RFI - TRANE Chiller Servicing at Buckley Space Force Base

1. DISCLAIMER
This Sources Sought is for informational and market research purposes only. It does not constitute a Request for Proposal (RFP), Request for Quotation (RFQ), or a promise to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service whatsoever. Furthermore, the Government is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the Government will not pay for any information or administrative costs incurred in response to this Sources Sought; all costs associated with responding to this notice will be solely at the interested party’s expense.

2. PURPOSE
The Department of the Air Force, Space Force, 460th Contracting Squadron (460 CONF) at Buckley Space Force Base (SFB), Colorado, is conducting market research to determine the availability and technical capability of qualified commercial sources, including small businesses (such as 8(a), HUBZone, Service-Disabled Veteran-Owned Small Businesses [SDVOSB], and Women-Owned Small Businesses [WOSB]), to perform inspection, software upgrade, maintenance, and recommissioning services for two (2) Air-Cooled Scroll Chillers.

3. BACKGROUND
The commercial HVAC infrastructure at Building 442 (606 S. Aspen St., Buckley SFB, CO 80011) utilizes air-cooled chillers to support mission-critical facility operations. The existing units—two (2) Air-Cooled Trane Chillers, Model # CGAM120F—were originally installed in 2012. These units are currently operating on beta software and require an upgrade to the latest manufacturer production software, along with comprehensive sensor calibration, physical annual inspections, and full system
recommissioning to ensure optimal operational efficiency and environmental compliance.

4. DESCRIPTION OF REQUIREMENT
The contractor shall provide all fully qualified technicians, specialized tools, and equipment necessary to inspect, upgrade, and recommission two (2) Air-Cooled Trane Chillers.

Key Objectives / Scope of Work include:
• Manufacturer Manual Review: Thoroughly review all manufacturer Installation and Operation manuals prior to commencing on-site work.

• Software & Reprogramming: Update necessary software on both chillers from beta to the current production version and re-program both chillers.

• Calibration & Performance Tuning: Calibrate chiller sensors and actuators to ensure proper operation, verify that Thermostatic Expansion Valves (TXVs) are operating correctly, and adjust settings/parameters to optimize cooling performance.

• Post-Upgrade Inspection: Perform a detailed physical inspection of the chillers after the software update and verify unit-to-unit communication and full system functionality.

• Annual Maintenance & Leak Checks: Complete a full annual inspection, including comprehensive refrigerant leak testing and physical damage inspections.

• System Safety & Operational Checks: Perform rigorous operational and safety system checks upon completion of work.

• Deficiency & Recommendation Reporting: Deliver a comprehensive deficiency report detailing any compromised components. If additional repairs or a full system replacement are recommended, provide a separate, highly detailed report containing clear engineering and economic justifications.

• Restricted Area (RA) Security Compliance:

• No cell phones, cameras, recording devices, or Bluetooth-enabled devices are permitted into the Restricted Area (RA).

• If photographs are required for reporting, the contractor must coordinate with the Civil Engineer Project Manager (PM) to have them taken in an approved manner.

• For any necessary technical electronic devices, the contractor must submit the make, model, year, and purpose of the device to the Contracting Officer (CO) or Contracting Officer’s Representative (COR) for security approval prior to bringing the device into the RA.

• Governing Standards: All work shall be performed in strict accordance with the manufacturer's specifications, applicable state and local codes/laws, and UFC 3-410-01: Heating, Ventilating, and Air Conditioning Systems. UFC criteria can be accessed at the Whole Building Design Guide.

• Labor Qualifications: All technicians must be fully licensed and certified to service commercial HVAC/chiller systems. Technicians must possess specialized manufacturer certification and hands-on experience with Trane Model CGAM120F Air-Cooled Chillers.

5. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS)
The anticipated NAICS code for this requirement is 238220 - Plumbing, Heating, and Air-Conditioning Contractors, which has a small business size standard of $19.0 Million. The corresponding Product Service Code (PSC) is J041 - Maint/Repair/Rebuild of Equipment: Refrigeration, Air Conditioning, and Air Circulating Equipment.

6. REQUESTED INFORMATION
Interested and capable commercial entities are invited to submit a Capability Statement. Responses should be concise and focused on the firm's ability to meet the requirements described above.
Please provide the following information:

A. Company Profile
1. Company Name and Address.

2. Point of Contact (Name, Title, Email, Phone Number).

3. CAGE Code and UEI Number.

4. Business Size and Socio-economic Status (e.g., Large Business, Small Business, 8(a), SDVOSB, WOSB, etc.) under NAICS code 238220.

B. Technical Capabilities
5. Technical Approach: Describe your company’s technical approach and experience in executing commercial chiller software upgrades (specifically transitioning from beta to production software), sensor/actuator calibration, and recommissioning on Trane Chillers (Model # CGAM120F).

6. RA Operations Experience: Describe your firm's experience working in high-security military Restricted Areas (RA). Specifically address how you plan to manage project execution under strict electronic/Bluetooth device bans.

7. Ambiguities & Recommendations: Identify any potential risks, challenges, or ambiguities in the requirement description, and suggest industry-standard solutions.

• Government Note for Industry Feedback: The draft Statement of Work contains minor clerical discrepancies (e.g., a reference to "boilers" in Section 3.1, a reference to "recommission all three Chillers" in Section 1.2, and fluctuating references to "200 Ton" vs. "120 Ton" scroll chillers). Please provide feedback on any clarification your technical team would require regarding these parameters before submitting a proposal.

C. Past Performance / Experience
8. Provide up to three (3) examples of similar commercial HVAC or government contracts involving heavy-tonnage scroll chiller servicing and software reprogramming completed within the last three (3) years.

9. Include contract numbers, project titles, dollar values, and a brief description of how they relate to the Buckley SFB requirement.

D. Commercial Practices
10. Are these services available on existing government-wide acquisition contracts (GWACs) or GSA Multiple Award Schedules (e.g., Schedule 561210FAC or Multiple Award Schedule Category J)? If so, please provide the contract number.

11. Please provide a Rough Order of Magnitude (ROM) cost estimate or standard commercial pricing structure for a software upgrade, calibration, and annual inspection of two (2) 120-ton Trane chillers.

7. SUBMISSION INSTRUCTIONS
Responses to this Sources Sought must be submitted electronically via email to:

• Primary Point of Contact: [Insert Contracting Officer Name], Contracting Officer, [Insert Email Address]

• Secondary Point of Contact: [Insert Contract Specialist Name], Contract Specialist, [Insert Email Address]

Please ensure the subject line of the email reads: "Sources Sought Response - B442 TRANE Chiller Servicing".

Deadline: All capability statements must be received no later than 2:00 PM MST on 24 July 2026.

Page Limit: Responses shall not exceed 10 pages (including attachments). Format should be submitted in Adobe PDF, using a minimum of 12-point font.