Solicitation: Preventive maintenance of Chiller equipment systems

The U.S. Embassy Abu Dhabi is soliciting proposals for preventive maintenance services of three chiller equipment systems (two York Screw Chillers rated at 240 tons each and one Trane Screw Chiller rated at 300 tons) under solicitation number 19TC1026R0001. The Department of State is seeking a competent contractor to maintain these chillers in safe, reliable, and efficient operating condition through scheduled annual maintenance services. Key contract requirements include that the contractor must be registered in the System for Award Management (SAM) with an active Unique Entity ID and CAGE code, possess valid authorized service provider certification from the manufacturer, maintain valid commercial licensing and Workmen's Compensation Insurance, provide audited financial statements for the past three years, and perform all work directly without subcontracting. Offerors must demonstrate at least five years of experience managing York/Trane chiller preventive maintenance contracts completed between 2023 and 2025, with a Project Manager possessing minimum five years of relevant experience. The Government will evaluate proposals based on technical acceptability (including past performance, experience, qualifications, and work plans) and award to the lowest priced technically acceptable offeror, with award anticipated based on initial proposals without discussions unless competitive range discussions become necessary. The proposal submission deadline is February 11, 2026, at 4:00 p.m. local time (UAE), with a mandatory pre-proposal conference and site visit scheduled for January 22, 2026, at 9:30 a.m. at the Embassy; registration for the site visit was required by January 20, 2026.

This solicitation contains no set-aside designation and identifies no incumbent contractors. The contract is structured as a firm fixed-price agreement covering a base year from April 15, 2026, through April 14, 2027, with four optional one-year renewal periods available, making the potential contract duration up to five years. Prices must be submitted in Arab Emirate Dirhams (AED) and must include all costs for labor, materials, tools, insurance (including mandatory Defense Base Act coverage), overhead, profit, and Value Added Tax listed as a separate line item on invoices; the specific annual price is not disclosed in the solicitation notice. All maintenance work must be performed during normal business hours (07:30-17:00 Monday through Thursday, and 07:30-11:30 Friday, excluding local holidays) at the U.S. Embassy in Abu Dhabi, United Arab Emirates. Upon contract award, the contractor must submit personnel names with training certificates within 10 days, provide valid insurance certificates with contract-matching effective dates, and deliver formal service reports within 15 calendar days following each maintenance visit.