HVAC Preventive Maintenance Services at the Chief of Mission Residence in Singapore

Amendment / Modification

• The site visit and pre-proposal conference date and time have been revised.

• Original date/time: February 13, 2026, 1030 hrs

• New date/time: February 24, 2026, 1030 hrs

• Section L - Instructions, Conditions, and Notices to Offerors

• The deadline for the site visit and pre-proposal conference has been extended to February 24, 2026.

• All other terms and conditions of the solicitation remain unchanged.

Solicitation / RFP / RFQ

This solicitation seeks HVAC maintenance services for the Chief of Mission Residence in Singapore. The objective is to minimize air-conditioning malfunctions, breakdowns, and deterioration, ensuring continuous and satisfactory operation of HVAC systems.

• Scheduled Preventive Maintenance (PM): Includes routine maintenance functions as detailed in the Facility Maintenance Plan (Exhibit A), covering various HVAC components like fan coil units, water pumps, air-cooled split units, and chillers.

• Unscheduled Maintenance and Repair Services: Covers minor maintenance and repair services not identified in the PM plan, provided via Indefinite Delivery/Indefinite Quantity (IDIQ) task orders.

• Personnel Qualifications: Technicians must have a minimum of three years of relevant experience. A dedicated team is required, and all personnel are subject to background review and approval.

• Reporting: Maintenance records, inspection reports, and safety reports are required.

• Safety: Contractor is responsible for safety compliance, including PPE and reporting incidents.

• Contract Type: Hybrid Indefinite Delivery, Indefinite Quantity (IDIQ) contract with Firm-Fixed-Price (FFP) for scheduled maintenance and Firm-Fixed-Unit-Price for unscheduled maintenance.

• Period of Performance: Base period of one year with four one-year option periods, not to exceed five years total.

• Currency: All prices and payments will be in Singapore Dollars (SGD).

• Insurance: Requires General Liability and Defense Base Act (DBA) insurance.

• Submission Deadline: March 5, 2026, at 1630 local time.

• Proposal Submission: Electronic submission required in MS-Word, MS-Excel, or PDF format, not exceeding 30MB per file/email.

• Evaluation Criteria: Award will be made to the lowest-priced, technically acceptable, responsible contractor.

• Key Dates:

  • Pre-Proposal Conference: February 13, 2026, at 1030hrs.
  • Site Visits: February 13, 2026.

• The North American Industry Classification System (NAICS) code is 238220.

• The small business size standard is $19 million or less.

• The solicitation includes numerous FAR and DOSAR clauses covering various aspects of contract performance, compliance, and administration.

• A post-award conference will be held 10 days after contract award.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for HVAC Preventive Maintenance Services at the Chief of Mission Residence in Singapore. It supersedes a previous Request for Quotations (RFQ) No. 19SN1026Q0013. The contract will be a hybrid type, consisting of firm-fixed-price (FFP) for scheduled services and indefinite-delivery/indefinite-quantity (IDIQ) for unscheduled services.

• Preventive maintenance services for HVAC systems.

• Compliance with applicable DOSAR provisions and local Singaporean law requirements.

• Offerors must possess all necessary licenses and permits to conduct business in Singapore, including tax registration and reporting.

• Hybrid contract: Firm-Fixed-Price (FFP) for scheduled services and IDIQ for unscheduled services.

• Proposals must be submitted in English.

• Evaluation will be based on the lowest-priced, technically acceptable proposal.

• The government may award based on initial proposals without discussions, but discussions may be held if in the government's interest.

• Proposals are due by March 05, 2026, at 1630 hours (Singapore Time).

• Proposals must be submitted electronically to SGProcurementRFQ@state.gov in MS Word 2007/2010, MS Excel 2007/2010, or Adobe Acrobat (PDF) format.

• Individual email attachments should not exceed 30MB; larger proposals must be submitted in multiple emails.

• Offerors must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to proposal submission.

• Failure to be registered in SAM may result in the offeror being deemed non-responsible.

• A pre-proposal conference and site survey will be held on February 13, 2026, at 1030 hours (Singapore Time) at 8 Leedon Park, Singapore 267885. Contact SGProcurementRFQ@state.gov by February 11, 2026, 1200 hours (Singapore Time) to arrange facility access.

• Required submission documents include SF-33, Section B (Pricing), Section K (Representations and Certifications), and other information as required in Section L.