Preventive Maintenance Service Contract for the Multistack Chiller at the U.S. Consulate General, Chennai, India

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for "Preventive maintenance service for the Multistack Chiller at the U.S. Consulate General's Office building" in Chennai, India. The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price.

• Preventive maintenance services for the Multistack Chiller.

• Services to be performed by trained and qualified technicians certified by M/s Multistack.

• Compliance with safety and reporting requirements during the project.

• Firm fixed price contract.

• Contract will be for a base period plus four option years.

• No advance payment will be made.

• Payment will be made via Electronic Fund Transfer (EFT) within Net 30 days of completion of supply/service and invoice submission.

• Deadline for Technical Queries: Friday, June 12, 2026, by noon (IST). Email to ChennaiProcurement@state.gov.

• Deadline for Solicitation Submission: Monday, June 22, 2026, at 03:00 p.m. (IST).

• Offers must be submitted via email to ChennaiProcurement@state.gov with a specific subject line.

• Evaluation Criteria: Award will be made to the "Lowest priced, technically acceptable" responsible bidder. Evaluation will consider past performance, compliance with RFQ terms, bidder responsibility (financial resources, ability to comply with performance period, integrity, experience, equipment, and eligibility), and price.

• Quotes determined to be incomplete, unreasonable, or unrealistic will not be considered.

• Offerors must be registered in the System for Award Management (SAM) database prior to proposal submission. This is mandatory for orders over $40,000.

• Vendors operating within India must provide their Goods & Service Tax (GST) unique identification number.

• Overseas vendors must provide documentation supporting available service support and past performance in Chennai.

• The "Contract Document" includes SF-1449, Section 1 (The Schedule), Section 2 (Contract Clauses), Section 3 (Solicitation Provisions), Section 4 (Evaluation Factors), Section 5 (Representations and Certifications), and Proof of SAM Registration.

• Offers missing supporting documents/evidence will not be considered for technical evaluation.

• The U.S. Consulate General reserves the right to reject any or all offers, or to delete any portion/items of the solicitation.

Form / Attachment / Pricing Sheet

This document is a "Vendor QA Sheet" designed to collect questions and answers related to a solicitation. It provides a structured format for vendors to submit inquiries and for the government to provide responses.

• Fields for Solicitation Number, Title, and Date.
• Sections for Company Name, Name of Person, and Title of the person submitting the question.
• A dedicated area for "Question:" and "Answer:".
• The form appears to be designed to accommodate multiple question-and-answer pairs.

This sheet is a template for vendors to formally submit questions about a solicitation. Bidders should use this form to ensure their questions are clearly documented and to receive official answers from the contracting agency. The "Answer:" section will contain clarifications that may impact proposal preparation and submission.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ Number 191N6026Q0001) for Preventive Maintenance Service Contract for the Multistack chiller at the U.S. Consulate General Chennai's Office building. The contract is for a base year plus four option years.

• Provide preventive maintenance services for the Multistack Air-Cooled Chiller (25 TR) and associated motor starters, VFDs, electrical control panels, and air handling units.

• Services include scheduled preventive maintenance, inventory and replacement of expendable parts, and technical check reports.

• Repairs are not included but current labor rates for potential repairs should be provided.

• Disposal of toxic substances must be handled according to government and local law.

• Deliverables include signed PM Checklists and Invoices.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base Year (July 2026 – July 2027) plus four Option Years (July 2027 – July 2031).

• Payment: Invoices to be submitted to MissionIndiaPayments@state.gov. Payment expected 30 days after completion of service or receipt of invoice.

• Offer Due Date: June 22, 2026, 3:00 p.m. (IST).

• Submission of offers requires a completed solicitation, including Sections 1 and 5.

• Evaluation: Award will be made to the lowest priced, acceptable, responsible quoter. Technical acceptability will be reviewed, along with past performance and experience.

• The acquisition is listed as UNRESTRICTED, but options for Small Business, WOSB, HUBZone, Service-Disabled Veteran-Owned Small Business, EDWOSB are present.

• Security clearances and adherence to strict security protocols are required for personnel working in certain areas.

• Contractor personnel must display government-issued identity cards.

• The solicitation incorporates FAR clauses by reference, including those related to commercial items, contract terms, and payment.

• Exhibit A contains the detailed Statement of Work.

Form / Attachment / Pricing Sheet

This document is a technical evaluation form for Solicitation No. 191N6026Q0001 / PR15936508. It outlines the specific information and evidence bidders must provide to demonstrate their capability to perform the required work.

Bidders are required to provide details and evidence regarding:

• A Project Manager fluent in English.
• Proof of an established business with a permanent address and telephone.
• Past performance information and client references.
• Capability to provide necessary personnel, equipment, and financial resources.
• Possession of all required local licenses and permits.
• The offeror’s strategic plan for the services.
• Technical details and manufacturer's literature for products to be used.
• General vendor details.
• Capability to install and commission required cable.

This form is critical for bidders to understand the specific technical evaluation criteria and the evidence required to support their proposal. Completing this form accurately and thoroughly is essential for demonstrating compliance and competitiveness for this opportunity.