How to bid on HVAC Repair/Replacement for the Department of Commerce

What the agency is buying

The Department of Commerce, specifically NOAA, is seeking a small business to install five new ductless mini-split HVAC systems at its facility in Galveston, Texas. Four of these systems will replace existing units in the Turtle Hospital and Wet Lab Area, while one dual-head system will be a new installation in the Turtle Barn.

The contract also includes three optional years of quarterly preventive maintenance for all five installed systems. This maintenance covers inspections, cleaning, filter replacement, and verification of system operations, among other tasks. The goal is to ensure reliable temperature control for laboratory operations.

Key dates and deadlines

This solicitation was published on September 04, 2026. All responses must be submitted by September 16, 2026, at 12:00 PM ET. It is crucial to submit your quotation before this deadline, as late submissions are generally not considered.

Who this opportunity suits

This opportunity is set aside for small business concerns. It is ideal for HVAC contractors with experience in installing ductless mini-split systems and providing preventive maintenance services. Firms specializing in equipment installation and maintenance, particularly those familiar with laboratory or specialized facility environments, would be a good fit.

The associated NAICS code for this acquisition is 238220, which has a small business size standard of $19 Million. Vendors should ensure they meet this size standard to be eligible.

How to respond

To access the full solicitation details and prepare your response, you need to go to the original source on the portal. Click the "View original source" link. If the first click takes you to the portal's homepage, click it again to go directly to the bid.

You may need to create a free account on the portal to view all the attached documents, though for some bids, this step is not required. The solicitation is issued as a Request for Quotation (RFQ), and a separate written solicitation will not be issued. You will need to provide a quotation based on the requirements outlined in the attachments, including the SF18 form.

Tips for a competitive response

Carefully review all attachments, especially the SF18 and any statements of work, to understand the exact scope of installation and maintenance. Ensure your quotation clearly addresses all requirements for both the base installation and the optional maintenance years.

Provide a detailed breakdown of your costs for labor, equipment, materials, permits, tools, and transportation. Highlight your experience with similar HVAC installations and maintenance, particularly in sensitive environments like laboratories or animal care facilities. Emphasize your ability to comply with all federal, state, and local codes.

For the maintenance portion, clearly describe your proposed approach to each preventive maintenance task listed. Demonstrate your understanding of the importance of reliable temperature control for laboratory operations. Ensure your pricing for the option years is competitive and clearly presented.