SAM #1232SA26Q1203

USDA ARS Solicitation for Biannual HVAC Maintenance and Alerton BAS Services in Oregon

USDA Agricultural Research Service (ARS) is seeking a qualified contractor for comprehensive HVAC maintenance and repair services at multiple facilities in Adams and Pendleton, Oregon. - Government Buyer: - USDA ARS Acquisition and Property Division (ARS-1232SA), Pacific West Area (PWA), Pendleton Western Regional Research Center, and Columbia Plateau Conservation Research Center - OEMs and Vendors: - Alerton (OEM for Building Automation System controls) - Products/Services Requested: - Biannual maintenance and repair services for HVAC systems, including air handling units, chillers, boilers, pumps, heat pumps, fume hoods, exhaust fans, hydronic plumbing, and Alerton BAS controls - Replacement of air filters and belts for specified equipment - MERV 10 General Purpose Pleated Air Filters (24x24x2, 12 units) - Multiple air filter sizes for various AHUs, HPUs, and RTUs (totaling over 40 units) - Belts for equipment (B-88, B-74, BX53, BX47, 4L210, direct drive) - All labor, materials, lubricants, and equipment required for scheduled biannual maintenance - Emergency repairs processed separately from scheduled maintenance - Unique/Notable Requirements: - Contractor must provide licensed staff with at least 3 years of commercial HVAC experience - Alerton Certified Engineer certification required for BAS controls servicing - Detailed performance reporting, cleanup, and adherence to scheduled maintenance months - Set aside for small businesses, with preference for economically disadvantaged women-owned small businesses (EDWOSB) - Firm-fixed price contract with evaluation based on lowest price technically acceptable - Key personnel resumes and past performance references required

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12.  This announcement constitutes the only solicitation.  Quotations are being requested and a separate written solicitation will not be issued. 

A site visit is scheduled for Thursday, 3 September 2026 starting at 10:00am PDT. See Site Visit details in Attachment I – Terms and Conditions under Solicitation Procedures.

Questions close on Wednesday, 9 September 2026 at 10:00am PDT. QUESTIONS MUST BE SUBMITTED ON ATTACHMENT V - Contractor RFIs.

Solicitation number 1232SA26Q1203 is issued as a Request for Quotation (RFQ) for maintenance services which shall extend for a period of one (1) year commencing after notice to proceed from the Government, and shall include all labor, filters, belts, lubricants, materials, and equipment necessary to service the HVAC systems and Alerton Building Automation System controls of all buildings. All costs for the scheduled biannual maintenance shall be borne by the Contractor.

This acquisition  is set-aside for small business concerns.  The applicable North American Industry Classification Standard Code is 811310  The small business size standard is $12.5M  This acquisition is a Total Small Business Set-Aside.  All responsible sources may submit a quotation which will be considered by the agency. 

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