RFQ - FY27 Chiller Mx - Scott AFB.pdf

04 September 2026

REQUEST FOR QUOTATION (RFQ)

Requirement: FY27 Chiller Maintenance @ B1900 - Scott AFB

Solicitation #: FA440727QDW03

Contracting Activity: 375th CONTRACTING SQUADRON Scott AFB, IL 62225-5015

Government Representative: Nicholas Weiss – Contracting Officer Phone – 618-256-9288 nicholas.weiss.5@us.af.mil

SSgt Bryan Moore – Contract Specialist Phone – 618-576-4159 bryan.moore.15@us.af.mil

Requesting a quote for the services listed below. This RFQ for Chiller Maintenance is being procured as 100% Total Small Business Set Aside utilizing NAICS 238220 (Plumbing, Heating, and Air-Conditioning Contractors) which has a Small Business Size Standard of $19.0M and PSC Code H141 (Quality Control Services: Refrigeration, Air Conditioning, and Air Circulating Equipment). From this RFQ, a single award will be made. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. Please provide a quote for the services listed below by 17 September 2026 @ 10:00 AM CST. To be eligible for award, your organization must maintain an active registration in SAM.gov.

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with RFO Part 12. This announcement constitutes the only solicitation that will be posted for this requirement. Offers are being requested and a separate written solicitation will not be issued.

Currently, funds are not available, and the government may cancel this combined synopsis/solicitation at any time if funds do not become available. If funds become available, the government intends to issue an award to the offeror who supplied the successful offer and is deemed responsive in accordance with RFO subpart 9.1. Award will be contingent upon the availability of fiscal year 2027 funds.

Overview: The 375th Contracting Squadron intends to procure non-personal services for the comprehensive preventative maintenance, inspection, and repair of three Carrier 19XRV centrifugal chillers and two associated Variable Frequency Drives located at building B1900 on Scott Air Force Base, Illinois. The contractor shall provide all management, personnel, mailto:nicholas.weiss.5@us.af.mil https://www.fscpsc.com/naics-codes/238210 labor, tools, equipment, materials, parts, and supervision necessary to ensure the continuous operation, reliability, and longevity of the equipment in accordance with the Statement of Work and manufacturer standards.

Period of Performance: The period of performance for this requirement will be structured on the contract as a Base + 4 Option Year Purchase Order with the following dates:

Base Year: 01 October 2026 – 30 September 2027 (CLINs 0001 – 0006) Option Year 1: 01 October 2027 – 30 September 2028 (CLINs 1001 – 1006) Option Year 2: 01 October 2028 – 30 September 2029 (CLINs 2001 – 2006) Option Year 3: 01 October 2029 – 30 September 2030 (CLINs 3001 – 3006) Option Year 4: 01 October 2030 – 30 September 2031 (CLINs 4001 – 4006)

Note – The intent is for the government to exercise each option year via RFO 52.217-9 with the option to extend this requirement an additional 6 months at any point via RFO 52.217-8.

CLIN Structure/Pricing

375 CONS will first award a single Purchase Order contract to the awarded contractor which will have the following CLIN Structure (Please quote your Company’s Unit Price and Total Price in the columns below starting on the next page):

BASE YEAR: 01 OCTOBER 2026 – 30 SEPTEMBER 2027

Item # Description Quant ity

Unit Unit Price Total Price

Routine Chiller Inspection and Operational Checks

Pricing Arrangement: Firm Fixed Price (FFP)

(3 Units x 3x a Year = 9 Inspections)

9 Each

Mid Season Condenser Tube Cleaning

Pricing Arrangement: FFP

(3 Units x 2x a year = 6 Cleanings)

6 Each

Chiller Shutdown and Maintenance

Pricing Arrangement: FFP

(3 Units x 1x a year = 3 Maintenance Shutdowns)

3 Each

Variable Frequency Drives (VFDs) Shutdown and Maintenance

Pricing Arrangement: Firm Fixed Price

(2 Units x 1x a year = 2

2 Each

Corrective Maintenance

Pricing Arrangement: Labor Hour

PLEASE PROVIDE LABOR

HOUR RATE IN THE UNIT

PRICE COLUMN

40 Hours

Reimbursable Parts

Pricing Arrangement: Time and Material (T&M)

N/A N/A

DO NOT

QUOTE

DO NOT

QUOTE

BASE YEAR

TOTAL

Option Year 1: 01 OCTOBER 2027 – 30 SEPTEMBER 2028

Unit Unit Price Total Price

Routine Chiller Inspection and Operational Checks

Pricing Arrangement: Firm Fixed Price (FFP)

Cleaning

Pricing Arrangement: FFP

Pricing Arrangement: FFP

Shutdown and Maintenance

Pricing Arrangement: Firm Fixed Price

(2 Units x 1x a year = 2

Pricing Arrangement: Labor Hour

PLEASE PROVIDE LABOR

HOUR RATE IN THE UNIT

Pricing Arrangement: Time and Material (T&M)

N/A N/A

DO NOT

QUOTE

OPTION

YEAR 1

OPTION YEAR 2: 01 OCTOBER 2028 – 30 SEPTEMBER 2029

Unit Unit Price Total Price

Routine Chiller Inspection and Operational Checks

Pricing Arrangement: Firm Fixed Price (FFP)

Cleaning

Pricing Arrangement: FFP

Pricing Arrangement: FFP

Shutdown and Maintenance

Pricing Arrangement: Firm Fixed Price

(2 Units x 1x a year = 2

Pricing Arrangement: Labor Hour

PLEASE PROVIDE LABOR

HOUR RATE IN THE UNIT

Pricing Arrangement: Time and Material (T&M)

N/A N/A

DO NOT

QUOTE

YEAR 2

OPTION YEAR 3: 01 OCTOBER 2029 – 30 SEPTEMBER 2030

Unit Unit Price Total Price

Routine Chiller Inspection and Operational Checks

Pricing Arrangement: Firm Fixed Price (FFP)

Cleaning

Pricing Arrangement: FFP

Pricing Arrangement: FFP

Shutdown and Maintenance

Pricing Arrangement: Firm Fixed Price

(2 Units x 1x a year = 2

Pricing Arrangement: Labor Hour

PLEASE PROVIDE LABOR

HOUR RATE IN THE UNIT

Pricing Arrangement: Time and Material (T&M)

N/A N/A

DO NOT

QUOTE

YEAR 3

OPTION YEAR 4: 01 OCTOBER 2030 – 30 SEPTEMBER 2031

Unit Unit Price Total Price

Routine Chiller Inspection and Operational Checks

Pricing Arrangement: Firm Fixed Price (FFP)

Cleaning

Pricing Arrangement: FFP

Pricing Arrangement: FFP

Shutdown and Maintenance

Pricing Arrangement: Firm Fixed Price

(2 Units x 1x a year = 2

Pricing Arrangement: Labor Hour

PLEASE PROVIDE LABOR

HOUR RATE IN THE UNIT

Pricing Arrangement: Time and Material (T&M)

N/A N/A

DO NOT

QUOTE

YEAR 4

TOTAL PRICING TABLE

Base Year Total

Option Year 1 Total

Option Year 2

Option Year 3

Option Year 4

GRAND TOTAL

RFO 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer

(EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm until 15

October 2026 unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the

Government office designated in the solicitation by the time specified in the solicitation. Additionally, it is up to the offeror to confirm receipt of their quote.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is

“late” and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award. The Government intends to evaluate offers and award a contract without interchanges with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct interchanges, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a post award debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed Offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

(End of provision)

ADDENDUM TO RFO 52.212-1, INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

The following is tailored to this acquisition and is hereby added via addendum. To assure timely and equitable evaluation of the quote, the offeror shall follow the instructions contained herein. The offeror is required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offeror being ineligible for award. The offeror must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale in the cover letter.

1. GENERAL AND SUBMISSION INSTRUCTIONS

All questions regarding this RFQ must first be directed to the Contract Specialist, SSgt Bryan Moore via e-mail at bryan.moore.15@us.af.mil, with the Contracting Officer, Nicholas “Dillon” Weiss, CC’d at nicholas.weiss.5@us.af.mil. The deadline for questions is 14 September 2026 at 1:00 PM CST.

Offers must be e-mailed to both above email addresses no later than the required quote due date and time specified above. If electronic submission issues are encountered, contact8 or Nicholas “Dillon” Weiss at the phone numbers listed on the 1st page.

Only electronic copies shall be submitted in response to this solicitation. Indicate volume number, title, and use separate files to permit rapid location of information. The electronic copy of the quote shall be submitted in a format readable by the Microsoft (MS) Office suite of applications or as a standard PDF. Your email submission must be checked and determined to be "virus free" prior to submission. After receipt of your quote, the Contract Specialist or Contracting Officer will email a confirmation of receipt. If you do not receive a confirmation of receipt prior to the due date and time, you are encouraged to contact the CS and CO to ensure the quote was received.

This acquisition does not require certified cost or pricing data. However, if deemed necessary, the Contracting Officer may request other than certified cost and pricing data to make a price fair and reasonable determination. To avoid delays, the offeror is encouraged to submit documentation deemed appropriate to support the proposed solution and pricing.

Organizational Conflict of Interest (OCI): At the time of submitting a quote, the offeror must state affirmatively whether or not it has OCI issues and must submit an OCI Identification and Mitigation Plan with the quote if OCI issues exist. The Government-accepted OCI Identification and Mitigation Plan shall be incorporated by reference into any resultant contract. If no OCI exists, the offeror shall provide a statement stating no OCI exists.

SPECIFIC INSTRUCTIONS FOR QUOTE SUBMISSION

The offeror is required to submit the following volumes in response to this solicitation:

VOLUME 1 – ADMINISTRATIVE (COVER LETTER)

The Cover Letter shall include the Offeror’s points of contact with e-mail addresses and phone numbers who are authorized to contractually obligate the company, CAGE Code, UEI Number, and large/small business status/categories.

The Cover Letter must contain a statement that the company understands the requirements specified and will meet the performance standards and requirements therein.

The Cover Letter must also contain a statement that the company does or does not take exception to any of the requirements of this RFQ. Any exceptions shall be clearly outlined with supporting rationale.

Finally, the Cover Letter must provide the following administrative information:

• Expiration Date of Quote (must be valid through at least 15 October 2026)

• Proposed Payment Terms or Discount (i.e., Net 30, 1% 10 days)

• Performance Begin and Complete Dates mailto:bryan.moore.15@us.af.mil

VOLUME 2 – FACTOR I: TECHNICAL PLAN

Please provide a detailed summary of your technical approach for the comprehensive preventative maintenance, inspection, and corrective repair of three (3) Carrier 19XRV centrifugal chillers and two

(2) associated Variable Frequency Drives (VFDs) located at Building B1900 on Scott Air Force Base, in accordance with the Statement of Work (SOW).

Offerors shall not simply copy and paste information directly from the SOW, but rather shall provide their proposed technical solution, staffing approach, and methodology for accomplishing the required services. If the offeror intends to utilize a subcontractor to fulfill any technical or software diagnostic requirements of the SOW, the offeror must clearly identify the subcontractor and provide their specific role and credentials.

The technical plan should utilize Times New Roman font, 12 pt font sizing, with standard single spacing. The maximum length of the Technical plan will be 10 pages (excluding copies of technical certifications and licenses). If the Technical plan is over 10 pages, please contact the Contract Specialist and Contracting Officer.

The Technical Plan must explicitly address the following elements:

• Technical Approach and Maintenance Methodology: In accordance with the SOW, the offeror shall submit a detailed technical plan describing their methodology and approach to performing all preventative maintenance visits (quarterly operational checks, semi-annual condenser tube cleanings, and annual comprehensive shutdowns) and unscheduled corrective repairs.

• Mandatory Technician Qualifications and Certifications (Pass/Fail): In accordance with Section 1.2 of the SOW, all work must be conducted by qualified technicians specifically certified to work on Carrier 19-series (19XR/19XRV) centrifugal chillers and associated liquid-cooled VFDs. Offerors must submit written documentation proving that all proposed prime contractor or subcontractor technicians possess current factory-authorized training certifications issued directly by Carrier Corporation, or documented OEM-equivalent certifications from a recognized heavy-tonnage centrifugal chiller training authority (e.g., York/JCI, Trane, or Union Journeyman Chiller Certification). Failure to provide written proof of active certifications for all proposed technicians with the Technical plan will result in a rating of Technically Unacceptable, and the quote will be eliminated from further award consideration.

• Proprietary Diagnostic Software and Tooling Capability: In accordance with Section 1.4 of the SOW, the offeror must explicitly demonstrate that the proposed prime contractor or subcontractor possesses, at no additional cost to the Government, all necessary proprietary diagnostic tools, interface software, and software licenses (e.g., Carrier Comfort Network / PIC controller software) required to perform microprocessor diagnostics, firmware updates, and VFD calibrations.

VOLUME 3 – FACTOR III: PRICE

The offeror shall submit pricing by completing the pricing tables/CLIN structure on page 3. The proposed pricing must support the completeness and reasonableness of the proposed prices for all contract line-item numbers (CLINs).

The pricing information submitted shall fully support the SOW requirements for each element specified. Information shall be segregated by the the total price for each CLIN as specified in the solicitation. Information shall also show the calculated Grand Total (Total Evaluated Price) representing the sum of CLIN all CLINs on page 8.

The extended amounts must equal the whole dollar unit price multiplied by the number of units (i.e., 1 lot). All unit and total dollar amounts provided shall be rounded to the nearest dollar. All proposed pricing shall be inclusive of all costs necessary to perform the services described in the SOW, including labor, specialized tools, diagnostic equipment, materials, transportation, and overhead.

VOLUME 4 – SOLICITATION PROVISIONS AND CONTRACT CLAUSES

The offeror shall submit completed copies of all standard solicitation provisions and contract clauses that require representations, certifications, or fill-in information from the offeror, unless those representations and certifications are fully completed and up-to-date within the offeror's SAM.gov profile.

Evaluation Criteria

1. The Government will organize the quotes based on the lowest evaluated price and will evaluate the technical approach of the lowest priced offeror first. If the lowest priced quote is technically acceptable, that offer represents the best value for the Government and the evaluation process ceases at this point. Award shall be made to that offeror without further consideration to any other offers.

Technically acceptable in this case will be defined as meeting all technical requirements specific to the work specified in the SOW & RFQ while also being able to perform the work specified in the required time frame.

Ombudsman

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of quotes, the source selection process, or the adjudication of protests or formal contract disputes.

(b)The ombudsman may refer the interested party to another official who can resolve the concern.

Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c)If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Lisa Gross, 510 POW/MIA Drive, Scott AFB IL 62225-5022, 618-229-0182, lisa.gross@us.af.mil of AFICC/KM. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/FLDCOM/DRU ombudsman level, may be brought by the interested party for further consideration to the Department of the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

(d) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

(End of clause)

Contractor Access Air Force Installations

The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and obtain a vehicle pass.

During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DODMAN5200.02_DAFMAN 16-1405, and Air Force Personnel Security Program.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time.

To update information, personnel can access the globe icon on their system desktop screens and choose the “Access Self-Service” option.

mailto:lisa.gross@us.af.mil

Failure to comply with these requirements may result in withholding of final payment.

Attachment List:

RFQ Attachment 1 – Statement of Work – Chiller Mx – B1900 RFQ Attachment 2 – Solicitation Provisions and Contract Clauses RFQ Attachment 3 – Service Contract Act (SCA) Wage Determination 2015-5075 Rev 34

Attachment List: