Response deadline
Wed, Oct 7, 2026, 10:00 AM EDTSAM.gov listing
52000QR260028760- CGC Vigilant Refrigeration Plant Inspection and Repair
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Opportunity details
- NAICS
- 336611
- Notice type
- Combined Synopsis/Solicitation
- Set-aside
- Small Business Set Aside - Total
- Original posted
- September 30, 2026
- Last updated
- October 18, 2026
- Notice ID
- 25aacd12984648f18eb7f2502b3e1dbd
Summary
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 remai
Read Full Official Summary
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 remai
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- This notice is a combined synopsis/solicitation.
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