Inactive Total Small Business Set-Aside (FAR 19.5)

Amendment 001: The purpose of this amendment is to extend the response deadline to Wednesday, May 14, 2025 at 11:00 AM. All other terms and conditions remain unchanged. _______________________ Request... Amendment 001: The purpose of this amendment is to extend the response deadline to Wednesday, May 14, 2025 at 11:00 AM. All other terms and conditions remain unchanged. _______________________ Request for Quotations Maintenance and Repair Support for NIST Vilter Chiller, AHU-15, and Environmental Chamber RFQ No. NIST-RFQ-25-7301395 This is a Combined Synopsis / Solicitation for Commercial Items prepared in accordance with the format in FAR Subpart 12.6 – Streamlined Procedures for Evaluation and Solicitation of Commercial Items – as supplemented with additional information included in this notice. The solicitation is issued using simplified acquisition procedures under the authority of FAR Part 13. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION. QUOTATIONS ARE BEING REQUESTED AND A WRITTEN SOLICITATION DOCUMENT (i.e. STANDARD FORM) WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03 dated January 17, 2025. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210 – Electronic and Precision Equipment Repair and Maintenance. The small business size standard is $34 Million. This is a total small business set-aside solicitation. Only small businesses under the applicable NAICS code are eligible to respond. DESCRIPTION OF REQUIREMENTS Background The Heating, Ventilating, Air-Conditioning, and Refrigeration (HVAC&R) Equipment Performance Group at the National Institute of Standards and Technology (NIST) Engineering Laboratory (EL) uses an environmental chamber to test HVAC&R equipment. The environmental chamber operation is enabled by a Vilter chiller, an air handler (AHU-15), a glycol concentration system, and other mechanical components that connect these systems (e.g., pipes, pumps, valves, sensors). To ensure proper functioning of the research infrastructure, regular periodic maintenance for the Vilter chiller is required. Additionally, as-needed maintenance and repair services are required for the chiller and other associated mechanical components. The Vilter chiller, identified by Order #K69452, features a Compressor VSM361 and Model Number VVR-R404A-H-NEC WC. Objectives The Contractor shall provide regular maintenance and as-needed maintenance and repair services for the Vilter chiller and the environmental chamber supporting equipment. This requirement includes a one-year base period and two (2) one-year option periods for scheduled maintenance services (Requirement A) which may or may not be exercised at Government discretion in accordance with FAR 52.217-9: Option to Extend the Term of the Contract. The requirement also includes optional as-needed maintenance and repair services (Optional Requirement B) which may or may not be exercised at Government discretion in accordance with FAR 52.217-7: Option for Increased Quantity – Separately Priced Line Item. Scope of Work & Specific Tasks Please see the attached Statement of Work (SOW) for details. PERIOD OF PERFORMANCE The Period of Performance for base scheduled maintenance requirements shall be as follows: Base Period: June 1, 2025 through May 31, 2026 Option Period 1: June 1, 2026 through May 31, 2027 Option Period 2: June 1, 2027 through May 31, 2028 Option periods for scheduled maintenance requirements may or may not be exercised at Government discretion in accordance with FAR 52.217-9. The Period of Performance for options for increased quantity for as-needed maintenance and repairs shall be one year from date of exercise. However, the required maintenance and repairs for exercised options shall be completed as soon as possible after exercise. Additionally, options for increased quantity may not extend the overall award period of performance (3 years, inclusive of options) by more than six months; if such would be an issue then an exercised option for increased quantity period of performance may be shortened for that purpose. Options for increased quantity may or may not be exercised at Government discretion in accordance with FAR 52.217-7. PLACE OF PERFORMANCE The place of performance shall be the NIST Gaithersburg, MD Campus located at 100 Bureau Dr, Gaithersburg, MD 20899, Bldg. 226. The Contractor shall perform work during NIST’s normal business hours which are Monday through Friday, 8:30 a.m. to 5:00 p.m. The contractor may be able to coordinate different working hours with the NIST Contracting Officer’s Representative. CONTRACT TYPE & PAYMENT TERMS A hybrid firm fixed price and fixed rate contract is anticipated. Payments will be made on a NET30 basis following inspection and acceptance of services. APPLICABLE PROVISIONS AND CLAUSES Please see the attached document for applicable provisions and clauses. QUESTION AND ANSWER PERIOD CAR 1352.215-73 INQUIRIES (APR 2010): Quoters must submit all questions concerning this solicitation in writing electronically to Ms. Lauren Roller, Contract Specialist, at lauren.roller@nist.gov. Questions must be received by or before April 30, 2025 at 11:00 AM ET. Any responses to questions will be made in writing, without identification of the questioner, and will be included in an amendment to the solicitation. Even if provided in other form, only the question responses included in the amendment to the solicitation will govern performance of the contract. DUE DATE FOR QUOTATIONS All quotations must be submitted via email to Ms. Lauren Roller, Contract Specialist, at Lauren.Roller@nist.gov. Submission must be received not later than May 14, 2025 at 11:00 AM ET. Note: Quoters must have an active registration at www.SAM.gov at time of quote submission to be considered for award. INSTRUCTIONS TO QUOTERS (Addendum to FAR 52.212-1) The Quoter’s quotation shall be submitted electronically via email and shall consist of two volumes as detailed below. Each quotation volume shall include the Quoter’s name, UEI number, and point of contact information in a cover page, header/footer, or other easily identified location. The Contracting Officer intends to award a purchase order without discussions but reserves the right to enter into discussions if in the best interest of the Government. Volume 1: Technical Response This volume shall contain the Quoter’s technical response. The technical response (not including table of contents) shall not exceed ten (10) single-spaced, single-sided pages. Text shall be no less than 12-point Arial font in read-only Microsoft Word or searchable Adobe PDF format. The technical response shall include the name, title, phone number, and email address of the Quoter’s primary point of contact and the individual authorized to negotiate on behalf of the Quoter (if negotiations are determined to be necessary). The technical response shall include: A narrative of the Quoter’s relevant technical capabilities for servicing Vilter Chiller, AHU-15, and Environmental Chamber equipment. The narrative shall make clear the Quoter’s capacity to perform the tasks identified in the Statement of Work and capacity to provide appropriate repair parts. The narrative shall address the Quoter’s ability to provide contractor personnel for the requirement who have at least two years of experience performing similar work. The narrative shall address the Quoter’s ability to organize routine service visits and to respond to as-needed maintenance and repair requirements in accordance with the Statement of Work. Prior experience information to include information on up to three (3) purchase orders or contracts in which the Quoter performed work similar to the scope of this requirement. Prior experience information provided shall be for work completed or substantially completed within the past five (5) years. Prior experience shall include the following information: Name of the Organization Supported Organization Point of Contact with Current Phone Number and Email Address Contract Number Period of Performance Dollar Value of the Contract Narrative describing the services performed. The narrative should make clear similarities to the scope of work outlined in this solicitation. Completed provision responses, from the provisions attached to this solicitation. Provisions requiring response are highlighted in yellow. A list of assumptions and/or exceptions made in preparing the quotation. Volume 2: Price Quotation This volume shall contain the Quoter’s price quotation in Microsoft Excel format, or in searchable PDF format. All figures must be rounded to the nearest hundredth. Price quotations shall be submitted on a firm fixed price and fixed rate basis in accordance with the contract line item numbering structure details below. Quotations shall be valid for 90 days after solicitation close. CONTRACT LINE ITEM STRUCTURE: The required contract line item numbering (CLIN) structure for this Solicitation is listed below. CLIN 0001: Base Period - Scheduled Maintenance CLIN 1001: Option Period 1 - Scheduled Maintenance CLIN 2001: Option Period 2 - Scheduled Maintenance CLIN 0002: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 0003: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 0004: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 0005: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 0006: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 0007: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 0008: Option for Increased Quantity – Base Period As-Needed Maintenance and Repairs Not-To-Exceed $30,000.00 CLIN 1002: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 1003: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 1004: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 1005: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 1006: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 1007: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 1008: Option for Increased Quantity – Option Period 1 As-Needed Maintenance and Repairs Not-To-Exceed $30,000.00 CLIN 2002: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 2003: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 2004: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $5,000.00 CLIN 2005: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 2006: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 2007: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $10,000.00 CLIN 2008: Option for Increased Quantity – Option Period 2 As-Needed Maintenance and Repairs Not-To-Exceed $30,000.00 PRICE QUOTATION INSTRUCTIONS For CLINs 0001, 1001, and 2001, the contractor shall quote a firm fixed price. To assist the Government in evaluating pricing, the Quoter shall provide a breakdown of how that fixed price was calculated, including labor and materials costs. For CLINs 0002 – 0008, 1002 – 1008, and 2002 – 2008, the contractor shall quote fully burdened fixed labor categories and rates as well as a fixed mark-up percentage for parts. The contractor may quote different rates and mark-up percentages for each of the three CLIN ranges. All potential labor categories necessary for the requirement shall be quoted. Only quoted labor categories will be allowable under any resultant award. This includes subcontractor labor rates, if applicable. Note that the total ceiling prices for 0002 – 0008, 1002 – 1008, and 2002 – 2008 are predetermined; the contractor shall quote the stated ceiling prices. When used under an award, the contractor may bill the Government against these CLINs for hours worked under quoted labor categories at the negotiated fully burdened labor rates. The contractor may also bill for provided parts by submitting receipts documenting the actual cost of the parts and then adding the negotiated mark-up percentage. NIST will not alter negotiated hourly rates based on wage determination changes unless such an increase in the contractual labor rates is made to comply with the Department of Labor wage determination applicable on the anniversary date of the contract or at the beginning of an option period, per FAR 52.222-43. EVALUATION CRITERIA AND BASIS FOR AWARD (Addendum to FAR 52.212-2) The Government intends to award a purchase order resulting from this solicitation to the responsible contractor whose quotation conforming to the solicitation will be most advantageous and represents the best value to the Government, price and other factors considered. Best value shall be determined using the trade-off evaluation method. Therefore, the Government may award to other than the lowest priced quote or the highest technically rated quoter. The Government intends to evaluate quotations and issue a purchase order based on the initial quotations received. Therefore, the quoter’s initial quotation should contain the quoter’s best terms from a price and technical standpoint. The Government reserves the right to request revised quotations from, or negotiate final purchase order terms with one or more, but not all, quoters if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotations if the quotation fails to comply with the requirements of this solicitation. The factors identified below will be used to evaluate quotations. Factor A (Technical Factor): Technical Approach Factor B (Technical Factor): Prior Experience Factor C (Non-Technical Factor): Price Technical / non-price factors are listed in descending order of importance. Technical / non-price factors, when combined, are more important than price. However, price will become more important as the degree of equality among technical non-price evaluations increases. A. Technical Approach The Quoter’s response will be evaluated for Government confidence in the Quoter’s overall understanding of and capability to complete the Government requirements. Included in the evaluation will be consideration of confidence in 1) capacity to perform the required services and provide appropriate repair parts, 2) ability to provide contractor personnel for the requirement who have at least two years of experience performing similar work, and 3) ability to organize routine service visits and to respond to as-needed maintenance and repair requirements in accordance with the Statement of Work. B. Prior Experience The Quoter’s response will be evaluated for the extent to which the Quoter has demonstrated prior experience relevant to the requirements of the solicitation Statement of Work. Relevancy shall be considered similarity to the current requirement in scope of work, period of performance, and total dollar value. The government will consider prior experience on efforts completed or substantially completed within the past five (5) years. C. Price Quoted pricing will be evaluated but not scored. Price evaluation will determine whether the quoted price is fair and reasonable in relation to the solicitation requirements. The fair and reasonableness price determination will include the base period and all option periods. The Government will also evaluate compliance with the applicable wage determination. EVALAUTION RATING SCALE The Government will use the rating scale defined below to assign ratings to each individual technical evaluation factor (not to price). The Government will not assign an overall confidence rating to each Quoter. This evaluation may be done holistically, and the assigned rating will inherently consider an overall assessment of risk. High Confidence - The Government has high confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract. Some Confidence - The Government has some confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract. Low Confidence - The Government has low confidence that the Offeror understands the requirement, proposes a sound approach, or will be successful in performing the contract.