Laboratory Chamber Maintenance Plan - Base+4 - Kearneysville WV

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for a Laboratory Chamber Maintenance Plan. The U.S. Department of Agriculture, Agricultural Research Service (ARS) is seeking maintenance services for laboratory chambers.

• The primary deliverable is a Laboratory Chamber Maintenance Plan.

• Services include maintenance, service, repair, or disposal of refrigeration equipment and air conditioners.

• The Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) are detailed in Attachment 1.

• The anticipated award type is a firm-fixed-price, purchase order.

• The contract will consist of one (1) one-year base period and four (4) one-year option periods, for a total duration not to exceed five (5) years.

• The period of performance for the base period is 05/18/2026 to 05/17/2027.

• Option periods extend through 05/17/2031.

• Invoicing is to be submitted monthly in arrears.

• The offer due date is April 28, 2026, at 0900 ET.

• Quotations will be evaluated based on the lowest price technically acceptable (LPTA) criteria.

• Price will be evaluated for fairness and reasonableness.

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

• All required blocks on the SF1449 form must be completed, including pricing for all CLINs.

• Failure to propose pricing on individual line items may result in exclusion.

• The acquisition is unrestricted.

• NAICS Code: 334516 (Size Standard: 1,000 employees).

• Various FAR clauses related to small business concerns, HUBZone, and other set-asides are listed as applicable if checked.

• Attachment 1: Performance Work Statement and QASP.

• Attachment 2: Wage Determination 2015_4975_R27.

• All amendments will be posted to sam.gov. Quoters are responsible for monitoring sam.gov for updates.

• No phone inquiries will be accepted; all correspondence must be via email.

• The government reserves the right to cancel the solicitation.

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

To provide comprehensive laboratory chamber maintenance, including OEM authorized maintenance for walk-in growth chambers, cold rooms, freezers, and reach-in environmental chambers at the USDA Appalachian Fruit Research Station in Kearneysville, WV.

• Perform scheduled inspections, cleaning, calibration, firmware updates, and adjustments to maximize equipment uptime and lifespan.

• Maintain environmental setpoints within specified tolerances for temperature, relative humidity (RH), CO2, and lighting.

• Proactively address wear indicators to reduce unplanned failures and energy waste.

• Document all maintenance actions, measurements, and corrective recommendations.

• Perform PWS-based maintenance on a list of specified equipment (detailed in the document).

• Routine consumables (filters, gaskets, belts, lamps) are included; non-routine parts are not.

• Handle refrigerants per EPA Section 608, comply with site EHS, LOTO, and waste disposal requirements.

• Adherence to manufacturer or site tolerances for temperature, RH, CO2, and lighting.

• Verified recovery times and leak-free refrigeration performance.

• Validated alarm/notification pathways.

• Unit-specific PM reports submitted within five business days.

• Annual Summary Report aggregating trends, failures, and improvement recommendations.

• Period of Performance: One (1) Base Year of 12 months and four (4) 12-month option years.

• Place of Performance: USDA Appalachian Fruit Research Station (AFRS), 2217 Wiltshire Rd. Kearneysville, WV 25443.

• General Access Hours: 6:30 AM to 4:00 PM Eastern Time on Business Days (Monday-Friday).

• Work on walk-ins to be scheduled during off-peak periods or with temporary relocation plans.

• Extended downtime units require at least 5 business days' advance notice with a mitigation plan.

• Contractor personnel require appropriate attire, identification, and may need PIV cards for access.

• Contractor must comply with Personal Identity Verification (PIV) policies and procedures.

• Insurance requirements include Workers' Compensation, General Liability, Automobile Liability, and potentially Aircraft Public and Passenger Liability.

Form / Attachment / Pricing Sheet

This document is a Wage Determination (No. 2015-4285, Revision No. 34) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for the State of West Virginia, County of Jefferson.

• Lists occupational codes and corresponding titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage) and their applicability to contracts.
• Details provisions for vacation, holidays, hazardous pay differentials, and uniform allowances.
• Outlines the process for requesting additional classifications and wage rates (conformance process).

This document is critical for any bidder on a federal contract subject to the Service Contract Act in the specified geographic area. It dictates the minimum labor costs that must be factored into proposals. Bidders must ensure their proposed wages and benefits meet or exceed these requirements for all listed occupations to ensure compliance and fair compensation for workers.