Cover Letter for New Drop Arm Barrier Installation 25_Q_3008_COsigned.pdf

SBU - CONTRACTING AND ACQUISITIONS

Subject : 19TU15-25-Q-3008

RFQ for New Drop Arm Barrier Fabrication and Installation

Dear Prospective Bidders:

The Embassy of the United States of America invites you to submit a price proposal for the New Drop

Arm Barrier Fabrication and Installation for the U.S. Embassy in Ankara. The solicitation package is available on System Award Management page www.Sam.gov.

A pre-proposal conference and site visit will be held at one of the Residences of the Embassy on

Friday, August 29, 2025, at 10:00 a.m.

If you would like to attend the site visit, please submit the names, Turkish national ID (kimlik) numbers and phone numbers of the attendees, along with vehicle details (make, model, plate number, year and color) to ankara-gso-procurement-dl@state.gov by 10:00 a.m. on August 28, 2025.

Attendees should arrive at the residence gate at least 15 minutes before the scheduled time. The exact address of the Residence will be shared by email with those whose security clearance has been confirmed.

Proposals are due by Monday, September 8, 2025, or before 3:00 p.m. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to ankara-gso-procurement-dl@state.gov It is important to make sure 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 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

U.S Embassy Ankara, Türkiye

General Services Office

Cukurambar Mahallesi, 1480 Sokak No:1

Ankara, Türkiye

August 25, 2025

Volume Title

I Standard Form 1442 including A. PRICE section and completed Attachment 3, "BREAKDOWN OF PROPOSAL

PRICE BY DIVISIONS OF SPECIFICATIONS

II Signed copy of solicitation amendments (if any)

III Documentation demonstrating an established business presence in Türkiye, and Name of the Project Manager who understands written and spoken English

IV Performance schedule (work schedule) in the form of a "bar chart" and Business Management/Technical Proposal

V List of all Sub-contractors, if applicable (c/w company name, phone, owner name, email) https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.sam.gov%2F&data=05%7C02%7CDursunDT%40state.gov%7C7ec768726ff14119d63b08dde168bae7%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638914562105142250%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=O8%2B7Zv%2Fjh8RjbWQX%2FTyg%2F0AlZM0CyR4e1peGNHDF%2FZo%3D&reserved=0 mailto:ankara-gso-procurement-dl@state.gov mailto:ankara-gso-procurement-dl@state.gov

VI List of clients (including for sub-contractors) over the past 5 years (provide dates, places of performance, USD value, contact names, telephone, email), and examples of past performance record showing prior work experience with similar work

VII Bill of Materials [BOM] and standard specification of all materials to be used in the project

VIII Provide a statement that the Contractor’s company, sub-contractors, and all personnel to conduct the work are experienced in construction projects

IX 1. Technical Proposal

The technical proposal must clearly describe the system to be offered, including:

• A general description of the drop arm barrier, including operation mode (manual + hydraulic)

• List of main materials and components

• Description of opening/closing mechanism and control setup

• Maintenance requirements and expected service life

• Warranty terms and coverage

2. Fabrication Drawings / Shop Drawings

• Detailed mechanical drawings of the barrier arm, pivot system, counterweight, and stanchions

• Assembly layout, including cross brace configuration and weld details

• Hydraulic mechanism layout and electrical push-button/control panel placement

• Drawings should be provided in PDF (and DWG format if available)

• If fabrication drawings are not yet prepared, a conceptual drawing shall be submitted

3. Material Specifications and Datasheets

• Technical datasheets for major materials (steel pipes, actuators, bolts, anchors, hydraulic units, etc.)

• Evidence of compliance with recognized standards

(e.g., EN, TSE, CE, ISO)

• Paint and coating system specifications (surface prep, primer, top coat, durability)

4. Installation and Testing Method Statement

• Step-by-step description of installation process

(foundation, assembly, testing)

• Description of quality control procedures

• Functional tests to be performed:

o Opening/closing cycle test o Manual operation test o Emergency stop button test

• Coordination with electrical infrastructure

X Provide a statement that the required insurance will be obtained & the name of the insurance provider to be used

Offerors must be registered in the SAM (System for Award Management) database

(https://www.sam.gov) at the time of proposal submission. Failure to be registered as of the proposal due date and time will result in the offeror being deemed non-responsible and excluded from further consideration. No exceptions will be permitted. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Direct any questions regarding this solicitation in written English to Ankara-GSO-Procurement-

DL@state.gov. All questions must be received prior to 3:00 p.m. on Wednesday, September 3, 2025.

Sincerely, 8/25/2025

X Sean Buckley

Sean Buckley

Contracting Officer

Signed by: Sean T Buckley

XI If the quotation is above $30,000, proof showing that Systems

Award Management Registry, NCAGE numbers were completed.

XII Financial Statements for the last 3 years (2022, 2023, 2024)

XIII Official company registration to the tax office or proof that offeror can address its plan to obtain all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2).

If offeror already possesses the locally required licenses and permits, a copy shall be provided https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.sam.gov%2F&data=05%7C02%7CDursunDT%40state.gov%7C7ec768726ff14119d63b08dde168bae7%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638914562105171112%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=lpx2365QlJaUFivvguFOnO%2BfUwesBjA15j3wQxr%2BfH8%3D&reserved=0 mailto:Ankara-GSO-Procurement-DL@state.gov mailto:Ankara-GSO-Procurement-DL@state.gov