URGENCY MEMO_chiller compressor replacement_July 2026.pdf

JUSTIFICATION FOR URGENCY

This is not a request for quotes and no responses are required. This is a special notice for public awareness that NOAA Fisheries is issuing an emergency order for the immediate repair of a malfunctioning 80-ton York brand chiller at the Manchester Research Station. Necessary repairs include replacing three faulty compressors, recovering and recharging refrigerant, and ensuring proper chiller operation after restarting the unit.

The service listed on 143041-26-0168 (26-501) is urgent and competition requirements are precluded for reasons indicated below. If the service is not received by the Required Delivery Date (7/20/26), specific damages to NOAA will result.

1. Suggested Source(s) (complete with addresses, phone and fax numbers):

A. MacDonald-Miller 17930 International Blvd., Suite 120 Seatac, Washington 98188

(206) 763-9400

2. Brief descriptive narrative of service or material required:

The required service is the repair of a malfunctioning 80-ton York brand chiller at the Manchester Research Station. Necessary repairs include replacing three faulty compressors, recovering and recharging refrigerant, and ensuring proper chiller operation after restarting the unit.

3. Required Delivery Date (RDD): Request award by 20 July 2026. Request that the Contractor complete work within 7 days of the notice to proceed.

4. Describe the resulting damages if the above required delivery date is not met. Explain why the service/material is needed and what will happen if it’s not received by the RDD. (As necessary, describe the impact on overhaul/availability schedules, impact to base support, personnel safety issues, potential environmental damages, etc.) The impact should be expressed as the daily cost (labor, material, etc.) to the government for each day of delay beyond the RDD.

The NWFSC Manchester Research Station requires this work to provide a continuous supply of chilled seawater that supports the thousands of marine fish housed at the Research Station, including sablefish broodstock. Early life stages of sablefish require water temperatures of 5 degrees C or less in order to survive, grow, and mature normally. Fish will die at elevated temperatures (>15 degrees C) or during abrupt and dramatic temperature fluctuations. The recent chiller malfunction has resulted in a 50% reduction of chilling capacity. Operation at 50% capacity will not be adequate to chill seawater to the necessary temperatures during high summer temperatures.

Any loss of sablefish broodstock will be devastating to on-going aquaculture research activities that depend on these fish producing viable gametes. Sablefish take several years to reach maturity, and loss of fish could affect the aquaculture research program for many years. The sablefish program at Manchester currently supports 6 FTEs, two contract staff, productive CRADA collaborations with the Jamestown S’Klallam tribe and aquaculture industry, and a host of collaborative projects within and outside of NOAA. The total monetary value of the sablefish currently at the Station exceeds several million dollars, considering the investments of labor, supplies, feed and other costs. The Station is providing real-time information to the aquaculture industry to support a sustainable seafood supply.

5. Lack of prior planning does not support urgency. Please provide a time-line beginning on the date the need was first identified and ending on the date the requisition was submitted to the Purchase Branch. Why is the claimed "urgency" not the result of a lack of advanced planning?

On June 22th, a service technician from MacDonald-Miller was performing chiller service not related to this current request. During that repair, the technician noticed that one compressor in circuit #2 was not operational, and two others were compromised due to overheating. Because of the faulty compressors, the technician could not restore circuit #2 to operational status. This circuit remains off until the compressors can be replaced. Without an operational circuit #2, the chiller is operating at only 50% capacity which puts strain on circuit #1 to maintain the required low water temperature.

6. Only our minimum current requirements can be purchased under conditions of urgency. What is the minimum quantity that must be obtained by the RDD? Why can't some of the total required quantity be procured under urgency while procuring the remaining items/services through the normal procurement process?

Chilled seawater is essential to maintaining sablefish at the Manchester Research Station. The current chiller malfunction has resulted in 50% chilling capacity, which is not adequate to maintain necessary temperatures especially in the coming summer months. The project cannot be de-scoped while ensuring the continued existence of marine life at the Station. This is the minimum requirement.

7. Acquisition Planning: Given the emergency nature of the repair, the acquisition strategy prioritizes rapid execution, minimal administrative burden, and ensuring contractor capability. A streamlined procurement approach consistent with urgent and compelling circumstances is required. All planning considerations emphasize restoring water service as quickly as practicable.

8. Market Research (FAR Part 10): Due to the urgent circumstances, market research was limited but adequate to ascertain the availability of qualified small business firms capable of performing the repair immediately. The requiring activity identified a known reputable business with:

• Demonstrated past performance in plumbing and chiller repairs,

• Immediate mobilization capability, and

• Proximity to the facility, enabling same-day response.

Expanded competition is not feasible without jeopardizing mission continuity and health/safety conditions.

9. Exception to Full and Open Competition (FAR Part 6): This action will proceed as a single-source award under FAR 6.302-2, Unusual and Compelling Urgency, which permits limiting sources when:

• The Government does not have the time to follow full competitive procedures, and

• Delay would result in unacceptable harm.

A Justification & Approval (J&A) will be prepared and posted in accordance with FAR 6.305, with redactions as applicable.

10. Contract Type (FAR Part 16) A firm-fixed-price (FFP) contract will be used to ensure cost control and to streamline award. The nature of the repair lends itself to a well-defined requirement once on-site evaluation occurs, and the FFP structure is suitable for straightforward construction/repair tasks.

11. Requirements Definition (FAR Part 11): The scope of work will include:

• Emergency on-site assessment,

• Excavation and exposure of damaged line,

• Removal and replacement of failed sections of domestic water piping,

• Testing, backfilling, surface restoration, and documentation.

SOW was created by the program and clearly describe the performance outcomes required, consistent with urgency and minimum necessary requirements.

12. Funding and Period of Performance Funding is available totaling $55,000.00 and properly certified by budget folks within program. The quoted price is determined to be fair and reasonable The anticipated period of performance is immediate mobilization with completion as soon as practicable, estimated completion is within 10 days of Notice to Proceed.

13. Determination of Contractor Responsibility (FAR Part 9) The identified other-than-small business contractor has been verified in SAM.gov as active and compliant. CO confirmed with the vendor orally over phone that they have the technical competence and immediate availability to complete the work. The vendor has completed previous work at the facility and on similar chillers and is the most knowledgeable about this requirement for immediate repairs

14. Competition Advocacy This urgent procurement does not unduly restrict competition beyond what is justified by the emergency.

When normal operations resume, future recurring repair requirements will be competed consistent with FAR 6.001 (e) and agency goals.

15. Conclusion The proposed acquisition strategy-urgent, single-source award to a qualified small business-is fully compliant with FAR requirements for unusual and compelling urgency. This strategy best meets the Government's need to rapidly restore chiller functionality across all three compressors, protect millions of dollars in marine life reliant on this repair, prevent facility damage, and maintain mission continuity.

I CERTIFY THAT STATEMENTS CHECKED ABOVE ARE COMPLETE AND CORRECT TO

THE BEST OF MY KNOWLEDGE. I UNDERSTAND THAT PROCESSING THIS URGENCY

STATEMENT COULD PRECLUDE THE FULL COMPETITION OF THIS PROCUREMENT.

Approval:

Contracting Officer Signature____________________________________ Date: 7/10/2026