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This is a Combined Synopsis/Solicitation for Commercial Items prepared in accordance with the format in FAR SUBPART 12.6, as supplemented with additional information included in this notice.
This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This Combined Synopsis/Solicitation (SOLICITATION#) constitutes a Request for Quotation (RFQ) which Incorporates provisions and clauses in effect through the Federal Acquisition Circular 2026-01.
The National Oceanic Atmospheric Administration (NOAA), Office of Marine & Aviation Operations (OMAO), Marine Operation Center (MOC),NOAA Ship Explorer, requires their Reefer to be serviced/groom and troubleshoot temperature failures.
The solicitation is being issued as a total small business set-aside. The associated NAICS code is 336611 with a size standard of 1300 Employees.
SCA Wage determination is exempted for this project under 14c04 Overhaul and modification of aircraft and other equipment. 14c06 Shipbuilding, alteration and repair, as distinguished from maintenance and/or cleaning.
Quotes will be evaluated in accordance with FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021).
Responses are due by 12:00pm EST/EDT on April 3 2026 There will be no exceptions to the time and date on which responses are due, unless determined otherwise by the Government.
Your response, technical, and pricing should be forwarded electronically to the Contracting Specialist via email no later than the date and time specified above. When responding, please include the Requisition number in the subject line. To verify receipt of your response, please contact me either by email or phone.
Christopher.baker@noaa.gov
FIRM FIXED PRICE
CLIN 0001 –
The Contractor (KTR) shall provide all labor, supervision, equipment, tools, materials, and technical expertise necessary to service, clean, test, and groom the vessel’s reefer and freezer refrigeration systems. Work shall include inspection of refrigeration machinery, leak detection, insulation survey, cleaning of heat exchange surfaces, verification of refrigerant charge, and operational testing to ensure the systems are capable of maintaining proper operating temperatures. All work shall be accomplished in accordance with OEM recommendations, EPA refrigerant handling requirements, and marine industry best practices
The start date is an estimate and is subject to new funding approval processes. If there is a significant delay in awarding this contract, a shortened base year Period of Performance may be utilized or an updated quote may be requested with a new 12-month base year and corresponding option years.
2.0 Requirements:
2.1 System Inspection; The KTR shall inspect the reefer and freezer refrigeration systems including, but not limited to:
• Compressors
• Condensers
• Evaporators
• Expansion valves
• Solenoid valves
• Receivers
• Refrigerant piping and fittings
• Pressure switches and safety devices
• Electrical controls and temperature controllers
• Defrost heater elements and controls
The KTR shall identify and document any deteriorated or non-functional components.
2.2 Refrigerant Leak Survey: The KTR shall perform a refrigerant leak inspection of the entire system including compressors, piping, fittings, valves, and heat exchangers. Leak detection shall be performed using approved electronic or equivalent methods. Any suspected or confirmed leaks shall be documented in the Condition Found Report (CFR), and cost proposal to address any found issues shall be submitted.
2.3 Insulation Survey: The KTR shall inspect insulation on all accessible refrigeration piping, evaporators, and associated components. Areas of damaged, deteriorated, or missing insulation shall be identified and documented in the CFR.
2.4 Cleaning and Grooming: The KTR shall clean refrigeration system components as necessary including:
• Condenser coils or plates
• Evaporator coils
• Drain pans and drain lines
• Fan assemblies and air passages
Cleaning methods shall be suitable for refrigeration equipment and shall not damage heat transfer surfaces.
2.5 Compressor and System Checks:
• Verify compressor oil levels and condition
• Inspect electrical connections and motor operation
• Verify compressor amperage draw
• Inspect safety cutouts and pressure switches
• Verify proper refrigerant charge using system pressures and temperatures
• Inspect filter/driers and sight glasses
2.6 Operational Testing: Following completion of the grooming, the KTR shall operate the refrigeration systems and verify proper system operation including system pressures, compressor operation, expansion device operation, and proper cycling of controls.
2.7 Temperature Verification
Space Temperature
Reefer 34°F – 40°F
Freezer -10°F to 0°F
3.0 Documentation: The KTR shall provide a Condition Found Report (CFR) documenting work performed, system operating pressures and temperatures, compressor amperage readings, results of leak inspection, insulation deficiencies, and any recommended repairs (to include cost proposal). Documentation shall be submitted to the Port Engineer upon completion of the work.
4.0 Acceptance: Work will be considered complete when all inspections and cleaning are complete, systems operate normally, required temperatures are achieved, and documentation is provided and accepted by the Port Engineer.
5.0 Place of Performance
1897 Ranger Loop, Ford Island,
Honolulu, HI 96818
Pier space near Bldg #184
5.1 Period of Performance
04/08/2026 – 04/23/2026
UTILIZATION OF FEDCONNECT® FOR CONTRACT ADMINISTRATION
The Department of Commerce will utilize the FedConnect® web portal in administering this award. The contractor must be registered in FedConnect® and have access to the FedConnect® website located at https://www.fedconnect.net/Fedconnect/. For assistance in registering or for other FedConnect® questions please call the FedConnect® Help Desk at (800) 899-6665 or email at support@fedconnect.net. There is no charge for registration in or use of FedConnect®.
(End)
CAR 1352.215-72 Inquiries (Apr 2010)
OFFERORS MUST SUBMIT ALL QUESTIONS CONCERNING THIS SOLICITATION IN WRITING VIA EMAIL TO Christopher.baker@noaa.gov. QUESTIONS SHOULD BE RECEIVED NO LATER THAN 12:00PM MST/MDT ON (DATE). 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.
(End of clause)
Site Visit is not available at this time as the vessel is in transit from Alaska to Hawaii.
FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023)
NOTICE TO OFFERORS: Instructions for submitting quotations under this request for quote must be followed. Failure to provide all information to aid in the evaluation may be considered non-responsive. Offers that are non-responsive may be excluded from further evaluation and rejected without further notification to the offeror.
1. Submit PDF or Microsoft Word format quotations to the office specified in this solicitation at or before the time specified in the solicitation. Email quotes are required and can be sent to Christopher.baker@noaa.gov.
2. Offeror shall have an active registration in the System for Award Management (SAM found at https://sam.gov/content/home) in order to provide a quote and be eligible for award. Must provide their UEID/CAGE CODE with their quote and PAGE 1 of their SAM REGISTRATION.
3. Offerors shall assume that the Government has no prior knowledge of them or their capability.
4. Acknowledge any solicitation amendments (SF-30), if any.
5. For brand name requirements; Address the ability of meeting the requirements per the specifications with a detail material specification or data sheet, pictures of any requested supply item, and an Authorized OEM letter to sale, distribute or service their products.
6. Provide Copy of Liability Insurance for any services to be performed.
7. Provide at least two references for Jobs performed within the past three years that are same or similar in scope to this requirement.
8.Offerors must provide all evaluation criteria in accordance with FAR 52.212-2. Offerors who do not provide all evaluation criteria may not be considered.
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.
FAR 52.212-2 Evaluation- Commercial Products and Commercial Services (Nov 2021)
Offers will be evaluated based on price and the factors set forth in paragraph (a).
The evaluation will consider the Non-Price Technical Solution (Technical Approach and Past Performance) to be significantly more important than price. However, as quotes are determined to be more equal in the non-price evaluation factor, price becomes more important and may become the determining factor for award. If, at any stage of the evaluation, all vendors are determined to have submitted equal, or virtually equal, Non-Price Technical Solutions, price could become the factor in determining which vendor will receive the award.
The Government intends to evaluate the quotes and award a purchase order based on the Offeror’s initial quote; therefore, the Offeror’s initial quote should contain the Offeror’s best terms from a Non-Price Technical Solution and price standpoint.
The Government reserves the right not to award a purchase order depending on the quality of the quote(s) submitted and the availability of funds. Furthermore, the Government may waive informalities and minor irregularities or omissions in quotes received.
The Government may make award to other than the lowest-priced Offeror or the Offeror with the highest technical rating if the Contracting Officer determines that to do so would result in the best value to the Government. The Government will not make an award at a significantly higher overall price to achieve only slightly superior performance capability.
(a) 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.
Paragraph (a) is hereby completed as follows: Evaluation will be based on the following:
1. Technical Approach and Capability.
The Offeror’s overall technical approach will be evaluated to assess the Government's level of confidence in the Offeror’s understanding of, approach to, and ability to successfully perform the requirements as described in the Statement of Work. Provide a detailed description of the company’s experience performing similar services. A detailed technical approach write-up describing how the Offeror will perform this service is required to be submitted with the quote regardless of whether a site visit was made or not. The technical approach write-up must not be a reiteration of the Statement of Work, but how your company plans on performing the tasks listed in the attached Statement of Work. (i.e. performance checklists, anticipated number of employees, anticipated hours at the facility and/or confirmation of supplies being provided, etc.)
2. Past Performance.
Quote shall include at least two references from at least two separate contracts for similar and relevant recent services within the past two years including the name, phone number, full address, and e-mail address of the reference to demonstrate the offeror’s capability to successfully perform the services listed in the Statement of Work.
The offeror is required to fill out blocks 1-4 and send the attached Past Performance Questionnaire to the references provided by the offeror in their submission. The references should complete the Past Performance Questionnaire and then email it directly to (CS/CO email) by the closing date and time of this solicitation. The Government reserves the right to consider past performance report forms received after the due date and time of the solicitation, past performance questionnaires submitted from previous solicitations, and to contact references for verification or additional information.
The Offeror's past performance on related contracts will be evaluated to determine, as appropriate, successful performance of contract requirements, quality and timeliness of delivery of goods and services, cost management, communications between contracting parties, proactive management and customer satisfaction. The Government will use its discretion to determine the sources of past performance information used in the evaluation, and the information may be obtained from references provided by the Offeror, the agency’s knowledge of Offeror performance, other government agencies or commercial entities, or past performance databases, and will be based on responsiveness, quality, and customer services.
Offerors lacking relevant past performance history, or for whom past performance information is either not available or has not been submitted to the Government, will receive a neutral rating for past performance. A good past performance rating provides higher confidence than a neutral or satisfactory rating.
3. Price.
The Government will evaluate the price quote for completeness and reasonableness in relation to the RFQ requirements. Quoted prices must be entirely compatible with the Non-Price Technical Solution.
4. Any additional qualifications/licenses required by the program.
5. Warranty above and beyond the standard.
6. Availability.
The Government intends to award a trade-off, single firm fixed-price purchase order on an all basis with payment terms of Net 30.
(b) Options. 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. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise 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)
NAM 1330-17.203(b)
(1) Modify FAR 52.212-2 Evaluation – Commercial Items, FAR 52.217-4, Evaluation of Options Exercised at Time of Contract Award, or FAR 52.217-5 Evaluation of Options, as applicable, to include the following statement:
“Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers or quotations for award purposes by adding the total price for all options to the total price for the basic requirement to determine the total evaluated price. This includes options under FAR clause 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options will not obligate the Government to exercise the option(s).”
(2) Include the following statement in all solicitations and resultant contracts and orders:
“Inclusion of FAR clause 52.217-8, Option to Extend Services, in the solicitation and resultant contract is for use by the Government as outlined at FAR 37.111, Extension of Services. The option will be exercised as needed at any time during the life of the contract using the rates applicable at the time of exercise.”
(End of provision)
FAR 52.217-8 Option to Extend Services (Nov 1999)
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days.
(End of clause)
Inclusion of FAR clause 52.217-8, Option to Extend Services, in the solicitation and resultant contract is for use by the Government as outlined at FAR 37.111, Extension of Services. The option will be exercised as needed at any time during the life of the contract using the rates applicable at the time of exercise.
FAR 52.232-18 Availability of Funds (Apr 1984)
FAR 52.217-5 Evaluation of Options (July 1990)
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).
(End of provision)
This includes options under FAR clause 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options will not obligate the Government to exercise the option(s).
All responsible sources may submit a quotation which shall be considered by the Agency. Quotes must be submitted via electronic means (EMAIL) no later than Offer Due date posted TO Christopher.baker@noaa.gov.
The Government does not accept responsibility for nonreceipt of email. It is the Contractor’s responsibility to request a confirmation of the email receipt.
***All Questions must be submitted in writing to Christopher.bake
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