RFQ_PR15207804 - HVAC at Consular waiting area.docx

EMBASSY OF THE UNITED STATES OF AMERICA

REQUEST FOR QUOTATIONS

PR15207804

Tirana on April 3, 2025

Dear prospective quoters:

The U.S. Embassy in Tirana is seeking quotes for Purchasing and installation of three 48,000 BTU/h Heat Pump Units at Consular Waiting Area at U.S. Embassy Tirana as per the specifications on the Scope of work (Attachment 2).

Please note that this is a combined synopsis/solicitation for a commercial item, prepared in accordance with the format FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

The solicitation number is PR15207804 issued as a Request for Quotation.

The solicitation/contract will include all applicable provisions and clauses in effect through FAC Number/Effective Date: FAC 2025-03 January 17, 2025 (DEVIATION FEB 2025).

Item to be acquired:

Pricing:

Specification:

The installation of new cooling and heating units at CWA at Embassy Compound is subject to the following minimum technical specifications:

A. Capacity: Each unit must have a minimum cooling and heating capacity of 48,000 BTU/h.

B. Cooling Efficiency:

· EER (Energy Efficiency Ratio): Each unit must achieve an Energy Efficiency Ratio (EER) of greater than 3.

· SEER (Seasonal Energy Efficiency Ratio): Each unit must achieve a Seasonal Energy Efficiency Ratio (SEER) of greater than 7.5.

C. Heating Efficiency:

· COP (Coefficient of Performance): Each unit must have a Coefficient of Performance (COP) in heating mode of greater than 3.5.

· SCOP (Seasonal Coefficient of Performance): Each unit must have a Seasonal Coefficient of Performance (SCOP) in heating mode of greater than 4.

D. Input Power: Units must be compatible with a 3-phase, 380 VAC, 50 Hz power supply.

E. Compressor Type: Units must utilize an Inverter Twin Rotary compressor to ensure energy efficiency and reduced noise levels.

F. Refrigerant Type: Refrigerant used must be environmentally friendly, aligning with current environmental protection standards.

G. Indoor Air Flow: Each cassette type unit should be capable of delivering an indoor air flow of at least 2,000 cubic meters per hour. While the floor standing unit should be capable of delivering an indoor air flow of at least 2,400 cubic meters per hour.

H. Pressure Sound Level: The sound level of the units should not exceed 60 dB to ensure a quiet operation environment.

3 each

Dismantling of 2 existing units and installation of three Units

1 each

1 each

VAT (if applicable)

Grand total

The price must be in USD and VAT included (if applicable)

The Contractor will have 2 weeks to complete the project after receiving Notice to Proceed.

The Contractor will guaranty all materials and workmanship for a period of two years from the date of acceptance by the COR. If any defects develop, the Contractor must respond within 24 hours and begin repairs of defects.

After award, the contractor will be requested to provide a list of all the names of personnel working for this project for vetting of employees by the RSO at least 3 weeks prior to commencement of work.

The U.S. Government intends to award a fix price purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

This request for quotation does not commit the U.S. Embassy to make any award. The U.S. Embassy may cancel this RFQ or any part of it.

A Site visit will be arranged on April 11, 2025 at 10:00. In order to have access please send an email with names of participants not later than April 9, 2025 by COB to the email: HaxhiS@state.gov If you are interested, please, submit your quotation no later than April 22, 2025 at 11:00 a.m. (Local Tirana Time) at the below email address: TiranaBids@state.gov No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Oral quotations will not be accepted.

FAR 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023), applies to this acquisition. Award will be made to the lowest priced, technically acceptable offeror. Provide DESCRIPTIVE LITERATURE as part of the offer. FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998). FAR 52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services (Nov 2023), applies to this acquisition. FAR 52.212-5(b) Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services (Jan 2025) (DEVIATION FEB 2025), will apply to the resultant contract:

· (5) 52.204-10, (7) 52.204-14 (ONLY APPLICABLE TO U.S. FIRMS), (8) 52.204-15 (ONLY APPLICABLE TO U.S. FIRMS), (9) 52.204-27, (12) 52.209-6, (32) 52.222-19, (39) 52.222-50, (51) 52.225-13, (55) 52.226- 8, (57) 52.232-29, (59) 52.232-33, (63) 52.240-1.

FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

The full text of a FAR clause may be accessed electronically at https://www.acquisition.gov/far, the DEVIATED texts FEB 2025 can be access at: Commercial Opportunities - U.S. Embassy in Albania

The following DOSAR provisions/clauses will also apply: 652.206-70, Competition Advocacy/Ombudsman; 652.214-71, Authorization to Perform; 652.225-70, Arab League Boycott of Israel; 652.225-71, Section 8(a) of the Export Administration Act of 1979, as Amended; 652.242-70, Contracting Officer’s Representative.

All offerors must include a completed copy of FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (MAY 2024) (DEVIATION FEB 2025), all offerors must include a complete copy of this form with their offer.

Award will be made to the lowest priced, technically acceptable offeror.

All contractors must certify that they do not operate any programs promoting DEI that violate any applicable anti-discrimination laws and agree that such certification is material for purposes of the government’s payment decision and therefore subject to the False Claims Act. See 31 U.S.C. 3729(b)(4). All offerors must include fully filled and signed copy of the attached CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE FEDERAL ANTI-DISCRIMINATION LAW (Attachment 1).

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

All contractors have to be registered in the SAM (System for Award Management) Database https://www.sam.gov , prior to contract award pursuant to FAR provision 52.204-7 (b)(1) An Offeror is required to be registered in SAM when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

Offeror Printed Name Offeror Signature Date

EVALUATION FACTORS

Award will be made to the lowest priced, technically acceptable, responsible offeror. The Government reserves the right to reject proposals that are unreasonably low or high in price.

Acceptability will be determined by assessing the offeror's compliance with the terms of the RFQ. Responsibility will be determined by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

1) Adequate financial resources or the ability to obtain them;

2) List of clients over the past 2 years demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Albania then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

· Quality of services provided under the contract;

· Compliance with contract terms and conditions;

· Effectiveness of management;

· Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

· Business integrity / business conduct.

The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in making a determination of responsibility.

3) Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing.

4) The offeror shall provide proof of SAM registration to include the SAM UEI number;

Attachment 1: CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE FEDERAL ANTI- DISCRIMINATION LAW

All Department of State contractors must certify that they do not operate any programs promoting DEI that violate any applicable anti-discrimination laws and agree that such certification is material for purposes of the government’s payment decision and therefore subject to the False Claims Act. See 31 U.S.C. 3729(b)(4).

DIRECTIONS FOR CONTRACTORS and/or OFFERORS

1.Read the entire certification provided below.

2.After you have read the provisions, please check the appropriate boxes.

3.Upon completion of Step 2, fill out the representation below. NOTE: This certification is made by a person with the authority to bind the contractor or offeror.

4.Return completed form to the Contracting Officer/POC shown in the e-mail.

CERTIFICATION:

The Contractor or prospective offeror certifies they:

☐ are in compliance in all respects with all applicable Federal anti-discrimination laws is material to the government’s payment decisions for purposes of section 31 USC 3729(b)(4) (False Claims Act); and

☐ do not operate any programs promoting Diversity, Equity, and Inclusion that violate any applicable Federal anti-discrimination laws.

Contractor or Offeror Name (Printed or Typed): ___________________________________________

Authorized Representative Name and Title: ______________________________________________

Authorized Representative Signature and Date: ____________________________________________

Solicitation Number: PR15207804

Attachment 2: Statement of Work

STATEMENT OF WORK

PROJECT: Installing of three 48,000 BTU/h Heat Pump Units at the Consular Waiting Area at US Embassy, Tirana, Albania.

Project Description:

This project involves the dismantling and removing of two 36000 BTU/H cassette type existing units and installation two high-efficiency 4- way cassette type heat pump unit and one floor standing high-efficiency heat pump unit. The capacity of each unit should be 48000 BTU/H.

The objective is to upgrade the existing HVAC infrastructure to provide enhanced climate control, improve energy efficiency, and ensure the comfort and safety of the visitors.

1.0 Location of Work

The work associated with this Statement of work is to be performed at the Consular Waiting Area, US Embassy, located at Stavro Vinjau No. 14, Tirana, Albania.

2.0 General Requirements

This project entails the dismantling of the two existing units and installation of three Cooling and Heating systems at the Consular Waiting Area at Embassy Compound, requiring detailed coordination of HVAC, electrical, and mechanical disciplines. The contractor must ensure that all installations are conform to the highest industry standards for safety, efficiency, and environmental impact. Specifically, the systems must achieve optimal energy efficiency levels. Compliance with all local building and US codes and regulations is mandatory. Quality control processes must be implemented rigorously, including regular inspections and system testing to validate the performance and safety of the installations. The contractor must maintain thorough documentation throughout the project lifecycle, which will be regularly reviewed by the Contracting Officer’s Representative (COR) to ensure adherence to technical specifications and project timelines. This proactive management and oversight will ensure the project meets all expected standards and provides reliable, long-term benefits to the U.S. Government.

3.0 Contracting officer’s Representative (COR)

The COR is delegated the authority to act for the Contracting Officer in matters concerning technical clarifications, inspections, acceptance of Contractor’s performance, oversight, and emergency requests. The COR on this contract is Mr. Arben Mane for the United States Embassy in Tirana, Albania.

4.0 Security

Upon notification of being the successful bidder, the Contractor must submit to the Contracting Officer, or to the Contracting officer’s Representative (COR), the names of all the Contractor’s employees who may be working on this project. All employees will be required to submit to the routine background investigation done by the Embassy’s Regional Security Officer (RSO) prior to working on this project. No employee will be admitted to the work site without first being cleared by the RSO.

4.1 All contractor employees will be screened each time they enter the Embassy compound. This will include persons, personals, vehicles, toolboxes, and materials.

4.2 All tools and materials must be returned to the designated storage area at the end of each workday.

4.3 At no time the contractor will leave their tools and materials unattended during the working day. This requirement means that the Contractor employees will need to plan their lunch breaks and any other breaks during the workday.

5.0 Safety

The Contractor must maintain a safe working environment for the Contractor’s employees, United States Government employees.

5.1 All employees of the Contractor must wear appropriate work shoes or boots while working on this project. Open-toe sandals are not acceptable and will not be allowed.

5.2 Contractor employees will be required to wear eye protection such as safety glasses or goggles when scraping, grinding, or cutting.

The United States Government will not be responsible for injuries to Contractor employees.

6.0 Liability

If, during this project, the employees of the Contractor are negligent, and United States Government property and/or personal property of United States Government employees is damaged because of such negligence, the Contractor will be responsible for the repair or replacement of the damaged property.

7.0 Materials

The Contractor is responsible for providing all materials associated with this contract.

7.1 The COR must approve all materials before commencement of work.

7.2 The Contractor is responsible for measuring the quantities of materials required.

7.3 The Contractor is responsible for transportation, and transportation costs, related to the delivery of materials.

7.4 The Contractor will be responsible for any cost incurred in the removal and disposal debris generated by this project.

8.0 Tools

The Contractor will be responsible for providing all tools necessary for the proper completion of this project. This will include power tools, and hand tools. Use of tools owned by the United States Government will not be permitted and are not a part of this contract.

9.0 Storage

The COR will designate a specific place for on-site storage of tools and materials. Storage areas must be always kept neat and clean.

10.0 Working Hours

Working hours will be Monday through Friday 08:00 until 17:00. Working on weekends or holydays will be approved in advance from Contracting Officer or Facility Manager.

11.0 Utilities

Contractor personnel will have in use of the on-site water and electricity.

11.1 The contractor’s employees can use of designated staff toilets. All other toilet facilities are off limits to contractor employees.

12.0 Time

The contractor will have two weeks to complete this project.

13.0 Personnel

The Contractor must provide both skilled and unskilled labor, as determined by the Contractor, to complete this project. At no time shall unskilled workers be left on this project unsupervised.

14.0 Clean-up

The Contractor will be required to always maintain a clean work area. Items for installation and accumulated debris must not be left in an area where it may become a tripping or other safety hazard. Upon completion of the job and prior to submitting the final invoice, the Contractor must remove all excess material, tools, and debris, and must restore the mobilization/storage area back to its original condition.

15.0 Quality Control

The contractor is responsible for quality control, which includes all materials used, and the workmanship of his employees. Inferior material in quality, and unprofessional workmanship from the employees of the contractor will not be accepted.

16.0 Warranty

The Contractor will guaranty all materials and workmanship for a period of two years from the date of acceptance by the COR. If any defects develop, the Contractor must respond within 24 hours and begin repairs of defects.

Technical Instructions The contractor will dismantle and remove the two existing units which are installed at the Consular Waiting Area. The contractor must follow the mandatory protocol for collecting the Freon Refrigerant from both units. Discharging the freon in the atmosphere is not allowed.

The Contractor will install a new dedicated underground power line from the utility building to the consular waiting area in a distance of 60 meters. The conduit should be at least 80 sq.mm in size and suitable for underground use. The power cable should be 5 x 16 sq.mm. The main circuit breaker at utility building should be 380 VAC, three phases, 63 Amps. The contractor should install an outdoor electric panel inside the CWA with a main CB 380 VAC, three phases, 63 Amps and three CB 380 VAC, three phases, 25 Amps each.

After the installation of each unit, the contractor must test and commission every unit for at least four hours and record all the parameters in a report, a copy of it will be given to the COR.

Minimum Requirements for New Cooling/Heating Units The installation of new cooling and heating units at CWA at Embassy Compound is subject to the following minimum technical specifications:

A. Capacity: Each unit must have a minimum cooling and heating capacity of 48,000 BTU/h.

B. Cooling Efficiency:

· EER (Energy Efficiency Ratio): Each unit must achieve an Energy Efficiency Ratio (EER) of greater than 3.

· SEER (Seasonal Energy Efficiency Ratio): Each unit must achieve a Seasonal Energy Efficiency Ratio (SEER) of greater than 7.5.

C. Heating Efficiency:

· COP (Coefficient of Performance): Each unit must have a Coefficient of Performance (COP) in heating mode of greater than 3.5.

· SCOP (Seasonal Coefficient of Performance): Each unit must have a Seasonal Coefficient of Performance (SCOP) in heating mode of greater than 4.

D. Input Power: Units must be compatible with a 3-phase, 380 VAC, 50 Hz power supply.

E. Compressor Type: Units must utilize an Inverter Twin Rotary compressor to ensure energy efficiency and reduced noise levels.

F. Refrigerant Type: Refrigerant used must be environmentally friendly, aligning with current environmental protection standards.

G. Indoor Air Flow: Each cassette type unit should be capable of delivering an indoor air flow of at least 2,000 cubic meters per hour. While the floor standing unit should be capable of delivering an indoor air flow of at least 2,400 cubic meters per hour.

H. Pressure Sound Level: The sound level of the units should not exceed 60 dB to ensure a quiet operation environment.

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