CHILLER #8 MOTOR REPAIRS (Ames, IA)

Amendment / Modification

This document is Amendment 0002 to Solicitation 1232SA26Q0310, dated 03/12/2026. The effective date of this amendment is 03/24/2026.

• Item 14: Description of Amendment/Modification

• The primary purpose of this amendment is to provide a copy of the Site Visit Sign-In Sheet, which is attached.

• The solicitation's offer receipt deadline is not extended by this amendment.

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit related to Project RFQ# 1232SA26Q0310, "CHILLER #8 MOTOR REPAIRS (Ames, IA)". It records attendees and their contact information.

• Date and Time of Site Visit: March 24, 2026, 09:00 AM Central Time
• Project Information: RFQ# 1232SA26Q0310, Chiller #8 Motor Repairs, Ames, IA
• Agency: United States Department of Agriculture (USDA), Agricultural Research Service (ARS), National Centers for Animal Health (NCAH)
• Location: Ames, IA 50010
• Columns for: Name, Company, Email, Phone, and Signature
• Recorded Attendees:
  • Joseph Kadolph (Hupp Electric Motors)
  • Will Eilert (weilert@hupp-electric.com, 515-229-2879)
  • Bob Kahn (robert.f.kahn@jci.com, 515.214.8508)

This document confirms attendance at a mandatory site visit. It also provides contact information for other companies that attended, which may be useful for networking or teaming. The document also reiterates the deadline and method for submitting questions related to the solicitation.

Amendment / Modification

This amendment revises the project from a total small business set-aside to an unrestricted procurement.

This change impacts the eligibility requirements and set-aside status of the solicitation.

This amendment does not appear to alter proposal deadlines or submission requirements, but bidders should review the solicitation to understand the implications of the change from a set-aside to an unrestricted status.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage rates applicable to building construction projects in Story County, Iowa. It serves as a reference for prevailing wages that must be paid on federal or federally funded construction projects in the specified area.

• Lists various construction trades (e.g., Boilermaker, Bricklayer, Elevator Mechanic, Electrician, Plumber).
• Provides the prevailing hourly "Rates" and "Fringes" (fringe benefits) for each trade.
• Includes effective dates for the wage rates.
• Contains footnotes detailing specific requirements, such as paid sick leave (Executive Order 13706) and minimum wage requirements (Executive Order 13658).
• Explains identifiers used in wage determinations (Union Rate, Union Average Rate, Survey Rate, State Adopted Rate).
• Outlines the Wage Determination Appeals Process.

Bidders must use these prevailing wage rates when preparing their proposals and when performing work under the contract. Failure to comply with these wage requirements can lead to penalties. Understanding these rates is crucial for accurate cost estimation and ensuring compliance with labor standards.

Statement of Work (SOW)

To provide qualified services, labor, equipment, and parts for the repair of a chiller motor (Chiller #8) at the USDA/NCAH facility in Ames, IA. All work must comply with EPA rules and regulations regarding refrigerants.

• Transport the specified YORK motor (HP 1215, 4160 volts, 3600 RPM, 6800 LBS) to a contractor-provided repair facility.

• Perform comprehensive electrical testing using Baker AWAIV & PdMA MCE Gold analyzers.

• Disassemble, clean, measure, and inspect parts, including ultrasonic shaft checks.

• Conduct core loss testing on the stator core iron.

• Rewind, test, VPI, and bake windings.

• Install new bearings.

• Re-test the motor electrically.

• Paint the motor.

• Test the motor to ensure functionality.

• Schedule return motor service with the COR.

• Transport the repaired motor back to the USDA/NCAH facility and offload it at the preferred location.

• The repair facility and transportation are to be provided by the contractor.

• Access to the USDA facility at 1920 Dayton Ave, Ames, Iowa 50010 is limited to normal business hours (excluding nights, weekends, and holidays), with potential for case-by-case access with a 2-week notice.

• Submittal: Within 5 calendar days of award.

• Pick Up Service Scheduling: Prior to arrival on site.

• Pick Up Service: Day of Pick-Up.

• Repair Service: Within 10 calendar days of Pick Up.

• Return Scheduling: Prior to return service.

• Vendor personnel must be US Citizens with a real ID.

• All contractors must check in daily at the main gate to receive a contractor pass.

• Contractor personnel must always be under USDA escort while on location.

• Section 508 – Electronic and Information Technology Standards apply (Appendix A).

Form / Attachment / Pricing Sheet

This document, Form ARS-371, is a Construction Progress and Payment Schedule. It is used to detail the planned progress of work and the schedule of payments for a construction project. Bidders will need to complete and submit this form as part of the contract requirements.

• Contract Information: Contract Number, Project, Location, Contractor's Name & Address, Amount, Calendar Days, Starting Date, Completion Date.
• Progress Schedule: A breakdown of work items, their value, percentage of total work, and planned start and completion dates.
• Schedule of Payments: Columns for tracking completed work, payments made, and remaining payments.
• Change Orders/Amendments: Sections to account for changes to the original schedule.
• Signatures: Contractor and Contracting Officer approval.

This form requires bidders to outline their proposed construction schedule and payment milestones. It is crucial for demonstrating a clear understanding of the project's scope and timeline. The completed form will be used by the government to track progress and authorize payments. Bidders must submit this form within 14 days of receiving the Notice to Proceed. If partial payments are requested, an approved copy of this form must accompany each Payment Request (Form ARS-372).

Solicitation / RFP / RFQ

This solicitation is for "CHILLER #8 MOTOR REPAIRS" located at the United States Department of Agriculture (USDA), Agricultural Research Service (ARS), National Centers for Animal Health (NCAH) in Ames, IA. The government is procuring chiller repair services.

• The primary deliverable is "Chiller #8 Motor Repair" (CLIN 0001).

• The Statement of Work (Attachment 2) will detail the specific requirements.

• Award Type: Firm Fixed Price Contract.

• Estimated Magnitude of Construction Project: Between $100,000 and $250,000.

• Period of Performance: 30 calendar days after Notice to Proceed (NTP).

• Quotes must be submitted via email to Spencer Hamilton at spencer.hamilton@usda.gov.

• Quote submission date and time are stated on https://sam.gov/contracting.

• Evaluation Method: Lowest price technically acceptable criteria.

• Technical Acceptability will be rated as "acceptable" or "unacceptable."

• Past Performance will be evaluated using an "Acceptable," "Neutral," or "Unacceptable" rating.

• Pricing will be evaluated for fairness and reasonableness.

• Offerors must hold prices for 90 calendar days from the offer receipt date.

• Active registration at SAM.gov is required.

• Completed electronic annual representations and certifications at SAM.gov are required.

• Specific clauses related to small business concerns and subcontracting are included.

• Organized Site Visit: Tuesday, March 24, 2026, at 09:00 a.m. Central Time. RSVP required by March 23, 2026.

• Questions Deadline: Thursday, March 26, 2026, by 12:00 p.m. Central Time.

• Bid Guarantee: Not required for proposals less than $150K.

• If proposal is above $150K, a bid guarantee of not less than 20% of the proposed price (not to exceed $3,000,000) is required.

• Payment Bond (SF 25A) required for awards over $35,000.

• Performance Bond (SF 25) required for awards exceeding $150,000.

• This document includes numerous FAR and AGAR clauses and provisions that bidders must comply with.

• Attachment 1 is this document (Solicitation Terms and Conditions).

• Attachment 2 is the Statement of Work.

• Attachment 3 is the Dept of Labor General Decision Number.

• Attachment 4 is the Construction Progress and Payment Schedule.

• Attachment 5 is the Contractor Request for Payment Transmittal.

Form / Attachment / Pricing Sheet

This document is the "Contractor's Request for Payment Transmittal" (Form ARS-372). It is used by contractors to request payment for work completed under a contract. It also includes a "Contractor's Progress Payment Certification" section.

• Contract Information: Fields for Contract Number, Partial Payment Number, Final Payment designation, Project, Requisition Number, Location, and Period of Performance (Beginning and Ending dates).
• Payment Calculation: Sections to detail:
  • Amount of original contract
  • Change orders and/or amendments
  • Total adjusted contract prices
  • Value of work completed to end of period
  • Value of material stored at the site
  • Total value of work completed and stored material
  • Retainage percentage and amount
  • Total due contractor through end of this period
  • Less previous requests
  • Net amount due contractor this payment
• Material Stored at Site: A table to describe materials stored at the site and their value.
• Progress Payment Certification: A certification statement by the contractor's authorized representative confirming that requested amounts are for performance in accordance with contract terms, that payments to subcontractors have been made, and that the request does not include amounts withheld from subcontractors.
• Approval Signatures: Fields for the contractor's authorized representative, and recommended/concurring signatures (e.g., EPM, COR, CM, A-E).

This form outlines the specific financial and certification requirements for contractors seeking payment. Bidders should understand this process as it dictates how they will be reimbursed for completed work and what certifications are required. It is essential for financial planning and contract administration.