Refrigeration Maintenance Support

Solicitation / RFP / RFQ

This document is a justification for other than full and open competition for a firm-fixed-price, level-of-effort contract for scheduled preventative maintenance service for the ATC Ammonia Fixed Chamber Unit (FCU) cooling system. The contract is intended to cover emergency repair efforts related to ammonia systems and depth of staff.

• Scheduled preventative maintenance

• Emergency repair services for the ATC FCU cooling system

• Support for ammonia-driven cooling systems

• Response within one hour for emergency repairs

• Vendor located within 25 miles of APG

• Minimum of 5 years of direct experience with ammonia applications

• Technicians must be certified by the Refrigeration Service Engineering Society

• Technicians must be certified in Confined Space operations, Respirator usage, and Hazardous Material training

• Contract Type: Firm-Fixed-Price (FFP)

• Period of Performance:

  • Base Period: 01 JUL 2026 – 30 JUN 2027
  • Option Year 1: 01 JUL 2027 – 30 JUN 2028
  • Option Year 2: 01 JUL 2028 – 30 JUN 2029
  • Option Year 3: 01 JUL 2029 – 30 JUN 2030

This document does not contain submission instructions or evaluation criteria as it is a justification for sole source procurement.

• Sole Source procurement based on FAR 6.302.

• The government has determined that there are no reasonable efforts that could increase competition due to the specialized nature of the ammonia-based system and the strict OSHA requirements.

• The government has conducted market research and is not aware of any other vendor besides the incumbent contractor who meets the required certifications and is within the reporting distance.

• Procurement history indicates previous sole source approvals for this requirement.

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

This Performance Work Statement (PWS) outlines the requirements for maintenance and repair services for industrial ammonia refrigeration systems at the Aberdeen Test Center (ATC), located at Aberdeen Proving Ground (APG). The services support ATC's mechanical integrity program, provide preventive maintenance, emergency response, and ensure compliance with OSHA requirements and the Process Safety Management (PSM) program.

• Fixed Price Preventive Maintenance: Annual maintenance to be completed during ATC-scheduled shutdown periods (Christmas and July 4th holidays). This includes:

  • Annual vibration diagnostic testing on specified compressor packages (Bldg. 383C and Bldg. 450 R-507 Plant).
  • Annual instrument calibrations on controls and instrumentation using certified equipment (Bldg. 383A, 383B, 383C, and 450 R-507 Plant).
  • Annual system safety checks on compressor safety components and controls (Bldg. 383C).
  • Annual Non-Destructive Testing (NDT) on a minimum of 20 locations (pressure vessels and piping).
  • Annual oil analysis for compressor packages (Bldg. 383C and 450 R-507 Plant).
  • Annual ammonia purity test (Bldg. 383C).
  • Water treatment for condensers (Bldg. 383C, 450, and altitude chamber).

• Time & Materials (T&M) Emergency Maintenance: Emergency maintenance services, repair supplies, and engineering services upon request. Includes troubleshooting, potential manufacturer representative involvement (with COR authorization), and a 24-hour response time for technicians. A contractor cost proposal is required for T&M parts and materials.

• All work must be completed within scheduled shutdown periods unless otherwise agreed.

• Equipment must be field verified for make, model, type, and size.

• Calibration must be performed with certified instrumentation.

• Test results and findings must be documented in annual maintenance reports.

• Emergency response technician must be available within 24 hours of notification.

• Contractor must be located within 25 miles for emergencies.

• The PWS covers maintenance and repair services for refrigeration systems at the Aberdeen Test Center (ATC), Aberdeen Proving Ground (APG).

• Specific shutdown periods for preventive maintenance are during the Christmas and July 4th holidays.

• Technicians must have a minimum of 5 years of experience with industrial refrigeration systems (Ammonia, R-507, R-22, 404A, 508B, and secondary fluid D-Limonene).

• Technicians must have current First Responder Training, including Level-A suit, SCBA, and full-face respirators.

• Technicians must be experienced with Process Safety Management and able to follow facility procedures.

• Technicians must be capable of obtaining an unescorted security badge within 60 days of contract award.

• Company must have active membership in RETA and 2 years' experience in mechanical integrity inspections per IIAR standards.

• A Service Manager must be provided to coordinate contract activities.

• A minimum of two qualified field personnel are required.

• A minimum (1) year warranty on all repair parts.

• Manufacturer cut sheets, specification sheets, and manuals must be provided for replaced/installed equipment.

• Contractor shall track all costs and provide a tracking spreadsheet with invoices.