Commercial HVAC Maintenance and Repair Services

Sources Sought Notice

Commercial HVAC Maintenance and Repair Services

Introduction:  This is a Sources Sought notice for informational and planning purposes only. This is not a solicitation for proposals and no contract will be awarded from this notice. The purpose of this notice is to identify interested and capable commercial HVAC contractors for a potential future procurement.

The Naval Surface Warfare Center Philadelphia Division (NSWCPD) is seeking to identify qualified commercial HVAC contractors to provide full-service maintenance and repair for approximately 1,200 pieces of HVAC equipment at the Philadelphia Navy Yard.  Equipment ranges from a 5-ton split system to a 300-ton centrifugal chiller; and many various units between.

Project Requirements:  The selected contractor will be responsible for a comprehensive preventative maintenance, inspection, and repair program for all HVAC equipment. The scope of work includes, but is not limited to:

• Preventative Maintenance: Scheduled inspections, cleaning, lubrication, filter changes, and testing of all HVAC units.
• Repairs: As-needed repair services, including all necessary parts and labor.
• Emergency Services: 24/7 on-call availability for emergency repairs.
• Record Keeping: Maintaining detailed records of all maintenance and repair activities for each piece of equipment.

NAICS: 238220 (Plumbing, Heating, and Air-Conditioning Contractors)

Period of Performance: The period of performance will be five (5) years.  It is anticipated that the Request for Proposal (RFP) will be issued in FY26 Q4 via the SAM.gov portal.

Incumbent: JP Logistics & Consulting LLC is currently performing the work under Contract N6449823D4007.

Submission Requirements:

It is requested that all interested contractors submit a capabilities statement of a maximum of 10-pages that addresses the following:

1. Company Information:
   • Company Name and Address
   • Point of Contact (Name, Title, Phone Number, and Email Address)
   • Unique Entity ID (UEI) Number
   • CAGE Code
   • Business Size and any socio-economic classifications (e.g., Small Business, Veteran-Owned, etc.)
2. Experience:
   • A detailed description of your company's experience providing commercial HVAC maintenance and repair services.
   • Provide at least three (3) examples of past or current contracts of similar size and scope. For each example, include:
     • Customer name and point of contact
     • Contract value
     • Period of performance
     • A brief description of the work performed, including the type and number of HVAC units maintained/repaired.
3. Accounting System:
   • A statement confirming that your company has an accounting system that can accurately track various tasks, hours, and material costs tied to each specific task. Provide documentation if available.
4. Capacity and Technical Capability:
   • Describe your company's capacity to manage and perform the required services, including the number of qualified technicians available.
   • Describe your company's approach to preventative maintenance and quality control.
   • Describe your company’s capability to respond to emergent and “surge” requirements. 
   • Identify the percentage of work your company will self-perform or sub-contract.

Response Deadline:

Please submit your capabilities statement via email to David.a.rhoads8.civ@us.navy.mil and Rishi.m.mathur.civ@us.navy.mil no later than 5 May 2026. The subject line of the email should read: "Sources Sought Response: Commercial HVAC Maintenance Services."

Disclaimer:

THIS SOURCES SOUGHT NOTICE IS FOR INFORMATIONAL PURPOSES ONLY.  THIS IS NOT A REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS SOURCES SOUGHT NOTICE IS STRICTLY VOLUNTARY.