Maintenance and Emergency Repair Services for Geothermal HVAC Systems

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for preventive maintenance and emergency repair services for geothermal HVAC systems at the U.S. Embassy in Seoul, South Korea. The services are required for the Chief Mission Residence (CMR) and the Yongsan Embassy Housing (YEH) Compound. The primary goal is to preserve the HVAC equipment and maintain its optimal performance level.

• Preventive Maintenance Services: Quarterly for CMR (4 times/year), semi-annually for YEH (2 times/year).

• Emergency Repair Services: 24/7 availability with a 4-hour response time for HVAC systems, aiming for completion within 24 hours of arrival.

• Scope: Includes inspection, testing, scheduling, general support, and emergency repairs.

• Deliverables: Service reports, maintenance checklists, personnel qualifications, and insurance certificates.

• Personnel: Technicians must be certified and experienced in HVAC maintenance and repair. At least one on-site crew member must be proficient in English and Korean.

• Quality Control: A Quality Assurance Plan (QAP) must be maintained and agreed upon with the Embassy.

• Safety: Adherence to all safety regulations and provision of required Personal Protective Equipment (PPE).

• Type: Firm Fixed Price contract, payable in Korean Won.

• Period of Performance: One base year with a maximum of one optional year.

• Pricing: Includes labor, materials (up to $100 per service request for repair parts), insurance, overhead, and profit. VAT is not reimbursable.

• Submission: Electronic submission via email to SeoulProposals@state.gov in MS-Word, MS-Excel, or Adobe Acrobat (PDF) format, not exceeding 30MB per file. Technical and pricing information should be separated.

• Offer Due Date: March 20, 2026, 17:00 Local Time.

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

• Criteria: Compliance review, technical acceptability (past performance, experience), price evaluation, and responsibility determination.

• Offerors must be registered in SAM.gov if the offer exceeds $40,000 USD.

• The acquisition is listed as "UNRESTRICTED" but has options for set-asides (Small Business, HUBZone, etc.).

• The solicitation incorporates numerous FAR clauses by reference, including those related to commercial items, contract terms, and representations/certifications.

• Specific equipment lists for YEH and CMR HVAC systems are provided.

Solicitation / RFP / RFQ

This document is a pre-solicitation notice for maintenance and emergency repair services for geothermal HVAC systems at the Embassy of the United States in Seoul, Korea. The government plans to issue the solicitation in late January 2026.

• Preventive maintenance services for geothermal HVAC systems.

• Emergency repair services for geothermal HVAC systems.

• The solicitation is not ready to be issued as of the date of this notice (January 13, 2026).

• The solicitation will be posted on SAM.gov and the Embassy website.

• No paper copies will be made available.

• All responsible sources may submit a quotation.

• Offerors are required to be registered in the SAM (System for Award Management) Database when submitting an offer or quotation more than $40,000, and must remain registered until award, performance, and final payment.

• Electronic submissions/responses are allowed.

• Offers should be submitted to SeoulProposals@state.gov prior to the response date and time specified in the future RFQ.

• Not specified in this notice.

• This is a pre-solicitation notice; the actual RFQ will contain the actual response date and specific quotation requirements.