Request for Quotation (RFQ) 19PK3326Q1048.pdf

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Embassy of the United States of America Islamabad, Pakistan

Date: July 13, 2026

Page 1 to 6

To: Offeror

RFQ #: 19PK3326Q1048

From: Contracting Officer

General Services Office Embassy of the United States of America Islamabad, Pakistan

E-mail: Primary: HussainM3@state.gov

Phone: 92-51-201-5496

Deadline: COB July 27, 2026

Subject: Request for Quotation for Supply of Variable Frequency Drive (VFD).

The Embassy of the United States in Islamabad is currently inviting quotations for the supply of Variable Frequency Drive (VFD). Interested vendors are encouraged to review the RFQ carefully and ensure full compliance with all stated terms and conditions. This procurement will be awarded on a Firm-Fixed Price basis.

All eligible and qualified trade vendors are invited to participate and submit their most competitive quotations no later than the deadline specified in the RFQ.

Please note that issuance of this RFQ does not constitute a commitment to award a purchase order. The U.S. Embassy reserves the right to cancel this RFQ, in whole or in part, at any time.

The Government will evaluate quotations in accordance with the Lowest Priced, Technically

Acceptable (LPTA) methodology. Award will be made to the responsible vendor whose quotation:

• Meets all technical, physical, functional, and performance requirements

• Complies with the required delivery schedule

• Conforms to all RFQ terms and conditions

• Offers a fair, reasonable, and lowest acceptable price mailto:HussainM3@state.gov

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Items Description

Terms & Conditions:

Go through this document and read them very carefully. Your response must be in accordance with the solicitation. Otherwise, the proposal may be considered unacceptable and may be rejected.

1. Required Information: It is essential to include all required information in/with the quotation to avoid its dismissal. Failure to include necessary information may result in the rejection of the quotation.

a) Prepare your quotation on your company letterhead in accordance with the requested details of this RFQ. Otherwise, quotes will not be accepted.

DO NOT ALTER OUR RFQ

b) Specify your Delivery Period after receiving of Purchase Order.

c) Provide a Technical Specification Sheet along with the pictures offered equipment/parts.

d) The bid must be valid for 60 days from the closing date for this solicitation.

e) The price must be in US Dollars.

f) The quotation must be submitted electronically with the subject line

"Quotation for RFQ# 19PK3326Q1048 – Supply of Variable Frequency Drive

g) Acceptance of our Net 30 days Payment terms.

h) Provide Unique Entity ID (UEI) of SAM.gov or a statement that you will get registered with SAM to get an award.

Do not put tax as we are U.S. Government’s Diplomatic Mission and are exempted from tax under Tax ID: DOS:54-1352940. Please submit a tax-free quote.

i) Bidder must have a physical business address in the United States and good financial health to get this award.

j) Bidder must be a related field supplier.

k) The bidder must possess the requested items in their current stock to place a bid.

l) 52.240-90 Security Prohibitions and Exclusions Representations

By submitting a quotation in response to this RFQ, the offeror represents compliance with FAR Provision 52.240-90, Representation Regarding Certain

Telecommunications and Video Surveillance Services or Equipment, in

S.No Item’s Detail Required Quantity

Unit

1 Variable Frequency Drive (VFD) - KM997160, Type: KR7 (KDM 90) Serial No.: V00004972851

Specifications: 45KW, 400V, 60HP, 3-Phase AC, 50–60 Hz or equivalent

01 each

2 Shipping & Handling 01 Lumpsum https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.acquisition.gov%2Ffar-overhaul%2Ffar-part-deviation-guide%2Ffar-overhaul-part-52%23FAR_52_240_90&data=05%7C02%7CHussainM3%40state.gov%7Cf9e35b5744c940018a6f08dedf491055%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C639193702079132854%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=1zMdiBNjvGlPs1zU7HP2LGhaOJaB%2Fy49hFdi7j4x6OM%3D&reserved=0

3 | P a g e accordance with the National Defense Authorization Act Section 889. Submission of a quotation constitutes the vendor’s attestation that the offered products and/or services comply with the restrictions related to covered telecommunications equipment or services as outlined in the applicable Federal Acquisition Regulation (FAR). Vendors are responsible for ensuring that their representations are accurate at the time of offer submission. Compliance with this requirement is mandatory for vendors seeking to conduct business with the U.S. Government.

m) Contractor Vetting as a Condition of Award (MAR 2023)

Offerors are advised that successful passing of vetting to evaluate the risk that funds may benefit terrorist organizations or their members or supporters, or individuals/entities deemed to be a risk to national security, is a condition of award. Offerors may be asked to submit information required by DS Form 4184, Risk Analysis Information (attached to this solicitation) about their company and its key personnel. Vetting information is also required for all subcontract performance on contracts identified by the Department as requiring such vetting. When vetting information is requested, information may be submitted on the secure web portal. Questions regarding the form may be emailed to RAM@state.gov. Failure to submit information when requested, or failure to pass vetting, may be grounds for rejecting a proposal or for rejecting a proposed subcontractor at any tier.

1. Quote Submission Due Date:

a. Quotations must be received on or before close of business (COB) July 27, 2026.

b. Your quotation must be submitted electronically at HussainM3@state.gov by close of business.

c. No quotation will be accepted after the deadline.

2. Payment Terms:

Payment will be made through Electronic Fund Transfer (EFT) within 30 days of receiving a precise invoice, packing slip, and proof of delivery that fully complies with Purchase

Order provisions. The Financial Management Office must receive these documents upon delivery of complete and acceptable commodities/services at our North Brunswick, NJ

08902 address. Failure to comply with the Purchase Order will result in returning the shipment, and your company will be responsible for all related expenses. Following the

PO’s terms is crucial for smooth and successful transactions and timely payment from the

U.S. Government.

3. Delivery Period:

Delivery must be made in full within 30days after receiving the Purchase Order.

mailto:RAM@state.gov

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4. Inspection & Acceptance:

A Government representative will inspect the items at the time of delivery or later to determine the quality, acceptability and payment shall be released accordingly. Any item found with change in Specs, Quality, Brand shall be returned to the vendor without entertaining the payment claim.

5. Submission of invoice:

Each invoice shall include vendor invoice number, purchase order/contract number, date issued, brief description of supplies/services provided, quantities, unit and total price, and signed by the signing authority.

Invoices must be routed to:

• One original invoice in pdf format to the Financial Management Office and email at IslamabadFMC-invoices@state.gov

• One copy clearly marked “DUPLICATE Copy for GSO and email at

HussainM3@state.gov

Although email is the preferred method, invoices may also be submitted by mail (do not also send electronically if you mail the invoice to the following address):

Financial Management Officer (FMO)

US Department of State

8100 Islamabad Place

Washington DC, 20521

Please note: Net 30 will commence on the date of receipt of invoice in the US Embassy

Financial Management Centre.

6. PACKING, MARKING/LABEL AND SHIPPING INSTRUCTIONS

PACKING:

All Item(s) on the attached purchase order should be packed properly and securely. Your company has an obligation to ensure that goods are properly packaged, prepared and secured for the journey from the supplier’s premises to the destination as well as for storage before and after the shipment.

MARKING:

All packaging must be properly marked and labelled according to the instructions given in the Purchase Order. This is also important when the goods are delivered directly from supplier’s own subcontractor. Each package is to be marked with case markings given in the Purchase Order. The case markings shall be laminated, weatherproof and fastened firmly. Size A4 should be used for small packages. The supplier is responsible for packing the dangerous IMO goods properly, according to regulations.

LABEL:

The purpose of labelling is to identify the material and supplier when it reaches its destination. Label/Marking must be weatherproof showing the data indicated in the mailto:IslamabadFMC-invoices@state.gov

5 | P a g e order. Tags must be accurate and clearly marked on each carton/box as mentioned below:

Order#: ISB-19PK3326Pxxxx

SUVI-DA Office

2801 Route 130, Unit 1

North Brunswick, NJ 08902

Phone: (732) 855-8880 / 571-482-5289/571-482-5290

Attention: US Embassy Islamabad

SHIPPING INSTRUCTIONS

Contact the New York DA Office at (732) 855-8880 for shipping instructions e-mail at

HurillaJ@state.gov; BeltranCI@state.gov and Despatch_Agency_New_York@state.gov after the DA Office has been notified, send the shipment to the following address. It is also important for the supplier to get validation from SUVI staff via email afterwards that delivered supplies have been received as per the packing list (enclosed along-with) and

Purchase order.

It’s mandatory to mention Post Order # ISB-19PK3326Pxxxx on each packing/carton and its packing slip, otherwise shipment will be rejected.

Order#: ISB-19PK3326Pxxxx

SUVI-DA Office

2801 Route 130, Unit 1

North Brunswick, NJ 08902

Phone: (732) 855-8880 / 571-482-5289/571-482-5290

Attention: US Embassy Islamabad

Important Notes:

1. Please do not send anything to the above address without contacting the New York DA

Office first.

2. Two copies of the packing slip must be attached to the outside of the freight and one inside. Each pallet or carton must be labeled with the embassy name and purchase order number. If your cargo is not marked as stated, we are allowed to refuse your freight! *

3. Must call our warehouse 3 days prior to shipping for a delivery appointment (571) 482-

5289. Operating hours are from Monday through Fridays, 7:30am until 3:30pm, closed for lunch from 12:00pm until 12:45pm.

4. For 10 or more cartons or pallets you must make appointment anything less than 10 does not need an appointment.

5. If you cannot fit the embassy name and purchase order number in the ship to address, please have it in the description part of your packing slip!

6. Please make sure that all cartons are marked with the US Embassy Islamabad and purchase order number.

mailto:HurillaJ@state.gov mailto:BeltranCI@state.gov mailto:Despatch_Agency_New_York@state.gov

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7. FAR/ DOSAR Clauses applies on this Solicitation:

The following clauses will be applicable to the resultant purchase order.

52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This purchase order or BPA incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

https://usdos.sharepoint.com/sites/A-OPE/GAM/SitePages/Purchase-Orders-and-Blanket-Purchase-

Agreements-Commercial-Items.aspx

FEDERAL ACQUISTION REGULATION (48 CFR CHAPTER 1) CLAUSES:

NUMBER TITLE DATE

52.204-7 SYSTEM FOR AWARD MANAGEMENT

OCT 2018

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE

REPORTING

AUG 2020

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

NOV 2021

52.223-17 AFFIRMATIVE PROCUREMENT OF EPA-DESIGNATED

ITEMS IN SERVICE AND CONSTRUCTION CONTRACTS

AUG 2018

52.225-19 CONTRACTOR PERSONNEL IN A DIPLOMATIC OR

CONSULAR MISSION OUTSIDE THE UNITED STATES

MAY 2020

52.227-19 COMMERCIAL COMPUTER SOFTWARE LICENSE

DEC 2007

52.228-3 WORKERS’COMPENSATION INSURANCE

JUL 2014

52.228-4 WORKERS’ COMPENSATION AND WAR-HAZARD

INSURANCE

APR 1984

52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS

JAN 2022

52.246-26 REPORTING NONCONFORMING ITEMS

NOV 2021

52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS

REPRESENTATIONS AND CERTIFICATIONS

(End) https://usdos.sharepoint.com/sites/A-OPE/GAM/SitePages/Purchase-Orders-and-Blanket-Purchase-Agreements-Commercial-Items.aspx https://usdos.sharepoint.com/sites/A-OPE/GAM/SitePages/Purchase-Orders-and-Blanket-Purchase-Agreements-Commercial-Items.aspx