Maintenance Services of HVAC Equipment and Components
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 1232SA26Q0422
- Agency
-
Agricultural Research Service
Department of Agriculture
- Responses due
- Set-aside
- Total Small Business
Opportunity facts
- NAICS code
- 238220 Plumbing, Heating, and Air-Conditioning Contractors
- PSC
- J041 Maint/Repair/Rebuild Of Equipment- Refrigeration, Air Conditioning, And Air Circulating Equipment
- Place of performance
- Hilo, Hawaii 96720, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Department of Agriculture Agricultural Research Service (USDA ARS) is soliciting maintenance services for HVAC equipment and components through Request for Quotation (RFQ) 1232SA26Q0422. The procurement covers comprehensive preventative maintenance and emergency repair services for air handling units, chillers, cooling towers, fan coil units, package air conditioning units, compressors, pumps, and related HVAC systems. Contractors must provide all labor, materials, filters, belts, lubricants, and routine consumables in accordance with original equipment manufacturer specifications and standard industrial HVAC practices. The solicitation will be evaluated using a lowest price technically acceptable (LPTA) basis, with evaluation factors including price, technical acceptability, and past performance. Critical deadlines include April 28, 2026, at 12:00 p.m. Central Time for submission of questions and May 4, 2026, at 3:00 p.m. Central Time for quotation responses, with prices required to remain firm for 60 calendar days following the receipt deadline. A non-mandatory but highly recommended site visit was scheduled for April 23, 2026, at 10:00 a.m. Hawaii Standard Time.
This is a Total Small Business Set-Aside acquisition under NAICS code 238220 with a small business size standard of $19.0 million, restricting competition to qualified small business concerns. The incumbent contractor, Islandwide Mechanical Service Inc., performed these services under Contract #12905B21C0002 at a total value of $318,459.57 for the base year plus four option years through March 31, 2026. The contract will consist of one one-year base period (May 1, 2026 through April 30, 2027) and four optional one-year renewal periods extending through April 30, 2031, with all costs for scheduled maintenance included in the firm-fixed price and emergency repairs billed on a time-and-materials basis. The work will be performed at two locations in Hilo, Hawaii: the Daniel K. Inouye U.S. Pacific Basin Agricultural Research Center at 64 Nowelo Street and the Germplasm Repository at 928 Stainback Highway. Work hours are restricted to 7:30 a.m. to 4:00 p.m., Monday through Friday, excluding weekends and federal holidays, with emergency service response required within four hours.
Notice text
3 versions
Update #3 · Latest ·
AMENDMENT 0002 issued to provide answers to questions submitted by interested contractor and to provide site visit date and time.
Q1. Is a site visit recommended or required prior to submission of quotes?
A1. Site visit is not mandatory or required, but highly recommended.
Q2. If so, can you provide available dates and point of contact for scheduling?
A2. One site visit scheduled for Thursday, April 23,2026 at 10:00 a.m. Hawaii Standard Time (HST). Contact: Carlee Wehrsig, (808) 932-2120, carlee.wehrsig@usda.gov.
Q3. Is there an incumbent contractor currently performing these services?
A3. Islandwide Mechanical Service Inc. Contract #12905B21C0002 – $318,459.57, Base Year + Four Option Years – Period of Performance Dates: 04/01/2021 to 03/31/2026.
Q4. Does the Government have a preferred template or digital system for maintenance reports and checklists, or should the contractor provide their own standardized format?
A4. No preferred template or digital system is in place. Government is open to receiving the info from the contractors as long as all requirements are submitted.
Q5. Should emergency and time-and-material repair rates be included as part of the base quote, or submitted separately?
A5. Yes with quote.
Q6. Confirmation that all filters, belts, lubricants, and routine consumables are to be included in the firm-fixed price for scheduled maintenance, as outlined in the SOW.
A6. Yes, all items listed should be included in firm fixed price quotation.
Q7. Are there any known high-failure components or anticipated replacement items we should account for?
A7. System is currently close to 20 years old. No known components at this time.
Q8. Are there any access restrictions, badging requirements, or coordination procedures for working at both locations (Nowelo St. and Stainback Highway)?
A8. Basic check-in check-out system, badge requirements will be needed.
Q9. Will award be made on a lowest price technically acceptable (LPTA) basis, or will past performance and technical approach be weighted?
A9. Evaluation method is Lowest Price Technically Acceptable (LPTA). Read Attachment 1 Terms and Conditions for evaluation method and evaluation criteria.
Q10. Should pricing be fully burdened and escalated for all option years at time of submission?
A10. Read Attachment 1 Terms and Conditions. A firm-fixed price requirements contract consisting of one (1) one-year base period and four (4) one-year option periods shall be awarded as a result of this synopsis/solicitation. The total duration of this contract shall not exceed five (5) years. Total price evaluation will be for the base period, all option periods inclusive of all cost factors.
SITE VISIT. One site visit is scheduled for Thursday, April 23,2026 at 10:00 a.m. Hawaii Standard Time (HST). Site visit contact: Carlee Wehrsig, (808)932-2120, carlee.wehrsig@usda.gov.
AMENDMENT 0001 issued to provide revised Statement of Work (SOW) as attachment 2.
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12. This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued.
Solicitation number 1232SA26Q0422 is issued as a Request for Quotation (RFQ) for maintenance services of HVAC equipment and components for USDA, ARS, Daniel K. Inouye U.S. Pacific Basin Agricultural Research Center, Hilo, HI.
This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.
The applicable North American Industry Classification Standard Code is 238220 The small business size standard is $19.0 Million. This acquisition is a Total Small Business Set-Aside. All responsible sources may submit a quotation which will be considered by the agency.
Update #2 ·
AMENDMENT 0001 issued to provide revised Statement of Work (SOW) as attachment 2.
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12. This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued.
Solicitation number 1232SA26Q0422 is issued as a Request for Quotation (RFQ) for maintenance services of HVAC equipment and components for USDA, ARS, Daniel K. Inouye U.S. Pacific Basin Agricultural Research Center, Hilo, HI.
This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.
The applicable North American Industry Classification Standard Code is 238220 The small business size standard is $19.0 Million. This acquisition is a Total Small Business Set-Aside. All responsible sources may submit a quotation which will be considered by the agency.
Update #1 ·
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12. This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued.
Solicitation number 1232SA26Q0422 is issued as a Request for Quotation (RFQ) for maintenance services of HVAC equipment and components for USDA, ARS, Daniel K. Inouye U.S. Pacific Basin Agricultural Research Center, Hilo, HI.
This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.
The applicable North American Industry Classification Standard Code is 238220 The small business size standard is $19.0 Million. This acquisition is a Total Small Business Set-Aside. All responsible sources may submit a quotation which will be considered by the agency.
Files
Notice history
| Notice | Type | Posted |
|---|---|---|
| Maintenance Services of HVAC Equipment and Components | Award Notice | |
| This notice | Solicitation |
Similar open opportunities
| Opportunity | Agency | Set-aside | Responses due |
|---|---|---|---|
| US Army Hawaii Dining Facilities’ Large Equipment Preventative Maintenance & Repair Services | Army Contracting Command | Total Small Business | |
| HVAC Unit Replacement | National Oceanic and Atmospheric Administration | Total Small Business | |
| Emergency Repair of the NSGC Cold Storage Dehumidifier System | Agricultural Research Service | Total Small Business | |
| ANF Duchesne Bunkhouse AC Replacement | Forest Service | Total Small Business | |
| Equipment Operations, Maintenance, and Repair Services at Joint Base Pearl harbor Hickam, Hawaii (JBPHH). | Naval Facilities Engineering Command | Total Small Business |
On GovTribe
Work this opportunity
- Track it in your pipeline
- Find teaming partners
- Similar opportunities
- Ask GovTribe AI about this opportunity