Preventive Maintenance Variable Refrigerant Flow, Chilled Water and Package Unit Air Conditioning Systems, Frankfurt
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The U.S. Department of State, Regional Procurement Support Office (RPSO) Frankfurt, has issued a Combined Synopsis/Solicitation for Preventive Maintenance services for Variable Refrigerant Flow (VRF), Chilled Water, and Package Unit Air Conditioning Systems at the U.S. Consulate General Frankfurt, Germany. This requirement is for one base year and four option years. Offers are due by February 27, 2026, at 1500hrs CET.
Scope of Work
The contractor will provide annual preventive maintenance and emergency standby services to ensure all AC systems remain in good operational condition. This includes maintenance for 78 exterior units and 886 interior units across various buildings and wings, as detailed in the provided equipment lists (Exhibit A and B). Tasks involve inspection, cleaning, component replacement (filters, belts, hoses, gaskets), and testing. The contractor is responsible for all necessary labor, tools, materials, and supplies. While repairs are not included in the base contract, labor rates for potential separate purchase orders must be provided. Performance standards include maintaining clean and efficient systems with no more than one customer complaint per month.
Contract Details
- Contract Type: Firm Fixed-Price Indefinite Delivery Indefinite Quantity (IDIQ)
- Duration: One base year plus four one-year option periods
- Estimated Value: Maximum dollar value of $1,500,000.00, with a guaranteed minimum of $5,000.00
- Set-Aside: Full and Open Competition (subject to WTO Government Procurement Agreement and Free Trade Agreements)
- Place of Performance: U.S. Consulate General Frankfurt, Germany
- NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors)
- PSC Code: J041 (Maintenance, Repair And Rebuilding Of Equipment: Refrigeration, Air Conditioning, And Air Circulating Equipment)
Submission & Evaluation
Offerors must submit proposals in two volumes: a Price Volume and a Technical Proposal. Evaluation will be based on a comparative assessment (best value), where technical capability and past performance combined are considered equal to price.
- Questions Due: February 2, 2026, by 1500hrs CET
- Offers Due: February 27, 2026, by 1500hrs CET
Key Attachments & Requirements
Bidders must review Attachment A (Statement of Work) for full details and utilize Attachment B (Pricing) to submit proposed costs for the base and option years, including repair labor rates. Attachment C (Representations and Certifications) is mandatory for all offerors, and foreign entities may need to complete Attachment D (IRS Form W-14) for potential tax exemptions. Contractor personnel must adhere to strict government building access and conduct standards, including security clearances.
Contact Information
For inquiries, contact Wencke Jacobsen at jacobsenw@state.gov.