Solicitation
Troubleshoot & Repair of Portable Chillers Service Requirement
Dept of Defense · Dept of the Air Force · Sol. FA301626R0035
Due in 8 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 502nd Contracting Squadron (Air Force) wants a small business to troubleshoot, repair and restore eight portable chillers at Joint Base San Antonio (Lackland and Fort Sam Houston, TX). Work includes diagnostics, leak repair, parts replacement and testing, to bring each unit back to manufacturer specs. Funds are not yet available, so no award can be made until they are.
Watch out for
- No funding yet. The Government can cancel before or after the closing date and will not pay for your proposal costs.
Funds are not presently available for this effort.
- Main solicitation and wage determination not readable. The solicitation PDF (price schedule, evaluation, instructions) and the wage determination were scanned images, so those details are missing from this brief.
- No payment for work until approved in writing. You may not order parts or start repairs without a signed work order from the Contracting Officer, and unapproved work will not be paid.
The contractor shall only be reimbursed for parts, materials, and labor that have been pre-authorized in writing.
- Tight turnaround times. Quotes are due in 2 business days and approved repairs in 10 business days, and late items count as performance deficiencies.
The contractor must provide the quote and work order to the COR within two (2) business days of discovering or assessing the issue.
- Small repairs are absorbed into the diagnostic rate. Minor fixes under 1 hour and $50 in parts cannot be billed separately, so these costs must be priced into the diagnostic hourly rate.
the contractor shall not bill any additional labor (CLIN 0002) or materials (CLIN 0003) for these minor repairs.
- Liability for Government refrigerant cylinders. You pay fair market value for any recovery cylinder that is lost, damaged or not returned within 15 business days.
- Site visit. A site visit is scheduled and offerors must register; the date is in the solicitation PDF which was not readable.
register for the scheduled Site Visit IAW the dates, times, and instructions detailed within the solicitation document.
Read from the notice and 1 attachment. 2 not read in full.
- PWS_Troubleshoot_Repair Portable Chillers_26 Aug 26.docx
- Solicitation - FA301626R0035.pdf: scanned PDF: no text to read
- Wage Determination No. 2015-5253, REV 31.pdf: scanned PDF: no text to read
Full brief
What they want
- Diagnose and troubleshoot 8 portable chillers (inspection, pressure and temperature readings, leak detection)
- Repair refrigerant leaks, evacuate and recharge, and recover refrigerant into Government-supplied cylinders
- Replace failing parts (compressors, fan motors, evaporators, filter driers, valves) after written Government approval
- Check electrical controls and safety switches, check water pumps and hoses, pressure-wash condenser coils
- Test each unit under full load and confirm no leaks after repair
- Submit service reports, quotes and work orders, and a Quality Control Plan on time
- Contract type
- Combined synopsis/solicitation (RFP) under FAR Part 12; firm-fixed hourly labor rates (CLIN 0001 diagnostics, CLIN 0002 repair labor) plus a not-to-exceed parts and materials line (CLIN 0003)
- Place of performance
- JBSA Lackland and JBSA Fort Sam Houston, TX (chillers also at Port of San Antonio and a Camp Bullis-area address)
- Offers due
- 2026-10-15 10:00 (UTC-05:00, as listed in the notice)
What to include when you submit
- Follow the "Instructions, Conditions, and Notices to Offerors or Quoters" section (Pg. 30) of the solicitation
- Technical proposal must include a project schedule, which becomes the approved baseline
- Submit questions and register for the site visit as the solicitation directs
- Request the editable Government Work Order Quote form if needed (Appendix C)
You must have
- Small business total set-aside
This acquisition is set-aside for small business concerns.
- Work must follow EPA rules for refrigerant handling, with lockout/tagout of electrical power
All work must comply with EPA standards for refrigerant handling.
- Contractor must have its own office or facility off base within the San Antonio metro area, since no Government property is provided
Contractor shall provide their own facility/office off the premises of this installation and within the metropolitan area to conduct business, store supplies and equipment.
- Base access passes for all staff, and a written Quality Control Plan within 10 days after award
Not in the notice text
- Evaluation method and factors (Section M, page 33 of the solicitation PDF, not readable)
- How and where to submit the proposal, and any page limits (solicitation page 30, not readable)
- Price schedule and CLIN quantities (hours, NTE amount for parts)
- Site visit date and registration instructions
- Period of performance or delivery deadline
- Applicable wage rates (Wage Determination 2015-5253 Rev 31 not readable)
- Contract clauses and any required certifications or insurance
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Key facts
- Response due
- Oct 15, 2026, 3:00 PM UTC
- Posted
- Sep 22, 2026
- Notice type
- Solicitation
- Solicitation
- FA301626R0035
- Agency
- Dept of Defense · Dept of the Air Force
- Office
- FA3016 502 Cons CL
- Set-aside
- Small Business Set Aside - Total
- NAICS
- 238220
- Product/service code
- J041
- Business type
- Construction & renovation
- Place of performance
- Jbsa Lackland, TX, 78236
- Contracting contact
- Charles Woyomecharles.woyome.2@us.af.mil2106713788
Full notice text from SAM.gov
This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. Solicitation number FA301626R0035 is issued as a Request for Proposal (RFP) to Troubleshoot, Repair and Restore Portable Chillers located at Joint Base San Antonio (JBSA) Fort Sam Houston and Lackland, TX. This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. Project Overview. This is a service requirement to troubleshoot, repair, and restore eight (8) portable chiller units located at 1555 Gott Street, JBSA Lackland, TX and 2199 Storage Street, JBSA Fort Sam Houston, TX. The Lackland units are currently operating at approximately 50% capacity, while the two units at Fort Sam Houston are non?operational and are not connected to any facility. The contractor shall perform full diagnostics, leak detection, component replacement, and post?repair performance validation to return all units to manufacturer specifications. Work shall encompass comprehensive system diagnostics, pressure and leak detection, targeted component replacement, and post-repair performance validation. Project Scope. The contractor shall provide all labor, materials, tools, transportation, and technical expertise necessary to diagnose, repair, and test all portable chillers and restore them to full operational capability in accordance with manufacturer specifications. Notice to Offeror(s)/Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse a firm for any costs. Instructions: Offerors are required to review the solicitation and all associated attachments in their entirety. Please follow the "Instructions, Conditions, and Notices to Offerors or Quoters" section (Pg. 30) within the solicitation and submit proposals in accordance with (IAW) the Evaluation Factors for Award (Pg. 33). Please submit proposals, submit questions, and register for the scheduled Site Visit IAW the dates, times, and instructions detailed within the solicitation document.
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