MAINTENANCE SERVICES OF AIR CONDITION UNITS (SPLIT SYSTEMS)

Subject: Request for Quotes No. 19PL9026Q0011-Maintenance Services of Air Condition Units (Split Systems)

Issued Date: March 20, 2026

Closing Date: April 3, 2026

Enclosed is a Request for Quotes (RFQ) for annual routine maintenance of Air Conditioning systems in approximately 500 inside and 450 outside units in Offices and Residential Properties in Warsaw, Poland. 

The Embassy is planning to make a multiple award of indefinite-delivery indefinite-quantity contracts. The prospective contracts shall be for one year period.  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.

The U.S. Government intends to award a contract(s)/purchase order(s) to the responsible company/companies submitting an acceptable offer(s) at the lowest price(s).  We intend to award a contract(s)/purchase order(s) 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 April 3, 2026.  No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to warsawproc@state.gov.  It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB.

For a quotation to be considered, you must also complete and submit two separate Volumes of your proposal as follows:

VOLUME 1 Price.

1.  SF-18 - filled in and signed

2.  Section A, Price – fill in the price format

3. Section L Representations and Certifications – signed

4. Proof of SAM registration

VOLUME 2 Technical

1.  Offeror’s Qualifications, as required in Section J

2.  Business Management/Technical Proposal per instruction in Section J:

•              Experience and Past Performance

•              Qualifications of AC Technician (s)

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. 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.

The Government will not consider any offer that proposes to subcontract any portion of the required commercial services. The Contractor shall perform all services required under this solicitation using its own resources and personnel. Offers that include subcontracting of any portion of the services will be deemed non-responsive and will be disqualified from further evaluation.

Subcontracting of services under this contract is prohibited. This requirement ensures the existence of a single point of contact and minimizes risks associated with a lack of coordination among multiple service providers. The direct provision of services by a single firm is crucial for maintaining consistent quality standards, timely execution, and effective communication throughout the entire duration of the contract.