FINAL_Mini_Splits_Combined_Synopsis_Solicitation_-_03-20-26.pdf

Solicitation Number: 140R6026Q0041

Solicitation: 140R6026Q0041

Title: EC - Mini‑Split Systems

Set‑Aside: Total Small Business

NAICS: 333415

Response Date: April 10, 2026, 3:00 PM MT

POC: Jamahel Fayall, Contracting Officer — jamahel_fayall@ios.doi.gov

This is a combined synopsis/solicitation for commercial products or services 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 140R6026Q0041 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06.

It is the responsibility of the contractor to be familiar with the applicable clauses and provisions. They may be accessed in full text at the following websites:

https:/www.acquisition.gov/far/ and https://www.acquisition.gov/diar. The associated North

American Industrial Classification System (NAICS) code for this procurement is 333415 with an associated small business size standard of 1,250 employees. This requirement is a Small

Business Set-Aside and only qualified contractors may submit a quote.

The Government intends to award a single Firm‑Fixed‑Price contract for the procurement of

Mini‑Split Heat Pump Systems as described in the Statement of Work (SOW). The Government may award without discussions; however, it reserves the right to conduct discussions if determined to be in the Government’s best interest.

CLIN Description Quantity Unit Unit Price Total Price

Dual‑Zone Wall‑Mounted

Mini‑Split Heat Pump System, 36,000 BTU

1 Ea. $ $

Single‑Zone Wall‑Mounted

Mini‑Split Heat Pump System, 30,000 BTU

1 Ea. $ $

Shipping $ Grand Total $

Total price shall be inclusive of all applicable fees and taxes. The required delivery date is no later than thirty (30) days after award. Inspection and acceptance will be performed by the

Government at destination. F.O.B. Destination at 11056 West County Road 18E, Loveland, Colorado, 80537.

Deliverables shall be new, genuine, and free of counterfeit components. Remanufactured, refurbished, or gray‑market items are not acceptable unless explicitly authorized in writing by the Contracting Officer (“CO”).

The provision at 52.212-1, Instructions to Offerors – Commercial Products and Commercial

Services, applies to this acquisition. Addenda to 52.212-1 substitutes the term “quote” where the term “offer” appears in the provision and adds the following:

Addenda to FAR 52.212-1:

1. Submission of Quotes. Quotes shall be submitted via email to jamahel_fayall@ios.doi.gov no later than 3:00 PM (MT) on April 10, 2026.

(a) NAICS Code: 333415 (Small Business Size Standard: 1,250 employees)

(b) Period for Quote Acceptance: 21 calendar days.

(c) Late Submissions: Late offers may be considered if received before award and acceptance would not delay the acquisition.

(d) Contract Award: The Government intends to award without discussions.

(e) Unique Entity Identifier: Include UEI with offer.

(f) Debriefing: Upon written request, the Government will provide a brief explanation of the basis for award in accordance with FAR 13.106. No proprietary or source-selection information from other offerors will be provided.

Quotes must include:

• Completed Pricing Schedule

• Confirmation of compliance with Statement of Work (Attachment 1)

2. Quote Format. Offerors shall ensure their submission is clear and organized, formatted as described below.

A. Cover Page

Offerors shall provide:

• Solicitation number

• Offeror name, address, and UEI number

• Point of contact (name, phone, email)

• Date of quote submission

• Quote validity period (minimum 30 calendar days after submission)

• Statement confirming the offeror can meet the required 30-day delivery timeframe to: 11056 West County Road 18E, Loveland, Colorado 80537

B. Technical Quote

The technical section shall demonstrate the offeror’s ability to provide systems meeting or exceeding the salient characteristics described in the Statement of Work. Offerors proposing equivalent products shall clearly identify the make/model and provide a full comparison demonstrating compliance with each salient characteristic. Failure to provide sufficient technical detail may render the quote nonresponsive. At a minimum, the technical submission shall include:

I. System Identification

• Manufacturer, model numbers, and descriptions for each proposed system

(Dual-Zone 36,000 BTU system and Single-Zone 30,000 BTU system as specified, or equivalent).

• Statement confirming equipment is off-the-shelf and pre-charged with refrigerant.

• Clear identification of any proposed equivalent products, with comparison to each salient characteristic.

• Process for warranty activation (all documentation required upon delivery)

II. Required Technical Submittals

Offerors’ submission shall contain all technical information as required in SOW Section

3.0.

III. Compliance Statement

The offeror shall certify that all proposed equipment meets or exceeds every salient characteristic and technical requirement specified in the Mini‑Split System Statement of

Work, and that any deviations are fully identified and explained within the quote.

C. Price Quote

Provide a complete, itemized price breakdown including:

• Unit pricing for each mini-split system (dual-zone and single-zone)

• Itemized installation kits and accessories

• Any ancillary equipment

• Shipping/delivery costs

• Warranty documentation and costs, if above baseline manufacturer warranty

• Any discounts

All pricing must reflect supply-only (no installation labor), consistent with SOW Section

1.0.

D. Acknowledgment of Amendments

Offerors must acknowledge all solicitation amendments issued.

3. Period of Performance. The delivery period/period of performance shall be no later than thirty (30) days after award.

4. Basis for Award. Award will be made in accordance with FAR 13.106-2, utilizing Lowest

Price as the basis for award. Award will be made to the responsible offeror submitting the lowest-priced quote that meets all requirements of the solicitation. The Government intends to make award without discussions.

5. Electronic Submission. All documents must be in PDF format and under 20 MB per email.

Questions submitted via telephone calls or mail submission will not be accepted. Offerors who fail to complete and submit the requirement above can and will be considered nonresponsive.

6. Technical Questions. All questions must be submitted by 3:00 PM (MT) on March 30, 2026, to the Contracting Officer via email: jamahel_fayall@ios.doi.gov

7. Government Furnished Property. None

8. Site Visit. Not Applicable

(End of Provision)

The provision at 52.203-18, Prohibition on Contracting with Entities that Require Certain

Internal Confidentiality Agreements or Statements-Representation (Jan 2017), applies to this acquisition. (Incorporated by Reference)

The provision at 52.212-2 Evaluation—Commercial Products and Commercial Services (NOV

2021), applies to this acquisition.

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose quotation is lowest‑priced and meets all requirements of the solicitation. The following factors shall be used to evaluate quotations and are of equal importance:

1. Technical Capability

2. Price

Technical Capability will be evaluated based on the offeror’s ability to provide mini-split systems that meet or exceed all salient characteristics and technical requirements specified in the

Statement of Work, including delivery within the required 30 days and submission of required technical documentation.

Price will be evaluated for reasonableness and completeness.

(b) Options—Not applicable.

(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)

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. 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.

The provision at 52.212-3, Offeror Representations and Certifications – Commercial Products and Commercial Services, must be completed and be active online at http://www.sam.gov.

Prospective contractors are advised to ensure that the NAICS code identified for this procurement is contained in its online representations and certifications in the System for Award

Management registry.

The clause at 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial

Services (NOV 2023) (Incorporated by Reference), applies to this acquisition. (Incorporated by

Reference)

The following select clauses at 52.212-5, Contract Terms and Conditions Required to Implement

Statutes or Executive Orders – Commercial Products and Commercial Services, apply to this acquisition:

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference:

☒ 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal

Confidentiality Agreements or Statements-Representation. (JAN 2017)

☒ 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or

Statements (JAN 2017)

☒ 52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or

Provided by Kaspersky Lab (DEC 2023)

☒ 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment (NOV 2021)

☒ 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015)

☒ 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023)

☒ 52.233-3 Protest After Award (AUG 1996)

☒ 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004)

(b) The Contractor shall comply with the FAR clauses in this paragraph (b), indicated as incorporated by reference to implement provisions of law or Executive orders:

X 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) X 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded. (JAN 2025

X 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020)

X 52.219-28 Post-Award Small Business Program Representation (JAN 2025)

X 52.222-3 Convict Labor (JUNE 2003)

X 52.222-19 Child Labor—Cooperation with Authorities and Remedies (MAR 2026)

X 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020)

X 52.222-50 Combating Trafficking in Persons (NOV 2021)

X 52.223-20 Aerosols (MAY 2024)

X 52.223-21 Foams (MAY 2024)

X 52.223-23 Sustainable Products and Services (MAY 2024)

X 52.225-1 Buy American—Supplies (OCT 2022)

X 52.225-13 Restrictions on Certain Foreign Purchases (FEB 2021)

X 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024) X 52.232-33 Payment by EFT–SAM (OCT 2018)

(c)-(e) [Reserved]

DOI-AAAP-0028 ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS-

INVOICEPROCESSING PLATFORM (IPP) (FEB 2021)

Payment requests must be submitted electronically through the U. S. Department of the

Treasury's Invoice Processing Platform System (IPP).

'Payment request' means any request for contract financing payment or invoice payment by the

Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial

Services. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the

IPP invoice:

The Contractor shall submit an electronic copy of the IPP invoice to the Contracting

Officer at jamahel_fayall@ios.doi.gov for approval prior to the invoice being submitted to

IPP. Failure to email the invoice may cause significant delay or possible rejection of your payment request.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of St. Louis (FRBSTL) within 3–5business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email

IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Local Clause)

Additional Clauses Incorporated by Reference

The following clauses are incorporated by reference:

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

• 52.204-19 Incorporation by Reference of Representations and Certifications (DEC 2014)

• 52.204-25 Prohibition on Certain Telecom (NOV 2021)

• 52.204-27 Prohibition on ByteDance Covered Applications (JUN 2023)

• 52.204-29 FASCSA Orders—Reps and Disclosures (DEC 2023)

• 52.226-8 Text Messaging While Driving (MAY 2024)

• 52.232-39 Unenforceability of Unauthorized Obligations (JUN 2013)

• 52.232-40 Accelerated Payments to Small Business Subcontractors (MAR 2023)

• 52.240-1 Drone Prohibition (NOV 2024)

• 52.244-6 Subcontracts for Commercial Products and Commercial Services (JAN 2025)

Full text is available at https://www.acquisition.gov.

Written, signed quotes on company letterhead with contact information are due no later than

April 10, 2026, by email to jamahel_fayall@ios.doi.gov. For information regarding this RFQ, please contact Jamahel Fayall, Contracting Officer at jamahel_fayall@ios.doi.gov.

Attachments:

Attachment 1: SOW - Mini Split SOW Final

End of Combined Synopsis/Solicitation