Replacement Of Gas Boilers

Questions & Answers / Clarifications

This document provides answers to questions submitted by potential offerors regarding the "Replacement Of Gas Boilers" opportunity (19UK5626Q0023).

• Listed Building Consent: The Embassy is responsible for obtaining necessary Listed Building Consent for external modifications; contractors do not need to obtain this approval.
• Electrical Connections & Controls: The contractor is responsible for providing all new control wiring, including re-configuration within the control panel and software updates. The previous SOW paragraph 4.8.2 was incorrect.
• Flue Regulations: In cases of discrepancies between UK and US regulations, the most stringent shall prevail. If a conflict arises where both cannot be achieved, the UK regulation shall prevail.
• Building Work: Decoration of both existing and proposed boiler rooms is required, including scraping loose material, filling gaps, and painting with a minimum of one undercoat and two topcoats of outdoor-rated white paint.
• Future Proofing: The water cylinder does not need replacing, but new boilers and accessories must be compatible with a potential future upgrade to a pressurized system.

These clarifications modify the understanding of the contractor's responsibilities regarding electrical work and building finishes, and confirm the approach to regulatory compliance. Bidders should refer to the revised SOW for updated details.

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

To replace the existing gas boilers at the US Consulate General Edinburgh, which are over 16 years old and require continuous repair, with new boilers, flues, and associated equipment.

• Supply, deliver, install, and commission two new, identical, wall-hanging, condensing modular type boilers manufactured by a reputable UK-based company.

• Boilers must operate in a master-slave configuration, be capable of working simultaneously, and be sized to efficiently provide all heating and hot water for the building.

• Relocate boilers away from the main building façade, with vertical flues running through the roof.

• Replace all associated heating and hot water system components, including pumps, strainers, filters, valves, headers, pipes, safety relief valves, pressure gauges, temperature gauges, sensors, actuators, and panels.

• Undertake flushing and chemical cleaning of the heating system in accordance with BSRIA BG29 2021.

• Remove existing boilers and redundant equipment safely and environmentally.

• Perform necessary building work, including cutting new holes for flues, making good the boiler room roof, and reinstating disturbed building elements.

• Paint walls and ceilings in the boiler rooms with a minimum of one undercoat and two topcoats of outdoor-rated white paint.

• Provide new control wiring and re-configuration of the existing control panel and software.

• The work is to be completed within 28 calendar days (4 weeks) of contract award.

• The actual time on site shall not exceed 14 calendar days (2 weeks).

• Site Address: United States Consulate General Edinburgh, 3 Regents Terrace, Edinburgh, EH7 5BW.

• Compliance with Construction (Design and Management) Regulations (CDM 2015) and UK/US health and safety regulations.

• Contractors must provide site-specific Risk Assessments and Method Statements.

• All personnel must be qualified, trained, certified, and equipped with appropriate PPE.

• Strict adherence to security procedures for entry into the US Consulate property.

• Work to be performed during standard working hours (8 am to 5 pm, Monday to Friday), unless otherwise arranged.

• All materials and workmanship must be of the highest quality and durability.

• New boilers and accessories must be compatible with a potential future upgrade to a pressurized system.

• Submittals at completion include an electronic and paper copy of a complete Operation and Maintenance Manual, commissioning checklist, Gas Safe Certificate, landlord's gas safety record, proof of notification to Local Authority Building Control, electrical certificates, proof of warranty, and as-fitted drawings.

• Evaluation criteria include proof of licenses, demonstrable experience, boiler specifications, insurance, and established business presence in the UK.

Form / Attachment / Pricing Sheet

This document is an "Application for Contractor Certification" required by the Department of State, Diplomatic Security Service. It is used to gather information for security certification processes for contractors.

• Personal identification details (name, DOB, nationality, address, contact information).
• Employment history and details of current employer.
• Information on countries of residence.
• Parent details.
• Questions regarding arrest history, involvement in sabotage, espionage, treason, terrorism, or association with organizations dedicated to violent overthrow of government.
• A declaration of truthfulness and understanding of disqualification for false statements.
• An "Authority for Release of Information" form authorizing the release of various personal records for investigation.

Contractors seeking to work with the Department of State, particularly in roles requiring security clearance, will need to complete this form accurately and truthfully. Failure to do so may result in disqualification. The "Authority for Release of Information" is also a critical component for background checks.

Forms / Attachments / Pricing Sheets

This document lists Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses that are incorporated by reference into purchase orders and blanket purchase agreements awarded by Overseas Contracting Activities. It serves as a reference for bidders to understand the contractual terms and conditions that will apply to the opportunity.

• FAR Clauses: A comprehensive list of FAR clauses, including their number, title, and date. These cover a wide range of topics such as System for Award Management, representations and certifications, cybersecurity, labor standards, payment terms, and small business programs.
• DOSAR Clauses: A separate section lists DOSAR clauses.
• Full Text Clauses: Certain clauses, such as "CYBERSECURITY SUPPLY CHAIN RISK MANAGEMENT REQUIREMENTS (FEB 2023)" and "REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)", are provided in full text.

Bidders must review this document to understand all applicable FAR and DOSAR clauses. This is crucial for determining compliance requirements, potential risks, and the overall contractual obligations associated with the opportunity. Pay close attention to clauses related to cybersecurity, small business, labor, and any specific prohibitions or representations required.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is for the provision and installation of two gas boilers at the United States Consulate General Edinburgh. This is not a small business set-aside.

• Provide and install two gas boilers.

• Installation labor is required.

• Not specified in this document.

• Quotations must be submitted to the issuing office (U.S. Embassy, Procurement Office, London) on or before the close of business on May 15, 2026, at 17:00.

• If unable to quote, indicate so on the form and return it.

• This request does not commit the Government to pay any costs incurred in the preparation of the submission or to contract for supplies or services.

• This RFQ is not a small business set-aside.

• The delivery date is to be determined (TBA).

• FOB Destination applies.

• Any representations and/or certifications attached to this RFQ must be completed by the quoter.

• The attached Statement of Work provides further details on the requirements.

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

To replace the existing gas boilers at the US Consulate General Edinburgh, which are over 16 years old and require frequent repair, with new units to provide heating and hot water for the building.

• Supply, deliver, install, and commission two new, identical, condensing modular type gas boilers.

• Boilers must be wall-hanging, operate in a master-slave configuration, and be capable of providing all heating and hot water needs, even with one boiler operating alone.

• Relocate boilers to a room away from the main building façade, with vertical flues running through the roof.

• Replace all associated heating and hot water system components, including pumps, strainers, filters, valves, and controls.

• Safely remove and dispose of existing boilers and redundant equipment.

• Flush and chemically clean the heating system.

• Install new vertical flue systems compliant with UK and US regulations.

• The total work described must be completed within 28 calendar days (4 weeks).

• The actual time on site shall not exceed 14 calendar days (2 weeks).

• Site Address: United States Consulate General Edinburgh, 3 Regents Terrace, Edinburgh, EH7 5BW.

• Boilers must be from a reputable UK-established manufacturer with a UK representative.

• Compliance with UK Construction (Design and Management) Regulations (CDM 2015) and local UK Health and Safety regulations.

• Strict adherence to US Department of State security procedures for site access.

• Contractor personnel must be qualified, certified, and adhere to high standards of conduct and cleanliness.

• All work must comply with IET wiring regulations (BS 7671).

• A detailed Gantt chart schedule is required, including downtime for heating and hot water.

• A thorough survey of the existing installation is required immediately after award.

• Final submittals include a complete Operation and Maintenance Manual, commissioning checklist, Gas Safe Certificate, and as-fitted drawings.