HVAC MAINTENANCE SERVICES FOR CARIBOU, MAINE AND HODGDON, MAINE

THE INCUMBENT CONTRACT WAS AWARDED TO MECHANICAL SERVICES, INC FOR AN AGGREGATE OF $95,076.00 FOR 3 YEARS.

08/29/2025:  UPDATED TO CORRECT DESCRIPTION  UNDER COMBINED SYNOPSIS/SOLICITATION HEADING.  NO OTHER CHANGES.

COMBINED SYNOPSIS/SOLICITATION
Non-personal preventive maintenance services for geothermal well system and heating, ventilation, and air conditioning (HVAC) systems at the National Weather Service (NWS) Weather Forecast Offices (WFOs) in Caribou, Maine and in Hodgdon, Maine.

(i) 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 and in
accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement
constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
(ii) This solicitation is issued as a request for quotation (RFQ). Submit written quotes on RFQ
Number 1305M325Q0265
(iii) The solicitation document and incorporated provisions and clauses are those in effect through
Federal Acquisition Circular 2025-05 (Aug 2025) (Deviation 2025-07) (May 2025).
(iv) This solicitation is being issued as a total Small Business Set-Aside. The associated NAICS code
is 811310. The small business size standard is $12.5M.
(v) This combined solicitation/synopsis is for purchase of the following commercial services:
CLIN 0001 – Base Year
SERVICES, NON-PERSONAL, TO PROVIDE ALL LABOR, EQUIPMENT, AND MATERIALS
(UNLESS OTHERWISE PROVIDED HEREIN) NECESSARY TO PROVIDE PREVENTIVE
MAINTENANCE AND SERVICES FOR THE GEOTHERMAL WELL SYSTEM, HVAC
MECHANICAL SYSTEMS, AND HVAC CONTROL SYSTEM/COMPONENTS IN ACCORDANCE
WITH THE STATEMENT OF WORK.
PERIOD OF PERFORMANCE: DATE OF AWARD THROUGH AUGUST 31, 2026
CLIN 1001 – Option Year 1
SERVICES, NON-PERSONAL, TO PROVIDE ALL LABOR, EQUIPMENT, AND MATERIALS
(UNLESS OTHERWISE PROVIDED HEREIN) NECESSARY TO PROVIDE PREVENTIVE
MAINTENANCE AND SERVICES FOR THE GEOTHERMAL WELL SYSTEM, HVAC
MECHANICAL SYSTEMS, AND HVAC CONTROL SYSTEM/COMPONENTS IN ACCORDANCE
WITH THE STATEMENT OF WORK.
PERIOD OF PERFORMANCE: SEPTEMBER 1, 2026 THROUGH AUGUST 31, 2027
(vi) Description of requirements is as follows:
See attached Statement of Work which applies to Base Year and Option Year 1, and Department of Labor
Wage Rates: WD 2015-4007, Revision No. 30, dated July 8, 2025, which can be found on:
https://sam.gov/content/wage-determinations
(vii) Date(s) and place(s) of delivery and acceptance:
Period of performance shall be:
Base Year for a period of Date of Award through 08/31/2026.
Option Period 1 for a twelve month period 09/01/2026 through 08/31/2027.
Places of Performance are:
1--National Weather Service
Weather Forecast Office (WFO Caribou)
810 Main Street
Caribou, Maine 04736-4452
2--National Weather Service
Radar Date Acquisition (RDA) Site
185 Barton Road
Hodgdon, Maine 04730
(viii) FAR provision 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services
(Sept 2023), applies to this acquisition and can be found on the Request for Quote form SF18 attachment.
(ix) FAR provision 52.212-2, Evaluation-Commercial Products and Commercial Services (Nov 2021),
applies to this acquisition and can be found on the Request for Quote form SF18 attachment.
(x) FAR provision 52.212-3, Offeror Representations and Certifications-Commercial
Products and Commercial Services (May 2024) (Deviation 2025-02) (Deviation 2025-03) (Feb 2025),
applies to this acquisition and can be found on the Request for Quote form SF18 attachment. Offerors are
advised to include a completed copy of the provision with its offer, unless the offeror’s Reps & Certs
section on SAM.gov is accurate and current.
Per Deviation 2025-02/03: System updates may lag policy updates. The System for Award Management
(SAM) may continue to require entities to complete representations based on provisions that are not
included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions
and Reduction Goals—Representation, and paragraph (t) of 52.212-3, Offeror Representations and
Certifications—Commercial Products and Commercial Services. Examples include 52.222-25,
Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and
Certifications—Commercial Products and Commercial Services. Contracting officers will not consider
these representations when making award decisions or enforce requirements. Entities are not required to,
nor are they able to, update their entity registration to remove these representations in SAM.
(xi) FAR clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial
Services (Nov 2023), applies to this acquisition and can be found on the Request for Quote form SF18
attachment.
(xii) FAR clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or
Executive Orders-Commercial Products and Commercial Services (Jan 2025) (Deviation 2025-02)
(Deviation 2025-03) (Feb 2025), applies to this acquisition and can be found in full text on the Request
for Quote form SF18 attachment.
(xiii) Any additional contract requirement(s) or terms and conditions that apply can be found on the
Request for Quote form SF18 attachment.
(xiv) Defense Priorities and Allocations System (DPAS) and assigned rating does not apply.
(xv) Quotes are required to be received in the contracting office no later than 1:00PM MDT on
TUESDAY, SEPTEMBER 9, 2025. All quotes must be submitted electronically via email to
kerri.coffey@noaa.gov.
(xvi) Any questions regarding this solicitation should be submitted electronically via email to
kerri.coffey@noaa.gov.
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)
1352.215-72 Inquiries (Apr 2010)
OFFERORS MUST SUBMIT ALL QUESTIONS CONCERNING THIS SOLICITATION IN WRITING
VIA EMAIL TO KERRI.COFFEY@NOAA.GOV. QUESTIONS SHOULD BE RECEIVED NO
LATER THAN FRIDAY, SEPTEMBER 5, 2025. 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)
52.237-1 Site Visit (Apr 1984)
Offerors or quoters are urged and expected to inspect the site where services are to be performed and to
satisfy themselves regarding all general and local conditions that may affect the cost of contract
performance, to the extent that the information is reasonably obtainable. In no event shall failure to
inspect the site constitute grounds for a claim after contract award.
(End of provision)
A site visit is highly recommended but not required. Offerors are urged and expected to inspect the site
where services are to be performed and to satisfy themselves regarding all general and local conditions
that may affect the cost of contract performance, to the extent that the information is reasonably
obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.
Please contact William Desjardins at (207) 227-0401 to set up a time to visit the site.
All questions during the site visit should be submitted electronically to kerri.coffey@noaa.gov.
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 nonresponsive.
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. Quote documents shall include signed copies of the SF 18 and
SF 30(s) to acknowledge the solicitation and any applicable amendments. Email quotes are required and
can be sent to kerri.coffey@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.
3. Offerors shall assume that the Government has no prior knowledge of them or their capability.
4. Offerors must respond to and provide all documentation in accordance with FAR 52.212-2. Offerors
who do not provide all evaluation criteria may not be considered.
1. Technical Approach and Capability
2. Past Performance
3. Price
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).
(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
pass/fail criteria;
1. Technical Acceptability/Capability.
Quote shall include a statement demonstrating the offeror’s capability to perform the required
scope of work, including relevant experience for the same or similar services within the past two
years and the offeror’s understanding of the requirement. The statement must not be a reiteration
of the Statement of Work. Failure to address the full requirements of the Statement of Work will
be considered a fail and the quote will not be accepted.
2. Past Performance.
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. Provide a detailed description of the company’s experience performing
similar services, make sure to describe experience with Schneider Electric equipment. 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.
3. Price.
The Government intends to award a low priced, technically acceptable, single firm fixed-price purchase
order on an all or none 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)