Sources Sought Notice for Chiller Inspection, Testing, and Maintenance for USCG Base Portsmouth

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Contract Opportunity

Sources Sought Notice

Chiller Inspection, Testing, and Maintenance

70Z08425RFI0003

This is a SOURCES SOUGHT NOTICE (not a pre-solicitation notice pursuant to FAR Part 5) to determine the capability of potential sources and the availability of commercial sources pursuant to FAR Part 10 (Market Research).

This notice is issued by the U. S. Coast Guard Operational Logistics Command (LOG-951), Norfolk, VA to identify Small Businesses capable of providing inspection, testing, and maintenance of chillers for the U.S. Coast Guard Base Portsmouth for a base period of one year plus 4 one-year option periods, if exercised by the Government, with an anticipated start date of September 2025.

This Sources Sought does not constitute an Invitation for Bid or a Request for Proposals, nor should it be considered as a commitment on the part of the Government. The information received will not obligate the Government in any manner nor will the Government reimburse companies for any costs associated with submittal of this Sources Sought.

Summary of Services

The work is to provide inspection, testing, preventive maintenance, and repair of multiple TRANE chillers and a CARRIER chiller located on Base Portsmouth. The following is an extract from the Scope of Work (SOW) and intended to provide a general description of this requirement.

1. Provide annual testing and inspection to determine the equipment’s operating condition and efficiency.


2. Provide recurring preventive maintenance, corrective maintenance, service calls, and emergency service calls.


3. Testing and maintenance shall include but are not limited to: cleaning, aligning, calibrating, tightening, adjusting, and lubricating equipment, eddy current testing, refrigerant and spectral analysis, and testing for excessive vibration, motor winding resistance, refrigerant charge, fan RPM, safety controls, crankcase heaters, refrigerant oil(acid), and unit controls.


4. Shall submit all documentation of inspection and maintenance (periodic, preventative, and corrective).


5. Contractor employees shall hold any and all certifications and licenses required to safely and effectively perform the requested services on the chiller units located at USCG Base Portsmouth.

All interested parties should provide responses to the contract representative by email no later than the date and time listed below. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. However, not responding to this request does not preclude participation in any future RFP. Please provide your capability statement, in a readable format such as PDF, to include the following information:

1. Name of company, address, and UEI number


2. Business size


3. Point of contact, email address, and phone number


4. Certifications and licenses currently held applicable to inspect and perform maintenance on the specific chillers listed in this requirement for USCG Base Portsmouth.


5. Past performance information: to include recent (last 5 years) and relevant contract for similar or same items (contract numbers, points of contract, and other relevant information).

No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

At this time, no solicitation exists, therefore, do not request a copy of the solicitation. Questions over the telephone will not be taken. Keep in mind, this is a sources sought to help identify if there are any potential offerors and to research the federal market to understand the competition. Interested parties are responsible to monitor this site to ensure they have the most up-to-date information regarding this research.

The Government will incur no obligations or liabilities to anyone for any costs or expenses incurred by the respondent in responding to this sources sought. The information provided in this sources sought is subject to change and is not binding on the Government or the respondent.

The applicable North American Industrial Classification Systems (NAICS) is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, and the size standard is $12.5 million.

Contact Information: Sandra Smith

Purchasing Agent

Email Address: sandra.e.smith4@uscg.mil

Responses must be received by: Monday, June 16, 2025

2:00 p.m. (EST)

Interested parties must register in the System for Award Management (SAM). If you are not registered, information can be obtained at https://sam.gov/ or you can contact SAM Customer Service at (866) 606-8220 with any questions/problems.

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