SAM #PR15989443

Turnkey HVAC (VRV/VRF) System Renovation for U.S. Embassy Colombo Recreation Center

The U.S. Embassy Colombo is seeking a contractor for the renovation and installation of a complete HVAC (VRV/VRF) system at its Recreation Center Clubhouse, 75 Gregory's Road, Colombo 7, Sri Lanka. - Government Buyer: - U.S. Department of State, U.S. Embassy Colombo - Contracting Officer: Matthew Ferry - Products and Services Requested: - Design, supply, installation, testing, and commissioning of a VRV/VRF air conditioning and mechanical ventilation system - Indoor air conditioning units: - 4 ceiling cassette units (48,000 BTU/hr) - 3 floor-mounted units (24,000 BTU/hr) - 1 concealed duct unit (24,000 BTU/hr) - 2 VRV condensing outdoor units with microprocessor-controlled inverter compressors - Mechanical ventilation system: - 2 inline centrifugal exhaust fans (50 CFM @ 100 Pa, 120V/1Ph/60Hz) - Galvanized steel ductwork (0.6 mm, SMACNA standards) - Aluminum flexible ducts (110 mm diameter) - Powder-coated aluminum louvers with bird screens - Adjustable airflow disc valves - Controls, electrical coordination, and all incidental works for a fully functional system - Testing, Adjusting & Balancing (TAB) per Associated Air Balance Council standards - Commissioning and training for Owner personnel - Warranty services: minimum 2-year functional warranty (parts, labor, services), 5-year compressor warranty - Unique or Notable Requirements: - Contractor must verify design adequacy and reconcile with site conditions - Compliance with ASHRAE, SMACNA, NEC, and other relevant standards - Local execution capability in Sri Lanka, with on-site supervision and rapid mobilization - Technical response within 24–48 hours and local after-sales support - Firm fixed price contract under $250,000, with 6-week completion timeline - No specific OEMs or part numbers are specified in the solicitation - Place of performance: Recreation Center Clubhouse, 75 Gregory's Road, Colombo 7, Sri Lanka

Description

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

<ul>
    <li>The Contractor shall have an established local presence in Sri Lanka, either as a registered company, joint venture, or formally authorized local representative.</li>
    <li>Proof of local office, operational base, or permanent technical support facility shall be provided.</li>
</ul>
</li>
<li><strong>On-Site Supervision and Mobilization</strong>
<ul>
    <li>Contractor must provide qualified on-site supervision throughout the project duration.</li>
    <li>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.</li>
</ul>
</li>
<li><strong>Response Time and Project Support</strong>
<ul>
    <li>The Contractor must ensure technical response within 24&ndash;48 hours for all site coordination, installation issues, and clarification requests.</li>
    <li>Emergency or critical site support shall be available on call within Sri Lanka during execution phase.</li>
</ul>
</li>
<li><strong>Travel, Logistics, and Cost Responsibility</strong>
<ul>
    <li>All travel, accommodation, transport, customs clearance, and logistical costs associated with project execution shall be fully borne by the Contractor.</li>
    <li>The Embassy will not be responsible for international travel or mobilization expenses.</li>
</ul>
</li>
<li><strong>Site Familiarization and Attendance</strong>
<ul>
    <li>Attendance at the pre-proposal conference and site visit is strongly encouraged and may be required for technical qualification.</li>
    <li>Failure to demonstrate familiarity with site conditions may result in technical non-responsiveness.</li>
</ul>
</li>
<li><strong>After-Sales Support and Warranty Service</strong>
<ul>
    <li>Contractor shall maintain local warranty support capability in Sri Lanka for the full warranty period.</li>
</ul>
</li>

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