Solicitation
E21 PRCA HVAC REPLACEMENT
Department of the Interior · Bureau of Reclamation · Sol. 140R3026Q0143
Due in 18 daysSmall business
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The Bureau of Reclamation (Lower Colorado Region) wants a contractor to replace the HVAC (heating and air-conditioning) systems on two staff bunk houses at the Planet Ranch Conservation Area near Parker, Arizona. The job includes inspecting the old systems, pulling the roof-mounted units, repairing the roof, and installing new ground-mounted units on concrete pads. It is a total small business set-aside, with work due within 90 days of notice to proceed and everything finished by January 31, 2027.
Watch out for
- Bid guarantee plus 100% payment protection. A 20% bid guarantee is due with the quote and a payment bond, letter of credit or escrow for 100% of the price is due within 10 days of award, which is a heavy cash or surety burden for a small HVAC job and is unusual for an RFQ, so ask the contract specialist how it applies.
The amount of the bid guarantee shall be 20% of proposal price.
- Conflicting schedule. The amended SOW delivery section reads '18090 days' (the old 180 days with 90 typed over it), while other parts say 90 days from award, 90 days after notice to proceed, and all work done by January 31, 2027, so the real deadline needs clarifying.
within 18090 days after contract award
- Very remote, rough site. The site is far from town (about an hour each way from Parker on unmaintained roads) and can top 110 F in summer, which raises travel, equipment-transport and safety costs.
All routes to the location require the use of high-clearance vehicles with four-wheel drive
- Site visit and RSVP deadline. A site visit is set for October 14, 2026, and you must email your company and attendee names at least two days before or the visit may be cancelled.
An organized site visit has been scheduled for October 14, 2026
- Wage determination not readable. The Attachment 3 wage determination is a scanned PDF with no readable text, so the required wage rates (a big pricing input) could not be checked.
- Design work before pricing is final. You must inspect, run load calculations and propose equipment options for the government to choose from, and the quantity table is only an estimate, so a fixed price carries scope risk.
in this specification are not exhaustive and finalized parts and task lists should be provided by
- Evaluation text looks copied from a roofing job. Factor 2 asks about experience installing single-ply membrane and roof coating, and the submittals table mentions roller doors and paneling, none of which are in this HVAC scope, so ask what experience will really be scored.
such as installation of single-ply membrane, roof coating
- Heavy paperwork for a small job. The SOW requires a construction plan, schedule, safety program, job hazard analysis, waste plan, weekly accident reports, daily reports and equipment data sheets.
The Contractor shall submit, for review and approval, a comprehensive Construction Plan with a
- Price schedule inconsistencies. The schedule lists only line items 1003-1005 but refers to line item 1001, and the RFQ calls it 'Attachment 1' while it is Attachment 2; the mobilization line is also capped at about 5% of price.
considered for award on only a part of the price schedule
- Email address typo. The quote instructions give the submission email with a comma ('ios.doi,gov'), while the site visit paragraph uses the correct '.gov', so send to the dotted version and confirm.
diane_rodriguez@ios.doi,gov
Read from the notice and 8 attachments. 1 not read in full.
- Provisions-Instructions.pdf
- Sol_140R3026Q0143_Amd_0001.pdf
- Sol_140R3026Q0143.pdf
- Attachment_1_Statement_of_Work_0001.pdf
- Revised_Clauses_0001.pdf
- Attachment_1_Statement_of_Work.pdf
- Clauses.pdf
- Attachment_2_Price_Schedule.pdf
- Attachment_3_-_Wage_Determination.pdf: scanned PDF: no text to read
Full brief
What they want
- Inspect the two existing HVAC systems and the site, then give the government replacement options, a design plan, construction plan, safety program and schedule to approve
- Run Manual J load calculations before ordering any equipment
- Buy and deliver two new ground-mounted electric dual heat and air-conditioning units (Energy Star and/or FEMP compliant)
- Remove and dispose of the two old roof-mounted units at Buildings 100 and 200
- Repair the roof where the old units sat (plywood, underlayment, shingles)
- Pour reinforced concrete pads and install the new units with insulated metal ductwork, air handlers, electrical and thermostats
- Test and calibrate the systems, handle permits, clean up and restore the site
- Contract type
- Fixed-price construction (lump-sum price schedule, Default (Fixed-Price Construction) clause); the notice does not name the type outright
- Period of performance
- 90 days (SOW says 90 days from award; the RFQ and clause say 90 days after notice to proceed), with all work finished by January 31, 2027. No option years stated.
- Place of performance
- Planet Ranch Conservation Area, 3939 Planet Ranch Road, Parker, AZ 85344 (remote desert site reached by dirt roads)
- How they'll choose
- Best value: the award goes to the quote most advantageous to the government, price and other factors considered (not strictly lowest price)
- Offers due
- October 27, 2026, 2:00 PM (UTC-07:00 per the notice; the RFQ form shows 10/27/2026 1400)
- How to submit
- Email to Diane Rodriguez, Contract Specialist, at diane_rodriguez@ios.doi.gov (the instructions print the address with a comma, 'ios.doi,gov', in one place)
What they'll judge offers on
- Factor 1 - Technical/Management Approach
- Factor 2 - Experience (up to three similar projects)
- Factor 3 - Past Performance (last 3 years; CPARS may be checked)
- Factor 4 - Price
What to include when you submit
- Quote must include the completed SF-18 Request for Quotation, Attachment 2 Contract Price Schedule, and the technical information for Factors 1-3
- Price all line items; no quote will be considered for only part of the price schedule
- Include a summary of any exceptions or deviations from the RFQ
- Technical approach must cover process, methods, resources, recommended HVAC options, personnel hours, schedule, key risks, assumptions, and which tasks are self-performed vs subcontracted
- Experience: up to three similar projects with contract numbers, location, prime or sub role, agency name and a reference contact; past performance: projects from the last 3 years with the details listed in the provision
- Bid guarantee in the proper form must be furnished by the time quotes are due
- Acknowledge Amendment 0001 before the due date
- Site visit notice: email company name and attendee names at least two days before the October 14, 2026 site visit
- If you cannot use the Treasury Invoice Processing Platform (IPP) for invoices, send a written waiver request with the quote
- Mark any proprietary or trade secret pages with the legends in DIAR 1452.215-71
You must have
- Total small business set-aside under NAICS 238220 (Plumbing, Heating, and Air-Conditioning Contractors)
Notice of Total Small Business Set-Aside
- Active registration in the System for Award Management (SAM)
System for Award Management
- Bid guarantee (such as a bid bond) of 20% of the proposal price, furnished by the time quotes are due
The amount of the bid guarantee shall be 20% of proposal price.
- Payment protection (payment bond, irrevocable letter of credit or tripartite escrow agreement) for 100% of the contract price within 10 days of award
The amount of the payment protection shall be 100 percent of the contract price.
- Liability insurance naming the government: workers' comp $100,000, general liability $500,000 per occurrence, auto $200,000/$500,000/$20,000
$500,000 per occurrence
- Written site safety program (Reclamation Safety and Health Standards and OSHA) accepted by the government before any onsite work
The Contractor shall develop and submit a comprehensive written safety program
- Pay construction (Davis-Bacon type) wage rates; the wage determination is in a scanned attachment that could not be read
Construction Wage Rate Requirements (DEVIATION)
- Obtain all required permits, licenses and approvals (federal, Arizona, county, local); cost goes in the price
The Contractor shall obtain all permits, licenses, and approvals that may be
- Use domestic construction materials (Buy American clause)
Buy American-Construction Materials
Not in the notice text
- Estimated contract value or budget is not stated
- The wage determination (Attachment 3) is a scanned PDF with no readable text
- About 27,000 characters from the middle of each clause file (Clauses.pdf and Revised_Clauses_0001.pdf) were not provided, so some clauses were not seen
- Whether the 20% bid guarantee really applies to this RFQ, and whether a performance bond is also required, is not clear
- The order of importance of the four evaluation factors is not stated
- Whether an Arizona contractor license is required is not stated
- The notice-to-proceed date is not stated
- The amendment form (SF-30) came through mostly blank apart from the change description
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Key facts
- Response due
- Oct 27, 2026, 9:00 PM UTC
- Posted
- Sep 30, 2026
- Notice type
- Solicitation
- Solicitation
- 140R3026Q0143
- Agency
- Department of the Interior · Bureau of Reclamation
- Office
- Lower Colorado Regional Office
- Set-aside
- Small Business Set Aside - Total
- NAICS
- 238220
- Product/service code
- J041
- Business type
- Construction & renovation
- Contracting contact
- Rodriguez, DianeDLRodriguez@usbr.gov7022938368
Full notice text from SAM.gov
Planet Ranch Conservation Area HVAC Replacement Amendment 01 is being issued to update the Clauses to include FAR Clause 52.228-13 Alternative Payment Protections and to update Section 7 of the Statement of Work. See revised documents.
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