19VM3026Q0007-RFQ-Air filters for US Embassy Hanoi.pdf

To: Prospective Bidders Subject: Request for Quotation No. 19VM3026Q0007 – Procurement of Air filters for the U.S.

Embassy Hanoi.

Enclosed is the Request for Quotation (RFQ) package with proposed technical specifications for the Procurement of Air filters for the U.S. Embassy Hanoi. If you would like to submit quotation, follow the instructions in Section D of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 18 that follows this letter, to include:

- Standard Form 18: Complete blocks 11e & 11f (Price), and blocks 13, 14, 15 and 16 (Bidder’s information)

- Pricing: As per RFQ Section C

- Additional information: As required in Section D

- Proof of Registration for System for Award Management (SAM): If applicable The U.S. Government intends to award a contract/purchase order for this requirement to the responsible company submitting an acceptable quotation at the lowest price. Quotes must be valid for a minimum of 180 calendar days, include all taxes and other possible charges to the U.S. Embassy Hanoi, Vietnam.

We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussion with companies in the competitive range if there is a need to do so.

For the offered amount at or over USD30,000 offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given.

Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Quotations are due at 17:00, January 5, 2026 local time. No quotations will be accepted after this time.

Quotations must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to Pham Thanh Ha at PhamHT@state.gov. Please ensure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 20MB. If the file size should exceed the 20MB, the submission must be made in separate files and attached to separate emails with less than 20MB each.

Sincerely, Jacqueline Jin Contracting Officer

Embassy of the United States of America

Hanoi, Vietnam – Contracting Unit

December 17, 2025

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER)

THIS RFQ [ ] IS [x] IS NOT A SMALL BUSINESS-

SMALL PURCHASE SET-ASIDE (52.219-4)

PAGE

OF

PAGES

1. REQUEST NO.

19VM3026Q0007

2. DATE ISSUED

12/17/2025

3. REQUISITION/PURCHASE REQUEST NO.

PR15743254

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5A. ISSUED BY

General Services Office, American Embassy Hanoi, 7 Lang Ha, Hanoi, Vietnam

6. DELIVER BY (Date)

January 05, 2026; 17:00PM local time

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls) 7. DELIVERY

FOB DESTINATION X OTHER (See Schedule) NAME

Ha Pham

TELEPHONE NUMBER

AREA CODE

+84 24

NUMBER

38505000

8. TO: 9. DESTINATION

a. NAME b. COMPANY a. NAME OF CONSIGNEE

American Embassy Hanoi

c. STREET ADDRESS b. STREET ADDRESS

7 Lang Ha

d. CITY e. STATE f. ZIP CODE c. CITY

Hanoi

d. STATE

Vietnam

e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5A ON OR

BEFORE CLOSE OF BUSINESS (Date)

January 05, 2026 local time

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Particle Filter for air purifier compatible with BlueAir 200 series

Particle Filter for air purifier compatible with BlueAir 400 series

Particle Filter for air purifier compatible with BlueAir 500/600 series

Other anticipated charges

(Please see attached Statement of Work for details, page 2-6)

Each

Each

Set (of 3 ea)

All

12 DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

b. 20 CALENDAR DAYS

c. 30 CALENDAR

DAYS

d. CALENDAR DAYS

NUMBER %

NOTE: Additional provisions and representations [X] are [ ] are not attached.

13 NAME AND ADDRESS OF QUOTER 14 SIGNATURE OF PERSON AUTHORIZED TO SIGN

QUOTATION

15 DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS 16. SIGNER

c. COUNTY a. NAME (Type or print) b. TELEPHONE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) AREA CODE

NUMBER

STANDARD FORM 18

STATEMENT OF WORK

A. GENERAL STATEMENT

The U.S. Embassy Hanoi requests quotation for replacement air filters with technical requirements as described in the table below.

The Contractor shall provide quotation including VAT (if applicable), door-to-door delivery fees to the shipping address listed below; and any other anticipate charges needed. Quotation shall notify delivery schedule, warranty plan and any other accompanied accessories to the item offered.

Shipping address:

U.S. Embassy Hanoi – Warehouse 326A Nguyen Trai, Thanh Xuan City: Hanoi Zip / Postal Code: 100000 Country: Vietnam (see below details for shipping instructions)

Warranty: Standard Manufacturer’s Warranty must be confirmed in the proposal with warranty period to be valid from the date of invoice issuance. Once a warranty claim is justified, the contractor will be responsible for shipping expense for sending the claimed items back and forth.

The Contractor shall provide certification to prove to be the authorized dealer for the products being offered.

B. TECHNICAL REQUIREMENTS

B.1 – Particle Filter for air purifier compatible with BlueAir 200 series

• Filter Type: Gradient structured filters with thermally bonded fibers containing polypropylene and polyethylene, free of chemicals and binders. Naturally anti-bacterial and resistant to fiber shedding.

• Dimensions: 454 x 365 x 45mm (18 x 14 x 1.8 inches).

• Number of Filters: 1 filter for one replacement.

• Filter Frame Material: Paper.

• Filter Recycling: Plastic.

• HEPASilent Technology: Certified efficiency of 99.97% for particles down to 0.1 micron, including dust, pollen, bacteria, viruses, pet dander, mold spores, and other airborne particles.

Includes activated carbon sheets to remove gaseous pollutants.

• AHAM Verifide

• Recommended Filter Change: Every 6 months (4,380 hours) when used 24 hours a day.

• Compatibility: Similar to Classic 200 Series Particle Filter.

B.2 – Particle Filter for air purifier compatible with BlueAir 400 series

• Filter Type: Gradient structured filters with thermally bonded fibers containing polypropylene and polyethylene, free of chemicals and binders. Naturally anti-bacterial and resistant to fiber shedding.

• Dimensions: 521 x 250 x 95mm (21 x 10 x 3.8 inches).

• Number of Filters: 1 filter for one replacement.

• Filter Frame Material: Paper.

• Filter Recycling: Plastic.

• HEPASilent Technology: Certified efficiency of 99.97% for particles down to 0.1 micron, including dust, pollen, bacteria, viruses, pet dander, mold spores, and other airborne particles.

Includes activated carbon sheets to remove gaseous pollutants.

• AHAM Verifide

• Recommended Filter Change: Every 6 months (4,380 hours) when used 24 hours a day.

• Compatibility: Similar to Classic 400 Series Particle Filter.

B.3 - Particle Filter for air purifier compatible with BlueAir 500/600 series

• Filter Type: Gradient structured filters with thermally bonded fibers containing polypropylene and polyethylene, free of chemicals and binders. Naturally anti-bacterial and resistant to fiber shedding.

• Dimensions (H x W x D): 330 x 235 x 69mm (13 x 9 x 2.8 inches).

• Number of Filters: 3 filters per set for one replacement.

• Filter Frame Material: Paper.

• Filter Recycling: Plastic.

• HEPASilent Technology: Certified efficiency of 99.97% for particles down to 0.1 micron, including dust, pollen, bacteria, viruses, pet dander, mold spores, and other airborne particles.

Includes activated carbon sheets to remove gaseous pollutants.

• AHAM Verifide

• Recommended Filter Change: Every 6 months (4,380 hours) when used 24 hours a day.

• Compatibility: Similar to Classic 500/600 Series Particle Filter.

C. PRICING SCHEDULE

The pricing schedule must include quantities, unit prices, and any other anticipated charges.

No. Descriptions Quantity Unit Unit Price Amount

1 Particle Filter for air purifier compatible with BlueAir 200 series

3 Each

2 Particle Filter for air purifier compatible with BlueAir 400 series

603 Each

3 Particle Filter for air purifier compatible with BlueAir

500/600 series

106 Set of 3

4 Delivery fee

Door-to-door shipment as per below shipping instructions

1 All

Grand total

VAT 10% (if applicable)

Grand total price including VAT

D. SOLICITATION PROVISIONS - Instructions to Offeror

Each offer must include the following:

• Standard Form 18: Complete blocks 11e & 11f (Price), and blocks 13, 14, 15 and 16 (Bidder’s information)

• Pricing: As per RFQ part C

• Technical proposal: As required in RFQ

• Financial proposal: Clearly state the brand name, model name, and whether the offered item is a genuine or generic filter

• AHAM Verification: Proof that the offered items are AHAM Verifide

• Certification: Proof of authorized dealer status for the offered products

• NDAA certification

• Registration for System for Award Management (SAM): if applicable

E. SHIPPING INSTRUCTIONS

Shipping Instructions By Air By Surface Packing requirements: Packing by tri-wall carton box is preferable Fragile goods are requested to pack wooden case (or carton with an insert of Bubble pak, Foam) and labeled “Fragile”

Less Container Loaded (LCL) or Full Container loaded (FCL) Shipment is accepted

Preferred airlines/shipping lines:

US flag carriers if available US flag carriers if available

Consignment American Embassy 7 Lang Ha, Giang Vo Ward Ha Noi, Vietnam Tel: [844] 3850-5000/Ext 6392 HanoiCustomsAndShipping@state.go v

American Embassy 7 Lang Ha, Giang Vo Ward Ha Noi, Vietnam Tel: [844] 3850-5000/Ext 6392 HanoiCustomsAndShipping@state.go v

Notify HanoiCustomsAndShipping@state.go v Phone: (84-4) 3850-5000 X-6392

HanoiCustomsAndShipping@state.go v Phone: (84-4) 3850-5000 X-6392

Description on AWB and B/L

Diplomatic Cargo Diplomatic Cargo

Markings: Diplomatic shipment American Embassy Hanoi, Vietnam

Diplomatic shipment American Embassy Hanoi, Vietnam

Destination Delivery: Ha Noi, Vietnam Ha Noi, Vietnam Port of disembarkation: Noi Bai International Airport (Airport

Code: HAN) Hai Phong Port (HPH)

Documents required for clearance:

- Copy of pre-paid air waybill

- Packing list, invoice

- Original prepaid OBLs for foreign office vehicles, or expressed BOL for other goods

- Packing list, invoice

MFA tax exemption: 7-10 working days 7-10 working days Customs processing time: - Normal cargo: 5 working days - Normal cargo: 7 working days

- Special cargo: much longer, depend on Vietnam GOV regulation

- Special cargo: much longer, depend on Vietnam GOV regulation

Additional information: - If this is a door-to-door shipment, please provide destination agent contacts (email/ phone/fax)

- If this is a door-to-door shipment, please provide destination agent contacts (email/phone/fax)

Note:

• Please contact Customs and Shipping section at HanoiCustomsAndShipping@state.gov

• Post needs a copy of AWB or B/L, invoice, and packing list for MOFA’ approval for Customs clearance as it takes 7-10 working days to get their approval. Please fax or email the shipping documents to post well in advance.

F. PROCUREMENT TERMS & CONDITIONS

• The Offeror must be willing to accept Purchase Order (PO) from US Embassy Hanoi.

• Vendor’s contract is not accepted or signed. Deposit is not applicable.

• All items & services bid must meet or exceed specifications listed.

• Proposals must be in local currency VND or USD (if supplier from overseas), firm fixed price to include VAT (if applicable) and any other anticipated charges (freight charges, custom clearance, etc.)

• Selected vendor must be able to accept payment within 30 (thirty) days after the orders are delivered completely and the original correct invoice is received.

• The payment will be made through Electronic Fund Transfer (EFT) to the vendor bank account as stated on the invoice.

• Any cancellations after PO acceptance, only services rendered will be paid.

• For US Government rule and regulation reference, please read the attached Commercial Clauses document.

• Offeror’s registration in the System for Award Management (SAM) with the Unique Entity Identifier Number is required as instructed in Invitation Letter.

Submission Deadline:

Please send your proposal/quotation no later than 17:00PM on January 05, 2026 (local time) by email to:

Contact:

Ms. Pham Thanh Ha Procurement Agent (Contract) Email: PhamHT@state.gov

Thank you for your cooperation.