Combined Synopsis/Solicitation
Rosebud Agency HVAC Upgrade
Department of the Interior · Bureau of Indian Affairs · Sol. 140A1626Q0086
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Due in 13 daysIndian enterprise
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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 Indian Affairs (Great Plains Region) wants a contractor to replace the boiler heating and window-unit cooling at the Rosebud Agency Building 1004 in Mission, South Dakota with an electric VRF (variable refrigerant flow) and DOAS (outside-air) system plus electric baseboard heat. The job includes removing asbestos, replacing ceilings, electrical upgrades and roof patching. It is a firm-fixed-price lump sum job set aside for Indian Small Business Economic Enterprises, valued under $2 million, with quotes due 23 October 2026 at 7:00 PM Eastern.
Watch out for
- Asbestos work with unknown quantities. Boiler and insulation asbestos will not be fully known until demolition, so you must carry time-and-material lines for unknowns and risk underpricing; the only survey is from 1989.
Provide a line item for time and material for unknown quantities.
- Contractor pays for asbestos monitoring and clearance. You must hire a third-party industrial hygienist and cover all lab and clearance costs, which adds cost and a subcontractor to line up before pricing.
Contractor will incur cost on all final clearance sampling and laboratory costs.
- Bid guarantee required. You must put up a bid bond or other guarantee of up to $3 million when you submit, which can be hard for a small firm to get.
Failure to furnish a bid guarantee in the proper form and amount, by the time set for
- Liquidated damages for late finish. Finishing late costs the contractor money for every calendar day of delay.
liquidated damages to the Government in the amount of $1566 for each
- Must protect the roof warranty. Roof cuts and patches must not void the Mule-Hide warranty, which requires work by a Mule-Hide warranty eligible contractor and prior approval for roof changes.
Contractor’s work must maintain the current warranty.
- Seasonal heating risk during boiler replacement. The building has to stay comfortable while the boiler is removed and the new system installed, in a cold South Dakota climate, and the schedule needs COR approval.
Contractor to coordinate means and methods with existing and new HVAC equipment for seasonal operations
- Federal wage rates and tribal requirements. Construction wage rate (Davis-Bacon type) clauses apply, and you must deal with tribal taxes and the TERO office, with all costs included in your fixed price.
- NAICS code and form details do not match. SAM lists NAICS 238220 but the small business provision says 238160 with a $19M size standard, and the performance period boxes on the form are unclear, so ask the Contracting Officer.
The small business size standard is $19M.
- Site visit already held. The only scheduled site visit was 8 September 2026, so you cannot attend one now and must rely on the RFI answers and drawings.
Read from the notice and 12 attachments. 1 not read in full.
- Sol_140A1626Q0086_Amd_0005.pdf
- Sol_140A1626Q0086_Amd_0004.pdf
- Sol_140A1626Q0086_Amd_0003.pdf
- Sol_140A1626Q0086_Amd_0002.pdf
- Sol_140A1626Q0086_Amd_0001.pdf
- Sol_140A1626Q0086.pdf
- Attachment_2_-_Specifications.pdf
- Attachment_7_-_Pre-Bid_RFIs_Responses_0004.docx
- Attachment_5_-_1069638WAR_0004.pdf
- Attachment_4_-_SD20260018_051826_0001.pdf
- Attachment_1_-_Drawings.pdf
- Attachment_3_-_IEE_Representation_Form.pdf
- Attachment_6_-_BLD_1004_HAZARDOUS_MATERIAL_SURVEY_0004.pdf: scanned PDF: no text to read
Full brief
What they want
- Remove the existing boilers, crawlspace piping and window cooling units, and install a new electric VRF, DOAS and baseboard heating system
- Remove asbestos-containing insulation, ceiling tile and glue in the boiler room, crawlspaces and hallways
- Install new suspended acoustical ceilings in the corridors and patch and paint affected surfaces
- Electrical work: new service equipment, panels, lighting, short-circuit and arc-flash studies
- Install controls, test and balance the HVAC system, and commission the VRF equipment
- Patch the roof openings without voiding the existing roof warranty
- Provide a third-party industrial hygienist for asbestos air monitoring and final clearance sampling
- Contract type
- Firm-fixed-price (lump sum) construction contract; combined synopsis/solicitation, award on lowest total evaluated price
- Place of performance
- Rosebud Agency Building 1004, 1004 Omaha St, Mission, SD 57555
- Estimated value
- Less than $2,000,000 (the notice's stated magnitude of construction)
- How they'll choose
- Lowest total evaluated price; the lowest-priced quote is checked for fairness and reasonableness
- Offers due
- 23 October 2026 at 1900 (7:00 PM) Eastern (extended by Amendment 0005)
- How to submit
- Email to kurt.egner@bia.gov (Contracting Officer) as a .pdf, .docx or .xlsx attachment
What they'll judge offers on
- Total evaluated price (lump sum price)
What to include when you submit
- Give a lump sum price for the work in Attachments 1 (drawings) and 2 (specifications)
- Include a completed Attachment 3, the Indian Affairs Indian Economic Enterprise Representation Form, and a completed Section K
- Include separate time-and-material line items for unknown asbestos quantities and a square-foot line item for damaged gypsum board, as the pre-bid answers direct
- Quotes stay valid for 90 days past the closing date
- Acknowledge Amendments 0001 to 0005
- Submit a bid guarantee (20 percent of price, up to $3 million) per FAR 52.228-1 added by Amendment 0001
You must have
- Must be an Indian Small Business Economic Enterprise (Indian Economic Enterprise) and stay one through award and the whole contract
This is a competitive Indian Small Business Economic Enterprise (ISBEE) set-aside acquisition.
- Must submit the signed IEE representation form certifying at least 51% ownership by a federally recognized tribal entity or member; false claims are punishable
- Bid guarantee of 20 percent of the bid price or $3,000,000, whichever is less
The amount of the bid guarantee shall be 20 percent of the bid price or $3,000,000.00,
- Asbestos workers must be licensed in South Dakota
Asbestos workers must be licensed in the State of South Dakota.
- Active SAM.gov registration and proper small business representations
Not in the notice text
- Performance period (days to start and finish): the form boxes are unreadable in the text provided
- Whether full performance and payment bonds are required after award (the clause list includes them, but the form answer is not readable)
- Full text of the solicitation middle sections and most of the specifications (only part of each was provided)
- Contents of Attachment 6, the building 1004 hazardous material survey (scanned PDF, not read) and Attachment 4, the SD20260018 document (unreadable)
- Required insurance and bonding amounts after award
- Whether the earlier 15 September and 22 September due dates or the site visit information still matter after Amendment 0005
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Key facts
- Response due
- Oct 23, 2026, 11:00 PM UTC
- Posted
- Oct 9, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 140A1626Q0086
- Agency
- Department of the Interior · Bureau of Indian Affairs
- Office
- Bureau of Indian Affairs
- Set-aside
- Indian Small Business Economic Enterprise
- NAICS
- 238220
- Product/service code
- Z1AZ
- Business type
- Construction & renovation
- Contracting contact
- Egner, Kurtkurt.egner@bia.gov0000000000
- Versions
- 5 (amended since first posted)
Before you respond
Full notice text from SAM.gov
Rosebud Agency HVAC Upgrade
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