Preventive Maintenance Services for walk-in boxes, Variable Air Volume systems (VAV) and Air Conditioning (AC) units

THIS IS A SOURCES SOUGHT ANNOUNCEMENT, A MARKET SURVEY FOR WRITTEN INFORMATION ONLY. THIS IS NOT A SOLICITATION ANNOUNCEMENT FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. NO REIMBURSEMENT WILL BE MADE FOR ANY COSTS ASSOCIATED WITH PROVIDING INFORMATION IN RESPONSE TO THIS ANNOUNCEMENT OR ANY FOLLOW-UP INFORMATION REQUESTS. NO TELEPHONE CALLS WILL BE ACCEPTED REQUESTING AN RFQ PACKAGE OR SOLICITATION. THERE IS NO RFQ PACKAGE OR SOLICITATION. IN ORDER TO PROTECT THE PROCUREMENT INTEGRITY OF ANY FUTURE PROCUREMENT, IF ANY, THAT MAY ARISE FROM THIS ANNOUNCEMENT, INFORMATION REGARDING THE TECHNICAL POINT OF CONTACT WILL NOT BE GIVEN AND NO APPOINTMENTS FOR PRESENTATIONS WILL BE MADE.

The U.S. Food and Drug Administration (FDA), Office of Acquisitions and Grants Services (OAGS) is issuing this source sought announcement on behalf of the Human Food Program’s (HFP), Office of Resource Management (ORM), Travel Management and Operations Support Staff (TMOSS), in order to determine if there are existing small business sources capable of providing the services described herein. Other than small business concerns, especially vendors who may be able to offer domestic products, are also encouraged to submit a capability statement that provides company information, as well as information demonstrating that it can meet all of the minimum requirements included below, to include the country of manufacture of products offered.

If your firm is considered a small business source under North American Industry Classification System (NAICS) Code 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance (Small Business Size Standard is $8 million), and you believe that your firm would be able to provide the FDA with the supplies/services described below, please submit an email to Warren.Dutter@fda.hhs.gov.

Background:  

The U.S. Food and Drug Administration (FDA), Human Food Program’s (HFP), Office of Resource Management (ORM), Travel Management and Operations Support Staff (TMOSS) requires Preventive Maintenance Services for walk-in boxes, Variable Air Volume systems (VAV) and Air Conditioning (AC) units in the Harvey Wiley building located at 5001 Campus Drive, College Park MD, 20740. 

Preventive maintenance services for walk-in boxes, Variable Air Volume (VAV) systems, and Air Conditioning (AC) units are essential for the Harvey Wiley Federal Building, to ensure compliance with federal facility management standards and FDA operational requirements. As a critical FDA facility housing laboratories, offices, and potentially temperature-sensitive materials, the Harvey Wiley building requires precise environmental controls to maintain proper working conditions for scientific research, analytical testing, and regulatory activities. Regular preventive maintenance prevents system failures that could disrupt FDA operations, compromise laboratory sample integrity, damage sensitive analytical equipment, or create uncomfortable working conditions for federal employees conducting vital public health work. Without proper HVAC maintenance, the facility risks environmental deviations that could affect the accuracy of scientific testing, lead to costly emergency repairs, increase energy consumption, and potentially impact the FDA's mission to protect and promote public health through regulatory oversight of food, drugs, and medical devices.

See Attachment 1 for list of equipment and inspection schedule.

This equipment is not currently covered under a preventive maintenance services contract.

Preventive Maintenance Service Minimum Performance Requirements:

The contractor shall provide the following:

1. 1. Scheduled inspections per manufacturer recommendations and industry standards.
   2. Filter replacement per equipment schedule (Attachment 1)
   3. Cleaning of coils, fans, and air handling components.
   4. Calibration and testing of temperature, humidity, and pressure controls.
   5. Lubrication of motors, bearings, and mechanical components.
   6. Perform seasonal change over and set controls for seasonal operation.
   7. Electrical connection inspection and tightening.
   8. Refrigerant level checks and leak detection.
   9. Belt tension adjustment and replacement as needed.
   10. Documentation of all maintenance activities and system performance data.
   11. All maintenance pricing shall be inclusive of labor, travel, consumables, etc. for the systems.
       • Consumables to be provided by the contractor:
         • Oil for fan and motor bearings.
         • Grease and lubricants.
         • Fan belts.
         • Chemical and cleaning agents.
         • Air filters as shown in Attachment 1.

Deliverables:

1. Within 15 days of award the Contractor shall submit preventive maintenance schedule to the FDA Contracting Officer Representative (COR) for approval.
2. The Contractor shall, commensurate with the completion of each maintenance service, provide the COR with a copy of a maintenance report identifying the equipment name, manufacturer, model number, and serial number of the equipment being serviced, a detailed description of the work performed, the test instruments or other equipment used to perform the service, the name(s) and contact information of the technician who performed the service, and for information purposes, the on-site hours expended, and parts/components replaced.

Place of Performance:

FDA – HFP

5001 Campus Drive

College Park, MD  20740

Period of Performance:

Base Year:         August 1, 2025 – July 29, 2026

Option Year 1:   August 1, 2026 – July 29, 2027

Option Year 2:   August 1, 2027 – July 29, 2028

Option Year 3:   August 1, 2028 – July 29, 2029

Post-Warranty Preventive Maintenance Services shall not be scheduled during Federal Holidays or Federal Closures as determined by Executive Orders or WWW.OPM.GOV.

Responses to this Sources Sought shall unequivocally demonstrate that the respondent is regularly engaged in the sale of same or substantially similar product/service.  Though the target audience is small business vendors or small businesses capable of supplying a U.S. service of a small business vendor or producer all interested parties may respond. At a minimum, responses shall include the following:

• Business name and bio, unique entity identification (UEI) number, business address, business website, business size status (i.e., SB, VOSB, SDVOSB, HUBZone SB, SDB, WOSB, LB), point of contact name, mailing address (if different from business address), phone number and email address. Provide this same information again if responding to provide a service offered by another firm.

• Past Performance information for the manufacturer and/or sale of same or substantially similar product and service or similar brand instruments to include date of sale, description, dollar value, client name, client address, client contact name, client point of contact mailing address (if different from that provided for client), client point of contact phone number, client point of contact email address, and name of the manufacturer (to include UEI number and size status) if not the respondent.

• Descriptive literature, brochures, marketing material, etc. detailing the nature of the product and service the responding firm is regularly engaged in manufacturing and/or selling.

• Post-warranty maintenance and repair plans availability and response times.

• The offeror shall furnish sufficient technical information necessary for the Government to conclusively determine that the offered items/services meet the technical requirements identified above.

• If applicable, identification of Best in Class (BIC) contract information or other Government-wide or HHS-wide contracts that the equipment/service is available on.

• If applicable, identification of the firm's GSA Schedule contract(s) by Schedule number and SINs that are applicable to this potential requirement are also requested.

• If a large business, provide whether subcontracting opportunities exist for small business concerns.

• Standard commercial warranty and payment terms.

• Provide place of product manufacture or service performance and any other applicable information to enable review and analysis pertaining to the Buy American statute and requirements relating to Made in America in the event a nonavailability waiver request through the MIAO Digital Waiver Portal is needed.

• Informational pricing is desired.

• The Government is not responsible for locating or securing any information, not identified in the response.

Interested Contractors must respond with capability statements which are due by email to the point of contact listed below on or before July 25, 2025, by 1:00 PM Central Time at the Food and Drug Administration, Field Operations Branch, FDA|OO|OFBA|OAGS|DAP, Attn: Warren Dutter, email warren.dutter@fda.hhs.gov. Reference: FDA-SSN-128494.

Disclaimer and Important Notes:

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre‐solicitation synopsis and solicitation may be published in sam.gov. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality and Proprietary Information:

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non‐proprietary technical information in any resultant solicitation(s).

Additional Notes:

If the stated requirements appear restrictive, please submit comments detailing the concern. Though this is not a request for quote, informational pricing for the service would be helpful.