Fume Hood Service Combined Synopsis FINAL.pdf

COMBINED SYNOPSIS SOLICITATION

FA700025Q0127

U. S. Air Force Academy

Fume Hood Repair and Airflow Velocity Balancing

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; Proposals are being requested and a written solicitation will not be issued. This RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-05, Effective August 7, 2025;

DFARS change notice 01/17/2025, Effective January 17, 2025; and DAFFARS change notice 10/16/2024, Effective October 16, 2024.

This requirement will be solicited as a 100% small business set aside.

The associated North American Industry Classification System (NAICS) code for this project is 541380 with a size standard of $19 Million. It is anticipated that a purchase order will be established with only one quoter. All responsible sources may submit a quote, which if received in timely manner, will be considered by the 10th Contracting Squadron from the United States Air Force Academy (USAFA).

Before submitting a quote, please read the instructions in the addenda to FAR 52.212-1, Instructions to Offerors - Commercial Items, listed below and comply with all requirements for submitting a quote. Failure to comply with all instructions contained within this synopsis/solicitation could result in the quote being ineligible for award. It is the quoter’s responsibility to ensure their quote meets all the requirements identified herein. Quoters must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The quotes will be evaluated IAW FAR 52.212-2, found herein.

DESCRIPTION OF REQUIREMENT

The purpose of this combined synopsis and solicitation is for the purchase of repair and airflow velocity balancing services on 12 chemical fume hoods for the United States Air Force Academy (USAFA) Dean of Faculty Chemistry Department (DFCH). The repairs and air flow balancing of the 12 chemical fume hoods shall ensure the fume hoods will pass the airflow velocity balance certification that will be completed by the Government as the inspection of services rendered prior to acceptance.

The contractor shall supply all labor, materials, freight/transportation, equipment, and supervision to provide repairs and airflow velocity balancing for the 12 chemical fume hoods in accordance with the guidance below. The contractor is responsible for ensuring the chemical fume hoods are brought up to standard in order to pass the certification standard referenced below. The contractor shall ensure the work site is clean prior to acceptance of completed work by the Government.

The Government will host a site visit during the solicitation period, for contractors to evaluate each of the chemical fume hoods and gather any necessary data required to provide accurate quotes.

The site visit will take place on 19 September 2025, meeting at the USAFA Pass and Registration Office 8486 South Gate Blvd, AF Academy, CO 80840. See PRE-QUOTE CONFERENCE/SITE VISIT section below for additional specifics.

Chemical Fume Hood Salient Characteristics:

• Chemical Fume Hood Brand: SafeAire by Fischer Hamilton o Model numbers Dimensions Quantity https://www.acquisition.gov/far/subpart-12.6

54L815E Dimensions 38.25” x 18” Quantity 4 Fume Hoods 54L821E Dimensions 62.5” x 18.25” Quantity 7 Fume Hoods 54L824E Dimensions 86.25” x 18” Quantity 1 Fume Hood

Total Quantity 12 Chemical Fume Hood Balancing Requirement:

• Each Fume Hood must pass the airflow velocity balance certification in accordance with ACGIH General use Laboratory Hoods for Industrial Ventilation Manual,” 25th Edition, Para. 10.35 “Laboratory Ventilation” pg. 10-42, Figure VS-35-01.

o 80 – 100 CFM/ft^2

The contract type will be a firm-fixed price contract.

Place of Performance: USAF Academy, CO 80840.

The bid schedule and Contract Line-Item Number (CLIN) schedule is below Item Description Qty Unit Unit Price

(USD)

Total Price

(USD)

0001 Chemical fume hood repair 12 Each $ $ 0002 Chemical fume hood airflow velocity balancing 12 Each $ $

TOTAL PRICE

Payment terms:

All CLINs are Firm-Fixed-Price (FFP)

Note: The Government will not provide IUID labeling.

Performance Location: HQ USAFA DFCH

2355 Fairchild Dr, USAF ACADEMY, CO 80840

*Period of Performance/Performance Schedule: Submit performance and completion timelines with quote.

Delivery:

Delivery must be F.O.B. Destination to United States Air Force Academy, CO 80840.

F.O.B. Destination (As defined in FAR 2.101—Definitions), the seller or consignor is responsible for the cost of shipping and risk of loss.

Note: If a tariff must be paid, the vendor shall state the country and tariff percentage rate with the quote submission. Tariffs must be included with the total price amount and shall not be a separate CLIN item.

Inspection and Acceptance The Government will inspect the repairs by performing the airflow velocity balance certification test on the 12 chemical fume hoods. Upon passing the inspection of the 12 chemical fume hoods the Government will accept services at the Government’s location, U.S. Air Force Academy, CO 80840. Payment on invoices cannot be made until the Government has accepted the services. The contract/purchase order number must be included when shipping supplies related to the services.

U. S. Air Force Academy

The Government will not consider any quotes that contain used, reconditioned, refurbished, gray market, or liquidated stock.

SOLICITATION INSTRUCTIONS

1. This Solicitation is being issued in accordance with (IAW) FAR Parts 12 and 13 as a request for Quote. IAW FAR13.004, in all instances throughout this solicitation, to include the applicable provisions and clauses, any use of the word "proposal" should be understood as "quote." All instances of the word "offeror" should be understood as "quoter." All instances of the word "award" should be understood as "purchase order."

Quotes supplied in response to this solicitation are not binding. Award of this requirement will be offered to the Quoter IAW 52.212-2, found herein.

2. The provision at FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023), and the addenda listed below apply to this acquisition.

Addenda to FAR 52.212-1

Submission of offers. FAR 52.212-1 is amended to include the following:

(1) Paragraph (a) first sentence revised as follows: “The NAICS code and small business size standard for this acquisition appear above.”

(2) Paragraph (c) first sentence revised as follows: “The vendor agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the quote.”

(3) Paragraph (g) Interchanges: The government intends to award a contract without interchanges with respective vendors. The government, however, reserves the right to conduct interchanges, with all, some, or none of the vendors in its best interest.

(4) Submit signed and dated quotes via e-mail to Ms. Mikayla Brandt, mikayla.brandt@us.af.mil, and Mr. Kenneth Helgeson, kenneth.helgeson.3@us.af.mil

Note: zip files are not an acceptable format for the Air Force Network and will not go through our email system.

(5) Quotes must be submitted by 24 September 2025, 2:00 P.M. Mountain Daylight Time.

Late Submissions: Quoters are responsible for submitting quotations so as to reach the Government office designated in the solicitation by the time specified in the solicitation.

Any quotes received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is late and will not be considered.

(6) All questions regarding this RFQ must be emailed to Ms. Mikayla Brandt, mikayla.brandt@us.af.mil, and Mr. Kenneth Helgeson, kenneth.helgeson.3@us.af.mil no later than 22 September 2025 10:00 A.M. Mountain Daylight Time. The questions and answers will be compiled and posted in SAM.gov under the solicitation notice.

mailto:mikayla.brandt@us.af.mil mailto:kenneth.helgeson.3@us.af.mil mailto:mikayla.brandt@us.af.mil mailto:kenneth.helgeson.3@us.af.mil

(7) The Contracting Officer is not responsible for locating or obtaining any information not identified in the quote. If applicable, provide a written statement that the quote incorporates all amendments to the solicitation.

Quotation preparation instructions

(1) General Instructions. The quoter shall submit their quote to include the following:

solicitation number, contact name, address, e-mail, and telephone number of the offeror, CAGE code, UEI number, size of business, *number of employees, *total yearly revenue, payment terms, period of performance, and warranty information.

For any quoted supplies (i.e. replacement parts) it is USAFA’s preference/intent to acquire only domestic end products per the Buy American Statute (41 USC Chapter 83), except as provided in FAR 25.103. Foreign offers will be evaluated per DFARS 225.502 when comparing domestic and foreign offers. This requirement is for commercial items;

therefore, the manufacturing country of origin will determine if the quoted product is foreign or domestic. The Buy American – Balance of Payments Program Certificate (DFARS 252.225-7000), Attachment 4 – The Buy American – Balance of Payments Program Certificate, must be completed and submitted with the quote.

*Information required determining size of business for the NAICS referenced above

(2) IAW FAR 12.602(a) when using the simplified acquisition procedures in FAR 13, contracting officers are not required to describe the relative importance of evaluation factors.

(3) The vendor acknowledges that should the quote terms and conditions and/or agreement conflict with mandatory provisions of the Federal Acquisition Regulation (FAR) and other Federal law applicable to commercial acquisitions, to the extent of such conflict the FAR and Federal law govern and conflicting vendor terms and conditions and/or agreement are unenforceable and are not considered incorporated into any resultant contract.

(4) PRE-QUOTE CONFERENCE/SITE VISIT

i. A site visit will be held on 19 September 2025. If an offeror determines a site visit is required to quote, please notify Mikayla Brandt, Contract Specialist mikayla.brandt@us.af.mil, and Ken Helgeson, Contracting Officer kenneth.helgeson.3@us.af.mil by 18 September 2025 2:00 P.M. Mountain Daylight Time. A site visit is not required to submit a quote.

ii. IAW FAR 52.237-1, Site Visit, offerors were encouraged to attend the site visit 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.

iii. This site visit is open to industry representatives registered Small Businesses with experience in similar sized requirements for repair and airflow velocity balancing services on 12 chemical fume hoods as described above.

iv. To register to attend the site visit provide the following requirements for base access:

1. No more than 3 personnel from each interested vendor may attend.

2. For each US personnel attending, provide:

a. Full Name

b. Company Name

c. Position in Company

3. For each non-US personnel (assuming they have a green card) attending, provide:

a. Full Name

b. Company Name

c. Position in Company

d. Date of Birth

e. Country of Citizenship

f. Passport Number

g. Passport Country of Issue

h. Passport Expiration Date

i. Dates of Visit

v. Remarks, explanations, and answers to questions provided at this conference shall not qualify the terms of the solicitation and specifications. Unless the solicitation is amended in writing, it shall remain unchanged.

(5) Specific Instructions.

(a) PRICE QUOTATION. Submit the price quote in accordance with the line-item structure listed in the CLIN schedule of this solicitation. Price quotes must be firm-fixed price. Price quotes must include unit prices and extended amounts for each line item (i.e., multiply the unit price and quantity for each line item).

Include the total price (i.e., sum of all extended amounts) in the price quote.

Include delivery terms and schedule, any discounts, and payment terms (e.g., Net

30) with the price quote. Offerors must submit offers in the English language and in U.S. dollars rounded to the nearest cent. The Government will not provide contract financing for this acquisition. Invoice instruction shall be provided at time of award.

Quote shall not expire before 30 September 2025.

(b) TECHNICAL

At a minimum, interested offerors shall include their warranty information for the work performed, and any applicable warranties for installed parts. Warranty information shall also include the duration of each applicable warranty. Interested offerors shall also include their quoted period of performance to complete all work associated with this requirement.

Interested offerors are encouraged to include their best warranty and delivery schedule, as applicable.

(c) PAST PERFORMANCE. The vendor’s exclusions will be checked on sam.gov. The Government reserves the right to use both the information provided by the offeror and information obtained from other sources available to the Government, to include, but not limited to, the Contractor Performance Assessment reporting System System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), or other databases; the Defense Contract Audit Agency (DCAA);

the Defense Contract Management Agency (DCMA); and interviews with Program Managers, Contracting Officers, and Fee Determining Officials. In addition, the vendor’s supplier performance risk system (SPRS) will be assessed.

Authorized representatives of the Offeror for which the assessment was conducted may access SPRS to view their own summary level scores, in accordance with the SPRS Software User’s Guide for Awardees/Contractors available at https://www.sprs.csd.disa.mil/pdf/SPRS_Awardee.pdf

(d) CONTRACT DOCUMENTATION.

i. Quoters are required to be registered, and have an active registration, in the

System of Award Management (SAM) (https://www.sam.gov) at the time the quotation is submitted in order to comply with the annual representations and certifications requirements. Quoters that do not have an active registration in SAM at the time the quotation is submitted will not be considered.

ii. Quotes must include a completed copy of the following provisions that require fill-in text:

• FAR 52.212-3 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.

b. The addenda listed below at FAR 52.212-2, Evaluation—Commercial Products and Commercial Services (Nov 2021) applies to this acquisition.

Pursuant to FAR 12.602 contract award will be made using Simplified Acquisition Procedures IAW FAR 13.106. Vendor’s submissions will be evaluated based upon the following:

https://www.sprs.csd.disa.mil/pdf/SPRS_Awardee.pdf http://www.sam.gov/ http://www.sam.gov/

Addenda to FAR 52.212-2

Basis For Award

This is a competitive acquisition in accordance with FAR part 12 and part 13. The Government will make an award in the form of a purchase order to the quoter that represents the best value to the Government. All quotes submitted will be reviewed for completeness.

Quotes that are incomplete or missing information may be considered non-compliant and excluded from the evaluation. The Government will select the awardee that represents the best value based on price, technical, and past performance to award a best value purchase order that is most advantageous to the Government.

Addenda to FAR 52.212-4

The clause at FAR 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services, and the addendum listed below apply to this acquisition.

Text in paragraph (c) is deleted and replaced with the following:

(c) Changes. Changes in terms and conditions of this contract may be made only by written agreement of the parties with the exception of certain changes such as administrative changes including changes in paying office, appropriation data, etc. authorized by the Federal Acquisition Regulation and its supplements that may be made unilaterally by the Contracting Officer, for a complete list of changes that may be made unilaterally, see FAR 43.103(b).

FAR clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services. (Jan 2025) applies to this acquisition. See provision and clause attachment.

Defense Priorities and Allocations System (DPAS) and assigned rating do not apply to this acquisition.

FAR, DFARS, and DAFFARS Provisions and Clauses:

(See provision and clause attachment for further details)

Note: The vendor acknowledges, should the quote’s terms and conditions and/or agreement conflict with mandatory provisions of the Federal Acquisition Regulation (FAR) and other Federal law applicable to commercial acquisitions, to the extent of such conflict the FAR and Federal law govern and conflicting vendor terms and conditions and/or agreement are unenforceable and are not considered incorporated into any resultant contract.

Attachments to this Solicitation

Attachment 1 – Provisions and Clauses- FA700025Q0127 Attachment 2 – List of Fume Hoods Needing Repair Attachment 3 – SCA Wage Determination 2015-5416 Rev 30 Dated 7 Aug 2025 Attachment 4 – The Buy American – Balance of Payments Program Certificate