Request for Quotations: Cooling Tower Overhaul and Refurbishment Services

1. General Summary of Services Required

The U.S. Consulate General Cape Town invites qualified contractors to submit firm-fixed-price quotations for the overhaul and refurbishment of two (2) USS cooling towers located at the U.S. Consulate General Cape Town.

The Contractor shall provide all labor, supervision, genuine OEM replacement parts, materials, tools, equipment, transportation, permits, disposal services, and all other incidentals necessary to perform the required services in accordance with the attached Statement of Work (SOW) – Cooling Tower Overhaul and Refurbishment Service.

The objective of this project is to restore both cooling towers to reliable operating condition in accordance with the manufacturer's recommendations.

Work includes, but is not limited to:

• High-pressure cleaning of the cooling towers, internally and externally.
• Cleaning of the sump, strainers, spray nozzles, and associated components.
• Supply and installation of genuine USS Original Equipment Manufacturer (OEM) replacement parts.
• Replacement of PVC fill packs, eliminators, louvres, bearings, shafts, fan assemblies, belts, pulleys, motors, and associated mechanical components as specified in the attached SOW.
• Resealing of cooling tower joints.
• Exterior corrosion treatment and repainting.
• Fan balancing, testing, commissioning, and operational verification.
• Removal and lawful disposal of replaced materials.

The refurbishment shall be performed one cooling tower at a time to maintain continuous HVAC operations throughout the project. Offerors shall carefully review the attached Statement of Work for the complete technical requirements, deliverables, testing, warranty, safety requirements, and project schedule.

2. Contract Details

The purpose of this Request for Quotations (RFQ) is to award a Firm-Fixed-Price Purchase Order to the responsible contractor submitting the lowest-priced technically acceptable quotation that fully complies with the requirements of the attached Statement of Work.

The Government intends to evaluate quotations and award the purchase order based on initial offers without discussions. However, the Government reserves the right to conduct discussions if determined necessary by the Contracting Officer.

3. Interested Vendors

Offerors shall demonstrate:

• A minimum of fifteen (15) years of experience performing commercial or industrial cooling tower refurbishment, overhaul, repair, or maintenance services of similar scope and complexity.
• Successful completion of at least five (5) comparable cooling tower refurbishment or overhaul projects.
• Experience servicing cooling towers of similar size and complexity.
• The ability to supply genuine USS Original Equipment Manufacturer (OEM) replacement components.
• Availability of qualified personnel capable of performing mechanical refurbishment, alignment, balancing, testing, and commissioning activities.

Offerors shall include references for recently completed projects with their quotation.

A mandatory pre-quotation site visit will be conducted on Wednesday, August 12, 2026, and 10:00 SAST at the U.S. Consulate General Cape Town, 2 Reddam Avenue, Westlake, 7495.

Offerors intending to attend the site visit shall confirm their attendance by Monday, August 10, 2026, at 10:00 SAST and provide the following information for each attendee:

• Full name
• Identification number
• Contact number
• Vehicle make
• Vehicle model
• Vehicle colour
• Vehicle registration number

This information is required to facilitate security access to the Consulate. Contractors who fail to provide the required information by the stated deadline may be denied entry to the site visit.

4. Proposal Submission Requirements

Offerors shall submit the following:

• Company profile.
• Technical proposal demonstrating a clear understanding of the attached Statement of Work.
• Relevant project experience and client references.
• Proposed work schedule and methodology.
• Firm-Fixed-Price quotation in accordance with FAR 16.202-1.
• Confirmation that all replacement components will be genuine USS OEM parts.
• Any additional documentation specifically required by the attached Statement of Work.

Please note the following before submitting your quotation:

• Company profiles and quotations shall be submitted electronically in English and will be evaluated for technical acceptability.
• It is compulsory for offerors to complete and submit the attached Express National Defense Authorization Act (NDAA) Vendor Compliance Certificate with their quotation.
• Quotations shall clearly reference the solicitation number.
• Quotations shall be submitted electronically to capetown_quotation@state.gov  no later than Friday, August 21, 2026, at 10:00 SAST.
• As a Diplomatic Mission representing the United States Government, the U.S. Consulate General cannot sign vendor contracts, credit applications, or supplier terms and conditions.
• By submitting a quotation, the offeror agrees to waive any commercial terms and conditions that conflict with the terms and conditions of this solicitation and any resulting purchase order.

5. Defense Base Act (DBA) Insurance

Defense Base Act (DBA) insurance is a mandatory requirement for this contract.

Offerors shall include all Defense Base Act (DBA) insurance premium costs covering employees in their firm-fixed-price quotation. No separate reimbursement will be made after contract award for DBA insurance or related costs.

The successful contractor shall obtain and maintain valid Defense Base Act (DBA) insurance coverage for all employees performing work under the resulting purchase order. Proof of valid DBA insurance coverage shall be submitted to the Contracting Officer within thirty (30) calendar days of contract award and before any covered employee commences work under the contract.

Offerors are not required to have DBA insurance in place at the time of quotation submission. However, by submitting a quotation, the offeror acknowledges and agrees to obtain the required DBA insurance within the timeframe specified above.

Offerors may obtain DBA insurance directly from any insurance carrier authorized by the U.S. Department of Labor. A current list of approved insurance carriers is available at: https://www.dol.gov/agencies/owcp/dlhwc/lscarrier

It is the responsibility of each offeror to contact an approved insurance carrier, obtain a quotation for the required coverage, and include the associated premium in its firm-fixed-price quotation.

Failure to obtain and provide proof of the required DBA insurance within thirty (30) calendar days of contract award may constitute grounds for termination for default or other remedies available to the U.S. Government.

6. Payment Terms

The U.S. Consulate General will make no provision for fluctuations in labor, material, or exchange rates after award. Offerors shall include all anticipated costs in their Firm-Fixed-Price quotation.

Payment will be made by Electronic Funds Transfer (EFT) within thirty (30) days following satisfactory completion of services and receipt of a proper invoice.

Advance or deposit payments are not permitted.

7. Applicable Provisions and Clauses

The following documents form part of this solicitation and are attached for review:

• Statement of Work – Cooling Tower Overhaul and Refurbishment Service.
• Overseas Purchase Order Clauses – Commercial Items.
• Express National Defense Authorization Act (NDAA) Vendor Compliance Certificate.

Offerors are responsible for reviewing the complete solicitation package, including all attachments, before submitting a quotation.

Note: Procurement staff will acknowledge receipt of quotation submissions within four (4) business days. If you do not receive an acknowledgement, you should assume your submission was not received and are encouraged to resend your quotation and follow up with Procurement before the submission deadline to ensure it has been received.