, State and Federal laws governing the Health and Safety of its employees including all regulations promulgated under the Occupational Safety and Health Act (OSHA.)

2. Such compliance shall include but not be limited to ensuring that all employees are properly trained for the work to be performed and have been supplied with all necessary protective and safety equipment.

H. CONTRACTOR SIGN-IN

1. All contractors must sign in/sign out at the Reception Desk when arriving/leaving.

2. All contractors shall wear company branded/labeled attire.

3. All contractors shall display a NWS visitor badge at all times.

I. MATERIALS

All miscellaneous materials and preventive maintenance parts necessary to complete the preventive maintenance activities specified herein shall be new, of good quality and warranties according to the manufacturer. Materials requiring a Material Safety Data Sheet, (MSDS) shall be reviewed by the Government Point of Contact and local point of contact prior to usage, at least five working days prior to usage.

Products found to have certain health hazards to employees shall not be used.

J. Equipment located at RDA, 185 Barton Road, Hodgdon, Maine MARVAIR S/N CM71855

BARD S/N 154F950922463-02

BARD S/N 154C950914475-02

K. Equipment located at NWS office at Caribou, 810 Main Street, Caribou, Maine Florida Heat pumps; MODEL EV-018-3

MODEL EV-024-3

MODEL EV-030-3

MODEL EV-036-3

MODEL EV-070-3

MODEL EV-096-3

FIRE ALARM Simplex/Time Recorder #4005 Serial #H805160802W4 Aermec 10 ton heat pump, Model AN1517HA Aermec 20 ton heat pump Model AN3007HA Bohn Fluid Cooler Model DFT016-21 Bohn Fluid Cooler Model DFT026-32 Sanyo Heat pump CH3672R 36 MBtu heat pump condenser Sanyo Heat pump KHS3672 36 MBtu heat pump evaporator. Alfa Laval AQ2-FG-59 plate and frame heat exchanger.

(2) each TACO KV 1509 pumps with 3 hp motors. (2) each TACO MPV-030 multipurpose valves. TACO AC- 3F air separator.

(2) each TACO KV1506 VIL pumps with 1 hp motors. Miller Leaman MLS-3 Thompson sea strainer Automatic flush system Miller Leaman Veris H904 Current Sensor Schneider Electric P20000GTE-06 Condensing Water System Pressure Transmitter\Gauge Bader Data Industrial 3000 Series Flow Monitor

(2) each TS 8201 Balco Temperature Sensor

(12) each Schneider Electric TS 6721 Thermistor Well Temperature Sensors Schneider Electric AIS-24A Alarm Indication Station

(3) each Schneider Electric MNL-800 TAC Control Panels Schneider Electric VA-7323-576-4-11 2” 3-Way Valve Schneider Electric VA-8303-576-5-12 2.5” 3-Way Valve Schneider Electric VS-7323-576-4-11 2” 3- Way Valve Schneider Electric VS-8303-576-5-12 2.5” 3-Way Valve (2) each Schneider Electric MA40-7173 Actuator

(2) each Schneider Electric MS40-7173 Actuator Sanyo LN16UAB ECO 1 Lon Card

(6) each Kele Liquid Differential Pressure Switches Veris VER-PWXX035 Differential Pressure Transducer

(2) each Square D Altivar 61 3 HP Variable Frequency Drives Square D Altivar 61 5 HP Variable Frequency Drives

FEDERAL HOLIDAYS

Contractor agrees to observe all Federal Holidays, and any other day off work designated by Federal statute, Executive Order, or Presidential Proclamation.

Federal Holidays are as follows:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

If a holiday falls on a Saturday, for most Federal employees, the preceding Friday will be treated as a holiday for pay and leave purposes. (See 5 U.S.C. 6103(b).) If a holiday falls on a Sunday, for most Federal employees, the following Monday will be treated as a holiday for pay and leave purposes. (See Section 3(a) of Executive Order 11582, February 11, 1971.) See also our Federal Holidays – "In Lieu Of" Determination Fact Sheet at https://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/Federal-Holidays-In-Lieu-Of-Determination.

PERFORMANCE PERIODS

Base Period: Date of Award through 08/31/2026 Option Year 1: 09/01/2026 through 08/31/2027

GOVERNMENT POINT OF CONTACT

To be provided in the award https://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/Federal-Holidays-In-Lieu-Of-Determination https://www.opm.gov/policy-data-oversight/pay-leave/work-schedules/fact-sheets/Federal-Holidays-In-Lieu-Of-Determination

Section IX - Contract Clauses

Clauses Incorporated by Reference Clause Number Clause Title

52.204-7 System for Award Management. (NOV 2024)

52.204-9 Personal Identity Verification of Contractor Personnel.

(JAN 2011)

52.204-13 System for Award Management Maintenance. (OCT 2018)

52.204-16 Commercial and Government Entity Code Reporting.

(AUG 2020)

52.204-17 Ownership or Control of Offeror. (AUG 2020)

52.204-18 Commercial and Government Entity Code Maintenance.

(AUG 2020)

52.212-4 Contract Terms and Conditions - Commercial Products and Commercial Services. (NOV 2023)

52.232-18 Availability of Funds. (APR 1984)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation. (APR 1984)

1352.201-70 Contracting Officer's Authority. (MAR 2010) 1352.209-73 Compliance with the laws. (APR 2010) 1352.209-74 Organizational conflict of interest. (APR 2010)

FAR 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024) (Deviation 2025-02) (Feb 2025) (Deviation 2025-03) (Feb 2025)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision.

(a) Definitions. As used in this provision—

Covered telecommunications equipment or services has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

Economically disadvantaged women-owned small business (EDWOSB) concern means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127, and the concern is certified by SBA or an approved third-party certifier in accordance with 13 CFR 127.300. It automatically qualifies as a women-owned small business eligible under the WOSB Program.

Forced or indentured child labor means all work or service—

(1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or

(2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties.

Highest-level owner means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

Immediate owner means an entity, other than the offeror, that has direct control of the offeror.

Indicators of control include, but are not limited to, one or more of the following: ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

Inverted domestic corporation, means a foreign incorporated entity that meets the definition of an inverted domestic corporation under 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).

Manufactured end product means any end product in product and service codes (PSCs) 1000-9999, except—

(1) PSC 5510, Lumber and Related Basic Wood Materials;

(2) Product or Service Group (PSG) 87, Agricultural Supplies;

(3) PSG 88, Live Animals;

(4) PSG 89, Subsistence;

(5) PSC 9410, Crude Grades of Plant Materials;

(6) PSC 9430, Miscellaneous Crude Animal Products, Inedible;

(7) PSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) PSC 9610, Ores;

(9) PSC 9620, Minerals, Natural and Synthetic; and

(10) PSC 9630, Additive Metal Materials.

Place of manufacture means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the place of reassembly is not the place of manufacture.

Predecessor means an entity that is replaced by a successor and includes any predecessors of the predecessor.

Reasonable inquiry has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

Restricted business operations means business operations in Sudan that include power production activities, mineral extraction activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and Divestment Act of 2007 (Pub. L. 110-174).

Restricted business operations do not include business operations that the person (as that term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate—

(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;

(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or are expressly exempted under Federal law from the requirement to be conducted under such authorization;

(3) Consist of providing goods or services to…