Solicitition 191N6525Q0147.pdf

Solicitation No. 191N6525Q0143 P a g e 1 | 9

Solicitation No. 191N6525Q0147 Dated: August 13, 2025

Name & address of Offeror Issued by: GSO/Contracting

You are invited to submit your lowest prices for the services listed in the attached cost sheets.

Please email your quotation, along with the project bar chart, to newdelhibids@state.gov no later than 1700 hours on August 25, 2025.

Ensure that your name, address, and contact phone number are included on each page of your submission.

The Contracting Officer is available to provide additional information or clarifications regarding this solicitation upon request.

Services - Description

1. Provide and installation of central HVAC system for GSO warehouse.

2. Offerors registered with GST or service tax authorities must submit a copy of their GST/service tax registration certificate with their offer. For GST registration, specify the category of registration (e.g., work vendor or composite vendor).

Submission of this certificate is mandatory for evaluation purposes. The Government will assess acceptability by reviewing the offeror's compliance with the solicitation terms. Contractor responsibility will be determined in accordance with FAR 9.1, based on whether the apparent successful offeror meets the required standards.

To enable the U.S. Government to claim GST refunds, offerors must indicate GST separately in their quotation. If GST is indicated separately, the contractor must provide tax invoices that comply with New Delhi GST regulations.

Vendors registered with the Government of India (GOI) must include the Embassy’s UIN:

0717USA00138UNS on their invoices. Failure to include the UIN will result in the rejection of the invoice by the Embassy.

3. Completion time: 15 working days from the receipt of letter to proceed.

4. Notwithstanding anything contained hereinafter, the following clause, Liquidated Damages— Construction (FAR Subpart 52.211-12), applies:

a) If the contractor fails to complete the work within the time specified in the contract, the contractor shall pay liquidated damages to the U.S. Government at a rate of 1% of the total contract value per calendar day of delay, up to a maximum of 10% of the total contract value, until the work is completed or accepted.

b) If the Government terminates the contractor's right to proceed, liquidated damages will continue to be accrued until the work is completed. These damages are in addition to the excess costs incurred under the Termination clause.

Embassy of The United States of America New Delhi mailto:newdelhibids@state.gov

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5. “DOSAR 652.236-70 Accident Prevention (APR 2004)” clauses shall apply.

6. For appliances and materials provided by the Embassy as outlined in the Statement of Work (SOW), the contractor must submit detailed installation and consumption statements signed by the Facility Management Officer along with their invoice. Failure to provide these statements will result in the invoice not being processed.

7. In case there are contradictory statements in the SOW and the Purchase Order Clauses, the

Purchase Order shall prevail.

8. After the award of the contract, the contractor must attend a Construction Safety Seminar at the Embassy before starting the project, unless they have previously attended. The seminar, which lasts one hour, will be arranged by the Embassy and is mandatory for security and safety reasons.

Site Inspection: 1100 Hours on August 20, 2025, Please submit names of attendees along with their phone numbers by August 18, 01:00PM at Kamathsp@state.gov.

The award will be made to the lowest-priced, acceptable, responsible quoter. The Government reserves the right to reject quotations that are unreasonably low or high in price. The Embassy also reserves the right to reject any or all offers and to remove portions or items from solicitation.

Offers must remain valid for at least 90 days from the submission date. Once the Purchase Order is awarded, the prices shall remain fixed until the work is completed.

mailto:Kamathsp@state.gov

Solicitation No. 191N6525Q0143 P a g e 3 | 9

STATEMENT OF WORK FOR SUPPLY, INSTALLATION, TESTING AND

COMMISSIONING OF CENTRALIZED HVAC SYSTEM AT GSO WAREHOUSE,

AMERICAN EMBASSY, ENCLAVE COMPOUD

1.0 General:

The US Embassy, New Delhi require to hire services of a professional company for supply, installation, testing and commissioning of centralized energy efficient HVAC system of approximately capacity 25TR with control panels at GSO Warehouse.

2.0 Detailed Description:

1. American Embassy require services for installation, testing and commissioning of centralized HVAC system inside the GSO warehouse consist of one room covering total approx. area 1300 sq feet with a taper ceiling height varying from 22’ feet to 17 ‘ (feet) (10 feet and 6 inches).

2. Supply, install, test and commission appropriate HVAC system to provide about 25 TR air-conditioning (dual mode with heat pump) inside the space.

3. Outdoor units: Supply, install, test and commission multiple Condenser (outdoor) units of VRV/VRF type with environmentally friendly refrigerant like R410A or equivalent, for this project. These units should be compatible for local electrical power specs i.e. 220V/50 Hz or 380-415V / 50Hz. The contractor shall mount all condenser units on galvanized iron frame with a minimum of 6 inch above the ground preferably with drip tray. The condenser units should be installed at the roof top. And the contractor can see the exact location during the walkthrough. Preferred make is Daikin/ Mitsubishi / Panasonic/Carrier.

4. Indoor units: Supply, install, test and commission multiple indoor units, ceiling mount cassette type with remote, inside the conditioned space. These units should be compatible for local electrical power specs i.e. 220V/50 Hz or 380-415V / 50Hz. The indoor units should have built in drip pan and preferably with drain pump, connected to the nearest drain. The indoor and outdoor units should be of same brand/make for compatibility. The contractor shall install the indoor units in such way that sufficient cooling is achieved inside the space. We will prefer mounting of these units using vibration isolators tie rods.

5. Optional Controller: Embassy has (HMI) centralized control units to control all indoor or outdoor units at next building and we would like to use the existing controller.

Contractor should provide communication cable and do programming in the exiting HMI controller. We will prefer to have this controller to centrally controlling or monitoring all indoor / outdoor units individually or in group of zones. If contractor choose to supply a separate controller than it should be BACnet compatible and ready to interface with our BAS (building automation system) or fire alarm panels. We will also prefer if the control unit can send sms or email alerts.

6. Copper Piping and Interconnection: The contractor shall supply and install Refnet (also known as Y shaped copper fitting) and precision piping method (gas tight joint) for refrigerant pipe interconnection between outdoor AC unit and indoor AC units. The copper pipe should be supplied and installed as per A/C manufacturer specifications along with closed insulation having minimum R3 value. The copper pipe supplied and

Solicitation No. 191N6525Q0143 P a g e 4 | 9 used shall be of make Maxflow/ Mandev or equivalent. The contractor shall perform the leak test of copper piping (using vacuum machine) for minimum overnight before charging the HVAC lines. The contractor shall provide necessary top up refrigerant quantity, as needed. The contractor shall supply and install metal angle support for copper piping as per site requirements and secure it with the appropriate fasters / anchors.

7. Electrical: The contractor shall supply and install separate weatherproof (IP65/67) power panel for the outdoor A/C units with electrical circuit breakers (MCCB), start panel, overload relays, copper bus bar, ON-OFF indicator, of suitable power rating as recommended by the manufactures of indoor / outdoor AC units. The electrical components shall be of make ABB/Schinder / L&T / Legrand or equivalent. The contractor shall supply and install manufacturer recommended PVC electrical cable for power connection to the indoor and outdoor units. PVC electrical cable should be of make Ploycab/ Havells / Finolex or equivalent. The contactor shall provide perforated metal cable tray (preferably GI) with cover for laying the electrical cable for outdoor units. The contractor shall use GI conduit with appropriate end connectors of suitable size for power connection to indoor units for straight and longer run, for smaller run contractor can use the flexible metal conduits along with appropriate end connectors, at the termination point. The contractor shall the test the power cable before final termination. The contractor will make a separate chemical earth pit if recommended by the manufacturer The earth pit will be made using ½” diameter solid copper rod of length 10 feet and having a value less than 10 ohms.

8. Drain piping: Contactor shall supply, install, and interconnect drip pan of all indoor units using rigid PVC pipe of minimum diameter 1 ¼ inch and 6 mm thickness of make Astrol/ Finolex/ Surya/Prakash or equivalent. The drain piping should be insulated using minimum 9mm thick nitrile rubber closed tube of Class “O” thermal insulation or make Armaflex / Aerocell or equivalent. There could be multiple drain piping base on the number of indoor units installed and all drain piping should be connected to the nearest drains.

9. Hardware: The contractor shall supply all kinds of hardware like anchors, fasters, PVC fittings, copper piping fittings, electrical conduits end connectors, clamps, nut bolts, and other required hardware for completion of this project.

10. Warranty: Minimum one year warranty for entire system and multiple year warranty for the key components like PCB and compressors.

11. The contractor shall provide the single line diagram along with all O&M (Operation and Maintenance) manuals for indoor and outdoor units. The contractor will provide user and maintenance training to the technicians after completion of commissioning.

12. Timeline: The contractor shall complete the entire work in total 20 working days from the date of NTP (notice to proceed), in 2 or 3 phases. The contactor might have to work along with other contractors or workers to finish overall project on time.

13. The contractor shall provide all type of tools, machinery, or equipment for this project. Embassy will provide electrical power and water required during the installation.

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3.0 Safety at work site:

Contractor:

Work Site Address:

Contractor Safety Officer Name:

Signature for Acceptance by the contractor:

Safety standards to be followed at construction and renovation sites AHA

– Activity Hazard Analysis

1. The contractor must document in the bid for the work how the control of each hazard will be implemented and maintained during the project by submission of a safety plan and activity hazard analysis (AHA) for high hazard activities. The POSHO or qualified Post representative must review the contractor's proposal and provide feedback to the responsible project manager and Contracting Officer prior to acceptance of the bid.

2. Any situation where in the work in progress can pose a threat to the user of work area in emergency, contractor shall ensure proper barricading (sturdy enough for the purpose) to avoid any risk.

General

1. All workers on the work site must wear shoes. No worker with flip flops will be allowed to work at site.

2. All the workers should wear full clothes. No half pants and other non- appropriate clothing (Loincloth) will be accepted.

3. Debris/ trash accumulated on the site should be removed at a regular interval (if possible, on daily basis) so that it should not pose any trip hazard.

4. Employee exposed to hazards created by different works environment shall be protected by personal protective equipment. Appropriate protective clothing for any operation varies with the size, nature, and location of work to be performed.

5. In extreme hot conditions drinking water must be made available to the worker and working duration in exposed conditions should be scheduled accordingly.

6. It is the responsibility of the contractor to make all the PPE Kits (Personal Protective Equipment) available per the requirement of the work site and as directed by the COR. Any mishap due to negligence on the part of the contractor will be entirely contractor’s responsibility.

PPE Kit should comprise of the underlisted:

1. Protective Safety gloves - cut resistance, puncture resistance, and abrasion resistance. Each glove should have a separate rating for each. In construction, rated gloves for vibration reduction, protection from heat and flames and heat degradation resistance are required to be ensured.

2. Hearing protection-Ear plugs and Earmuffs. (For over 85 decibels)

3. Full face shields when cutting, grinding, or chipping.

4. Chemical splash goggles/safety eyewear – when working with chemicals.

5. Respiratory protection - air-purifying respirator or a supplied air respirator.

6. Fall protection equipment when working above 6 feet.

7. High-Visibility Safety Apparel- Specific protective clothing such as welding leathers when welding or FR clothing when working with live electric (high visibility shirts with ANSI 107-2020 standard).

8. Hard Helmets - protecting against falling objects and blunt forces.

9. Safety Harness - when working at above 6 feet of height.

10. Safety Work boots/shoes – ASTM F2413-18 and ASTM F3445-21 for EH and SR standards with an impact and compression resistance rating of 75.

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Solicitation No. 191N6525Q0143 P a g e 6 | 9

1. Hot work permit is required to be filled for each hot work to be performed on USG site.

2. Contractor shall follow attached standards regarding different type of welding to be done on the site.

3. All workers who are arc welding must use a full-face shield with #10 or darker lenses. No worker will be allowed to arc weld with sunglasses, no matter how dark the lenses.

4. All the workers working on grinding and sanding job should have approved face masks and goggles for face and eye protection.

5. Workers handling the heavy metallic material should have appropriate gloves and safety shoes as per the job requirement.

6. Lifting and shifting of the heavy material to be done with the help of appropriate machines.

7. Compressed gas cylinder shall be properly marked and should always be kept in standing positing with guard against fall.

8. Hoses connected to the cylinder should be in good condition.

9. In case Arc welding is done inside the premises proper ventilation should be arranged in the vicinity.

10. Contractor should use welding shield during the work to protect the people around against any potential vision hazard.

11. Always keep an approved fire extinguisher near the site of welding.

12. Workers working with metal sheets must wear appropriate gloves to avoid any cuts on the hands or mishap on the site.

13. Electrical connections for the welding set and the grounding for the same shall be done properly to the satisfaction of the embassy electrician. Please refer electrical section in the document.

Ladders Safety

1. Contractor will use aluminum or fiber glass ladders for all purposes. Wooden ladders are not allowed on the site.

2. Proper ladder for a specific job should be used (for example fiber glass ladders for electrical work etc.).

3. Damaged ladders or ladders with missing supports, shoes etc., should not be used on the site.

4. Height of the ladder should be at least two feet above the required height for the work.

Electrical

1. All the equipment / machines to be used for the execution of the job should be properly grounded.

2. All the extension boards to be used at the site should have proper earthing.

3. All connections to any of the outlets should be through three pin plug. Direct connection of wires in not allowed on the site.

4. Damaged wiring/ cabling for the machines / tools to be used at site are not acceptable. The extension cord or wire with the machines should be one core.

5. Electricians working on the site should wear shoes with rubber soles and should use rubber gloves during execution of the work.

6. Any heavy equipment to be plugged in for the work should be done under supervision of the embassy electrician. Contractor on his own should not plug in heavy equipment.

7. No taped joint or undersize wiring is allowed at the site for the work.

Carpentry

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1. Carpenters should have dust mask to protect them from the potential hazard from saw dust. In case sanding machine is used at the site the machine should have proper guards and operator should have suitable PPE (personal protective equipment) with them. For e.g. safety goggles, safety shoes, gloves etc.

2. All the wood to be used at the site should be properly stacked at one side. It should not be scattered around and pose a threat for a trip hazard.

3. Entire site should be kept clean from the saw dust at the end of the day.

4. Carpenter shall use machine guards if at all machines are used at the site.

5. All the care should be taken to protect the flooring against any kind of potential damage.

6. All the drill machines or other electrical tools to be used at the site should be properly grounded and wired.

7. Contractor should use proper tools and tackles for the execution of the work at site.

8. Nails and other sharp material which can pose a threat of accident should not be scattered on the site.

Fire

1. Contractor shall provide and place fire extinguishers as per the requirement of the site (as recommended by the COR).

2. No flammable material should be kept inside the premises at any given point of time.

Lock Out / Tag Out

1. Lock out devices should be used during the testing of the electrical points and wiring.

Confined spaces

1. If at all contractor has to work in a confined space he should contact the COR before proceeding with the work. Contractor should arrange all the equipment as instructed by the COR to accomplish the job in a safe manner.

Hearing Protection

1. Contractor should assure that all the workers working in noisy surroundings should wear earmuffs or other approved devices.

Height Protection

1. Any work to be carried out over and above 8’-0” needs a sturdy metal pipe scaffolding to carry out that work. Ladder or any other arrangement needs a preapproval from COR to be implemented on the site.

2. Work at height- Scaffolding inspection to be ensured.

DOSAR 652.236-70 - Additional Safety Measures (Oct 2017)

In addition to the safety/accident prevention requirements of FAR 52.236-13, Accident Prevention Alternate I, the contractor shall comply with the following additional safety measures.

(a) High risk activities. If the project contains any of the following high-risk activities, the contractor shall follow the section in the latest edition, as of the date of the solicitation, of the U.S. Army Corps of Engineers Safety and Health manual, EM 385-1-1, that corresponds to the high-risk activity.

Before work may proceed, the contractor must obtain approval from the COR of the written safety plan required by FAR 52.236-13, Accident Prevention Alternate I (see paragraph (f) of this clause), containing specific hazard mitigation and control techniques.

(1) Scaffolding.

(2) Work at heights above 1.8 meters.

(3) Trenching or other excavation greater than one (1) meter in depth.

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(4) Earth-moving equipment and other large vehicles.

(5) Cranes and rigging.

(6) Welding or cutting and other hot work.

(7) Partial or total demolition of a structure.

(8) Temporary wiring, use of portable electric tools, or other recognized electrical hazards. Temporary wiring and portable electric tools require the use of a ground fault circuit interrupter (GFCI) in the affected circuits; other electrical hazards may also require the use of a GFCI.

(9) Work in confined spaces (limited exits, potential for oxygen less than 19.5 percent or combustible atmosphere, potential for solid or liquid engulfment, or other hazards considered to be immediately dangerous to life or health such as water tanks, transformer vaults, sewers, cisterns, etc.).

(10) Hazardous materials - a material with a physical or health hazard including but not limited to, flammable, explosive, corrosive, toxic, reactive, or unstable, or any operations, which creates any kind of contamination inside an occupied building such as dust from demolition activities, paints, solvents, etc.; or

(11) Hazardous noise levels as required in EM 385-1 Section 5B or local standards if more restrictive.

(b) Safety and health requirements. The contractor and all subcontractors shall comply with the latest edition of the U.S. Army Corps of Engineers Safety and Health manual EM 385-1-1, or OSHA 29 CFR part 1910 or 1926 if no EM 385-1-1 requirements are applicable, and the accepted contractor's written safety program.

(c) Mishap reporting. The contractor is required to report immediately all mishaps to the COR and the contracting officer. A “mishap” is any event causing injury, disease or illness, death, material loss or property damage, or incident causing environmental contamination. The mishap reporting requirement shall include fires, explosions, hazardous materials contamination, and other similar incidents that may threaten people, property, and equipment.

(d) Records. The contractor shall maintain an accurate record on all mishaps incident to work performed under this contract resulting in death, traumatic injury, occupational disease, or damage to or theft of property, materials, supplies, or equipment. The contractor shall report this data in the manner prescribed by the contracting officer.

(e) Subcontracts. The contractor shall insert this clause, including this paragraph (e), with appropriate changes in the designation of the parties, in subcontracts.

(f) Written program. The plan required by paragraph (f) (1) of the clause entitled “Accident Prevention Alternate I” shall be known as the Site Safety and Health Plan (SSHP) and shall address any activities listed in paragraph (a) of this clause, or as otherwise required by the contracting officer/COR.

(1) The SSHP shall be submitted at least 10 working days prior to commencing any activity at the site.

(2) The plan must address developing activity hazard analyses (AHAs) for specific tasks. The AHAs shall define the activities being performed and identify the work sequences, the specific anticipated hazards, site conditions, equipment, materials, and the control measures to be implemented to eliminate or reduce each hazard to an acceptable level of risk. Work shall not begin until the AHA for the work activity has been accepted by the COR and discussed with all engaged in the activity, including the Contractor, subcontractor(s), and Government on-site representatives.

(3) The names of the Competent/Qualified Person(s) required for a particular activity (for example, excavations, scaffolding, fall protection, other activities as specified by EM 385-1-1) shall be identified and included in the AHA. Proof of their

Solicitation No. 191N6525Q0143 P a g e 9 | 9 competency/qualification shall be submitted to the contracting officer or COR for acceptance prior to the start of that work activity. The AHA shall be reviewed and modified as necessary to address changing site conditions, operations, or change of competent/qualified person(s).

(End of clause) For any further clarification please contact POSHO (Post Occupational Safety and Health Officer) at # 011-24198280 OR APOSHO Ms. Vidushi Sharma at 011- 24198714.