J045 - This is a combined synopsis/solicitation for commercial services 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) requires a contractor to provide one year of service, maintenance and repair for the Metasys Building Automation System (BAS), and maintenance to all Johnson Controls Inc. proprietary equipment at the Robert S. Kerr Environmental Research Center (ERC) located at 919 Kerr Research Drive, Ada, Oklahoma 74820. The mechanical systems include a 300+ ton ground source heat pump well field incorporating one-cell of the existing two-cell cooling tower. Supplementing the cooling load for the building is a 125-ton dual compressor electric chiller located in the penthouse. The ground source heat pump system incorporates five (5) cooling/heating water-to-water heat pumps, one (1) heating only water-to-water heat pump and ninety-five (95) small heat pumps (water source) primarily feeding the office areas of the facility. The five (5) large water-to-water heat pumps feed four (4) main Air Handling Units (AHU’s) in the penthouse that feed make-up air to the office heat pumps and supply air to the laboratories (two of the laboratory AHU’s run continuously with one of the AHU’s being redundant). The AHU’s use a passive heat pipe to pre-heat the incoming outside air with the exhaust stream from the laboratories. Laboratory air is exhausted by a set of three (3) strobic exhaust fans; two running continuously with one redundant.
Utilizing this service, the EPA will be able to continue using the mechanical systems developed under the current ESPC contract to reduce energy use throughout the Ada facility. This item description (further detailed in the attached PWS) establishes the minimum requirements for maintenance and repair of the existing mechanical systems developed and installed in furtherance of the Ada ESPC contract. All necessary labor, parts, supplies, materials and equipment, except as otherwise specified, in performance of the PWS, for the maintenance of the BAS and HVAC system shall be included to meet the minimum requirements.
Building Automation and ESCP Systems Maintenance and Repair:
The contractor shall provide maintenance and repair of the building automation system and Johnson Controls Inc. owned equipment. The list of covered equipment is included in attachment A. Maintenance and repair services shall include:
MAINTENANCE
Complete maintenance services on the building automation system and Johnson Controls Inc. owned equipment. The contractor will follow the equipment maintenance task list in attachment B.
REPAIR
• Repair or replace worn parts or components with new parts or reconditioned components. All repairs that are not covered under the contract must have prior approval by the COR or ALT COR. A second line item will be included in this contract to cover equipment repair not covered under the maintenance contract.
• Off-Duty Emergency Repair. During off-duty hours, the contractor shall respond to the GCRD facilities within 2 hours of notice of the occurrence of an emergency.
• The contractor shall ensure the prompt repair/replacement of defective parts or equipment.
• Prior to completion of repair work, the contractor shall remove any rubbish from the premises and deposit Government-owned property and material in the designated storage area. Upon completion of the task, contractor personnel shall leave the work area and premises in a clean, neat, and workmanlike condition.
SPECIAL CONDITIONS
• Tools and Special Test Equipment: The contractor shall furnish necessary tools and special test equipment to pursue the fulfillment of this Contract.
• Access: The Government will provide reasonable means of access to devices which are to be serviced.
• Shutdowns and Startups: The contractor shall be free to start and stop primary equipment incidental to the operation of the mechanical and electrical systems. Shutdowns and startups shall be approved in advance by the COR. The COR shall be responsible for coordination with Laboratory personnel using the facility regarding shutdowns and startups.
• Exclusions: Unless otherwise noted herein, the contactor shall not engage in any work under this Contract in the following areas:
• Add or otherwise alter equipment without written notification by the Contracting Officer
• Alteration - Change the interior arrangement or other physical characteristics of an existing facility or installed equipment so that it may be more effectively utilized for its currently designated purpose or adapted to a change use because of a programmatic requirement. Alterations may include work referred to as improvements, conversion, rehabilitation, remodeling, and modernization.
• Conversion - A major structural revision of a real property facility that changes the functional purpose of the facility. Two elements are necessary for conversion: major structural revision and a change in functional purpose.
• Addition, Expansion, Extension - An addition, expansion, or extension constitutes a physical enlargement to a real property facility that increases the overall external dimensions of the facility. Generally, if the dimensions used to record the facility in the inventory are increased, then an addition, expansion, or extension has occurred.
• Improvement
• Land - Any betterment which is incidental to preparation of land for use, such as clearing, drainage, grading, or landscaping. Also includes the removal, relocation, dismantling or demolition of existing structures or facilities not used to restore land to its original state.
• Buildings, Other Structures, and Facilities - Any betterment which affects the capacity or changes the basic design of the property, such as:
¿ The addition of wings, porches, etc.
¿ Major alterations which affect structural quality
¿ Installation of elevators, fire escapes, storm windows, and similar items which were non-existent at the start of this contract
The contractor shall perform all work Monday through Friday during regular business hours, unless otherwise specified by the Contracting Officer Representative (COR). Security escorts will be required if the contractor’s personnel 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.
The anticipated Period of Performance will be 10/1/2025 through 9/30/2026.
This acquisition will be processed in accordance with FAR Parts 12 and 15. The NAICS code for the requirement is 238220 – Plumbing, Heating, and Air-Conditioning Contractors with a size standard of $19 Million. The solicitation number is 68HERC25Q0069 and is issued as a Request for Quote (RFQ). 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 2025-04, effective May 12, 2025. Commercial clauses and provisions 52.212-1, 52.212-2, 52.212-3, 52.212-4 and 52.212-5 apply to this acquisition. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its offer. 52.212-5 is included in this acquisition and the additional applicable FAR clauses cited are 52.203-6, 52.203-17, 52.204-10, 52.204-14, 52.204-27, 52.209-6, 52.209-9, 52.219-8, 52.222-3, 52.222-19, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.222-54, 52.223-11, 52.223-12, 52.223-20, 52.233-21, 52.223-23, 52.225-13, 52.226-8, 52.232-29, 52.323-30, 52.240-1, 52.222-51, and 52.222-53.
Award will be selected based on the best value offer that, in the Government's estimation, provides the greatest overall benefit in response to the PWS. Quotation shall be submitted no later than Aug 11, 2025 by 12:00 pm Eastern Daylight Time (ED) via FedConnect.net. An emailed quote will not be accepted. Interested offerors may submit questions to the Contracting Officer by 16:30 pm ED on July 31, 2025. Quotations shall include all necessary documentation for the EPA to verify technical acceptability of the proposed 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 Mark Ingram, Contracting Officer, at 513-569-7193 or email at Ingram.mark@epa.gov.
