Proposal for Renovation - Renovation - HVAC (VRV/VRF) System at 75, Gregory's Road Col 7

Form / Attachment / Pricing Sheet

This document is a Request for Quotation (RFQ) using Standard Form 18. It serves as an official request for vendors to submit pricing and information for supplies or services.

• Request Number: 19CE2026Q0010
• Date Issued: 05/07/2026
• Requisition/Purchase Request Number: PR15989443
• Delivery By: 07/09/2026
• Issuing Office: AMERICAN EMBASSY COLOMBO, 210 GALLE ROAD, ATTN: GSO PROCUREMENT, COLOMBO, SRI LANKA
• Delivery Destination: AMERICAN EMBASSY COLOMBO, 210 GALLE ROAD, ATTN: GSO, COLOMBO
• Quotation Due Date: 05/22/2026
• Schedule Section (Item 11): Requires vendors to list Supplies/Services, Quantity, Unit, Unit Price, and Amount.
• Discount for Prompt Payment: Options for 10, 20, or 30 calendar day discounts.
• Quoter Information (Item 13): Requires Name, Street Address, City, State, Zip Code, County.
• Signature and Date (Items 14 & 15): Requires authorized signature, printed name, title, telephone number, and date of quotation.

This form is essential for potential bidders to understand the specific requirements for submitting a quotation. Bidders must complete all relevant sections, including the schedule of supplies/services, pricing, and their contact/signature information, and submit it by the specified due date (05/22/2026) to the issuing office.

Solicitation / RFP / RFQ

This is a Request for Quotes (RFQ) for the Renovation - HVAC (VRV VRF) System at 75, Gregory's Road Col 7. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Renovation of HVAC (VRV VRF) System.

• Furnish and install all materials required by the contract.

• Adherence to specifications and construction drawings.

• Compliance with all applicable laws, codes, ordinances, and regulations.

• Submission of various deliverables including construction schedule, personnel biographies, payment requests, and requests for substantial and final completion.

• Contract Type: Not explicitly stated, but implied to be a firm-fixed-price purchase order.

• Period of Performance: To commence work within three (3) calendar days after the notice to proceed and complete the entire work not later than 6 weeks thereafter. Final cleanup is included.

• Estimated Value: Anticipated range of $30,000-$32,000.

• Quotations are due by 1700 hours on May 22, 2026.

• Submissions must be in English and incomplete quotations will not be accepted.

• Quotations must be submitted electronically to SundaravelYG@state.gov in MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (PDF) format. File size must not exceed 30MB per email.

• Required submission items include: SF-18, Section A (Pricing), Section L (Representations and Certifications), and additional information as required in Section J.

• Award will be made to the lowest priced, acceptable, responsible quoter.

• Evaluation will assess compliance with RFQ terms, performance period, integrity, organization, experience, skills, equipment, facilities, and eligibility.

• A site visit is scheduled for May 12, 2026, at 10:15 a.m. at No.75, Gregory's Road, Colombo 7.

• Offerors must be technically qualified and financially responsible.

• Must have an established business in Sri Lanka or plan to establish one within 30 days of award.

• Must provide proof of SAM registration.

• Must demonstrate prior construction experience.

• Must have necessary personnel, equipment, and financial resources.

• Must possess all required local licenses and permits and meet local insurance requirements.

• Must be able to obtain adequate performance security.

• Must have no adverse criminal record or political/business affiliations contrary to U.S. interests.

• The document includes numerous Federal Acquisition Regulation (FAR) clauses and Department of State Acquisition Regulation (DOSAR) clauses that are incorporated by reference.

• Value Added Tax (VAT) will not be reimbursed by the Government.

• The Contracting Officer's Representative (COR) is Priyantha Karunawasala, Facilities Maintenance Engineer.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) details the requirements for the renovation and installation of a complete, fully operational, and compliant HVAC (Air Conditioning & Mechanical Ventilation Systems) for a Recreation Center, serving an average occupancy load of 120 persons.

• Installation of an inverter-driven VRV/VRF air conditioning system.

• Provision of a mechanical ventilation system.

• Includes controls, power wiring coordination, testing, adjusting, and balancing (TAB), and commissioning.

• Turnkey work including all necessary labor, supervision, materials, tools, equipment, and incidentals.

• Specific indoor units required: 4x 48,000 BTU/hr ceiling cassette units, 3x 24,000 BTU/hr floor-mounted units, and 1x 24,000 BTU/hr concealed duct unit.

• Installation of 2 VRV condensing units with microprocessor-controlled inverter compressors.

• Design and installation of refrigerant piping, condensate drain system, and fresh air integration.

• Installation of inline centrifugal exhaust fans.

• Construction of galvanized steel ductwork, flexible ducts, and air devices.

• System must meet specified standards and performance criteria.

• Sound level for indoor units: ≤ 45 dB(A) in occupied zones.

• Minimum COP/EER as per ASHRAE 90.1.

• Airflow balancing within ±10% of design.

• Zero refrigerant leakage.

• No abnormal vibration/noise.

• Not explicitly stated in this document, but implied to be at a Recreation Center.

• Compliance with latest editions of ASHRAE Standards (62.1, 90.1), SMACNA Duct Construction Standards, International Mechanical Code (IMC), NFPA 70 (NEC), ACA Manual D, and UL standards.

• Submittals required prior to installation include equipment data sheets, shop drawings, refrigerant pipe sizing calculations, static pressure and airflow calculations, control schematics, and product certificates.

• Minimum 5 years experience for HVAC contractor; installers must be certified technicians.

• Minimum 1-year workmanship warranty and 5-year compressor warranty. A written functional warranty for the complete HVAC system for two (2) years from final acceptance is required.