Non-CAA space chiller and fan coil unit replacement project
ID: 19EN1025Q0127Type: Combined Synopsis/Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUS EMBASSY TALLINNWASHINGTON, DC, 20520, USA

NAICS

Plumbing, Heating, and Air-Conditioning Contractors (238220)

PSC

INSTALLATION OF EQUIPMENT- REFRIGERATION, AIR CONDITIONING, AND AIR CIRCULATING EQUIPMENT (N041)

Original Source

https://sam.gov/opp/77b3c5aa450943d3835f80293464eb1e/view
Timeline
    Description

    The U.S. Department of State, through the U.S. Embassy in Tallinn, is seeking contractors for the replacement of its aging cooling system, specifically the non-CAA space chiller and fan coil units. The project entails the complete removal of the existing air-cooled chiller and fan coil units, followed by the installation of a new system that minimizes modifications to the current infrastructure while enhancing efficiency. This initiative is critical for maintaining operational efficiency within the embassy, as the existing system is over 20 years old and requires significant upgrades to comply with local regulations and embassy standards. Interested contractors must submit their bids electronically by May 5, 2025, and can direct inquiries to Mrs. Hind Tazi at TaziH@state.gov or Katrin Lipstal at Lipstalk@state.gov for further details.

    Point(s) of Contact
    Mrs. Hind Tazi
    (372) 668-8154
    TaziH@state.gov
    Katrin Lipstal (Procurement Agent)
    003726688173
    Lipstalk@state.gov
    Files
    Title
    Posted
    Continuation to SF30 RFQ 19EN1025Q0127-A001.pdf
    The U.S. Embassy in Tallinn has issued Request for Quotation nr. 19EN1025Q0127-A001 to contractors for the replacement of an aging cooling system in their office building. The project includes the complete removal of the existing air-cooled chiller and fan coil units while ensuring minimal disruption to embassy operations. It emphasizes a similar system replacement to manage costs, with adjustments to enhance system efficiency. Key aspects include careful demolition, proper disposal of old equipment, and installation of new components that comply with local regulations and embassy standards. The contractor must ensure a temporary cooling solution for the server room during construction, assess the current system's conditions, and utilize existing wall penetrations to minimize modifications. All work must align with embassy security protocols and local environmental laws. The project timeline stipulates completion within 120 days of receiving the notice to proceed, and the contractor must provide various deliverables, including documentation of training, operation manuals, and compliance certificates. The completion of the project must meet thorough inspection and testing standards before final acceptance by the embassy.
    QA Document from site visit.pdf
    The U.S. Embassy in Tallinn, Estonia, has issued a Request for Quotation (RFQ) for the replacement of the Chancery non-CAA space cooling system, encapsulated in document number 19EN1025Q0127. A site visit prompted clarification on several key points: the project's focus is on replacing the current chiller, adhering to specified noise levels, and maintaining existing wiring where feasible, while only thermostat cables will be replaced. The contractor is not responsible for relocating other cabling or fireproofing, but must seal any wall penetrations created by the installation. Materials must be stored onsite in segmental workspaces, as no dedicated storage area within the embassy is available. While the contractor can utilize a crane for operations, each project stage will require coordination with embassy officials. The completion timeline has been adjusted, proposing a 120-day window for project completion. Additionally, the embassy has set strict requirements regarding any structural alterations and insists that any removed ceiling tiles be reinstalled daily. The project must comply with existing electrical requirements without necessitating upgrades to current systems. Overall, this RFQ emphasizes clear contractor responsibilities, adherence to existing infrastructure, and maintains a structured approach to project execution within the embassy.
    RFQ nr. 19EN1025Q0127 for cooling system upgrade.pdf
    The U.S. Embassy in Tallinn issued a Request for Quotes (RFQ) for the replacement of its building's cooling system, identified as solicitation number 19EN1025Q0127. The Embassy outlines its intention to award a contract to the lowest priced, responsible company that submits a compliant quotation. Bids are due by May 5, 2025, and must be submitted electronically, adhering to specified formats and size limitations. Offerors must complete several required documents, including SF-1442, pricing sections, and proof of registration in the System for Award Management (SAM). The project involves replacing an aging cooling system consisting of air-cooled chillers and fan coil units, which serves multiple floors of the embassy building. The existing system is over 20 years old and requires significant upgrades, including temporary cooling solutions during installation. Offerors are expected to detail their approach for maintaining operational efficiency, conducting systematic inspections, and disposing of old equipment in compliance with local regulations. The contractor is also tasked with ensuring proper electrical service modifications, delivering comprehensive training, and providing operation and maintenance manuals. This initiative emphasizes safety protocols, adherence to local laws, and timely completion of work to avoid disruptions.
    SF-30 - Amendment of Solicitation.pdf
    The document serves as an amendment to a solicitation involving contract adjustments for a project at the American Embassy in Tallinn. Primarily, it details the procedures for acknowledging receipt of the amendment, which must be done before the specified deadline to avoid rejection of offers. Important modifications include an updated timeline for project performance, now requiring completion within 120 calendar days after receipt of the Notice to Proceed. Furthermore, the amendment corrects the offer submission deadline and expands on specific responsibilities for contractors, particularly regarding work area setup and ceiling grid adjustments. Overall, this amendment ensures clarity in project expectations and timeline management while maintaining compliance with federal contracting standards, thereby facilitating a smoother procurement process.
    Standard Form 1442.pdf
    The document is a solicitation for proposals (RFP) from the American Embassy in Tallinn for the replacement of its building's cooling system. It details the requirements for contractors to submit sealed bids, including performance periods and mandatory conditions such as the provision of performance and payment bonds. The contractor is expected to initiate performance within specified calendar days post-award and complete the work within a defined timeframe. Offerors must provide guarantees and comply with outlined work requirements and clauses incorporated within the solicitation. The primary objective is to upgrade the cooling system by replacing outdated components to ensure efficient operation. This RFP underscores the government’s commitment to maintaining its facilities through structured bidding processes while ensuring compliance with relevant regulations.
    Lifecycle
    Title
    Type
    Non-CAA space chiller and fan coil unit replacement project
    Currently viewing
    Combined Synopsis/Solicitation
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