B08.03 Request for Quotes (RFQ) Amend W913E525Q0004-0001.pdf

W81EWF42959893

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to revise the Description of Requirement (DOR) in section C; add clause 52.237-1 Site Visit to section L;

add site visit information and Questions and Answ ers (Q&A) to section L; and extend the solicitation closing date to 05 December 2024.

Changes to section C and Section L are highlighted in yellow .

See Summary of Changes for Details.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 10

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 27-Nov-2024

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street , County, State and Zip Code) X W913E525Q0004

X 9B. DATED (SEE ITEM 11)

22-Nov-2024

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

27-Nov-2024

CODE

ERDC CONTRACTING OFFICE

HANOVER OFFICE

72 LYME ROAD

HANOVER NH 03755-1290

W913E5 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W913E525Q0004

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION A - SOLICITATION/CONTRACT FORM

The required response date/time has changed from 03-Dec-2024 12:00 PM to 05-Dec-2024 12:00 PM.

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

DESCRIPTION OF REQUIREMENT

DESCRIPTION OF REQUIREMENT

HEAT PUMPS

I. Description of Requirement: The Engineering Research and Development Center (ERDC), Cold Regions Research and Engineering Laboratory (CRREL) has a requirement for delivery and installation of two (2) cold climate air-source heat pumps at the Permafrost Tunnel shed in Fairbanks, Alaska as part of a research project to assess use of heat pumps in cold regions.

At the end of the project, approximately 1 year after the completed install, the system shall be decommissioned and uninstalled by the Contractor.

II. Heat Pumps Specifications: The Contractor shall deliver two (2) independent air-source heat pumps with the following specifications:

- Output between 9,000 BTU and 90,000 BTU. The two heat pumps shall be of the same brand, model, and output.

III. Install Location Site:

Figure 1. Map of site

Figure 2. Image of South Entrance to Permafrost Tunnel – Facing East

Figure 3. Image insulated container building- reddish brown in distance.

- One heat pump shall be installed on an 8x20 ft insulated container building (Figure 3) with the indoor head unit inside the building and the outside component (evaporator) installed outside container building.

- The other heat pump shall be installed with the head unit in the same 8x20 ft insulated container building (Figure 3). The two heat pumps will not be used simultaneously. The outside component (evaporator) shall be installed inside the Permafrost Tunnel (Figure 2) within the South Entrance. The building is roughly 125 feet from the South Entrance (Figure 1). Lines and cables between the two units shall be safely secured. The condensate drain line from the unit within the Permafrost Tunnel shall be installed so that it drains outside of the Tunnel.

- Condensate lines should be heated.

- Site potentially includes permafrost ground.

- Electrical supply of 208V and 120V for the heat pump systems is available next to the tunnel south entrance. The Contractor is responsible for all electrical work needed for the complete heat pumps install.

- It is recommended that offerors perform a site visit prior to submitting a quotation.

IV. Installation Services: The Contractor shall install the two (2) cold climate air-source heat pumps as specified in Section II. The Contractor is responsible for all required tools and components of installation (electrical, mechanical, plumbing, etc.). Government will provide access to the building and Permafrost Tunnel for installation and access to 120-volt electrical outlets for tools. Government staff will be present on-site during delivery and installation.

V. Install Results: Each heat pump shall be capable of providing heat to the building for experimentation during 2024/2025 winter months. The latest acceptable completed install date is 31 March 2025; however, an earlier completed install date is highly preferred. Heat pumps should be installed in accordance with all local codes.

VI. Deinstallation: Following the completion of the research project, estimated 6 months to 1 year after installation, the Contractor shall deinstall the system in accordance with all applicable disposal and hazardous waste requirements. The Government will retain ownership of all deinstalled components. The Contractor is responsible for all required tools and components of deinstallation (electrical, mechanical, plumbing, etc.). Government will provide access to the building and Permafrost Tunnel for installation. Government staff will be present on-site during delivery and installation.

VII. Shipping: The Contractor is responsible for shipment and all shipping costs of the equipment and supplies FOB Destination to the delivery address listed in Section IX. Shipping costs shall be included in the total price.

VIII. Equipment Warranty and Manuals: The Contractor shall provide a 1-year warranty on defects in materials and workmanship of the installed system. Manuals shall be provided in English covering Site Preparation, Installation, Operating and Maintenance.

IX. Delivery and Install Location: CRREL Permafrost Tunnel, 2126-2166 Steese Hwy, Fairbanks, AK 99712 (Attn Gary Larsen).

X. Certifications: Offeror shall possess an EPA 608 Type II certification. Proof of certification is required with quotations.

XI. Security and Safety:

Antiterrorism/Operational Security (AT/OPSEC) Clauses

General security requirements and guidance: The security requirements described below apply to all contract personnel (including employees of the prime Contractor (“Contractor”) and all subcontractor employees) supporting the performance requirements of this contract. The Contractor is responsible for compliance with these security requirements. Questions regarding security matters shall be addressed to the designated Government representative (e.g., Contracting Officer Representative (COR), Requiring Activity (RA) representative, or Contracting Officer (if a COR or other RA representative is not appointed)). Contract personnel are critical to the overall security and safety of US Army Corps of Engineers (USACE) installations, facilities and activities, and security awareness training contributes to those efforts.

The Department of Defense (DoD) and Army security training requirements specified below, if applicable, are performance requirements; all applicable contract personnel shall complete initial training within 30 days of contract award or the date new contract personnel begin performance on the contract. Within five business days from the completion of training, the Contractor shall provide written documentation (e.g., email or memorandum) to the Government representative. The documentation shall include the names of contract personnel trained and which training they completed;

the Contractor shall maintain training records as part of their contract files and be prepared to provide copies of training certificates to the Government representative.

Contractor personnel and vehicles are subject to search when entering federal installations. Additionally, all contract personnel shall comply with Force Protection Condition (FPCON) measures, Random Antiterrorism Measures (commonly referred to as “RAMs”), and Health Protection Condition (HPCON) measures. The Contractor is responsible for meeting performance requirements during elevated FPCON and/or HPCON levels in accordance with applicable RA plans and procedures --this includes identifying mission essential and non-mission essential personnel. In addition to the changes otherwise authorized by the changes clause of this contract, should the FPCON or HPCON levels at any individual facility or installation change, the Government may implement security changes that affect contract personnel. The Contractor shall ensure all contract personnel are aware of their security responsibilities, including any site-specific requirements identified in local policies or procedures.

Physical security and access control requirements: All contract personnel requiring physical access to a federal installation or facility shall comply with the access control procedures of that location. Contract personnel requiring unescorted access to meet contract performance requirements on a DoD installation in the US shall be vetted by the installation/facility Provost Marshal/Directorate of Emergency Services/Security Office using the National Crime Information Center-Interstate Identification Index (commonly referred to as “NCIC-III”) and Terrorist Screening Database (commonly referred to as “TSDB”). Contract personnel shall comply with all personal identity verification requirements specified in installation/facility policies and procedures. Contract personnel who do not meet requirements for unescorted access to USACE facilities shall coordinate escorted access with the Government representative, as needed. Contract personnel who receive keys, access cards, or lock combinations that provide access to government-owned property shall comply with key and lock control procedures of the RA.

Suspicious Activity Reporting training (e.g. iWATCH, CorpsWatch, or See Something, Say Something): All contract personnel shall receive initial and annual refresher training from the RA representative on the local suspicious activity reporting program. This locally developed training provides contract personnel with general information on suspicious behavior, and guidance on reporting suspicious activity to the project manager, security representative or law enforcement entity.

Pre-screen candidates using E-Verify Program: Contractors shall comply with the requirements set forth in FAR clause 52.222-54 Employment Eligibility Verification and FAR Subpart 22.18 in using the E-Verify Program at (https://www.e-verify.gov/) (website subject to change) to meet the contract employment eligibility requirements.

Contractors are encouraged to cooperate with Federal and State agencies responsible for enforcing labor requirements to include eligibility for employment under United States immigration laws in accordance with FAR 22.102-1(i). An initial list of verified/eligible candidates shall be provided to the COR no later than three business days after the initial contract award. When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility

Verification, and submit it to the Contracting Officer to become part of the official contract file.

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS

The following have been added by reference:

52.237-1 Site Visit APR 1984

The following have been added by full text:

Q&A

Questions & Answers – Heat Pumps

Question: There does not appear to be POP date for this contract. Is there a required or preferred completion date?

Answer: The latest date we can accept is 31 March 2025.

Question: The RFQ mentions that the subsequent research must be done in December, January and February but does not specify what year. This intended to be completed December 2024 or December 2025? Given the bid date of Dec 3, 2024, it does not seem likely to complete this prior to February 2025.

Answer: Clarified in revised DOR. Latest acceptable completed install date is 31 March 2025.

Earlier dates are high preferable.

Question: There are no mention of the existing electrical sources available at the area of installation. We estimate we will need at least 2ea 20A circuits of 208V single phase power and one dedicated 120V circuit for heat trace. Please specify where we need to route electrical from in relation to the installation site, ie location of the nearest electrical panel.

Answer: Clarified in revised DOR. They can get 208V and 120V power from the box in the south compressor shed right outside the south entrance to the tunnel. Contractor is responsible for all required electrical work.

Question: The RFQ provides a very wide range of BTU/hr heat output of the heat pumps, at 9000 to 90,000 BTU/hr. Is there a reason for such a wide range of heat output? Would a nominal 12,000 BTU/hr heat pump be acceptable?

Answer: Any system within the specified BTU range is technically acceptable.

Question: Is the contractor responsible for sizing the heat pumps to adequately heat the interior of the connex? If we would need the R value of the connex insulation for roof, walls and floor, desired interior temperature and coldest ambient exterior temperature. We would also need to know if there are any additional fans or ventilation in the connex.

Answer: This install is part of experiment (per DOR). “Adequately heat” is not an evaluation factor or requirement to be determined by contractor. System will just need to meet 9k to 90k btu requirement and be functional per mfr specs.

Question: What is the minimum exterior ambient operating temperature required for the heat pumps? Most single zone heat pumps are only rated to operate at -18F exterior ambient air temps. A few select larger commercial VRF systems are capable of running to -25F but would likely not be appropriate for this installation.

Answer: Using the typical heat pump rated to -18F is acceptable for our purposes. Larger commercial VRF systems are not required.

Question: The RFQ has 3 clin items. Clin 001 for supply of the heat pumps, clin 002 for the install of the heat pumps and Clin 003 for the shipping of the heat pumps. Clin 001 cannot be accomplished without Clin 003. Is the intent to only award all 3 clins? Is there any option to award clin 001 without clin 003 included?

Answer: Shipping CLIN is just for price evaluation purposes and to ensure that shipping is included in the total quoted price. The final contract may reflect shipping in the total price (CLIN 0001).

Question: Will there be a site visit?

Answer: Site visits may be conducted up to the closing date of the solicitation. Site visits can be requested by contacting Dragos Vas at dragos.a.vas@erdc.dren.mil, 907-361-5180.

Site Address: 2126-2166 Steese Hwy, Fairbank, AK 99712.

The following have been modified:

INSTRUCTIONS TO OFFERORS

QUOTES ARE DUE BACK TO Latosha.N.Rodgers@usace.army.mil BY 12:00 PM CST

ON THURSDAY, 05 DECEMBER 2024.

It is the offeror’s responsibility to ensure that the quote is submitted complete and accurate.

Corrections will not be made by the Government. The quote must show that your proposed supplies/services will meet and deliver the task specifications in accordance and as outlined in Section C, Description of Requirement (DOR).

The vendor is requested to provide clear quotes showing that their supplies/services includes all the listed items below. Quotes that are ambiguous or are missing required information may be disqualified.

A signed copy of this Request for Quote (RFQ) shall be included with your detailed quote. The quote shall include the following items:

1. Provide the Point of Contact (POC) and alternate POC, including phone numbers and emails, who has authority to make decisions for the company.

2. Provide the company’s CAGE Code and/or Unique Entity Identifier (UEI) number.

3. The quote shall include the following requirements listed in Section C, Description of Requirement (DOR):

a) Technical requirement: Heat pump with output between 9,000 BTU and 90,000 BTU.

b) Certification requirement: EPA 608 Type II Certification. Proof is required with quotations.

c) Schedule requirement: CRREL wishes to evaluate estimated start and completion dates in “days after contract award”. This is important because the research must take place over the most severe winter months (December, January, and February).

4. Quotes shall be presented assuming a firm fixed price award where the contractor shall cover the necessary price to deliver two (2) independent air-source heat pumps including installation services capable of providing heat during winter months (December, January, and February). Heat pumps should be installed in accordance with all local codes. De-installation following completion of research project, estimated 6 months to 1 year after installation.

5. The Contractor shall provide a 1-year warranty on defects in materials and workmanship of the installed system. Manuals shall be provided in English covering Site Preparation, Installation, Operating and Maintenance.

6. Total quoted price to include shipping costs FOB Destination to CRREL Permafrost Tunnel, 2126-2166 Steese Hwy, Fairbanks, AK 99712.

SITE VISIT POC and SCHEDULING INSTRUCTIONS:

Site visits may be conducted up to the closing date of the solicitation. Site visits can be requested by contacting Dragos Vas at dragos.a.vas@erdc.dren.mil, 907-361-5180.

Site Address: 2126-2166 Steese Hwy, Fairbank, AK 99712.

Offerors are required to have an active System for Award Management registration, no active exclusions, and BOTH FAR AND DFARS representations and certifications completed by the quote submission due date to receive a Department of Defense contract award. Ensure that all representations and certifications, required by this Request for Quote, are either included in the online FAR and DFARS report, and/or included with your quote submission.

(End of Summary of Changes)