AIR CONDITIONING SYSTEM REPLACEMENT

Subject: Air Conditioning Replacement

The U.S. State Department seeks qualified contractors to replace the air conditioning system in Prague 6, Czech Republic. The estimated project value is above $25,000 USD.

Instructions to Vendors:

Vendors shall replace the current air conditioning system, which includes one 22 kW / 24 kW mini VRF outdoor unit and nine 2.5 kW VRF indoor units. Existing infrastructure shall be used to the greatest extent possible. The location of the project is in Prague 6, Czech republic, and all inspections shall be coordinated through the Facility Manager (FM) or Contracting Officer Representative (COR).

Please reach out to pragueGSOprocurement@state.gov should you be interested.

Vendors shall complete the work expeditiously, as the structure will be occupied during the execution of this contract.

• Coordination with the COR for work phasing and sequencing is required. Vendors shall submit a phasing plan and construction schedule for approval prior to commencement of work.
• Vendors shall provide all necessary personnel, equipment, materials, tools, and supervision to complete the services. The work shall be completed within 30 days from Contract Award. Access to non-designated areas shall be limited and only permitted with Embassy approval. Vendors shall submit reports, bill of materials, product literature, drawings, specifications, quality control schedules, safety plan, and construction costs as required.
• Vendors shall not conduct any work beyond this Statement of Work (SOW) and accompanying specifications unless directed in writing by the Contracting Officer (CO).
• Work shall only begin after receiving a Notice to Proceed (NTP) from the CO.
• The Embassy does not make representations or warranties regarding the quality, level of completion, accuracy, or compliance with standards, codes, and requirements described in this SOW.
• The Embassy’s review, approval, or acceptance of services shall not be construed as a waiver of any rights under the contract.
• The Embassy reserves the right to inspect and test all services during the term of the contract. The CO has the authority to issue temporary stop orders if necessary.
• Vendors shall ensure professional quality and technical accuracy in all construction and services furnished under this contract. A Project Site Manager, approved by the COR, shall be identified and responsible for overall project management. Status Reports shall be submitted to the COR, containing meeting minutes, accomplishments, concerns, proposed solutions, change orders, and other pertinent information.
• All documentation produced for this project shall become the property of the Embassy. Vendors shall verify the operational dependability of all materials and equipment. Any cost associated with subcontracted services shall be borne by the vendor. Compliance with local labor laws, safety regulations, and reporting of accidents is mandatory. Vendors shall be liable for damages caused by negligent performance.
• Pre-construction requirements include examining all documents and site conditions, submitting a firm fixed price proposal, providing a statement of experience, and submitting a Quality Control Schedule (QCS) and Project Safety Plan (PSP). A two-year Installation Guarantee and a Bill of Materials (BOM) with product literature, samples, and specifications shall also be submitted.
• Construction shall not begin until pre-construction submittals are approved. Vendors shall provide all required materials, equipment, and personnel. All materials and equipment shall be new unless noted otherwise. Proper handling, storage, and security of materials are the vendor's responsibility. Vendors shall keep the work area free from waste materials and perform work during normal Embassy hours unless otherwise agreed. Temporary utilities connections and storm protection measures shall be coordinated with the COR. Daily cleanup and legal disposal of debris are required.

Vendors shall conform to Czech National Standards or U.S. codes/standards, whichever is more stringent, and comply with the U.S. Army Corps of Engineer Safety and Health Requirement Manual (EM 385-1-1) and host country standards.

The deliverable schedule includes commencing work promptly, completing the survey and design phase within 14 days, beginning construction within 10 days of NTP, and completing construction within 20 days. Maintenance and operating information, a two-year workmanship guarantee, and product literature shall be provided upon project completion.

Project security requires vendors to submit corporate, financial, and personnel information for review. Construction vehicle requirements shall be submitted within 10 days of NTP.

Vendors shall provide a fixed price lump sum proposal and may submit monthly progress payment requests. Payment invoices with backup documents shall be submitted to the COR. The final invoice shall be identified as "Final Invoice" and include the Contractor's Release of Claims Certificate.

Vendors can reach out to pragueGSOprocurement@state.gov for the solicitation package.

Additional Information:

The U.S. State Department reserves the right to reject any and all proposals.

This solicitation does not commit the U.S. State Department to award a contract or pay any costs incurred in the preparation of proposals.

Contract award can only be made to a contractor who is registered in the System for Award Management (SAM). 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.  

Vendors interested in the detailed solicitation package may request it at pragueGSOprocurement@state.gov.

Due Date for Quotations:                           06/16/2025

Site Inspection date:                                   06/09/2025

Contact Information for question:          pragueGSOprocurement@state.gov.

This pre-solicitation notice does not commit the U.S. Department of State to award a contract, nor does it obligate the U.S. Department of State to pay for any costs incurred in the preparation and submission of proposals.

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.   

End of Solicitation Notification