Galveston HVAC Repair/Replacement

COMBINED SYNOPSIS/SOLICITATION - SEE ATTACHMENTS FOR COMPLETE SOLICITATION WITH SF18

The purpose of this requirement is for Services, non-personal, to provide all labor, equipment and materials (unless otherwise provided herein) necessary for non-personal services to furnish all labor, supervision, materials, equipment, permits, tools, transportation, and incidentals necessary to install five (5) new ductless mini-split HVAC systems in the Wet Lab area at the NOAA facility located at 4900 Fort Crockett Boulevard, Galveston, Texas 77551. The systems are to be placed as follows: four (4) to replace failing systems in the Turtle Hospital and the Wet Lab Area, the fifth is a new installation that will go in the Turtle Barn; this unit will have dual internal heads. The installation shall provide reliable temperature control to support laboratory operations while complying with all applicable federal, state, and local codes.

(i) 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 separate written solicitation will not be issued.

Solicitation number 1333MF26Q0110  is issued as a request for quotation (RFQ), for non-personal services to furnish all labor, supervision, materials, equipment, permits, tools, transportation, and incidentals necessary to install five (5) new ductless mini-split HVAC systems in the Wet Lab area at the NOAA facility located at 4900 Fort Crockett Boulevard, Galveston, Texas 77551. The systems are to be placed as follows: four (4) to replace failing systems in the Turtle Hospital and the Wet Lab Area, the fifth is a new installation that will go in the Turtle Barn; this unit will have dual internal heads. The installation shall provide reliable temperature control to support laboratory operations while complying with all applicable federal, state, and local codes.

This acquisition is set-aside for small business concerns.  The associated NAICS code is 238220.  The small business size standard is $19 Million.  

The Government intends to award a  trade-off, single award firm fixed-price purchase order on an all or none with payment terms of Net 30.

This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

(ii) A list of line-item number(s) and items, quantities, and units of measure (including option(s), if applicable).

CLIN 0001 – Non-personal services to furnish all labor, supervision, materials, equipment, permits, tools, transportation, and incidentals necessary to install five (5) new ductless mini-split HVAC systems in the Wet Lab area at the NOAA facility located at 4900 Fort Crockett Boulevard, Galveston, Texas 77551. The systems are to be placed as follows: four (4) to replace failing systems in the Turtle Hospital and the Wet Lab Area, the fifth is a new installation that will go in the Turtle Barn; this unit will have dual internal heads. The installation shall provide reliable temperature control to support laboratory operations while complying with all applicable federal, state, and local codes.

CLIN 1001 – Option Year 1

Option year 1 -Non-personal services to provide quarterly preventive maintenance (PM) services for all five (5) installed mini-split HVAC systems per the original statement of work:

Preventive maintenance shall include, at a minimum:

Four (4) quarterly preventive maintenance visits.

Inspection and cleaning of indoor evaporator coils and outdoor condenser coils.

Cleaning or replacement of air filters as recommended by the manufacturer.

Inspection and cleaning of condensate drain pans and drain lines.

Inspection of refrigerant piping, insulation, and fittings for leaks or damage.

Verification of refrigerant pressures and operating temperatures.

Inspection and tightening of electrical connections.

Inspection of disconnect switches, breakers, and electrical components.

Verification of thermostat and control operation.

Inspection of condenser fan motors, blower motors, and associated components.

Inspection of equipment mounting hardware and vibration isolation components.

Inspection of coastal corrosion protection coating for deterioration or damage, with touch-up or repair as recommended by the coating manufacturer.

Verification of proper heating and cooling operation.

Documentation of equipment condition, maintenance performed, and recommendations for corrective action.

The contractor shall submit a written preventive maintenance report to the Galveston Facility Manager within five (5) business days following each service visit. Reports shall identify all maintenance performed, deficiencies observed, corrective actions taken, and recommendations for repairs not covered under this contract. Period of Performance for one year following the base year.

CLIN 2001 – Option Year 2

Option year 2 -Non-personal services to provide quarterly preventive maintenance (PM) services for all five (5) installed mini-split HVAC systems per the original statement of work:

Preventive maintenance shall include, at a minimum:

Four (4) quarterly preventive maintenance visits.

Inspection and cleaning of indoor evaporator coils and outdoor condenser coils.

Cleaning or replacement of air filters as recommended by the manufacturer.

Inspection and cleaning of condensate drain pans and drain lines.

Inspection of refrigerant piping, insulation, and fittings for leaks or damage.

Verification of refrigerant pressures and operating temperatures.

Inspection and tightening of electrical connections.

Inspection of disconnect switches, breakers, and electrical components.

Verification of thermostat and control operation.

Inspection of condenser fan motors, blower motors, and associated components.

Inspection of equipment mounting hardware and vibration isolation components.

Inspection of coastal corrosion protection coating for deterioration or damage, with touch-up or repair as recommended by the coating manufacturer.

Verification of proper heating and cooling operation.

Documentation of equipment condition, maintenance performed, and recommendations for corrective action.

The contractor shall submit a written preventive maintenance report to the Galveston Facility Manager within five (5) business days following each service visit. Reports shall identify all maintenance performed, deficiencies observed, corrective actions taken, and recommendations for repairs not covered under this contract. Period of Performance for one year following option year one.

CLIN 3001 – Option Year 3

Option year 3 -Non-personal services to provide quarterly preventive maintenance (PM) services for all five (5) installed mini-split HVAC systems per the original statement of work:

Preventive maintenance shall include, at a minimum:

Four (4) quarterly preventive maintenance visits.

Inspection and cleaning of indoor evaporator coils and outdoor condenser coils.

Cleaning or replacement of air filters as recommended by the manufacturer.

Inspection and cleaning of condensate drain pans and drain lines.

Inspection of refrigerant piping, insulation, and fittings for leaks or damage.

Verification of refrigerant pressures and operating temperatures.

Inspection and tightening of electrical connections.

Inspection of disconnect switches, breakers, and electrical components.

Verification of thermostat and control operation.

Inspection of condenser fan motors, blower motors, and associated components.

Inspection of equipment mounting hardware and vibration isolation components.

Inspection of coastal corrosion protection coating for deterioration or damage, with touch-up or repair as recommended by the coating manufacturer.

Verification of proper heating and cooling operation.

Documentation of equipment condition, maintenance performed, and recommendations for corrective action.

The contractor shall submit a written preventive maintenance report to the Galveston Facility Manager within five (5) business days following each service visit. Reports shall identify all maintenance performed, deficiencies observed, corrective actions taken, and recommendations for repairs not covered under this contract.Period of Performance for one year following option year two.

CLIN 4001 – Option Year 4

Option year 4 -Non-personal services to provide quarterly preventive maintenance (PM) services for all five (5) installed mini-split HVAC systems per the original statement of work:

reventive maintenance shall include, at a minimum:

Four (4) quarterly preventive maintenance visits.

Inspection and cleaning of indoor evaporator coils and outdoor condenser coils.

Cleaning or replacement of air filters as recommended by the manufacturer.

Inspection and cleaning of condensate drain pans and drain lines.

Inspection of refrigerant piping, insulation, and fittings for leaks or damage.

Verification of refrigerant pressures and operating temperatures.

Inspection and tightening of electrical connections.

Inspection of disconnect switches, breakers, and electrical components.

Verification of thermostat and control operation.

Inspection of condenser fan motors, blower motors, and associated components.

Inspection of equipment mounting hardware and vibration isolation components.

Inspection of coastal corrosion protection coating for deterioration or damage, with touch-up or repair as recommended by the coating manufacturer.

Verification of proper heating and cooling operation.

Documentation of equipment condition, maintenance performed, and recommendations for corrective action.

The contractor shall submit a written preventive maintenance report to the Galveston Facility Manager within five (5) business days following each service visit. Reports shall identify all maintenance performed, deficiencies observed, corrective actions taken, and recommendations for repairs not covered under this contract. Period of Performance for one year following option year three.

(iii) Description of requirements for the items to be acquired, including documentation supporting any brand name descriptions (see 12.102).

See attached Statement of Work which applies to Base Year and all Option Years 1 – 4, and Department of Labor Wage Rates: WD 2015-5233, Revision No 35, dated Aug 22, 2026 , which can be found on:  https://sam.gov/content/wage-determinations

INVOICES TO BE BILLED IN ARREARS VIA IPP. PROVIDE MONTHLY AND ANNUAL PRICING FOR EACH BASE AND OPTION YEAR. QUOTE PRICING MAY BE PROVIDED ON ATTACHED SF18 FORM OR ON COMPANY LETTERHEAD.

(iv) Date(s) and place(s) of delivery and acceptance and f.o.b. Point are National Oceanic and Atmospheric Administration (NOAA), Wet Lab Area, 4900 Fort Crockett Boulevard,
Galveston, Texas 77551

The start date is estimated at the date of award. 

The base period for this contract shall be from the date of award, for one year.  Initial HVAC repairs and replacements identified in the Scope of Work section shall be performed by 12/31/2026.  

Preventive maintenance shall be performed quarterly within the base year (from date of install & government acceptance of the initial appliance repairs/replacements and through each successive, exercised option year, if exercised. 

Place of Performance is .Performance will occur onsite at the National Oceanic and Atmospheric Administration (NOAA), Wet Lab Area, 4900 Fort Crockett Boulevard,
Galveston, Texas 77551

(v) A list of solicitation provisions that apply to the acquisition (see 12.205(a)) can be found on the Request for Quote Form SF18 attachment in Section 5 Other Contract Terms and Conditions. 

RFO 52.237-1 Site Visit (Apr 1984) (Deviation Jan 2026)

Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

A site visit is highly recommended but not required. Vendors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Only one site visit will be conducted, all interested parties should plan to attend.

Site visit is scheduled for Wednesday September 9, 2026 at 8am CST.  Prospective site visit attendees need to contact michael.cordova@noaa.gov  to confirm attendance prior to arrival.
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Meet at NOAA, NMFS Southeast Fisheries Science Center, Galveston Lab campus located at:  4900 Fort Crockett BLVD, Galveston, Texas 77551 .  Attendees should arrive at least 10 minutes prior to start time.  The site tour will begin promptly at 8am and should be less than 60 minutes.  Attendees must park on the street outside the gate. Meet outside of Wetlab Building with on-site POC .
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Prospective attendees shall not ask any questions during the site visit, but should capture all questions and email them to the Contracting Officer, Suzanne.Johnston@noaa.gov, by 10am EST 9/10/2026.  Questions received after this time can not be answered.  Q&A will be posted as an Amendment to the solicitation. Vendors should monitor SAM.gov for any updates.

(End of provision)

(vi) A list of contract clauses that apply to the acquisition (see 12.205(b)) can be found on the Request for Quote Form SF18 attachment in Section titled Contract Terms and Conditions.

(vii) Quotes are required to be received in the contracting office no later than 12pm EST/EDT on 9/16/2026.  All quotes must be submitted electronically via email to Suzanne.Johnston@noaa.gov. 

THE GOVERNMENT DOES NOT ACCEPT RESPONSIBILITY FOR NON-RECEIPT OF QUOTES.  IT IS THE CONTRACTOR’S RESPONSIBILITY TO REQUEST AND RECEIVE A CONFIRMATION OF THE QUOTE RECEIPT.

(viii) Any other additional information required by 5.101(c). 

Per NOAA Deviation 2025-02/03: System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Contracting officers will not consider those representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

Instructions to Offerors

See RFO 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services. (SEP 2023) (Deviation JAN 2026)

And

RFO 52.212-2 Evaluation- Commercial Products and Commercial Services (Nov 2021) (Deviation Jan 2026)