Procurement of Replacement Air Filters for the U.S. Embassy Hanoi

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is for the procurement of replacement air filters compatible with BlueAir 400 series air purifiers for the U.S. Embassy Hanoi. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable quotation at the lowest price.

• Item: Particle Filter for air purifier compatible with BlueAir 400 series.

• Quantity: 1,000 units.

• Filter Type: Gradient structured filters with thermally bonded fibers (polypropylene and polyethylene), naturally anti-bacterial, resistant to fiber shedding, free of chemicals and binders.

• Dimensions: 521 x 250 x 95mm (21 x 10 x 3.8 inches).

• HEPASilent Technology: Certified efficiency of 99.97% for particles down to 0.1 micron, including activated carbon sheets.

• AHAM Verifide: Required.

• Filter Change: Recommended every 6 months (4,380 hours) when used 24 hours a day.

• Compatibility: Similar to Classic 400 Series Particle Filter.

• Certification: Offerors must provide proof of authorized dealer status for the products offered.

• NDAA Certification: Required.

• Contract Type: Purchase Order (PO).

• Period of Performance: Not explicitly stated, but delivery is expected by April 15, 2026.

• Estimated Value: Not stated, but offers over $40,000 require SAM registration.

• Submission Deadline: April 15, 2026, 17:00 local time.

• Submission Method: Electronically to PhamHT@state.gov in MS-Word, MS-Excel, or Adobe Acrobat (PDF) format. File size must not exceed 20MB per email.

• Quotation Validity: Must be valid for a minimum of 180 calendar days.

• Evaluation: Award will be based on the lowest price from a responsible company. Discussions may be held if needed.

• This RFQ is set aside for small businesses.

• SAM Registration: Offerors bidding over $40,000 must be registered in the System for Award Management (SAM) prior to submission.

• Quotations must be in English.

• Incomplete proposals will not be accepted.

• Include VAT (if applicable), door-to-door delivery fees, and any other anticipated charges.

• Payment will be made within 30 days after delivery and receipt of a correct invoice via Electronic Fund Transfer (EFT).

• Shipping instructions are detailed in Section E, including requirements for packing, preferred carriers, consignment, notify parties, and customs clearance.

Forms / Attachments / Pricing Sheets

This document contains a comprehensive list of Federal Acquisition Regulation (FAR) clauses and Department of State Acquisition Regulation (DOSAR) clauses that are incorporated by reference into purchase orders or Blanket Purchase Agreements (BPAs) awarded by Overseas Contracting Activities. It also provides the full text for specific clauses related to Cybersecurity Supply Chain Risk Management and Representations Regarding Certain Telecommunications and Video Surveillance Services or Equipment.

• Lists numerous FAR and DOSAR clauses with their respective titles and dates.
• Provides full text for "Cybersecurity Supply Chain Risk Management Requirements (FEB 2023)" and "Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)".
• Includes provisions for Offeror Representations and Certifications, Small Business Program Representations, and various other certifications and clauses.

This document is crucial for potential bidders as it outlines the mandatory contract clauses and provisions that will govern any resulting contract or BPA. Bidders must review these clauses to understand their obligations, compliance requirements, and potential impacts on their proposals and contract performance. Key areas include cybersecurity, supply chain risk, representations and certifications, and small business status. Understanding these requirements is essential for determining eligibility and preparing a compliant offer.

Form / Attachment / Pricing Sheet

This document is a "Contractor's Certification on Compliance with National Defense Authorization Act (NDAA)" and includes the "Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020)" provision (52.204-24) and the "Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020)" clause (52.204-25), along with the "Covered Telecommunications Equipment or Services-Representation (DEC 2019)" provision (52.204-26).

• NDAA Certification: Requires the offeror to certify their completed representations and certifications related to the NDAA Act.

• Representation 52.204-24: Requires offerors to represent whether they will provide, or do not provide, covered telecommunications equipment or services to the Government. It also requires representation on whether the offeror uses covered telecommunications equipment or services.

• Prohibition 52.204-25: Details the prohibition on procuring or obtaining, or extending/renewing contracts for, equipment, systems, or services that use covered telecommunications equipment or services as a substantial or essential component or as critical technology. It defines "covered telecommunications equipment or services" and "critical technology" and outlines exceptions.

• Representation 52.204-26: Requires offerors to represent whether they provide covered telecommunications equipment or services as part of their offered products or services to the Government.

• Disclosure Requirements: If an offeror represents that they "will" provide covered equipment/services or "does" use covered equipment/services, they must provide detailed disclosures regarding the entity, equipment/service description, and proposed use.

• Bidders must carefully review and complete the representations and certifications within this document.

• Understanding the definitions and prohibitions related to covered telecommunications equipment and services is crucial.

• Failure to accurately complete these sections or comply with the prohibitions may impact eligibility for the contract.

Other / Unclassified

This document is a "Quick start guide for new foreign registrations" for the System for Award Management (SAM). It outlines the procedures and requirements for entities to register in SAM to do business with the U.S. Government.

Vendors and contractors who receive awards at or over US$30,000 are required to be registered and active in SAM. Awards over $10,000 but less than $30,000 require a Unique Entity Identification number in SAM. This guide provides the necessary steps for foreign entities to obtain a Unique Entity Identifier (UEI), a NATO Commercial and Government Entity (NCAGE) code, and complete their SAM registration. It also details the annual renewal process and emphasizes that SAM registration is free. Key information includes:

• Registration Requirement: Mandatory for awards over $30,000 USD.
• UEI: Obtainable via SAM.gov, takes up to 1 business day.
• NCAGE Code: Obtainable via a NATO link, takes up to 3 business days. Name and address must match UEI.
• SAM Registration: A 3-step process involving UEI, NCAGE, and final SAM registration. Takes 5-10 days total.
• Required Information: Banking information, average sales, total staff count, and point of contact details.
• Renewal: SAM registration is valid for one year and must be renewed annually prior to expiration.
• Cost: SAM registration and renewal are free.
• Support: Links are provided for assistance and common questions.