Heating Systems Maintenance Services, Rome, Italy

Quick Summary

The U.S. Embassy Rome, Department of State, has issued a Request for Quotation (RFQ) for Heating Systems Maintenance Services in Rome, Italy. This opportunity seeks contractors to provide unscheduled maintenance and repair for heating and domestic hot water systems in U.S. Government-owned or leased residences. The contract will be an Indefinite Delivery/Indefinite Quantity (IDIQ) with firm-fixed-price delivery orders. Quotations are due May 25, 2026, at 12:00 noon local time.

Scope of Work

The contractor will provide personnel, supplies, and equipment for unscheduled and urgent maintenance services. Key tasks include:

• Routine unscheduled maintenance, annual inspections, system checks, cleaning, and adjustments.
• Specific tasks such as visual inspections, gasket replacement, burner cleaning, combustion checks, safety system verification, and issuing suitability certificates.
• Maintenance of technical cards ("Libretto di Centrale") and energy reports.
• System chemical washing, installation/maintenance of anti-scale devices, and supply/replacement of hot domestic water exchangers.
• Emergency services requiring an 8-hour response time, including weekends and holidays.
• All prices must be submitted in Euros, and Value Added Tax (VAT) will not be reimbursed.

Contract Details

• Contract Type: Indefinite Delivery/Indefinite Quantity (IDIQ) with firm-fixed-price delivery orders.
• Period of Performance: A base year plus four one-year option periods.
• Estimated Value: The pricing schedule (Exhibit C) indicates a grand total of $40,000.00 for the base year and four option years, with a yearly not-to-exceed amount of $8,000.00 for materials/equipment. Minimum order for unscheduled services is Euro 80.00, maximum is Euro 30,000.00.
• Place of Performance: U.S. Government residences throughout Rome, Italy.

Eligibility & Evaluation

• Eligibility: Offerors must be registered in the System for Award Management (SAM.gov), be technically qualified, financially responsible, and operate an established business with a permanent address and telephone listing in Italy. Supervisors must be fluent in English.
• Evaluation: Award will be made to the lowest priced, technically acceptable, responsible offeror. The Government intends to award based on initial quotations but may conduct discussions if necessary.

Submission & Key Dates

• Quotation Due: May 25, 2026, at 12:00 noon local time.
• Submission Method: Electronically ONLY to RomeGSO-Offers@state.gov. Submissions must not exceed 25MB; larger offers should be sent in separate emails. Cloud storage, Dropbox, Google Drive, or PEC submissions are not accepted.
• Required Documents: SF-1442, Section K (Representations and Certifications), Price Proposal (including Section B and Exhibit C), Business Management/Technical Proposal (per Section L), and Proof of SAM Registration.
• Pre-Quotation Conference: April 29, 2026, at 10:00 am local time. Interested offerors must RSVP by emailing RomeGSOProcurement@state.gov by April 27, 2026, at 6:00 pm local time to arrange access.
• Contacts: Crystal D Sheridan (SheridanCD@state.gov, +390646742581) or John A. Crisafulli (CrisafulliJA@state.gov, +390646742139).