52000QR260028760- CGC Vigilant Refrigeration Plant Inspection and Repair

Solicitation Amendment #1

The purpose of this amendment is to incorporate and distribute the Government's responses to questions submitted by interested parties regarding the solicitation requirements, correct administrative discrepancies, remove the FAR Clause Matrix attachment, and extend the solicitation closing window. This ensures all potential offerors have access to the same clarifying information prior to submitting their proposals.

The Government has:

Provided responses to vendor Questions (Q&A)

Clarified the best-value evaluation factors under simplified acquisition procedures.

Corrected the ship’s physical address and clarified drawing/spec access requirement.

Extended the solicitation closing window.

To ensure all offerors have a clear understanding of the technical and administrative requirements, the Government is providing the following responses to questions received during the open solicitation period:

Question 1: Sections 3.2.6.1 and 3.2.6.2 require inspecting receivers, accumulators, oil separators, filter-driers, refrigeration piping, strainers, and all crossover/isolation valves, and replacing components "as required based on inspection findings" or where there is "significant degradation" — with no quantities given and no known condition data provided. Since this scope can only be determined after the plant is opened up post-award, please clarify which pricing mechanism the Government intends for this element: (a) these items are priced and authorized as a contract modification once a CFR is submitted and approved after award, (b) offerors should include a fixed allowance in the total FFP price to cover this contingent scope, or (c) some other structure. We are able to provide a firm unit price for each affected component (e.g., per crossover/isolation valve replaced, per filter-drier replaced), but cannot provide an extended price for these items without the Government furnishing a quantity, whether firm or estimated.

Because these replacements are conditional ("if necessary" / "if not available in military stock"), they cannot be definitively priced into a firm-fixed-price baseline without assuming a 100% failure rate. By requiring a CFR for each subparagraph of 3.2.5 and 3.2.6, the SOW anticipates that the contractor will inspect, document whether the military stock system can supply the parts, and use the CFR process to authorize contractor procurement if stock is unavailable.

Government Response 1: These items are conditional and will be determined post-award based on the contractor's inspection findings. The contractor shall inspect, document whether the military stock system can supply the parts, and use the Condition Found Report (CFR) process to document the findings. If military stock is unavailable, contractor procurement of these parts will be authorized and priced post-award via a contract modification once the CFR is submitted and officially approved by the Contracting Officer.

Question 2: The same question applies to Section 3.2.5.2 (TXV replacement "if necessary") and Section 3.2.6.1 ("provide necessary replacement parts... if not available in military stock system") — please clarify whether these are priced up front or handled post-award via CFR/modification.

Because these replacements are conditional ("if necessary" / "if not available in military stock"), they cannot be definitively priced into a firm-fixed-price baseline without assuming a 100% failure rate. By requiring a CFR for each subparagraph of 3.2.5 and 3.2.6, the SOW anticipates that the contractor will inspect, document whether the military stock system can supply the parts, and use the CFR process to authorize contractor procurement if stock is unavailable.

Government Response 2: These replacements are conditional. As stated in Government Response 1, the contractor will inspect and document part availability via the CFR process. If military stock is unavailable to support the requirement, contractor procurement of the necessary parts will be handled and priced post-award via a CFR-driven contract modification.

Question 3: Given the severity of contamination described in the Section 3.2.4 note (thick metallic sludge and debris clogging the oil separators and filter drier housings), the condition of the systems is the primary variable in pricing the flushing and piping repair scope. Please provide all available documentation of the current condition of the NR1 and NR2 systems, including but not limited to inspection reports, casualty reports (CASREPs), photographs of the opened components, maintenance or repair history, and any oil or debris analyses. Of particular importance is any information establishing the extent of debris migration beyond the oil separators and filter drier housings into the piping runs, condensers, evaporators, receivers, and accumulators.

If no such documentation exists, please confirm that in writing so that offerors may price this element on a common basis. Without either condition documentation or a Government-furnished quantity estimate for the Section 3.2.6 inspection-driven work, offerors are left to price the same requirement against materially different assumptions, which we expect would produce a wide and non-comparable spread of quotes.

Government Response 3: The known discrepancy report (DISCREP) and available system photos are attached to this amendment package. A pre-quote site visit is highly recommended for all interested offerors to verify current conditions.

Question 4: Coast Guard Drawings 618-WMEC 516-004 (Rev B) and 618-WMEC 516-006 (Rev A) are referenced as guidance in Section 3.2 but were not included in the RFQ package. Can these be provided prior to quote submission?

Government Response 4: Yes. Please provide your firm's Joint Certification Program (JCP) number to the Contracting Officer in order for the Government to authorize and release these restricted technical drawings.

Question 5: SFLC Std Spec 0000, 0740, and 5000 are referenced (Sections 2, 3.1.1, 3.1.2) but not included. Can these be provided prior to quote submission?

Government Response 5: Yes. Please provide your firm's Joint Certification Program (JCP) number to the Contracting Officer to request the release of these standard specification documents.

Question 6: NSTM 516 is noted as available "upon request" — we are requesting it. Can it be provided with enough lead time before the October 1 due date?

Government Response 6: Yes. Please provide your firm’s JCP number to the Contracting Officer so we may verify eligibility and release this document.

Question 7: Section 3.2.7.1 requires restoring insulation to removed interferences and applying it to all condensing piping. Given the age of the vessel, has an asbestos or other hazardous-material survey been performed on the existing insulation, and if hazardous material is present, which party is responsible for abatement?

Government Response 7: The Coast Guard has already removed all legacy insulation material containing asbestos from these areas. There is no remaining insulation with asbestos exposure risk onboard Coast Guard Cutters for this scope of work.

Question 8: Sections 3.2.5, 3.2.6, and 3.3 each require the contractor to submit a "CFR." We are interpreting this to mean a Condition Found Report, consistent with standard Navy/Coast Guard ship-repair practice, but the SOW does not define the acronym. Please confirm this interpretation is correct, specify the required format, and clarify the Government's expected review/approval turnaround time.

Government Response 8: Your interpretation is correct. "CFR" stands for Condition Found Report. The standard CFR template is attached to this amendment. The Government's expected review and approval turnaround time is 3 to 5 business days upon receipt of a completed CFR.

Question 9: Section 1.2 lists GFP for only four item types (compressor, condenser, chill box evaporator, freeze box evaporator). Section 3.2.3 lists additional components to be removed (receivers, accumulators, TXVs, oil separators/filter, filter driers, back-pressure regulating valves) that are not listed as GFP, and Sections 3.2.5.2–3.2.5.4 and 3.2.6.1 direct the contractor to "provide" TXVs, R/W flex hoses, the accumulator bladder, and other replacement parts. Please confirm these non-GFP items are entirely contractor-furnished and priced into the quote.

Government Response 9: Confirmed. These non-GFP items are to be contractor-procured and priced accordingly, unless the post-award inspection report reveals that military stock is available to support the replacement.

Question 10: Section 1.2's MTI column shows "Y" only for the compressor and "N" for the condenser and both evaporators, while Section 3.2.5.1 directs the contractor to install all four item types as Government-furnished property. Please confirm whether the condenser and both evaporators are in fact Government-furnished, or whether the "N" designation means they are contractor-furnished.

Government Response 10: The Condenser and Evaporators are 100% Government-Furnished Property (GFP). The "N" designation in the MTI column strictly refers to the Mandatory Turn-In status of the old components, meaning the government does not require the old units to be returned to stock; it does not change their status as GFP.

Question 11: Section 1.2 lists the Chill Box Evaporator at a quantity of 1 ea., while Section 3.2.5.1 requires replacement of chill box evaporators for both the NR1 and NR2 systems. Please confirm the correct quantity.

Government Response 11: The exact required quantities will be determined and finalized based on the post-award inspection report.

Question 12: Section 3.2.5.4 requires removal and replacement of "the accumulator bladder" with no stated quantity. Please confirm the number of accumulators/bladders in scope.

Government Response 12: The exact number of accumulators/bladders required will be determined based on the post-award inspection report.

Question 13: How and where will GFP be issued to the contractor, and at what point in the period of performance? Please also confirm whether a DD Form 1149 or other property accountability documentation is required for receipt of GFP.

Government Response 13: The logistics of the GFP transfer and associated property receipt paperwork (such as DD Form 1149) will be coordinated immediately following the submission and approval of the initial inspection report.

Question 14: Neither the RFQ nor the SOW states a calendar year for the three Periods of Performance. Please confirm the year for each.

Government Response 14: All periods of performance will take place in the calendar year 2026. The finalized dates are as follows:

• Primary POP: 19 October 2026 – 30 November 2026
• Secondary POP: 26 October 2026 – 7 December 2026
• Tertiary POP: 2 November 2026 – 14 December 2026

Question 15: Offerors must confirm availability across all three POPs, spanning roughly eight weeks (19 October–14 December). Please confirm the latest date by which the Government will notify the successful offeror of the designated POP, and whether a Government-directed shift among the three POPs after award would be treated as a compensable change.

Government Response 15: Offerors must confirm their availability during the periods of performance (POP) they are capable of executing at the time of initial quote submission. The successful offeror will be notified of the finalized, designated POP immediately upon contract award, which is anticipated to occur approximately one week (seven calendar days) prior to the start of the primary period of performance. Once the award is finalized, the designated POP will not be moved or shifted unless a formal contract modification is officially issued by the Contracting Officer. A government-directed shift among the three pre-identified periods of performance prior to award will not be treated as a compensable change, because the overall duration and scope of performance will remain identical regardless of which designated period of performance is selected.

Question 16: Section 3.3.2 requires filling both systems with new compressor oil and R134A refrigerant but does not state quantities or whether these are contractor-furnished or Government-furnished. Please clarify both.

Government Response 16: These materials are contractor-furnished and procured. The precise quantity to be charged will be determined following the physical inspection of the systems.

Question 17: Sections 3.2.5.1 and elsewhere reference "disposal or turn-in" of removed components. Is the contractor responsible for disposal, or is turn-in to the Government required, and if so, where?

Government Response 17: The contractor is responsible for the proper disposal of all removed legacy components not designated for government turn-in.

Question 18: Is EPA-compliant disposal/reclamation documentation required for the captured R134A refrigerant (Section 3.2.2), or does it get turned over to the Government?

Government Response 18: The capturing, reclaiming, and EPA-compliant disposal/reclamation of the R134A refrigerant is entirely the contractor's responsibility. The contractor must maintain and provide appropriate environmental disposal documentation as required by law.

Question 19: The synopsis references FAR 52.212-2 best-value evaluation considering "specification, price, past performance and quality," but the stated addenda only ask for warranty information and active SAM registration. The USCG/Government intends to award a purchase order resulting from this synopsis/solicitation to the responsible contractor whose quote conforms to the solicitation and is most advantageous and the best value to the Government, price and other factors considered. The Government will utilize the simplified evaluation procedures outlined in FAR 13.106-2. Please clarify.

Government Response 19: The purchase order will be awarded using simplified acquisition procedures in accordance with FAR Part 13. Per FAR 13.106-2, formal evaluation plans and weighted scoring are not utilized. The evaluation factors and the required documentation to accompany your quote consist of:

1. Price: Submit a firm-fixed-price quote conforming to the requested line items.
2. Technical/Specification Conformance: Submit a quote that meets the technical specifications of the requirement (to include meeting the Required Delivery Date).
3. Other Factors:

                     - Past Performance: No past performance documentation is required to be submitted by the vendor. In accordance                              with FAR 13.106-2(b)(3)(ii), the Government may base their evaluation at its discretion based on one or more of the                           following:

                                         a. The Contracting Officer’s knowledge/previous experience with the supply/service.

                                         b. Customer surveys and questionnaire replies.

                                         c. CPARS (https://www.cpars.gov)

                                         d. Any other reasonable basis.

      4.Warranty Information: Provide any warranty information if available. While a warranty is not a mandatory requirement for                award, standard commercial warranties will be considered during the comparative evaluation and may be used as a                          determining factor in a best-value decision.

      5. SAM Registration: Ensure active registration in www.sam.gov (mandatory).

No additional evaluation factors or subfactors are being utilized for this simplified procurement.

Question 20: The synopsis requests warranty information but does not state a required term. Please confirm the warranty duration and coverage the Government expects on contractor-furnished parts and labor, and on the installation of Government-furnished property.

Government Response 20: The Government expects a standard commercial warranty of 1 year on all contractor-furnished parts and labor.

Question 21: The synopsis states the Government may award "to the offeror that submits the lowest aggregate price, rather than issue a PO to each offeror based on the lowest quotation on each item," which implies multiple priced line items. No CLIN breakdown or pricing schedule was included in the RFQ package. Is there a separate pricing schedule we should have received, or does the Government want the quote broken out by a specific structure?

Government Response 21: The Government expects a consolidated, firm-fixed-price quote for the base requirements. The breakdown of this price should follow the structure detailed in Government Response 22 below.

Question 22: Given the required Cost Breakdown/Unit Cost/Extended Price format, what does the Government consider the "unit" to be for this inspection-driven repair work?

Government Response 22: The designated unit for material/parts is Each (EA), and the designated unit for services/labor is Composite Labor Hourly Rating (HR).

Question 23: The synopsis, under Section A, Requirement, requests a Product Data Sheet — for which product/component specifically, given the major components (compressors, condensers, evaporators) are GFP?

Government Response 23: Product Data Sheets must be provided for the following contractor-furnished items:

1. High-volume flushing chemical solution (CF20 or equivalent, Sec 3.2.4.1)
2. R/W cooling flex hoses (Sec 3.2.5.3)
3. Replacement accumulator bladder and TXVs (Sec 3.2.5.2, 3.2.5.4)
4. R134A refrigerant and synthetic POE compressor oil (Sec 3.3.2)

Question 24: The synopsis lists the vessel address as "9325 Grouper Rd," while the SOW Section 5 lists "9235 Grouper Road." Please confirm the correct address.

Government Response 24: The correct address for the vessel is:

9235 Grouper Rd
Cape Canaveral, FL 32920

The Statement of Work (SOW) is hereby amended to reflect this correct address.

Question 25: Section 3.2.8.2 references "discrepancy reports" as the basis for cabinet component replacement. Please provide these reports, or confirm none currently exist and that this work is CFR-driven.

Government Response 25: The relevant discrepancy reports are attached to this solicitation amendment.

Question 26: Please confirm whether crane or rigging services required to remove and install the compressors, condensers, and evaporators are Government-furnished or contractor-furnished, and confirm the removal route and any access/opening requirements.

Government Response 26: All crane and rigging services required to remove and install these components are entirely the contractor's responsibility, as outlined in SOW Section 3.1.2 and SFLC Std Spec 0000.

Question 27: Section 3.3 requires final testing "in the presence of the Coast Guard Inspector" with "assistance from ship's force." What is the process and expected lead time for scheduling this coordination?

Government Response 27: In accordance with standard protocol under SFLC Std Spec 0000, the contractor is required to provide a minimum of 24 to 48 hours advance notice to the Coast Guard Inspector prior to reaching formal inspection and testing checkpoints.

Question 28: Are there base/pier access requirements (badging, escort, security clearance) for contractor personnel to board and work aboard CGC Vigilant at Cape Canaveral?

Government Response 28: Yes. All contractor personnel must possess a valid REAL ID (or passport) and coordinate with the cutter's designated point of contact to gain base and pier access.

Question 29: Please confirm the specific refrigerant handling certification the Government requires for personnel performing this work (e.g., EPA Section 608 Type II or Universal).

Government Response 29: Personnel performing this work must hold a valid EPA Universal or EPA Section 608 Type II (High-Pressure Equipment) certification.

Question 30: The attached "FAR Clause Matrix" appears to be the full, unfiltered acquisition.gov Smart Matrix rather than a matrix scoped to this requirement. Can the Government confirm the specific clause set applicable to this RFQ?

Government Response 30: This amendment officially removes the generic SMART Matrix attachment from the solicitation. The only applicable FAR and HSAR clauses are those explicitly listed in the body of the original solicitation document.

Instructions to Offerors:

All other terms and conditions of the original solicitation remain unchanged.

If a previous proposal was submitted by the first closing window and no response or revised proposal is received from the bidder on this amendment, the original proposal will be deemed final and binding and evaluated as-is. It is the sole responsibility of the interested party to monitor the solicitation for all modifications.

The new closing date for this solicitation is Wednesday, October 7th, 2026, 10:00 AM EST. Proposals must be received by this deadline to be considered.

CGC Vigilant Refrigeration Plant Inspection and Repair

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ) Number 52000QR260028760. This procurement will be processed in accordance with FAR Part 12.

The North American Industry Classification System (NAICS) is 336611. The small business size standard is 1300. This is a total small business set aside; all responsible small business sources may submit quotations that will be considered. This synopsis/solicitation is issued pursuant to FAR 13.106-1(b), and the resultant purchase order will be awarded on a firm-fixed price basis using simplified acquisition procedures in accordance with FAR 13.

THE UNITED STATED COAST GUARD SURFACE FORCE LOGISTICS CENTER REQUEST THE CONTRACTORS TO PROVIDE PRICING FOR THE FOLLOWING REQUIREMENT:

The contractor shall provide inspection and repair services of the refrigeration plants onboard CGC Vigilant.

A. REQUIREMENT:

1. CGC Vigilant refrigeration plants, inspect, repair/replace IAW SOW.

2. Location of Performance (FOB Destination)

CGC Vigilant

9235 Grouper Rd

Cape Canaveral, FL 32920

3. Required Period of Performance 

The Government has established three potential Periods of Performance (POPs) for this requirement:

Primary: 19 October – 30 November

Secondary: 26 October – 7 December

Tertiary: 2 November – 14 December

The Government reserves the exclusive and unilateral right to determine and designate which POP will be utilized based on operational requirements. All required services shall be completed during the single period of performance established by the Government.

Prior to award, offerors must explicitly state and confirm their availability to perform the required services during any of the three specified periods (Primary POP, Secondary POP, or Tertiary POP). The authority to select and direct which period of performance is executed rests solely with the Government.

Interested Vendors shall provide product/service details, Product Data Sheet, and cost breakdown IAW SOW for technical review.  Vendors shall provide a detailed cost breakdown to include all the specifications to be reviewed by a technical rep.

NOTE: The USCG/Government reserves the right to Award on an All or None Basis, i.e., the Government may issue a Purchase Order (PO) to the offeror that submits the lowest aggregate price, rather than issue a PO to each offeror based on the lowest quotation on each item.

As stated below, the provision at FAR 52.212-2- Evaluation-Commercial Products and Commercial Services-applies with the following addenda:

Award of a contract will be based on the following criteria: The purchase order will be awarded as a firm-fixed price contract using simplified acquisition procedures in accordance with FAR Part 13.

       1. Please provide any warranty information.
       2. Vendors MUST have an active registration in www.sam.gov

The USCG/Government intends to award a purchase order resulting from this synopsis/solicitation to the responsible contractor whose quote conforms to the solicitation and is most advantageous and the best value to the Government, price and other factors considered. The Government will utilize the simplified evaluation procedures outlined in FAR 13.106-2.

Please Note: Interested Offerors having the expertise as required are invited to submit a Firm Fixed Price quotation that will be considered by the agency. Quotations must be submitted on company letterhead stationery and must include the following information:

(1) Cost Breakdown

(2) Unit Cost

(3) Extended Price

(4) Total Price

(5) Payment Terms

(6) Discount offered for prompt payment

(7) Company Unique Entity ID (UEI) and Cage Code..

Quotes must be received no later than 07 October 2026 at 10 A.M. Eastern Standard Time. Email quotes are acceptable and shall be sent to Contracting Officer, SKC Karla Balint at karla.p.balint@uscg.mil.

Any questions or concerns regarding any aspect of the RFQ must be forwarded to Contracting Officer, SKC Karla P. Balint via email Karla.P.Balint@uscg.mil

The following FAR Clauses and Provisions apply to this acquisition:

• FAR 52.204-7 – System for Award Management (Nov 2024). To facilitate payment, contractors shall be registered in SAM.gov with an active Unique Entity Identifier (UEI) prior to submitting a quotation. A UEI and SAM registration can be obtained via https://www.sam.gov.
• FAR 52.212-1 - Instructions to Offerors – Commercial Products and Commercial Services (Sep 2023)
• FAR 52.212-2 - Evaluation - Commercial Products and Commercial Services (Nov 2021) Award will be made to the Offeror proposing the Best Value to the Government considering specification, price, past performance and quality.
• FAR 52.212-3 - Offeror Representations and Certifications - Commercial Products and Commercial Services (Oct 2025) to include Alt I (Feb 2024). Offeror shall complete annual representations and certification electronically via the System for Award Management (SAM) website accessed through https://www.sam.gov.
• FAR 52.212-4 - Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023)
• FAR 52.212-5 - Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services (Mar 2026)
• FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998)
• FAR 18.201 Contingency Operation (EO 14156).

The following clauses, and others as directed by the Contracting Officer as applicable, shall apply to this awarded contract:

• FAR 52.219-6 - Notice of Total Small Business Set-Aside (Nov 2020)
• FAR 52.219-28 - Post-Award Small Business Program Rerepresentation (Feb 2024)
• FAR 52.222-3 - Convict Labor (Jun 2003)
• FAR 52.222-19 - Child Labor Cooperation with Authorities and Remedies (Mar 2026) (E.O.13126).
• FAR 52.222-35 - Equal Opportunity for Veterans (Jun 2020) (38 U.S.C. 4212).
• FAR 52.222-36 - Equal Opportunity for Workers with Disabilities (Jun 2020) (29 U.S.C. 793).
• FAR 52.222-37 - Employment Reports on Veterans (Jun 2020) (38 U.S.C. 4212).
• FAR 52.222-50 - Combating Trafficking in Persons (Oct 2025) (22 U.S.C. chapter 78 and E.O. 13627).
• FAR 52.225-1 - Buy American Supplies (Oct 2022) (41 U.S.C. chapter 83).
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•  52.225-13, Restrictions on Certain Foreign Purchases (Feb 2021) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
• FAR 52.232-33 - Payment by Electronic Funds Transfer - Systems for Award Management (Oct 2018)
• FAR 52.233-3 - Protest After Award (Aug 1996)
• FAR 52.233-4 - Applicable Law for Breach of Contract Claim (Oct 2004)

NOTE: In addition to the listed clauses, please review the attached FAR Clause Matrix for all clauses applicable to this requirement.

*The above clauses are incorporated by reference, entire clause(s) available at https://acquisition.gov.

NOTICE TO OFFERORS CONCERNING REPRESENTATIONS AND CERTIFICATIONS:

This solicitation contains FAR Clause 52.204-7, System for Award Management and FAR Provision 52.204-8, Annual Representations and Certifications. In accordance with FAR 4.1201 (a), prospective contractors shall complete electronic annual representations and certifications via SAM accessed through https://www.sam.gov. Please ensure completion prior to submitting a quotation. Paragraph (b) of FAR 52.204-8 applies.

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Additional examples include 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services, and 52.213-4, Terms and Conditions—Simplified Acquisitions (Other Than Commercial Products and Commercial Services).