Cooling Tower Maintance

Form / Attachment / Pricing Sheet

This document provides information and instructions for a site visit related to the Cooling Tower Maintenance opportunity.

• Site Visit Date and Time: March 31, 2026, at 0900 A.M. Arizona time.
• Pre-Registration: Mandatory for all offerors. The cut-off date for pre-registration is March 26, 2026, at 0900 AM Arizona time.
• Point of Contact (POC) for Pre-Registration: Victoria Eveningred (Telephone: 520-226-7705, Email: victoria.j.eveningred.civ@army.mil).
• Access Instructions: Allow 30-45 minutes for sign-in at the Van Dam Gate (Fort Huachuca Visitor Center, Hatfield Street, Sierra Vista, AZ 85613).
• Site Visit Location: U.S. Army Electronic Proving Ground (EPG) Environmental Test Facility, 1337 Arizona Street, Building 82812, Sierra Vista, AZ 85613.
• Meeting with POCs: Contractors will meet with Ms. Victoria Eveningred and Mr. Terry LeMaire.
• Site Visit Duration: 9:00 A.M. until 11:30 AM on the day of the visit.
• Lunch: Not provided, and not reimbursed by the Government.
• Locations to be visited: Axial Fan, Forced Draft Cooling Tower (1 and 2); Centrifugal Fan Closed Glycol Circuit Tower; Induced Draft Tower.
• Transportation: Contractors are responsible for their own transportation.
• Briefing: A 10-15 minute conference call or MS Teams meeting briefing will occur before the site visit.
• Sign-in Sheet: Will be available and posted as an amendment for teaming/partnering purposes.
• Identification Requirements: All visitors must have proper photo identification and be US Citizens. Names (limited to 2 per vendor) must be provided by March 26, 2026, for security purposes. No roster changes allowed on the day of the visit.
• Access for Organizations without JPAS: Visit requests must be on company letterhead, signed by a Security Officer or authorized official, and include specific visitor information (Name, Company, Citizenship, DOB, ID Number, Area to be visited, Date of visit, Purpose, NEC POC Name).
• Questions during Site Visit: NO questions will be answered during the site visit. All questions must be submitted in writing within 2 calendar days of the site visit close of business (1600-hrs on the 2nd day) to the Army Contracting Command (ACC- APG), Fort Huachuca contracting office (Mr. Adam Gomez or Ms. Lynette J. FairBanks de la Viega).
• Answers to Questions: Will be provided to all contractors and posted as an amendment to the solicitation.

This document is critical for bidders to understand the logistics, requirements, and deadlines for attending the mandatory site visit. It outlines the process for registration, access to the facility, identification needed, and the procedure for submitting questions. Failure to adhere to these instructions could impact a bidder's ability to participate in the opportunity.

Amendment / Modification

This amendment (Amendment 2) modifies the solicitation W91RUS26QA021, dated 05 March 2026.

• Revised Statement of Work (SOW): Attachment #4 has been updated to include revised SOW details for accessing the installation for a site visit.

• Questions and Answers: Attachment #5 provides responses to questions submitted regarding the solicitation, which closed on 17 March 2026.

• Attachment #4 (Revised SOW)

• Attachment #5 (Responses to Q&A)

• All other terms and conditions of the solicitation remain unchanged.

• The amendment does not explicitly state changes to proposal deadlines or evaluation factors, but bidders should review the revised SOW and Q&A for any potential impacts on their proposals.

Amendment / Modification

This document is Amendment 1 to Request for Quotation (RFQ) W91RUS26QA021 for Cooling Tower Maintenance.

Key changes include:

• Extension of the solicitation period. All quotations are now due by 8 April 2026, no later than 1:00 PM Arizona Standard Time.

• Scheduling of a site visit for 31 March 2026 at 0900 hrs, Arizona time. Coordination for access to Fort Huachuca is required, and Attachment 1 provides site visit information and location. Further amendments regarding the site visit are forthcoming.

• Notification that Questions and Answers are forthcoming and will be provided in additional amendments.

• The solicitation period has been extended.

• A site visit has been scheduled.

• Information regarding upcoming Q&A is provided.

• The deadline for quotation submission has been extended to 8 April 2026.

• Offerors must acknowledge all amendments when submitting their response.

• A site visit is scheduled, and bidders should coordinate access.

Amendment / Modification

This amendment (0001) to the solicitation extends the response due date and time, and announces a mandatory site visit.

• Response Due Date: Extended from 19 Mar 2026 to 08 Apr 2026.

• Response Due Time: Extended from 09:00 AM to 01:00 PM Arizona Standard Time.

• Site Visit: Scheduled for 31 March 2026 at 0900 hrs, Arizona time zone. Offerors are urged to attend.

• Clause Incorporated: FAR Clause 52.237-1 Site Visit has been incorporated.

• The deadline for submitting quotes/proposals has been extended to 08 April 2026 at 1:00 PM Arizona Standard Time.

• A site visit is scheduled for 31 March 2026 at 0900 hrs, Arizona time zone. Attendance is strongly encouraged.

• All other terms and conditions of the original solicitation remain unchanged.

Statement of Work (SOW) / Performance Work Statement (PWS)

To solicit proposals for full-service monthly chemical treatments for four cooling tower systems at the U.S. Army Electronic Proving Ground (EPG) Environmental Test Facility (ETF) in Fort Huachuca, Arizona. The goal is to maintain critical water parameters (pH, hardness, alkalinity, conductivity) and prevent microbial activity, corrosion, scaling, and fouling.

• Conduct initial onsite water testing to determine treatment needs.

• Provide and maintain all necessary chemicals for scale, corrosion, and microbiological fouling control.

• Perform a minimum of one service call per month.

• Furnish and apply products to retard scale and corrosion.

• Remove empty chemical containers.

• Furnish and apply biocides as required.

• Check, clean, and calibrate chemical control and feed equipment.

• Check water treatment control equipment.

• Furnish and apply corrosion inhibitor to closed loops, providing supplemental inhibitor for up to 10% water loss.

• Submit written reports with findings and recommendations.

• Provide laboratory analysis of water and technical expertise.

• Clean and refill chemical tanks and clean chemical pumps.

• Inspect cooling towers and clean Y strainers.

• Clean and maintain conductivity and pH control equipment.

• Replace all filters used in water treatment systems.

• Provide access to online service reporting, data trending, and operator logs.

• Control of inventory and chemical storage (to be determined).

• Provide safety training for on-site personnel.

• Guarantee the present operating efficiency of the cooling tower systems will be maintained, or they will be cleaned at no additional cost.

• Annually clean scale off cooling towers, basins, and distribution nozzles.

• Maintain critical pH, hardness, alkalinity, and conductivity levels.

• Prevent microbial activity, corrosion, scaling, and fouling.

• Guarantee operating efficiency of cooling tower systems.

• Place of Performance: Environmental Test Facility Compound, 1337 Arizona Street, Sierra Vista, AZ 85613.

• Hours of Operation: 0700 – 1500 (7:00 AM – 3:00 PM), Monday through Friday, excluding weekends and Federal Holidays.

• Period of Performance: Approximate start (TBD) March 2026 to March 2027 (Base Year), with four Option Years extending through March 2031. An extended option of up to 6 months may be granted.

• Government-Furnished Property: The government will provide fully functional chemical feed or control equipment, replace or repair equipment based on contractor recommendations, and provide personnel for minor daily operations.

• Installation Access: Contractors and their employees must meet security criteria and obtain necessary clearances for access to U.S. installations. A site visit is required and detailed in Amendment 1.

• Travel: Not applicable.

• Material Requirements: Not applicable.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Cooling Tower Maintenance Solicitation W91RUS26QA021, Amendment 2.

• Site Visit: A scheduled site visit is approved for March 31, 2026, from 0900 to 1330 hrs MST. Instructions and locations will be provided in a future addendum. No separate site visits are allowed.
• Scope of Work: Cleaning and flushing of closed loops are not included in this solicitation. Retreating closed loops with corrosion inhibitor due to leaks or work performed is also not included.
• Cybersecurity Requirements: The requirement is considered "Medium to Low" level. Contractors must comply with DFARS clause 252.204-7012 and any applicable FAR/DFARS provisions. The Base Year is under the Simplified Acquisition Threshold (SAT).
• Technician Instructions: Information and procedures for technician site access are provided in Amendment 1 and the revised Statement of Work (Attachment 4).

This Q&A clarifies the scope of work and cybersecurity requirements. A site visit date has been scheduled. Further details regarding site visit instructions and locations will be provided in a subsequent addendum.

Amendment / Modification

This amendment extends the solicitation period and provides information regarding a site visit.

• Solicitation Closing Date: Extended to 8 April 2026, no later than 1:00 PM Arizona Standard Time.

• Site Visit: Scheduled for 31 March 2026 at 0900 hrs, Arizona time zone. Coordination for entry onto Fort Huachuca Installation is required. Attachment 1 provides site visit information and location. Further amendments will provide more details.

• Questions and Answers: Forthcoming, with additional amendments to follow.

• Offerors must acknowledge all amendments when submitting their response.

• The submission deadline has been extended.

Form / Attachment / Pricing Sheet

This document provides essential information and instructions for a site visit related to the Cooling Tower Maintenance opportunity. It details the date, time, location, pre-registration requirements, and access procedures for the site visit.

• Site Visit Date and Time: March 31, 2026, at 0900 A.M. Arizona time.
• Pre-Registration: Mandatory for all offerors. The cut-off date for pre-registration is March 26, 2026, at 0900 A.M. Arizona time.
• Point of Contact (POC) for Pre-Registration: Victoria Eveningred (Phone: 520-226-7705, Email: victoria.j.eveningred.civ@army.mil).
• Access Instructions: Requires allowing 30-45 minutes for sign-in at the Van Dam Gate. Visitors must be US Citizens and have proper photo identification. Specific information is required for visit requests if not using JPAS, including name, company, citizenship, date/place of birth, identification number, area to be visited, date of visit, and purpose.
• Site Visit Location: USAEPG Environmental Test Facility, 1337 Arizona Street, Building 82812, Fort Huachuca, Sierra Vista, AZ 85613.
• Meeting Point: Contractors will meet Ms. Victoria Eveningred and Mr. Terry LeMaire.
• Site Visit Schedule: Begins at 9:00 A.M. and concludes at 11:30 A.M. Lunch will not be provided.
• Locations to be Visited: Axial Fan, Forced Draft Cooling Tower (1 and 2); Centrifugal Fan Closed Glycol Circuit Tower; and Induced Draft Tower.
• Questions: No questions will be answered during the site visit. All questions must be submitted in writing within 2 calendar days of the site visit to Mr. Adam Gomez (adam.gomez.civ@army.mil) and Ms. Lynette J. FairBanks de la Viega (lynette.j.fairbanksdelaviega.civ@army.mil). Answers will be posted as an amendment.

This document is critical for bidders intending to participate in the site visit. It outlines all necessary steps for registration, access, and attendance, as well as the process for submitting questions. Failure to adhere to these instructions may prevent participation in the site visit, which is likely crucial for understanding the opportunity's requirements.

Statement of Work (SOW)

To solicit proposals for full-service monthly chemical treatments for four cooling tower systems at the U.S. Army Electronic Proving Ground (EPG) Environmental Test Facility (ETF) in Fort Huachuca, Arizona. The goal is to maintain critical pH, hardness, alkalinity, and conductivity levels, while minimizing microbial activity, corrosion, scaling, and fouling.

• Conduct initial onsite water testing to determine necessary treatments.

• Provide and maintain all chemicals for scale, corrosion, and microbiological fouling control.

• Perform a minimum of one service call per month.

• Furnish and apply products to retard scale and corrosion.

• Remove empty chemical containers and furnish/apply biocides as required.

• Check, clean, and calibrate chemical feed and control equipment, as well as water treatment control equipment.

• Furnish and apply corrosion inhibitor to closed loops, including supplemental inhibitor for up to 10% water loss.

• Provide laboratory analysis of water and technical expertise.

• Clean and refill chemical tanks and maintain chemical pumps.

• Inspect cooling towers and clean Y-strainers.

• Clean and maintain conductivity and pH control equipment.

• Replace filters used in water treatment systems.

• Provide access to online service reporting, data trending, and operator logs.

• Control inventory and manage chemical storage (to be determined).

• Provide safety training for on-site personnel.

• Guarantee the current operating efficiency of the cooling tower systems will be maintained.

• Annually clean scale, basins, and distribution nozzles of cooling towers.

• Maintain critical pH, hardness, alkalinity, and conductivity levels.

• Minimize microbial activity, corrosion, scaling, and fouling.

• Guarantee the present degree of "operating efficiency" of the cooling tower systems.

• Place of Performance: Environmental Test Facility Compound, 1337 Arizona Street, Sierra Vista, AZ 85613.

• Hours of Operation: 0700 – 1500 (7:00 AM – 3:00 PM), Monday through Friday, excluding weekends and Federal Holidays.

• Period of Performance: Approximate start and end dates TBD March 2026 to March 2031, including a Base Year and Four Option Years. An extended option year of up to 6 months may be granted.

• Government will provide fully functional chemical feed or control equipment, and personnel for minor daily operations. Government will also replace or repair equipment based on contractor recommendations.

• Contractor must ensure all personnel and subcontractors comply with installation access control requirements.

• Travel is not applicable.

• Material Requirements are not applicable.

• Monthly water treatment reports detailing findings and recommendations, delivered electronically via email within 24 hours of service completion.

• Deliverables are due after each monthly service call.

Form / Attachment / Pricing Sheet

This document is a representation form related to "FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020)". It requires offerors to represent whether they will or will not provide covered telecommunications equipment or services to the Government, and whether they use such equipment or services.

• Prohibition Overview: Details the restrictions under Section 889(a)(1)(A) and 889(a)(1)(B) of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, which prohibit the procurement or use of certain telecommunications equipment and services.
• Definitions: Provides definitions for terms such as "backhaul," "covered telecommunications equipment or services," and "critical technology."
• Representations: Offerors must indicate:
  • Whether they "will" or "will not" provide covered telecommunications equipment or services.
  • Whether they "do" or "do not" use covered telecommunications equipment or services.
• Disclosures: If an offeror responds affirmatively to providing or using covered equipment/services, they must provide detailed disclosures, including:
  • Entity that produced the equipment.
  • Description of the equipment (brand, model, etc.).
  • Explanation of the proposed use and its permissibility.
  • For services, the Product Service Code (PSC) and explanation of use.
• Excluded Parties List: Directs offerors to check the System for Award Management (SAM) for entities excluded from receiving federal awards.
• Signature Block: Includes fields for Name, Date, and Signature.

This form is critical for bidders to understand and comply with federal regulations regarding telecommunications and video surveillance equipment and services. Accurate completion and submission of this representation are likely a requirement for proposal acceptance and contract award. Bidders must carefully review their offerings and usage to ensure compliance and provide the necessary disclosures if applicable.

Form / Attachment / Pricing Sheet

This document is a representation form related to "Covered Telecommunications Equipment or Services" as prescribed in FAR 4.2105(c). It requires offerors to represent whether they provide or use covered telecommunications equipment or services.

• Definitions: Refers to FAR clause 52.204-25 for definitions of "covered telecommunications equipment or services" and "reasonable inquiry."
• Procedures: Instructs offerors to review the System for Award Management (SAM.gov) for excluded parties.
• Representation: Offerors must check a box to indicate whether they:
  • Do not provide covered telecommunications equipment or services as part of their offered products/services to the Government.
  • After reasonable inquiry, do not use covered telecommunications equipment or services, or any equipment, system, or service that uses them.
• Signature Block: Includes fields for Name, Date, and Signature.

Bidders must complete and submit this form to represent their status regarding the use and provision of covered telecommunications equipment or services. This is a compliance requirement that may affect their eligibility or proposal submission.

Solicitation / RFP / RFQ

This solicitation (W91RUS26QA021) is for Cooling Tower Maintenance services. The government intends to award a Firm Fixed-Price contract on a lowest-priced technically acceptable basis.

• The requirement is for 5-year monthly cooling tower maintenance services for the Environmental Test Facility (ETF).

• Services include maintenance as detailed in the statement of work (SOW), which is a separate document.

• Product Service Code (PSC): Z1JB

• North American Industry Classification System (NAICS): 325998

• Contract Type: Firm Fixed-Price

• Period of Performance: Base year plus four option years, with an additional 6-month option to extend (FAR 52.217-8).

  • Base Year: 27 Mar 2026 - 26 Mar 2027
  • Option Year 1: 27 Mar 2027 - 26 Mar 2028
  • Option Year 2: 27 Mar 2028 - 26 Mar 2029
  • Option Year 3: 27 Mar 2029 - 26 Mar 2030
  • Option Year 4: 27 Mar 2030 - 26 Mar 2031
  • Option to Extend (6 months): TBD

• Total contract duration, including options, shall not exceed 70 months.

• Delivery/Performance Location: W04Y USA ELECTRONIC PROVING GR, BLDG 90201 BRAINARD RD, FORT HUACHUCA AZ 85613-7110.

• Offer Due Date: 19 March 2026, 09:00 AM Local AZ time.

• Quotes/Proposals must be submitted electronically to adam.j.gomez13.civ@army.mil.

• Evaluation Factors: Lowest-priced technically acceptable basis (considering technical and price factors).

• Offerors must provide a detailed breakdown or narrative of their proposed solution.

• Questions due by: 17 March 2026 via email to adam.j.gomez13.civ@army.mil.

• This acquisition is a set-aside for Small Business.

• Offerors must complete blocks 17a, 30a, 30b, 30c on SF 1449.

• Include delivery lead-time.

• Vendor invoicing is not to be submitted prior to proof of delivery.

• Support renewals are not accepted from third parties.

• All contract changes must be made by the Contracting Officer (KO).

• The solicitation incorporates FAR clauses by reference, including those related to commercial items, small business, representations and certifications, and payment instructions (WAWF).

• DFARS clauses are also incorporated by reference.