DOMESTIC HOT WATER SYSTEM REPLACEMENT

Subject: Domestic Hot Water System Replacement

The U.S. Department of State seeks qualified contractors to replace the domestic hot water heating system at the Chief of Mission Residence (CMR) in Prague 6, Czech Republic. The estimated project value is above $25,000 USD.

Instructions to Vendors:

Vendors shall replace the existing domestic hot water system consisting of nine (9) tankless gas water heaters located in the attic with a more suitable system consisting of three (3) gas condensing boilers and three (3) 150-liter hot water storage tanks.

The current system, installed approximately 15 years ago, does not adequately meet demand or ensure sufficient water pressure. The replacement system shall improve performance, efficiency, and reliability.

Reference equipment (or equal):
Vaillant VU 246/5-3 ecoTEC system (2.8–26.4 kW), VIH R 150/6B hot water tanks, associated piping, valves, controls, and KORADO RADIK KLASIK radiators (3 pcs).

The Contractor shall utilize existing infrastructure to the greatest extent possible, including piping, gas supply, and structural supports. The project includes removal of existing units (Rinnai REU-KM2635FFUDHD-E), installation of new equipment, and capping unused flues within the attic space.

The location of the project is Prague 6, Czech Republic. All inspections shall be coordinated through the Facility Manager (FM) or Contracting Officer Representative (COR).

Vendors shall complete the work expeditiously, as the structure may 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.

The Contractor shall provide all labor, materials, tools, equipment, supervision, and management necessary to:

• Remove existing tankless water heaters (Rinnai REU-KM2635FFUDHD-E)
• Install three (3) gas condensing boilers
• Install three (3) 150L domestic hot water storage tanks
• Connect to existing gas, water, and distribution systems
• Modify and cap unused flues (within attic space only)
• Utilize existing structural supports and infrastructure
• Preserve existing piping systems to the maximum extent possible

The work is limited to equipment replacement and does not involve structural modifications to the historic building.

SITE CONDITIONS

• Work will be performed in an occupied facility
• Work must be coordinated with the Contracting Officer’s Representative (COR)
• The building is historic; however, the work area (attic) does not contain sensitive finishes
• Structural capacity and utilities are sufficient for the proposed system

PRE-PROPOSAL SITE VISIT

A site visit is mandatory - March 25, 2026  at 9 am.

SUBMITTAL REQUIREMENTS

Interested contractors shall submit:

• Firm Fixed Price Proposal
• Construction Schedule
• Bill of Materials (BOM)
• Product Data and Technical Specifications
• Quality Control Schedule (QCS)
• Project Safety Plan (PSP)
• Evidence of experience (minimum 3 similar projects within last 5 years)
• Warranty (minimum 10-year installation guarantee)

EVALUATION CRITERIA

Award will be made to the lowest priced, technically acceptable offeror.

Evaluation factors include:

• Technical compliance with SOW
• Relevant past performance
• Price

The work shall be completed within 21 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 (BOM), product literature, drawings, specifications, quality control schedules (QCS), safety plan (PSP), and construction costs as required.

Vendors shall not conduct any work beyond this Statement of Work (SOW) 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 reserves the right to inspect and test all services during the term of the contract and may issue temporary stop orders if required.

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.

Weekly Status Reports shall be submitted to the COR, including meeting minutes, progress updates, concerns, and proposed solutions.

All documentation produced for this project shall become the property of the Embassy. Vendors shall verify the operational reliability of all materials and equipment.

Any subcontracted services shall be the responsibility of the Contractor. Compliance with local labor laws, safety regulations, and reporting of accidents is mandatory.

Pre-Construction Requirements:

Vendors shall:

• Examine all documents and site conditions
• Submit a firm fixed price proposal
• Provide evidence of experience (minimum three similar projects within the last five years)
• Submit a Quality Control Schedule (QCS) and Project Safety Plan (PSP)
• Provide a 10-year Installation Guarantee
• Submit a Bill of Materials (BOM) with product literature and specifications

Construction Requirements:

Construction shall not begin until pre-construction submittals are approved.

All materials and equipment shall be new unless noted otherwise. Vendors are responsible for proper handling, storage, and security of materials.

Daily cleanup and legal disposal of debris offsite are required. Work shall be performed during normal Embassy hours unless otherwise agreed.

The Contractor shall comply with Czech National Standards or U.S. codes/standards, whichever is more stringent, including:

• International Building Code (IBC)
• International Mechanical Code (IMC)
• International Plumbing Code (IPC)
• National Electrical Code (NEC)
• U.S. Army Corps of Engineers EM 385-1-1 Safety Manual

Deliverable Schedule: Upon completion, vendors shall provide maintenance and operating manuals, warranty documentation, and product literature.

Application for Solicitation Documentation Checklist:
In applying for the solicitation material, vendors must acknowledge compliance with the following requirements:

In accordance with DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999), the contractor must possess authorization to operate and do business in the Czech Republic.

Failure to provide the above documentation when submitting a proposal may result in the proposal being found technically unacceptable and removed from the competition without further discussions.

Solicitation Package:
The solicitation package/documents shall not be placed on SAM.gov. Vendors interested in the detailed solicitation package may request it at pragueGSOprocurement@state.gov no sooner than March 19, 2026.

Disclaimer:
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 Notice