How to bid on HVAC Repair and Replacement for the Department of Commerce in Miami

What the agency is buying and why it matters

The Department of Commerce needs HVAC contractors to perform repair and replacement services at its NMFS Miami campus. This includes replacing two rooftop air conditioning units and one split system, repairing or replacing two additional split systems, and replacing defective fan-coil motors and valves. All new equipment must be rated for outdoor coastal (salt air) service and use R-410A or an EPA-compliant refrigerant.

This is a small business set-aside opportunity, meaning only small businesses can compete for this contract. The work must be completed within 60 days of the contract award. This is a chance for HVAC firms experienced with coastal conditions to secure a federal contract.

Key dates and what happens at the deadline

Quotes are due by September 15, 2026, at 12:00 PM Eastern Time. All quotes must be submitted electronically via email to [email protected]. It is the vendor's responsibility to confirm receipt of their quote.

A site visit is scheduled for Wednesday, September 9, 2026, at 11:00 AM Eastern Time at the NMFS, SEFSC, Miami campus, 75 Virginia Beach Drive, Miami, FL 33149. Prospective attendees must contact [email protected] to confirm attendance. Questions from the site visit must be emailed to [email protected] by 10:00 AM Eastern Time on September 10, 2026. Answers will be posted as an amendment to the solicitation.

Who this opportunity suits

This opportunity is suitable for small business concerns specializing in HVAC installation, repair, and maintenance. The associated NAICS code is 238220, with a small business size standard of $19 million. Firms with experience in coastal environments and installing equipment rated for salt air service are particularly well-suited.

The government intends to award a single, firm fixed-price purchase order. Vendors should be prepared to provide all labor, equipment, and materials as specified in the Statement of Work.

How to respond

To access the solicitation, click “View original source” on the portal. If you land on the homepage, click it again to go directly to the bid. You may need a free account to view all documents.

Quotes can be provided on the attached SF18 form or on company letterhead. Invoices will be billed in arrears via IPP, and monthly and annual pricing for each base and option year should be included. Ensure your quote addresses all requirements in the Statement of Work and complies with all solicitation provisions and clauses.

Practical tips for a competitive response

Attend the site visit on September 9, 2026. This is highly recommended, as it allows you to fully understand the scope of work and site conditions, which can impact your cost estimate and proposal. Remember to confirm your attendance and submit any questions by the deadline.

Carefully review the Statement of Work and all attached documents to ensure your quote is comprehensive and accurate. Pay close attention to the requirement for equipment rated for outdoor coastal (salt air) service and EPA-compliant refrigerants. Clearly itemize your pricing and ensure it is competitive for the Miami area.

Since this is a small business set-aside, ensure your firm meets the small business size standard for NAICS code 238220. Double-check that your email submission is sent to the correct address and request a confirmation of receipt to avoid any issues with non-receipt.