SAM #19PM0726Q0027

NEC-HVAC System Preventive Maintenance Services for U.S. Embassy Panama City

The U.S. Embassy Panama City, under the Department of State, is soliciting preventive maintenance services for its NEC-HVAC system across embassy facilities. - Government Buyer: - U.S. Department of State, American Embassy Panama City, General Services Office (GSO) - OEMs and Vendors Mentioned: - YORK (chillers and air handling units) - EVAPCO (cooling towers) - Bell Gossett (pumps) - Products/Equipment Requested: - Chiller YORK 410 Ton (2 units; part numbers: YRXCXDT346CS SMPM989530, YRXCXDT346CS SMPM989410) - Primary Chiller Pump Bell Gossett (1 unit; part number: CO12172-02M50) - Secondary Chiller Pump Bell Gossett (1 unit; part number: CO11484-01A60) - Cooling Tower EVAPCO USS-112-612 (2 units; part numbers: 5-1306-9, 5-1306-50) - Condenser Pump Bell Gossett Microtron (1 unit; part number: CO12171-01M50) - Air Handling Units YORK (multiple units; part numbers: 05-83828-01, 05-83828-02, 05-83828-03, 05-83828-04, 05-83828-05, 05-83828-06, CFRMXT0069, 05-83823-11, CLPMXT0361, 05-83828-10) - Services Requested: - Preventive maintenance services for chillers, air handling units, cooling towers, and pumps - Quarterly, semi-annual, and annual inspections, cleaning, lubrication, testing, and supply of expendable parts - Water treatment, Eddy Current & Vibration Tests, and emergency technician support (up to 20 hours) - Safety compliance, hazardous material disposal, and detailed reporting - Unique/Notable Requirements: - Contract includes a base year plus two 12-month option years - Compliance with U.S. Embassy regulations and cybersecurity supply chain risk management (C-SCRM) - Set aside for small businesses, including women-owned and service-disabled veteran-owned businesses - Personnel clearances and insurance certificates required - Repair labor rates requested separately - Emergency technician support included

Description

Dear Prospective Quoter:

Subject: Request for Quotations number 19PM0726Q0027

Enclosed is a Request for Quotations (RFQ) for NEC-HVAC System Preventive Maintenance (PMSC).  If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

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 quotations, 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 September 14th, 2026, 02:00p.m. [local time]. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to pnmprocreq@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word or MS-Excel or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1, The schedule

3. Section 5, Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submit of their offer/proposal. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

If there are any questions regarding this solicitation please submit it in writing by COB September 2nd, 2026, 12:00p.m. [local time] by sending an email to:  pnmprocreq@state.gov All answers will be posted on the SAM.gov.

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