Embassy Compound Heating Pipe Replacement - U. S. Embassy Warsaw, Poland

The Regional Procurement Support Office, Frankfurt provides the following Pre-Solicitation Notice regarding the issuance of a Request for Proposal (RFP) for:

Heating Pipe Replacement project on behalf of the U.S. Embassy Warsaw, Poland

The Regional Procurement Support Office in Frankfurt, Germany, intends to issue a Firm Fixed-Price Construction type contract during the second quarter of calendar year 2025.

The successful contractor shall provide complete construction services, contract coordination, and supervision, including but not limited to the management and construction necessary to meet the requirements of the contract within the established timeframe.

The US Embassy Warsaw, Poland has a requirement to replace approximately 60 linear meters of district heating pipe. This project requires qualified technicians to perform a replacement/installation according to both Polish and US standard industry practices. Work includes, but is not limited to:

• Developing a set of shop drawings for the construction of the heat pipeline according to the technical requirements.
• Pipe assembly of steel service pipes, polyurethane thermal insulation, and outer casing of polyethylene.  
• Obtaining approval on the heating pipeline replacement work from the Polish authority in the Department of Infrastructure.
• Dismantling of the old heat pipeline in places.
• Excavating the trench manually for pipeline to avoid the adjacent communication damage.
• Installing the pipeline installation as per local regulations.

The magnitude of this project is anticipated to be between $100,000 and $250,000.

Companies interested in the solicitation should express their interest by written correspondence, no later than February 3, 2025 at the following email address: baltaa@state.gov and MUST include the following information: Name of Firm, Name, Telephone, Email Address of Point of Contact and Complete Physical and Mailing Address of Firm. Please do not telephone.

Firms shall be knowledgeable in written and spoken English.

The solicitation package/documents shall not be placed on SAM.gov.  Only companies submitting a letter of interest and complete “Application for Solicitation Document” check list attached hereto may receive a copy of the solicitation package/documents when available.

APPLICATION FOR SOLICITATION DOCUMENTATION CHECK LIST

In applying for the solicitation material, you are acknowledging that your company can reach compliance with the following highlighted requirements included in the solicitation.

In accordance with DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999), it will be necessary for your organization to possess authorization to operate and do business in the country in which this contract will be performed. Contractors shall be required to provide:

a.   A thorough description as to what steps you have taken to investigate all requirements to obtain authorization to perform in the given country,

b.   Details of your findings and a description of what your organization will be required to undertake to obtain licensing, and

c.   Specific information concerning the period of time you anticipate it will take to obtain appropriate authorization.

You will be required to provide information that clearly shows you are able to perform work in Poland.  Any entry or work visa issues requirements must be clearly discussed with a plan to mitigate any risk clearly identified. 

Irrevocable Letters of Credit (ILOC):  The successful contractor will be required to provide the government with surety in the form of Irrevocable Letters of Credits totaling 40% of the value of the contract. 

If you have been SAM* registered, please include below. Please note that the requirement to be SAM registered, will be a mandatory requirement upon contract award.

UEI number: _______________________      SAM Registered:      (     ) Yes     (     ) No

*          System for Award Management: https://sam.gov

The failure to provide the above documentation when submitting your proposal may result in your proposal being found technically unacceptable and removed from the competition without further discussions.

Solicitation and award will be subject to the laws and regulations of the United States of America. This requirement is being competed utilizing full and open competition procedures.