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DFAS requires all necessary personnel, equipment, supplies, transportation, tools, materials, supervision, and other non-personal services for comprehensive removal and replacement of three (3) RTAA chillers at the Defense Finance and Accounting Service (DFAS) Rome, 325 Brooks Rd, Rome, New York, 13441., Bldg 1.
RFQ can be viewed under the attachments, and below as well.
Title of requirement: Replacement Chillers for Defense Finance and Accounting Service Rome, New York (DFAS-RO)
Description: This is a combined synopsis/solicitation for commercial supplies/services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested.
The solicitation number is HQ042325QE055 and is issued as a request for quotation (RFQ).
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03.
This requirement is a total small business set-aside. The associated NAICS is 238220 and the small business size standard is $19M.
Anticipated period of performance: Delivery, installation, and services to be completed within 149 days of award.
Contract Type: Under FAR Part 13.5 the Government intends to award a single firm fixed Price (FFP) award.
Solicitation Closing Date: All quotes must be received by the closing date/time on July 28, 2025, at 12:00 PM EST.
Issued by:
Point of Contact: Miranda Amir
DFAS Contract Services Directorate
3990 E Broad Street
Bldg. 21
Columbus, OH 43213-1152
Phone: 614-701-2524
Email address: [email protected]
All quotes should be emailed to the contact below before the established closing date/time.
To: Contacting Specialist: Miranda Amir at [email protected].
Questions shall be submitted by July 17, 2025, at 12:00PM EST.
Quotations shall be submitted by June 28, 2025, at 12:00PM EST.
Mandatory Site Visit:
Due to the need for the quoter to have a precise understanding of the requirement, a site visit shall be MANDATORY. The site visit will be held on July 16, 2025, at 10:00 AM EST. Quoters that fail to attend the site visit will be considered non-responsive and will be ineligible for award. All costs associated with the site visit will be at the quoter’s expense. Quoters shall comply with all security requirements for installation access and shall have a REAL ID to gain access to the installation. Quoters shall be registered for the site visit. Quoters shall register no later than July 15th, 2025, at 10:00AM EST. Contact Chet Stuttler at [email protected] to register. Chet Stuttler is the POC for the site visit ONLY. All other questions must be submitted to the Contracting Officer listed above.
General Instructions:
Quotations shall include the RFQ number, date of submittal, the vendor’s name, address, CAGE, POC name, phone number, and email. Quotations shall also include attachments. The first attachment represents the vendor’s response to the Technical Certification Form. The second attachment represents the quoter’s response to the Schedule of Items, and if necessary, the third attachment is the completed full text clauses under SF1449 (HQ042325QE055). Additional attachments represent product brochures, specification sheets, and pricing information as applicable. Vendors may use the body of the email as a cover letter. All emails shall include the RFQ number in the subject line.
Note: There is a 15MB limit for all email submissions.
Submission Instructions:
1. Technical Capability:
a. Technical Certification Form: Attached to the solicitation is a Technical Certification Form. The Technical Certification Form shall be completed, signed, and returned with the quote. Quoters that fail to provide the completed and signed Technical Certification Form will be considered non-responsive and will be ineligible for award.
2. Price Quote: Quoter shall provide pricing on the Schedule of Items Attachment and include additional attachments as applicable, to include the SF1449 Full Text Clauses (HQ042325QE055). Price is to be provided as firm fixed price and inclusive of all requirements outlined in the Performance Work Statement (PWS).
To permit a thorough and effective evaluation, all submissions shall be as concise, complete and clear as possible so as to permit the Government to make an evaluation without further discussions. The Government reserves the right to make a determination based solely on the information submitted and proceed without clarifications or discussions.
EVALUATION:
The basis for award selection is Lowest Price Technically Acceptable (LPTA). To be technically acceptable, a quoter must receive a rating of Acceptable for Technical Capability. To be technically acceptable the quoter must also not take any exceptions to the RFQ.
Acceptable
Quotation successfully demonstrates the ability to meet the requirements of the PWS.
Unacceptable
Quotation does not demonstrate the ability to meet the requirements of the PWS.
The Government will begin the evaluation process with a ranking based on the Total Evaluated Price from the lowest to highest price. Following the price ranking, only the lowest priced quote(s) will be evaluated for technical acceptability. If acceptable, the evaluation will stop at that point and award will be made to the lowest priced technically acceptable quoter. If unacceptable, the Government will continue to review quotes in order of price until evaluating one that is technically acceptable and eligible for award. The Government reserves the right to conduct additional technical evaluations as deemed necessary to determine price reasonableness.
2. Price: Price reasonableness will be determined in accordance with FAR 13.106-3.
Quotes shall remain valid for a minimum of 60 days.
IMPORTANT REMINDERS:
Attached Documents: Performance Work Statement (PWS), Technical Certification, Schedule of Items, and Solicitation HQ042325QE055
Required: Provisions/clauses shall be completed in the Quoter's Reps and Certs on SAM.gov; otherwise, the quoter shall submit the full text version with fill-ins completed at the time of quotation. Full text of provisions/clauses may be accessed electronically at www.acquistion.gov., and can be found within the Solicitation HQ042325QE055 beginning on page 22 under “FAR Clauses by Full Text”. Failure to complete the necessary representations of these provisions may result in that vendor’s quote NOT be considered for award.
Warranties: The Contractor shall identify all items being installed that are guaranteed or under an extended warranty for more than a one-year period and provide validated copies of the manufacturer’s warranty. All warranty information shall be filed by the Contractor in the Government’s name. All warranties shall be identified by product with a listing of the name and address of the company and the expiration date of the guarantee or warranty. Warranty documentation shall be submitted to the Contracting Officer’s Representative (COR) for Government Approval (GA).
Period of Performance: Installation, set up, and start-up commissioning of the new chiller unit; removal and proper disposal of the obsolete chiller unit; and training of the end user shall be completed within one hundred and forty-nine (149) days upon the award of contract.
Place of Performance:
DFAS Rome:
325 Brooks Rd
Building 1
Rome, New York 13441
List any Acceptance Criteria: All or none basis.
Cost of Quotes: Expenses incurred in the preparation of quotes in response to this RFQ are the vendor’s sole responsibility and not reimbursable by the Government.
Invoicing and Payment: Invoices shall be submitted as a 2-in-1 Invoice via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract per DFARS Clause 252.232-7006 Wide Area Workflow. It is the Contractor’s responsibility to register in the WAWF system to insure prompt payment. Once the invoice is received in WAWF, the Acceptor will review and if correct accept it for payment.
Contracting Officer’s Representative (COR): The COR will act as the on-site, technical point-of-contact for the Government during execution of this contract. The COR’s authority is limited to technical issues and is not authorized to make contractual decisions. The COR will monitor performance, funding and payment requirements. An alternate, will be assigned if the designated COR is unavailable. COR will be provided upon award of any resultant contract.
QUESTIONS AND INQUIRIES CONCERNING THIS RFQ: All questions and inquiries concerning any aspect of this requirement must be submitted in writing to [email protected]. Telephone requests will not be honored. The Government’s response to inquiries will be made in writing. Any resulting additions, deletions or changes to the RFQ will be made by issuances of a formal amendment. Quoters are instructed specifically to contact only the issuing contract office in connection with any aspect of this requirement prior to contract award.
PLEASE NOTE: A quotation does not constitute an award; therefore, an obligation to your company is not official until you receive a purchase order.
PROTESTS DISPUTED AND APPEALS: Companies protesting this procurement may file a protest 1) with the contracting officer, 2) with the Government Accountability Office, or 3) pursuant to Executive Order No. 12979, with the Agency for a decision by the Activity’s Chief of the Contracting Office. A protest filed with the agency per # 3) should clearly state that it is an "Agency Level Protest under Executive Order No. 12979." Absent a clear indication of the intent to file an agency level protest, a protest will be presumed to be a protest to the contracting officer. Upon request, the agency will consider an independent review at a level above the contracting officer for protests filed with the agency per #3).