Permafrost Maintenance and Repair
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- W913E526QA004
- Agency
- US Army Corps of Engineers Department of the Army, Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- PSC
- J041 Maint/Repair/Rebuild Of Equipment- Refrigeration, Air Conditioning, And Air Circulating Equipment
- Place of performance
- Fairbanks, Alaska 99712, United States
- Points of contact
-
- Tomeka McNeely tomeka.j.mcneely@usace.army.mil (217) 373-6721
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Army Corps of Engineers is soliciting quotes for recurring and preventative maintenance services for a refrigeration system at the Cold Regions Research and Engineering Laboratory (CRREL) Permafrost Tunnel Research Facility in Fairbanks, Alaska under RFQ W913E526QA004. The required services include annual de-winterization and system startup, weekly preventative maintenance inspections, trouble call response, annual system shutdown and winterization, and authorized system repairs over a 12-month period. Offerors must possess a current Alaska Mechanical Administrator license, maintain an established location within 150 miles of Fairbanks, demonstrate a minimum of five years of commercial refrigeration repair and maintenance experience, provide five completed project references within the past three years, and confirm ability to meet the April 15, 2026 performance start date. Award will be made to the responsible offeror whose offer represents best value considering technical capability, past experience, and price. The solicitation deadline is March 31, 2026 at 12:00 PM CDT, with an escorted site visit required by March 24, 2026 at 4:00 PM CST, and quotes must be submitted via email to Tomeka.J.McNeely@usace.army.mil.
This is a non-small-business-set-aside acquisition that is not designated as a Women-Owned Small Business (WOSB) set-aside despite conflicting language in the RFQ document. No incumbent contractor is identified in the solicitation materials. The contract is structured as a firm-fixed-price acquisition organized into five Contract Line Items: System Automation Upgrade (CLIN 0005) in the base year only, Recurring and Preventative Maintenance (CLIN x001) covering 52 weekly summer inspections and monthly winter maintenance, Trouble Calls (CLIN x002) estimated at 12 annually, System Repairs Labor (CLIN x003) at 45 hours annually, and System Repairs Materials and Supplies (CLIN x004) with maximum annual caps ranging from $6,600 to $8,000 across the contract period. The contract performance period runs from April 15, 2026 to April 14, 2027 for the base year, with four optional one-year renewal periods extending through April 14, 2031. Performance will take place at the PTRF facility located at 2100 Steese Highway, Fairbanks, Alaska, where the existing refrigeration system must maintain maximum tunnel temperatures of 26 degrees Fahrenheit year-round.
Notice text
2 versions
Update #2 · Latest ·
Amendment 0001 has been posted to revise the Performance Work Statement (PWS) Task 2.b. Preventative Maintenance, update Attachment 1 - Pricing Matrix, extend the site visit request date to 24 March 2026 and extend the solicitation closing date to 31 March 2026. See attachment.
This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation is attached.
Solicitation number W913E526QA004 is issued as a request for quotation (RFQ) for permafrost tunnel recurring and preventative maintenance.
This acquisition is not 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 CRREL Research and Engineering Division (RED) has a requirement for an upgrade of the refrigeration system and for recurring maintenance services for the air cooling and filtration systems at its Permafrost Tunnel Research Facility.
Required services over a 12-month period:
- De-winterization and system startup (once annually, as needed)
- Periodic preventative maintenance inspections (weekly)
- Respond to trouble calls (as requested)
- Shut down, condition, and winterize system (once annually, as needed)
- Conduct system repairs (as authorized)
The existing refrigeration system is installed in the permafrost tunnel portion of the Cold Regions Research and Engineering Laboratory (CRREL) Permafrost Tunnel Research Facility (PTRF) located at 2100 Steese Hwy, Fairbanks, AK. Offeror must meet the required performance start date of 15 April 2026. Inspection and acceptance will take place at the PTRF.
Offerors are directed to the attached Request for Quotation (RFQ) for comprehensive instructions, including all applicable provisions and clauses. Adherence to the 'Instructions to Offerors' section is mandatory. A compliant quote requires a thorough review of all four attachments: Request For Quotation, pricing matrix, site conditions, and wage determinations.
Quotes are due no later than 12:00 PM CDT on Tuesday, March 31, 2026.
Quotes shall be submitted via email to: Tomeka.J.McNeely@usace.army.mil
Site Visit Requests
An escorted site visit is required during the solicitation period to review the area of service.
All site visit requests shall be submitted via email no later than 24 March 2026 at 4:00 PM CST to:
- Jenna.N.Williams@usace.army.mil
- Tomeka.J.McNeely@usace.army.mil
The subject line of the email shall read:
“Permafrost Tunnel Site Visit Request.”
The request shall include:
- Company name
- Names of all individuals attending in person
- For each attendee: U.S. Driver’s License issuing state and driver’s license number
- Phone number of the lead company representative
Failure to provide complete information may result in denial of site access.
Award will be made to the responsible offeror whose offer represents the Best Value to the Government, in consideration of all factors. The basis for award will be an acceptable quote, the price of which may not be the lowest.
*Note: To be eligible for award of a Government contract, vendors must be actively registered in the System for Award Management (SAM), have no active exclusions, and complete representations and certifications. For more information, review the SAM website at https://www.sam.gov.
Update #1 ·
This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation is attached.
Solicitation number W913E526QA004 is issued as a request for quotation (RFQ) for permafrost tunnel recurring and preventative maintenance.
This acquisition is not 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 CRREL Research and Engineering Division (RED) has a requirement for an upgrade of the refrigeration system and for recurring maintenance services for the air cooling and filtration systems at its Permafrost Tunnel Research Facility.
Required services over a 12-month period:
- De-winterization and system startup (once annually, as needed)
- Periodic preventative maintenance inspections (weekly)
- Respond to trouble calls (as requested)
- Shut down, condition, and winterize system (once annually, as needed)
- Conduct system repairs (as authorized)
The existing refrigeration system is installed in the permafrost tunnel portion of the Cold Regions Research and Engineering Laboratory (CRREL) Permafrost Tunnel Research Facility (PTRF) located at 2100 Steese Hwy, Fairbanks, AK. Offeror must meet the required performance start date of 15 April 2026. Inspection and acceptance will take place at the PTRF.
Offerors are directed to the attached Request for Quotation (RFQ) for comprehensive instructions, including all applicable provisions and clauses. Adherence to the 'Instructions to Offerors' section is mandatory. A compliant quote requires a thorough review of all four attachments: Request For Quotation, pricing matrix, site conditions, and wage determinations.
Quotes are due no later than 12:00 PM CDT on Tuesday, March 24, 2026.
Quotes shall be submitted via email to: Tomeka.J.McNeely@usace.army.mil
Site Visit Requests
An escorted site visit is required during the solicitation period to review the area of service.
All site visit requests shall be submitted via email no later than 12 March 2026 at 4:00 PM CST to:
- Jenna.N.Williams@usace.army.mil
- Tomeka.J.McNeely@usace.army.mil
The subject line of the email shall read:
“Permafrost Tunnel Site Visit Request.”
The request shall include:
- Company name
- Names of all individuals attending in person
- For each attendee: U.S. Driver’s License issuing state and driver’s license number
- Phone number of the lead company representative
Failure to provide complete information may result in denial of site access.
Award will be made to the responsible offeror whose offer represents the Best Value to the Government, in consideration of all factors. The basis for award will be an acceptable quote, the price of which may not be the lowest.
*Note: To be eligible for award of a Government contract, vendors must be actively registered in the System for Award Management (SAM), have no active exclusions, and complete representations and certifications. For more information, review the SAM website at https://www.sam.gov.
Attachments
| File | Type | Posted |
|---|---|---|
| B08.03 Solicitation Amendment W913E526QA004 0001.pdf | ||
| B08.02 Attachment 1 - Price Matrix.xlsx | XLSX spreadsheet | |
| B08.02 Attachment 2 - Site Conditions.pdf | ||
| B08.02 Attachment 3 - Wage Determination.pdf | ||
| B08.02 Attachment 1 - Price Matrix.xlsx | XLSX spreadsheet | |
| B08.02 Request For Quote W913E526QA004.pdf |
Notice history
| Notice | Type | Posted |
|---|---|---|
| Permafrost Maintenance and Repair | Award Notice | |
| Permafrost Maintenance and Repair | Solicitation |
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