Preventative Maintenance and Repair Services for Government-Owned Reach-In and Walk-In Refrigeration Equipment

Combined Synopsis/Solicitation

Preventative Maintenance and Repair Services for Government-Owned Reach-In and Walk-In Refrigeration Equipment

Department of the Army
Army Contracting Command – Aberdeen Proving Ground (ACC-APG)
Natick Soldier Systems Center (NSSC)
Natick, Massachusetts

Solicitation Number: W911QY-26-R-REFR
Notice Type: Combined Synopsis/Solicitation
Contract Type: Firm-Fixed-Price (FFP)
Set-Aside: 100% Total Small Business Set-Aside
NAICS: 238220 – Plumbing, Heating, and Air-Conditioning Contractors
PSC: J041 – Maintenance and Repair of Refrigeration Equipment

1. General Information

This Combined Synopsis/Solicitation is issued in accordance with FAR Part 12. The Government intends to award a single Firm-Fixed-Price contract for preventative maintenance and repair of Government-owned reach-in refrigerators, freezers, walk-in coolers, and walk-in freezers located at the Natick Soldier Systems Center. This procurement is a 100% Total Small Business Set-Aside.

2. Description of Requirement

The contractor shall furnish all labor, supervision, transportation, management, tools, equipment, diagnostic instruments, consumable supplies, documentation, and incidental materials required to inspect, test, maintain, troubleshoot, and repair Government-owned commercial refrigeration equipment in accordance with manufacturer recommendations, ASHRAE standards, EPA Section 608 requirements, OSHA regulations, and applicable codes.

3. Scope of Work

See attached SOW

4. Corrective Maintenance

Provide quarterly preventative maintenance, emergency and routine repair services including compressor replacement, refrigerant leak repair, electrical troubleshooting, fan motor replacement, expansion valve replacement, thermostat/controller replacement, refrigerant recovery, evacuation, and recharge upon Government authorization.

5. Emergency Response

See attached SOW for more details

6. Deliverables

See attached SOW for more details

7. Quality Control

Maintain a Quality Control Program ensuring all work complies with contract requirements, manufacturer specifications, OSHA, EPA regulations, and industry best practices.

8. Contractor Qualifications

Offerors shall be registered in SAM.gov, qualify as a small business under NAICS 238220, possess EPA Section 608 Universal certifications, maintain required Massachusetts licenses, and demonstrate relevant commercial refrigeration experience.

9. Period of Performance

One 12-month base period with four 12-month option periods.

10. Basis for Award/Evaluation Criteria

Awards will be made using the Lowest Price Technically Acceptable (LPTA) methodology IAW RFO FAR 15.103-2. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to this solicitation has the lowest dollar value while conforming to the technical requirements.

The following factors shall be used to evaluate offers:

1. Technical Capability of proposed Service
   1. See SOW for technical Requirements
2. Price: Items shall be priced in quantities and unit prices. A total price shall be included that details all items being purchased including shipping (if applicable).

Use of AI tools in Support of Evaluations: The Government may employ AI as a tool to assist in the analysis and review of offeror quotations/proposals. AI tools may be used to support tasks such as summarizing proposal content, identifying compliance with request for task order proposal/solicitation requirements, and highlighting areas of potential strength, weakness, or risk.

Maintaining Inherently Governmental Functions: Notwithstanding the use of AI tools to support the evaluation process, all final evaluation judgements, including the assignment or assessment of adjectival ratings, best value determinations, and source selection decisions, will be made exclusively by duly appointed Government personnel. The Government retains sole responsibility for all inherently governmental functions and will not delegate decision making authority to any AI tool.

Offeror Confidentiality and Data Protection:

The AI tools utilized by the Government will be employed in a manner consistent with applicable regulations that govern the protection of proprietary and source selection sensitive information. The AI tool will be an output-only system. Any generated report data is not saved. No proposal data will be transmitted to or processed by external, non-Government systems without appropriate safeguards and authorizations in place.

11. CLIN Structure

CLIN 0001 – Quarterly Preventative Maintenance (Base Year)
CLIN 0002 – Emergency Repair Labor

Option Year CLINs 1001–4001 for recurring preventative maintenance.

12. Performance Objective

The objective is to maintain reliable, energy-efficient refrigeration systems, reduce unscheduled failures, protect temperature-sensitive Government assets, minimize refrigerant loss, extend equipment life, and support mission readiness.

ADDENDA: SUBMISSION REQUIREMENTS

The provision at RFO FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (Deviation 2026-O0038), applies to this acquisition and is incorporated by reference into this RFQ.

The following ADDENDUM TO RFO FAR 52.212-1 is hereby included:

1. SYSTEM FOR AWARD MANAGEMENT (SAM) REGISTRATION
   
   1. Any Offeror that submits a quotation in response to this solicitation must be registered in SAM IAW RFO FAR 52.204-7 and 52.232-33 prior to contract award. Registration information can be found at www.sam.gov or https://www.acquisition.gov.

1. SUBMISSION REQUIREMENTS
   
   1. Offerors shall submit quotations that are clear, concise, and readily readable. To ensure accurate analysis by automated evaluation tools and maintain the integrity of the source selection process, the following restrictions apply:
   2. Visible Text Only: All quotation content must be presented as visible text. The inclusion of any concealed text is strictly prohibited. Concealed text includes but is not limited to:
      1. Micro-text (text with a font size below 8pt);
      2. White text on a white background;
      3. Text utilizing colors that render it indistinguishable from the background;
      4. Text hidden within images or graphics.
      5. Font and Size: Quotations must adhere to the following font and size requirements:
         • Font Size: No smaller than 10 point
      6. Formatting Consistency: All text must apply uniform formatting throughout the quotation. Variations in font size, color, or style that the Government deems manipulate or obscures the readability of content are prohibited.
      7. Compliance Verification: The Government may conduct technical verification to ensure compliance with these requirements. Quotations found to contain concealed or manipulated text will be considered non-compliant and may be rejected.

Solicitation Provisions/Contract Clauses incorporated by Reference:

52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements Representation.

52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements.

52.204-7 System for Award Management-Registration. (Deviation 2026 O0038)

52.204-9 Personal Identity Verification of Contractor Personnel.

52.204-13 System for Award Management-Maintenance. (Deviation 2026-O0038)

52.204-21 Basic Safeguarding of Covered Contractor Information Systems

52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities  

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

52.204-25 Prohibition of Contracting for Certain Telecomunications and Video Surveillance Services or Equipment

52.204-26 Covered Telecommunications Equipment or Services—Representation

52.204-27 Prohibition on a ByteDance Covered Application

52.204-29 Federal Acquisition Supply Chain Security Act Orders—Representation and Disclosures.

52.204-30 Federal Acquisition Supply Chain Security Act Orders—Prohibition

52.209-6 Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations. (Deviation 2026-O0038)

52.212-1 Instructions to Offerors-Commercial Products and Commercial Services

52.212-2 Evaluation-Commercial Products and Commercial Services

52.219-6 Notice of Total Small Business Set-Aside. (Deviation 2026 O0038)

52.219-28 Post-Award Small Business Program Representation

52.222-3 Convict Labor

52.222-36 Equal Opportunity for Workers with Disabilities

52.222-50 Combating Trafficking in Persons. (Deviation 2026-O0038)

52.222-90 Addressing DEI Discrimination by Federal Contractors

52.223-23 Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation

52.223-23 Sustainable Products. (Deviation 2026-O0038)

52.224-3 Privacy Training

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving.

52.228-1 Bid Guarantee

52.228-15 Performance and Payment Bonds-Construction

52.232-33 Payment by Electronic Funds Transfer-System for Award Management.

52.232-40 Providing Accelerated Payments to Small Business Subcontractors.

52.233-3 Protest after Award. (Deviation 2026-O0038) 2026-02 SEC I

52.233-4 Applicable Law for Breach of Contract Claim. (Deviation 2026-O0038)

52.240-90 Security Prohibitions and Exclusions Representations and Certifications. (Deviation 2026-O0038)

52.240-91 Security Prohibitions and Exclusions. (Deviation 2026-O0038)

52.240-93 Basic Safeguarding of Covered Contractor Information Systems

52.244-6 Subcontracts for Commercial Products and Commercial Services. (Deviation 2026-O0038)

52.222-90 Addressing DEI Discrimination by Federal Contractors. (Deviation 2026-O0040, Revision 1)

 252.201-7000 Contracting Officer's Representative.

252.203-7000 Requirements Relating to Compensation of Former DoD Officials

252.203-7002 Requirement to Inform Employees of Whistleblower Rights.

252.203-7005 Representation Relating to Compensation of Former DoD Officials.

252.204-7004 Antiterrorism Awareness Training for Contractors.

252.204-7008 Compliance with Safeguarding Covered Defense Information Controls.

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting.

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services.

252.204-7021 Contractor Compliance with the Cybersecurity Maturity Model Certification Level Requirement

252.204-7024 Notice on the Use of the Supplier Performance Risk System.

252.204-7025 Notice of Cybersecurity Maturity Model Certification Level Requirements

252.223-7008 Prohibition of Hexavalent Chromium.

252.225-7055 Representation Regarding Business Operations with the Maduro Regime.

252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime.

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports.

252.232-7010 Levies on Contract Payments.

252.236-7000 Modification Proposals-Price Breakdown.

252.247-7023 Transportation of Supplies by Sea.

Solicitation Provisions/Contract Clauses Included by Full Text:

52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Deviation 2026-O0038)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include-

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror's Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is "late" and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror's initial offer should contain the Offeror's best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency's evaluation of the significant weak or deficient factors in the debriefed Offeror's offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

(End of provision)

52.212-2 Evaluation-Commerical Products and Commercial Services (Feb 2026)(Deviation 2026-O0038)

(a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

1.) Technical Acceptability

2.) Price

(b) Options (if applicable). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation.

PROHIBITION ON THE ACQUISITION OF COVERED DEFENSE TELECOMMUNICATIONS

EQUIPMENT OR SERVICES-REPRESENTATION (MAY 2021)

The Offeror is not required to complete the representation in this provision if the Offeror has represented in the provision at 252.204-7016, Covered Defense Telecommunications Equipment or Services-Representation, that it "does not provide covered defense telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument."

1. Definitions

 "Covered defense telecommunications equipment or services," "covered mission," "critical technology," and "substantial or essential component," as used in this provision, have the meanings given in the 252.204-7018 clause, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services, of this solicitation.

1. Prohibition.

Section 1656 of the National Defense Authorization Act for Fiscal Year 2018 (Pub. L. 115-91) prohibits agencies from procuring or obtaining, or extending or renewing a contract to procure or obtain, any equipment, system, or service to carry out covered missions that uses covered defense telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

1. Procedures

The Offeror shall review the list of excluded parties in the System for Award Management (SAM) at https://www.sam.gov for entities that are excluded when providing any equipment, system, or service to carry out covered missions that uses covered defense telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system, unless a waiver is granted.

1. Representation

If in its annual representations and certifications in SAM the Offeror has represented in paragraph (c) of the provision at 252.204-7016, Covered Defense Telecommunications Equipment or Services-Representation, that it "does" provide covered defense telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument, then the Offeror shall complete the following additional representation:

The Offeror represents that it

will

will not

provide covered defense telecommunications equipment or services as a part of its offered products or services to DoD in the performance of any award resulting from this solicitation.

1. Disclosures

If the Offeror has represented in paragraph (d) of this provision that it "will provide covered defense telecommunications equipment or services," the Offeror shall provide the following information as part of the offer:

(1) A description of all covered defense telecommunications equipment and services offered (include brand or manufacturer; product, such as model number, original equipment manufacturer (OEM) number, manufacturer part number, or wholesaler number; and item description, as applicable).

(2) An explanation of the proposed use of covered defense telecommunications equipment and services and any factors relevant to determining if such use would be permissible under the prohibition referenced in paragraph (b) of this provision.

(3) For services, the entity providing the covered defense telecommunications services (include entity name, unique entity identifier, and Commercial and Government Entity (CAGE) code, if known).

(4) For equipment, the entity that produced or provided the covered defense telecommunications equipment (include entity name, unique entity identifier, CAGE code, and whether the entity was the OEM or a distributor, if known).

(End of provision)

252.232-7006 Wide Area WorkFlow Payment Instructions.

WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

1. Definitions.  As used in this clause

"Department of Defense Activity Address Code (DoDAAC)" is a six-position code that uniquely identifies a unit, activity, or organization.

"Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

"Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system.

"Payment request" and "receiving report" are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

1. Electronic invoicing.  The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.
2. WAWF access.  To access WAWF, the Contractor shall

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d)WAWF training.  The Contractor should follow the training instructions of the WAWF Web Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission.  Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions.  The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following   document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

____

(Contracting Officer: Insert applicable invoice and receiving report document type(s) for fixed price line items that require shipment of a deliverable.)

(B) For services that do not require shipment of a deliverable, submit either the

Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable

invoice and receiving report, as specified by the Contracting Officer.

____

(Contracting Officer: Insert either "Invoice 2in1" or the applicable invoice and receiving

report document type(s) for fixed price line items for services.)

(iii) For customary progress payments based on costs incurred, submit a progress

payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) ) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR)                

52.213-1 is included in the contract.

      [Note: The Contractor may use a WAWF "combo" document type to create some combinations of

invoice and receiving report in one step.]

(3) Document routing.  The Contractor shall use the information in the Routing Data Table                 below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*                        

Field Name in WAWF

Data to be entered in WAWF

Pay Official DoDAAC

HQ0490

Issue by DoDAAC

W911QY

Admin DoDAAC

W911QY

Inspect by DoDAAC

W56YHX

Ship to Code

W56YHX

Service Approver (DoDAAC)

W56YHX

Service Accepter (DoDAAC)

W56YHX

(*Contracting Officer: Insert applicable DoDAAC information. If multiple ship to/acceptance locations apply, insert "See Schedule" or "Not applicable.")

(**Contracting Officer: If the contract provides for progress payments or performance-based payments, insert the DoDAAC for the contract administration office assigned the functions under FAR 42.302(a)(13).)

(4) Payment request.  The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g)  WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

TBD

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause)

Submission of Proposals:

Quotations shall be submitted electronically to Kevin Morris & Trisha Scott via email at Kevin.M.Morris24.civ@army.mil and Trisha.R.Scott.civ@army.mil. All proposals are due on 12 August 2026 at 1600 EST. Proposals will only be accepted electronically via the email addresses provided above.

All questions related to this RFP shall be submitted in writing not later than 06 August 2026 by 1600 EST to Kevin Morris via email at Kevin.M.Morris24.civ@army.mil and Trisha Scott via email at Trisha.R.Scott.civ@army.mil. A site visit will be held on 08/05/2026, email the listed POCs for more information.

For information regarding this combined synopsis/solicitation, please contact:

Kevin Morris, Purchasing Agent

Email:  Kevin.M.Morris24.civ@army.mil