HVAC systems upgrade at the USUN building for US Embassy Rome, Italy

PRE-SOLICITATION NOTICE

Solicitation No.:  19GE5026Q0103

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

HVAC systems upgrade at the USUN building for US Embassy Rome, Italy

The Regional Procurement Support Office in Frankfurt, Germany, intends to issue a Firm Fixed-Price type contract during the third quarter of calendar year 2026.

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 United States Embassy in Rome requires a contract for HVAC systems upgrade at the USUN building. USUN underwent a major renovation in early 2000s when a centralized system was installed. Being over 25-years-old, the systems have reached the end of their useful life. The work includes the replacement of the existing water-cooled chiller and of the reinforced concrete cooling tower with two air-cooled chillers, the replacement of all the fan coil units and the replacement of an Air Handling Unit.

Being an integrated set of technological systems that must function as a coordinated whole and cannot be carried out separately: air-conditioning and heating generation and distribution (the two heat pumps, the hydronic loops, the AHU and the fan coils), the associated electrical works and power panels, and the Building Automation System that ties everything together, together with the related hydraulic and drainage components, the work must be carried out by a certified company that holds a SOA certification OG11 Cat II.

All work shall be in accordance with international professional standards of skill, safety, and diligence.

The magnitude of this project is anticipated to be between $500,000 and $1,500,000 for the entire project.

Companies interested in the solicitation should express their interest by written correspondence, no later than 08 July 2026, at the following email addresses gallonea@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. DO NOT TELEPHONE.

Firms shall be knowledgeable in written and spoken English.

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 Italy.  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.

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 may receive a copy of the solicitation package/documents when available.