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W046 - This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a proposal is being requested and a written solicitation will not be issued.
The U.S. Environmental Protection Agency (EPA), Office of Mission Support (OMS) in Washington, D.C. requires a contractor to install, repair, replace, inspect and maintain touchless, freestanding and countertop water bottle filler stations to provide cold and hot water, with option of ice, supplied with tap water and associated filtration in approximately 61 pantries throughout EPA Headquarters buildings.
All necessary components, materials and services for a freestanding or countertop water bottle filler shall be included with the following salient characteristics to meet the minimum requirements:
This item description (further detailed in the attached Statement of Work and Filler Station Existing Contractor Inventory) establishes the minimum requirements for the lease, installation and maintenance of the water bottle fillers. Utilizing this system, the EPA will be able to reduce the use of single-serving plastic water bottles and cut greenhouse gas emissions from water transportation and delivery. All necessary components and materials for a complete freestanding or countertop water bottle filler shall be included with the following salient characteristics to meet the minimum requirement:
Unit Specification:
All water bottle fillers should have filtered cold and hot drinking water. Water bottle fillers should also be able to produce ice and have a touchless pedal or sensor dispensing ability. Thirty two (32) units should be able to produce ice. Fillers should be freestanding or countertop models and must meet the following performance requirements:
• Deliver cold and hot water on demand (Quantity: All units)
• Deliver ice on demand (Quantity: 32 units)
• Provide touchless (by hand) technology
• ENERGY STAR® qualified
• Freestanding model or countertop model
• Equipped with filtration to remove:
• Aesthetic chlorine
• Particulate Class I (particle size 0.5 – 1 micron)
• Lead
• Legionella
• Tested and certified in accordance with NSF/ANSI 42 and 53
All units installed must be new. Contractor is responsible for all costs associated with installation, maintenance within 24 hours, and the removal and replacement of units, to include removal of machines at the end of the contract’s life, if required.
Installation Requirements: The contractor shall install freestanding or countertop water bottle fillers in each pantry. The contractor shall provide all necessary personnel, equipment, supplies, products and permits required for this project. All equipment and products supplied by the contractor shall be installed in accordance with the manufacturer's recommendations and applicable codes. The contractor shall be responsible for obtaining all necessary permits, licenses and/or inspections if required. The contractor shall comply with all local, state, and federal regulations.
The contractor shall perform all work Monday through Friday, between the hours of 7:00 a.m. to 11:30 a.m. or 1:30 p.m. to 4:30 p.m., unless otherwise specified by the Contracting Officer Representative (COR). Security escorts will be required for the installation period and during routine maintenance, repairs and replacements if the tech does not have a vetted EPA ID card. Personnel recommended by the contractor to work onsite must have favorable fingerprints, performed and confirmed by the EPA security office. Work must be scheduled and coordinated with the COR or a Facility Manager designated by the COR in advance to prevent the interruption of other ongoing work. No advertising or other signage is permitted onsite during or upon completion of this work without the permission of the EPA.
The contractor shall provide an installation plan and a list of materials to be used prior to commencing work, including all plumbing value specifications. This includes a schematic of the intended plumbing approach, including intended materials, for approval by the EPA prior to installation. Materials shall include all necessary new equipment, hardware, pipe, tubing, plumbing fittings, electrical connections, and miscellaneous parts. All materials used shall be submitted to the EPA for review and approval.
The contractor shall drill holes through the countertop or under the sink cabinet (laminate) to connect the water lines from the water source to the water filler/water coolers.
All plumbing work, including installation of any water supply lines, must be completed by a Licensed Green Plumber (www.greenplumbersusa.com). All plumbing shall be permanently affixed to existing plumbing and include an isolation valve. The contractor shall not clamp on piercing saddle valves to existing pipe.
The contractor shall be responsible for cleanup and repair of any damage to the EPA facility or equipment which results from project installation, repair, replacement and maintenance. The contractor shall remove and dispose of all installation and construction debris. The contractor shall not dispose debris or trash on the EPA property. All damage by the contractor to EPA's property shall be repaired within 24 hours after confirmation by the EPA. All materials used must be approved by the EPA Safety and Health Division, prior to commencement of repair work.
Maintenance Requirements: All equipment and products supplied by the contractor shall be maintained in accordance with the manufacturer's recommendations and applicable codes. The contractor shall demonstrate to the EPA representatives designated by the COR how to use the water filler units.
The contractor shall provide one complete copy of all manufacturer's operating and maintenance instructions to the COR upon completion of the project.
The contractor shall provide the COR and any named alternate with a semi-annual maintenance schedule of services performed, maintenance type, building, pantry location, date services performed, filter replacement, etc. The contractor shall assume that approximately 50-75 employees will be using each of these units on a daily basis. The contractor shall replace the filters in all water bottle fillers every six (6) months. The contractor shall replace the filters in all or some water bottle fillers as needed for special/unique occurrences in rare occasions. Maintenance personnel shall provide schedules with enough notice to obtain the necessary escorts to enter EPA's facilities during normal business hours and visibly place a damage free removable sticker or other approved signage on units indicating filters have been changed (mm/dd/yy) and when the next filter change is scheduled (mm/dd/yy). The contractor shall respond to maintenance calls within 24 hours after receiving a telephone call or an email from the COR, Alternate COR or Facility Manager. The contractor shall provide a new comparable replacement unit within 24 hours after the COR 's approval of the unit. There will be no charge to the EPA to remove units no longer required.
Monthly Reports: The contractor shall submit monthly reports to the COR and any named Alternate which shall include the following information, but not limited to:
- Date serviced
- Problems detected
- Date filter replaced
- Building, floor and pantry number
- Date repaired and/or replaced
- Any impediments encountered
- Current number of units onsite
- Current active POCs and Techs (name, phone, and email)
Partial orders will not be accepted. Offeror's must quote all requested items.
Anticipated Period of Performance:
Base Period 10/1/2025 - 9/30/2026
Option Period 1 10/1/2026 - 9/30/2027
Option Period 2 10/1/2027 - 9/30/2028
Option Period 3 10/1/2028 - 9/30/2029
Option Period 4 10/1/2029 - 9/30/2030
Any delivery shall be FOB Destination.
Delivery shall be made to the addresses listed in the Statement of Work.
This acquisition will be processed in accordance with FAR Parts 12 and 15. The solicitation number is 68HERC25R0222 and is issued as a request for proposal. All attachments are available through the FedConnect link included within this Federal Business Opportunities posting. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-02, effective Feb 15, 2025.
Award will be selected based on the Lowest-Priced, Technically Acceptable offer that meets all requirements of the Statement of Work. Offerors must itemize their total proposed price showing a monthly per unit price for each period of the contract. Quotations shall be submitted no later than Aug 18, 2025 by 4:30 pm Eastern Daylight Time (ED) via FedConnect.net. Emailed quotes will not be accepted. Interested offerors may submit questions to the Contracting Officer until by 16:30 pm ED on August 11, 2025. Quotations shall include all necessary documentation for the EPA to verify technical acceptability of the proposed equipment/services to meet the minimum specifications. The EPA anticipates awarding without discussions. All responsible sources may submit a quotation, which shall be considered by the agency. The point of contact for this requirement is Amber Hawkins, Contracting Officer, at 513-487-2126 or email at Hawkins.amber@epa.gov.
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