UBUS Repair RFQ.docx

U.S. Consulate General, Cape Town Request for quotesNOTICE ISSUE DATE: April 10, 2025 RESPOND BY: April 25, 2025 by 10:00

SUBJECT: Request for quotes for Generator Radiator Removal, Recoring, and Reinstallation.

General Summary of Services required.

The U.S. Consulate General Cape Town requests bids from suitably qualified and competent contractors with expertise in generator maintenance and cooling systems. This project involves the removal, recoring, and reinstallation of the radiator unit for a Perkins 1250kva 4012 generator, which is critical to the uninterrupted power supply at the facility.

Contractors must provide all necessary labor, tools, equipment, and materials required to complete the work safely and efficiently. The successful vendor will be responsible for ensuring the recored radiator meets manufacturer specifications and undergoes rigorous testing and commissioning before final acceptance.

1. Scope of Work: The Contractor shall carry out the following tasks to ensure the successful removal, recoring, and reinstallation of the generator as specified.:

1.1 Radiator Removal:

· Conduct a pre-removal assessment of the generator cooling system.

· Drain the existing coolant and dispose of it per environmental compliance regulations.

· Disconnect all associated hoses, brackets, and electrical connections.

· Remove and safely transport the radiator unit to the recoring facility.

1.2 Radiator Recoring:

· Perform a thorough inspection of the existing radiator structure.

· Remove and replace the radiator core with a new OEM-compliant unit.

· Conduct pressure testing to verify system integrity.

· Flush, clean, and prepare the radiator for reinstallation.

1.3 Radiator Reinstallation:

· Transport the recored radiator unit back to the site.

· Reinstall the radiator, ensuring proper alignment and secure connections.

· Reconnect all hoses, brackets, and fittings as per manufacturer specifications.

· Fill the radiator with CAT ELC Long-Life Coolant as per system requirements.

· Conduct leak and pressure testing to ensure proper sealing.

1.4 System Testing & Commissioning:

· Perform full operational testing under various load conditions.

· Verify coolant flow, temperature regulation, and system performance.

· Rectify any deficiencies before final handover.

1.5 Safety & Compliance:

· The contractor must adhere to all OSHA, SANS, and U.S. Consulate safety regulations.

· Proper PPE and safety measures must be followed at all times.

· All waste materials must be disposed of responsibly according to local and international environmental standards.

1.6 Deliverables:

· Completed radiator removal, recoring, and reinstallation.

· Pressure and leak test reports confirming system integrity.

· Signed-off work completion certificate from both the contractor and U.S. Consulate representative.

1.7 Required Timeline:

· The tentative start date of the project is will be communicated by COR

· The project is expected to be completed within [14 days from removal of radiator ] to minimize generator downtime.

· The contractor must provide a detailed execution schedule, ensuring adherence to agreed-upon timelines.

1.8 Contractor Responsibilities:

· A detailed cost breakdown, including labor, materials, transportation, and testing costs.

· Work schedule with milestones and completion deadlines.

· Confirmation of compliance with safety and environmental regulations.

2. Contract Details. The purpose of this request for proposal is to award a Firm-Fixed Price purchase order to the qualified vendor who provides a quote that credibly addresses the requirements identified in the description above and is the lowest priced of all technically acceptable offers. The Government may award the contract based on the initial offer without discussion. All quotes must include full information as listed above.

3. Interested Vendors.

Vendors active in the Generator Maintenance industry, with a proven track record of working on generators rated at 1MW or greater for at least five years, are invited to submit their interest. Vendors must provide contactable references for a minimum of three completed projects of similar scale and complexity within the past five years. (References must be included with your submission—quotes without adequate references will be considered incomplete and technically unacceptable.)

Bids must also include the technical qualifications of all technicians assigned to the project, specifically a trade certificate in Refrigeration and Air Conditioning or an equivalent qualification.

A mandatory site meeting will be held at the U.S. Consulate General Cape Town, 2 Reddam Avenue, Westlake, Cape Town, 7495 on May 6, 2025, at 10:00 AM. All interested contractors must confirm attendance no later than April 25, 2025, at 10:00 AM by providing the full name, ID number, contact number(s), and vehicle make, model, and color of the representative(s) who will attend. Bids are due May 14, 2025 at 10:00.

Please note the following BEFORE submitting your offer:

· Company profiles and quotes must be submitted electronically and in English and will be reviewed for technical acceptability.

· U.S. National Defense Authorization Act (NDAA) Section 889(a)(1)(B) - It is compulsory for the successful offeror to complete the attached “NDAA Certificate for Vendor Compliance” – Please complete page 1 and tick the applicable boxes on pages 2 and 4 and include it with your submission.

· EO Compliance Certification (Executive Order 14173): Vendors must confirm compliance with applicable U.S. anti-discrimination laws by ticking both boxes and completing the representation section, signed by an authorized representative.

· Your submission must indicate our reference number: Request for quotes for Generator Radiator Removal, Recoring, and Reinstallation – 19SF2025Q0005

· As a Diplomatic Mission, we represent the U.S. Government and are unable to sign any contracts, credit applications and T’s & C’s.

· By submitting an offer, you are agreeing to waive any terms that may contrast with the language herein.

4. Payment terms. The U.S. Consulate will make no provision for fluctuations in price or exchange rates after the order has been placed. If your price is dependent on these fluctuations, you MUST make provision for possible increases in your quoted price. Payment will be made via EFT into the company’s bank account, within 30 days of delivery of goods/services and receipt of proper Invoice, not before. *Note: No advanced/deposit payments permitted.

*Note: Procurement Staff will send a confirmation of your request within 4 business days of receipt. If you do not receive a confirmation, you must assume your request was not received, and are encouraged to send the message again, and follow-up with a call to the Procurement Staff (on/before the deadline) to ensure your request is received.

Contact Information - U.S. Consulate General Procurement Section Procurement Agent: Natheer Ford Contracting Officer: Kristin Braden email: Fordn@state.gov Telephone: +27 (0)21-702-7300

SENSITIVE BUT UNCLASSIFIED

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