How to bid on Supply Replacement Rooftop HVAC Units for FCI Elkton by the Department of Justice

What the agency is buying

The Federal Bureau of Prisons (FBOP) is seeking a vendor to supply and deliver eleven new commercial rooftop HVAC heating and/or cooling units. These units are for the Federal Correctional Institution (FCI) Elkton, located in Lisbon, Ohio. This is a firm-fixed-price requirements contract, meaning the price is set and the agency will order units as needed up to the specified quantity.

This opportunity is a 100% small business set-aside. Small businesses registered in SAM.gov under the applicable NAICS code are encouraged to bid.

Key dates and deadlines

The deadline for submitting quotes is August 14, 2026, at 10:00 AM Eastern Standard Time. Quotes must be emailed by this time. Quotes received after the deadline will be handled according to federal regulations.

Any questions you have about the solicitation must be submitted in writing via email to [email protected].

Who this opportunity suits

This opportunity is specifically for small businesses. The applicable North American Industrial Classification System (NAICS) code is 333415, which covers Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing. The small business size standard for this NAICS code is 1250 employees.

Firms that manufacture or supply commercial HVAC units and can ensure safe delivery to a federal correctional facility in Lisbon, Ohio, are well-suited for this bid.

How to respond

To respond to this solicitation, you must email your quote as a PDF file to [email protected]. Your quote will be considered received at the time indicated on the email notification. Faxed and hand-delivered quotes will not be accepted.

All contractors interested in a contract award with the Federal Bureau of Prisons must be registered in the System for Award Management (SAM.gov). Ensure your SAM.gov registration is current and reflects your small business status under NAICS code 333415.

Tips for a competitive response

Carefully review all provided documents, including Amendment 0001 and Amendment 0002, which add important attachments like Evaluation Factors, Liquidated Damages, Period of Performance, and an updated Statement of Work (SOW UPDATE) with various spec sheets and drawings. Your quote must address all requirements outlined in these documents.

Ensure the HVAC units you propose precisely match the specifications detailed in the Addendum to the Statement Of Work labeled "26Z2BC3_SOW UPDATE" and any associated spec sheets and drawings. Any deviation could lead to your quote being rejected.

Double-check that your SAM.gov registration is active and accurately reflects your small business status for NAICS 333415. This is a mandatory requirement for this 100% small business set-aside. If you need assistance with SAM.gov or general government procurements, a local Procurement Technical Assistance Center (PTAC) can provide help.