Request for Quote (RFQ) 455740 - HVAC and Power Rental

Brookhaven Science Associates (BSA), operating Brookhaven National Laboratory under a Department of Energy contract, is seeking qualified vendors to provide HVAC and power rental equipment through a competitive Request for Quote (RFQ 455740). The solicitation calls for rental of three 50-ton air conditioning units, one 75-ton air conditioning unit, one 80-ton chiller, and associated portable generators with power conductors and temporary ductwork. Quotes must be submitted by February 14, 2025, at 3:00 PM ET, with questions due by February 6, 2025, and the anticipated award date of April 30, 2025. The contract will be awarded to the responsive and responsible offeror submitting the lowest total price, with a firm-fixed-price structure and FOB Destination terms. Vendors must be registered in SAM.gov and, if classified as other than small business with offers exceeding $750,000, must submit a Small Business Subcontracting Plan meeting BSA's diversity goals.

The solicitation does not have a specific set-aside designation and is open to full and open competition under NAICS code 532490. The initial contract period runs from May 1, 2025, through November 1, 2025, with an option for a 12-month renewal period through November 3, 2026. The equipment will be ground-mounted and used at Brookhaven National Laboratory in Upton, NY, operating 24/7 on triple shifts. While the total contract value is to be determined, the procurement includes detailed specifications for equipment performance, including supplying 55-degree F air for AC units and 45-degree F chilled water for the chiller. The contractor must provide 24/7 technical support and be capable of replacing failed units within 24 hours, with BNL staff handling routine maintenance and servicing. Vendors must also complete various administrative forms, including W-9 or W-8 tax forms, AMS representations and certifications, and ACH payment authorization.