NORLAKE WALK-IN FREEZERS AND COOLER CONTROL PANEL REPLACEMENT

RFQ has been ammended to reflect the updated POC for the site visit, from Chris Bolye to Tiffany Fields.  All other information remains the same.

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Description -

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 12.  This announcement constitutes the only solicitation.  Quotations are being requested and a separate written solicitation will not be issued. 

Solicitation number 1232SA26Q0383 is issued as a Request for Quotation (RFQ) for the replacement of outdated and malfunctioning Norlake control panels and temperature charting systems.

This acquisition  is set-aside for small business concerns.  The applicable North American Industry Classification Standard Code is 238220 – Plumbing, Heating, and Air-Conditioning Contractors  The small business size standard is $19M  This acquisition is a Total Small Business Set-Aside.  All responsible sources may submit a quotation which will be considered by the agency. 

Scope of Work

The Contractor shall provide all professional services, labor, and equipment for a turnkey replacement of three (3) existing control panels:

• Building #4482: Two (2) walk-in freezers (Operating Temp: -18°C).
  • Freezer #1: Model # M21307 | Serial # 15061515
  • Freezer #2: Model # M19004 | Serial # 09100782
• Building #4484: One (1) walk-in cooler (Operating Temp: +4°C / 25% Humidity).
  • Cooler: Model # M20513 | Serial # 1121048

Technical Requirements

• Equipment Standard: Provide and install new Norlake control panels (or equal). Any "or equal" equipment must be compatible with existing mounting footprints or include necessary custom trim/mounting hardware to ensure a clean, airtight, and sealed installation. Proposed equipment must meet or exceed the following specifications:
• Scientific Precision:
  • Accuracy of ± 0.5°C for temperature and ± 1% for humidity.
• Monitoring & Alarming:
  • Dual-Probe Control: Must monitor both Air Temperature and Product/Simulated Mass Temperature.
  • High/Low Alarms: Required for Air, Product, and Humidity readings.
• Charting & Data:
  • Integrated temperature charting for all units; Building #4484 (Cooler) must also include integrated humidity charting.
  • Charting systems must support Paper data logging for historical compliance records.
• Operating Ranges:
  • Freezers: Must sustain -18°C or lower.
  • Cooler: Must sustain +4°C and maintain humidity below 25%.
• Installation & Continuity: Provide and install all necessary wiring and sensors. Contractor must provide and verify temporary thermostat solutions to ensure units remain in full operation during the changeover.

Award Type

The Government intends to make one award from this solicitation.  Therefore, to be considered responsive, contractors must submit pricing for all items.

Evaluation and Basis for Award

The provision at FAR 52.212-2, Evaluation—Commercial Products and Commercial Services

is not applicable to this solicitation.  In lieu of this provision, quotes will be evaluated in accordance with FAR 12.203 based on the criteria listed below.  Award will be made to the offeror representing the best value to the Government.

The Government will conduct a comparative evaluation of quotes to select the Contractor that is best suited to fulfill the requirement. The evaluation factors are: Price and Technical Capability. The Government reserves the right to select a quote that represents a superior technical solution, even if it is not the lowest priced.

Submission Requirements:

To be considered, provide a quote on company letterhead including:

• Vendor Details: SAM.gov UEI Number.
• Technical Documentation: Descriptive material and a "meets/does not meet" statement for the minimum specifications.
• Pricing: Unit price and total price (including all shipping/delivery costs).
• Timeline: Estimated lead time/delivery date.
• Validity: Quote must be valid for at least 60 days.

Offerors shall identify where the offered item meets or does not meet each of the Government's functional and performance minimum specifications listed herein.

Please ensure all email correspondence includes the solicitation number in the subject line.  Emails without the RFQ number in the subject line may not be seen, read, and /or reviewed and therefore disqualified from consideration.

QUESTIONS REGARDING THIS RFQ ARE DUE TO RICHARD HAWTHORNE at Richard.hawthorne@usda.gov, NO LATER THAN 1:00 p. m. ET, April 6th, 2026. Questions will only be accepted via email and WILL NOT be answered if received after this date/time.

QUOTES REGARDING THIS RFQ ARE DUE TO RICHARD HAWTHORNE at Richard.hawthorne@usda.gov , NO LATER THAN 5:00 p. m. ET, April 8th, 2026.

Place of Performance:

USDA- ARS

University of Georgia Griffin Campus

1109 Experiment Street

Griffin, GA 30223

Site Visit:

• Purpose: To confirm location, dimensions, and existing conditions. No consideration will be given to claims based on a lack of knowledge of existing conditions.

• Date/Time: 9:00 AM, Thursday, 4/2/26.
• Meeting Location: Parking lot at the Seed Processing building (260 Stuckey Drive, Griffin, GA 30223).  The building is located on the University of Georgia Griffin Campus, the main address for the campus is 1109 Experiment Street Griffin Georgia 30223.
• POC: Tiffany Fields, 770-347-7649, Tiffany.Fields@usda.gov
• Inquiries: The POC is for site visit coordination and physical access only. The POC does not have authority to answer questions regarding the RFQ, technical specifications, or contract terms. All formal inquiries and Requests for Information (RFIs) must be submitted in writing to the Contracting Officer.