Liebert Certified HVAC Maintenance - Indianapolis

This procurement is to provide annual maintenance for the HVAC Leibert UPS/power equipment, battery services, and chemical cleaning located at 8899 E. 56th Street, Indianapolis, IN 46249. These are Liebert- manufactured units and require qualified (certified) systems vendors for maintenance. They need to maintain climate-controlled environments for sensitive information technology equipment to prevent failure or damage to both equipment and data. The maintenance plan required is the Liebert pre-packaged essential service plan for on-site support from a qualified (certified) systems vendor in order to assure the equipment functions properly and protects the valuable computer equipment and personnel in those areas. 

Title of requirement:  HVAC Liebert Pre-Packaged Essential Service Plan, UPS/Power Equipment Maintenance, Battery Services, and Chemical Cleaning for Defense Finance and Accounting Service (DFAS-IN)

This is a combined synopsis/solicitation (RFQ) for the acquisition of High Volume Air Conditioning (HVAC) unit maintenance, UPS battery services, and chemical cleaning for Defense Finance and Accounting Service Indianapolis, IN (DFAS-IN) in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This will be a Brand Name Full and Open Competition.  NAICS code for this announcement is 238220.

Reference No.:HQ042325QE038

SOLICITATION CLOSING DATE:  All quotes must be received by the closing date/time on June 09, 2025 at 06:00 PM eastern.  Preferred delivery method for submission of your quote is via email: miranda.j.amir.civ@mail.mil.  Quotes shall include at a minimum, in addition to the items listed in the section “BASIS for AWARD” below, the following:

• Unit pricing per line item as shown on the separately attached schedule of items table;
• Vendor Contact Name, Phone Number and Email Address
• Company Cage Code and DUNS Number
• Tax Identification Number
• Business Size:  Small/Large/Other: _______________
• Place of Manufacture

IMPORTANT REMINDERS: 

1. Prior to submission of quote, please verify your registration is current and active via the System for Award Management (SAM): https://www.sam.gov/.

Note: A Schedule of Items table has been provided as a separate attachment to assist with supplying the required pricing and vendor contact information.

Attached Documents: Performance Work Statement (PWS), Schedule of Items, and Solicitation HQ042325QE038

Issued by:

Point of Contact: Miranda Amir

DFAS Contract Services Directorate

3990 E Broad Street

Bldg. 21

Columbus, OH  43213-1152

Phone:  614-701-4283

Email address:  miranda.j.amir.civ@mail.mil

Contract Type:  Under FAR Part 13.5 the Government intends to award a single firm fixed Price (FFP) award. 

REQUIRED: Provisions within the Solicitation HQ042325QE038 that are “Full Text” must be completed by the vendor and sent in with that vendor’s quote. Failure to complete the necessary representations of these provisions will result in that vendor’s quote NOT be considered for award.

Description of Requirement:  This procurement is to provide annual maintenance for one High Volume Air Conditioning (HVAC) units located at 8899 E. 56th Street, Indianapolis, IN 46158. These are Liebert-manufactured units and require qualified (certified) systems vendors for maintenance. They need to maintain climate-controlled environments for sensitive information technology equipment to prevent failure or damage to both equipment and data. The maintenance plan required is the Liebert pre-packaged essential service plan for on-site support from a qualified (certified) systems vendor in order to assure the equipment functions properly and protects the valuable computer equipment and personnel in those areas.

Please refer to the Performance Work Statement (PWS) for more details.

Warranties: The contractor shall provide all services associated with manufacture’s Lifetime Limited warranty to include shipping and all other fees within the first 90 days.

Period of Performance: This contract will be established for a one (1) year base period and one (1) one-year option periods from 6/16/2025 through 6/15/2027.

Place of Performance: 

DFAS Indianapolis:

8899 East 56th Street

Indianapolis, IN 46249

List any Acceptance Criteria:   All or none basis.

BASIS FOR SELECTION:  The Government will award a single contract to the Contractor whose quote is determined to be the lowest price technically acceptable. All quote submissions MUST provide proof/documentation they are a licensed Liebert reseller. Failure to conform to this requirement will result in the quote being removed from consideration.

Cost of Quotes:  Expenses incurred in the preparation of quotes in response to this RFQ are the vendor’s sole responsibility and not reimbursable by the Government. 

Invoicing and Payment:  Invoices shall be submitted as a 2-in-1 nvoice via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract per DFARS Clause 252.232-7006 Wide Area Work Flow.  It is the Contractor’s responsibility to register in the WAWF system in order to insure prompt payment.  Once the invoice is received in WAWF, the Acceptor will review and if correct accept it for payment.

Contracting Officer’s Representative (COR):  The COR will act as the on-site, technical point-of-contact for the Government during execution of this contract.  The COR’s authority is limited to technical issues and is not authorized to make contractual decisions.  The COR will monitor performance, funding and payment requirements.  An alternate, will be assigned if the designated COR is unavailable.  COR will be provided upon award of any resultant contract.

Companies protesting this procurement may file a protest 1) with the contracting officer, 2) with the Government Accountability Office, or 3) pursuant to Executive Order No. 12979, with the Agency for a decision by the Activity’s Chief of the Contracting Office. A protest filed with the agency per # 3) should clearly state that it is an "Agency Level Protest under Executive Order No. 12979." Absent a clear indication of the intent to file an agency level protest, a protest will be presumed to be a protest to the contracting officer. Upon request, the agency will consider an independent review at a level above the contracting officer for protests filed with the agency per #3). 

Applicable Provisions and Clauses:  The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02.  The Government intends to include the following FAR and DFAR clauses and provisions, either by reference or in full text in the resulting award.  NOTE:  The FAR and DFARS clauses may be accessed in full text at http://www.acquisition.gov/browse/index/far. 

QUESTIONS AND INQUIRIES CONCERNING THIS RFQ:  All questions and inquiries concerning any aspect of this requirement must be submitted in writing to miranda.j.amir.civ@mail.mil. Telephone requests will not be honored.  The Government’s response to inquiries will be made in writing.  Any resulting additions, deletions or changes to the RFQ will be made by issuances of a formal amendment.  Quoters are instructed specifically to contact only the issuing contract office in connection with any aspect of this requirement prior to contract award. 

PLEASE NOTE:  A quotation does not constitute an award; therefore, an obligation to your company is not official until you receive a purchase order.