Proposal for Renovation - Renovation - HVAC (VRV/VRF) System at 75, Gregory's Road Col 7
Closed Solicitation Posted
- Solicitation number
- PR15989443
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 23 Construction
- Place of performance
- Colombo Western 00300 Sri Lanka
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of State seeks quotations for design, supply, installation, testing, and commissioning of a complete HVAC (VRV/VRF) system at a Recreation Center Clubhouse in Colombo, Sri Lanka, with quotations due May 22, 2026, and no set-aside applied.
Place of performance is Colombo, Sri Lanka. The anticipated contract value ranges from $30,000 to $32,000. Work shall be completed within six weeks from receipt of notice to proceed, with delivery expected by July 9, 2026. The system must serve an average occupancy of 120 persons and include two outdoor condensing units, eight indoor units (four 48,000 BTU/hr ceiling cassettes, three 24,000 BTU/hr floor-mounted units, and one 24,000 BTU/hr concealed duct unit), refrigerant piping with specified insulation, condensate drainage, fresh air integration, ducted exhaust systems, and controls. The contractor must verify design adequacy, reconcile drawings with site conditions, and execute all necessary adjustments to meet performance requirements.
The contractor must be an HVAC contractor with minimum five years' experience, with all installers holding certified technician status. Work must comply with ASHRAE Standards (62.1, 90.1), SMACNA Duct Construction Standards, International Mechanical Code, NFPA 70, and Air Conditioning Contractors of America Manual D. Warranty includes one year workmanship, five years compressor coverage, and a two-year functional warranty from final acceptance. Testing, adjusting, and balancing must be within 10% of design per Associated Air Balance Council standards.
Offerors must register in SAM with a UEI number, maintain an established business in Sri Lanka (or establish one within 30 days of award), hold minimum general liability insurance of $25,000 per occurrence and $50,000 cumulative, and obtain performance security bonds. A mandatory site visit is scheduled for May 12, 2026, at 10:15 a.m. Quotations must be submitted electronically in MS-Word, MS-Excel, or Adobe Acrobat format (maximum 30MB) to SundaravelYG@state.gov. Award will be made to the lowest-priced acceptable, responsible quoter based on initial proposals without discussions, unless discussions occur with firms in the competitive range.
Notice text
Dear Prospective Offeror:
Subject: Request for Quotes 19CE2026Q0010
Enclosed is a Request for Quotes (RFQ) for Renovation - Renovation - HVAC (VRV/VRF) System at 75, Gregory's Road Col 7. If you would like to submit a quotation, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.
Description
Provide all labor, materials, equipment, and supervision to design, supply, install, test, and commission a complete HVAC (VRV/VRF air conditioning and mechanical ventilation) system for the Recreation Center Clubhouse, serving an average occupancy of 120 persons. Scope includes indoor and outdoor units, refrigerant piping with specified insulation, condensate drainage, fresh air integration, ducted exhaust systems, controls, electrical coordination, and all incidental works required for full functionality. Contractor shall verify design adequacy, reconcile drawings with site conditions, and execute all necessary adjustments to meet performance requirements. Work shall comply with applicable codes and standards, include TAB and commissioning, and deliver a fully operational system. Provide a minimum two-year warranty (or manufacturer’s longer warranty) covering all parts and labor at no cost to the Government
Attachments
- Attachment 1 Statement of Work
- Attachment 2 Electrical Drawings
- Note: The drawings will be made available only to attendees at the mandatory/pre-proposal site visit and conference. No drawings will be distributed electronically.
The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.
Quotations are due by 1700 hours 22nd May 2026. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.
The Embassy intends to conduct a pre-proposal conference at No. 75, Gregory’s Road, Colombo 7, at 10:15 a.m. on 12th May 2026.
Prices should be duty free and VAT exempt.
Both quotation and technical proposal should be submitted and addressed to:
Contracting Officer, American Embassy Colombo, 210 Galle Road, Colombo 03, Sri Lanka
Email: sundaravelyg@state.gov
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-18
2. Section A, Pricing
3. Section L Representations and Certifications
4. Additional information as required in Section J
Local Execution, Responsiveness, and On-Site Requirements
To ensure timely execution, quality assurance, and effective project coordination, the following mandatory requirements apply:
Local Project Execution Capability
- The Contractor shall have an established local presence in Sri Lanka, either as a registered company, joint venture, or formally authorized local representative.
- Proof of local office, operational base, or permanent technical support facility shall be provided.
- On-Site Supervision and Mobilization
- Contractor must provide qualified on-site supervision throughout the project duration.
- Mobilization of personnel, materials, and equipment must be completed within the agreed project timeline and in no case exceed 5 to 10 calendar days from notice to proceed.
- Response Time and Project Support
- The Contractor must ensure technical response within 24–48 hours for all site coordination, installation issues, and clarification requests.
- Emergency or critical site support shall be available on call within Sri Lanka during execution phase.
- Travel, Logistics, and Cost Responsibility
- All travel, accommodation, transport, customs clearance, and logistical costs associated with project execution shall be fully borne by the Contractor.
- The Embassy will not be responsible for international travel or mobilization expenses.
- Site Familiarization and Attendance
- Attendance at the pre-proposal conference and site visit is strongly encouraged and may be required for technical qualification.
- Failure to demonstrate familiarity with site conditions may result in technical non-responsiveness.
- After-Sales Support and Warranty Service
- Contractor shall maintain local warranty support capability in Sri Lanka for the full warranty period.
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