Solicitation: Preventive maintenance of Chiller equipment systems

Questions & Answers / Clarifications

These are the meeting minutes from a pre-proposal conference and site visit for Solicitation No. 19TC1026R0001, concerning Chiller Equipment Preventive Maintenance Services. The document includes an overview of the procurement, action items for potential offerors, and responses to questions raised during the conference.

• Contract Type: Firm-Fixed Price contract with a 12-month base year and four one-year options to renew. The anticipated period of performance for the base year is April 15, 2026, through April 14, 2027.

• Award Basis: Contract will be awarded to the lowest price, technically acceptable vendor. Pricing must account for local economic and inflation factors, and contract prices will not be increased post-award.

• Insurance Requirements: UAE-licensed companies require a UAE Workmen's Compensation Plan (WCP). Defense Base Act (DBA) insurance is mandatory for civilian employees working outside the U.S. on U.S. Government contracts. Offerors must obtain an estimated DBA insurance quote and include it in their proposal.

• Scope of Work: The contract covers periodic maintenance of Chiller Equipment. Repairing and/or replacement of parts are not covered and will require a separate quote and potential Purchase Order.

• History Reports: History reports will be provided to the awardee only.

• Adiabatic Cooler: Adiabatic coolers are not within the scope of this contract.

• Questions were due by January 26, 2026. Answers will be distributed to all interested offerors. Proposals are due by February 11, 2026, at 04:00 pm local time.

• The information in the Q&A is for informational purposes and does not change solicitation terms unless referenced in an Amendment.

• Offerors must submit proposals using SF 1449, Section 1 pricing, Section 3 provisions, Section 5 representations and certifications, and a completed submission checklist.

• Active SAM registration is mandatory for award.

Form / Attachment / Pricing Sheet

This document contains data nameplates for two chillers, identified as Chiller number 1 & 2 and Chiller Number 3. These nameplates provide detailed technical specifications for each unit.

Chiller 1 & 2 (YORK):

• Model/PIN: YVAA0273DUG51BAVNX
• Serial #: 11552M14003863
• Refrigerant: R-134a
• System Pressure Test On: JAN 01 2022
• Unit Power Supply: 415V-3PH-50Hz
• Protection Device Size (Amps): Max. Dual Element Fuse Size: 258; Max. Circuit Breaker Size: 6
• Fans: 2
• Refrigerant Kg (lb): 149 (328)
• Unit Shipping Weight Kg (lb): 10446 (23030)

**Chiller Number 3 (TRANE):

• Model Number: UZOH NAGR HANY 2003 PAS N11A-RCES N
• Serial Number: 015001293
• Rated Voltage/HZ/PH: 220/50/1
• Refrigerant: R134A
• Refrigerant Charge: 14.6 LBS
• Oil-Chg: 9 GAL
• Short-Circuit Current Rating (A): 10000

These nameplates provide critical technical specifications for the chillers. Bidders should review this information to ensure their proposed solutions or existing equipment align with the operational requirements, power supply, and physical characteristics of these units. This data is essential for understanding the scope of work related to maintenance, repair, or replacement of these chillers.

Solicitation / RFP / RFQ

This document is a Request for Proposals (RFP) from the U.S. Embassy Abu Dhabi for preventive maintenance services for chiller equipment systems. The government intends to award a contract to the responsible offeror with the lowest price, potentially without discussions.

• Preventive maintenance services for chiller equipment systems.

• Proposals must be submitted electronically in English.

• All documents must be in PDF format, with a total file size not exceeding 10MB per submission (multiple emails allowed if necessary).

• Not explicitly stated, but implied to be a contract for services.

• Proposal Submission Deadline: February 11, 2026, at 4:00 pm (local time).

• Submission Method: Electronically to AbuDhabiContracts@state.gov, with a copy to JohnJM@state.gov.

• Subject Line: "Proposal Enclosed – Solicitation No. 19TC1026R0001."

• Required Proposal Components: SF-1449, Section 1 (Pricing), Section 5 (Representations and Certifications), additional information as required by Section 3, and Proof of SAM Registration.

• Evaluation: Based on requirements and lowest price. Award may be made based on initial proposals, but discussions are possible.

• Offerors must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to submission.

• A pre-proposal conference and site visit is scheduled for January 22, 2026, at 09:30 am (local time) at the U.S. Embassy Abu Dhabi.

• To attend the pre-proposal conference/site visit, complete the attached Site Visit Registration Form and submit it by January 20, 2026, at 10:00 am to AbuDhabiContracts@state.gov (cc: JohnJM@state.gov) with the subject line: “Site Visit Registration Form – Solicitation No. 19TC1026R0001."

• Attachments include the Solicitation (RFP), Site Visit Registration Form, and Document Submission Checklist.

Solicitation / RFP / RFQ

This solicitation is for Chiller Equipment Preventive Maintenance Services for the U.S. Embassy in Abu Dhabi. The objective is to maintain chiller equipment in safe, reliable, and efficient operating condition.

• Scheduled annual maintenance services for specified York and Trane chillers.

• Services include inspection, maintenance, and adjustments in accordance with manufacturer's specifications.

• Contractor must provide all necessary personnel, transportation, equipment, tools, and consumable parts.

• Contractor must inventory, supply, and replace expendable parts (filters, hoses, O-rings, etc.).

• Proper disposal of used oil and other toxic substances is required.

• Contractor must provide trained maintenance specialists.

• Subcontracting the entire service is not authorized.

• Specific maintenance procedures are detailed, covering mechanical, electrical, and control systems.

• Contract Type: Firm Fixed Price.

• Period of Performance: One base year with four one-year optional periods.

• Estimated Start: Within six months from the solicitation date.

• Payment Currency: Arab Emirate Dirham (AED).

• Value Added Tax (VAT) is not included in CLIN rates and will be priced as a separate line item.

• Proposal Submission Deadline: February 11, 2026, 4:00 pm (UAE time).

• Proposals must be submitted electronically to AbuDhabiContracts@state.gov with a copy to JohnJM@state.gov.

• Proposals must be in English, PDF format, and not exceed 10MB per email.

• Evaluation Factors: Award will be made to the lowest priced, acceptable, responsible offeror.

• Evaluation will consider technical acceptability (past performance, experience, technical information), price, and offeror responsibility (financial resources, SAM registration, ability to comply with performance period, integrity, organization, experience, skills, equipment, facilities, and eligibility).

• No specific set-aside is mentioned in the provided sections.

• Site visit is scheduled for January 22, 2026, at 09:30 am (local time) at U.S. Embassy Abu Dhabi.

• Offerors must include Defense Base Act (DBA) insurance premium costs.

• Specific requirements for Project Manager experience, SAM registration, and past performance are detailed.

• Various FAR and DOSAR clauses are incorporated by reference, covering topics such as labor standards, safety, insurance, and representations and certifications.

Form / Attachment / Pricing Sheet

This document is a registration form for a pre-proposal conference and site visit related to Solicitation # 19TC1026R0001 for Chiller Preventive Maintenance Services.

• Date of Site Visit: Thursday, January 22, 2026, at 09:30 AM.
• Venue: U.S. Embassy, Abu Dhabi.
• Registration Deadline: By or before 10:00 AM on Tuesday, January 20, 2026.
• Submission Method: Email to AbuDhabiContracts@state.gov and copy JohnJM@state.gov.
• Required Information: Company Name, Company Street Address, City, Name & Title of attendees, Passport or Emirates ID number for attendees, Telephone & Mobile Numbers, Fax Number, and E-mail address.
• Attendee Limit: Only two representatives per company are allowed.

This form is essential for any vendor interested in attending the pre-proposal conference and site visit. Completing and submitting this form by the specified deadline is required to participate in these events, which are crucial for understanding the solicitation requirements.

Form / Attachment / Pricing Sheet

This document is a checklist for bidders to confirm the submission of required documents for RFP # 19TC1026R0001. It outlines specific items that must be included in the proposal.

• SF-1449 Cover Page: Blocks 12, 17, 19-24, and 30 as appropriate.
• Pricing Table: Section 1.
• Project Manager (PM) Information: Name and confirmation of English proficiency (Section 3.A.2 (a)).
• PM Experience: Resume detailing at least five years of experience managing York/Trane Chiller PM Service teams and troubleshooting expertise (Section 3.A.2 (b)).
• Business Evidence: Proof of an established business with a permanent address and telephone listing (Section 3.A.2 (c)).
• SAM Registration: Proof of active SAM registration, including UEI number and CAGE code (Section 3.A.2 (d)).
• Past Performance: Information on at least five completed Chiller Preventive Maintenance services within the past three years (2023-2025), including contract details, client contact information, and a description of work performed (Section 3.A.2 (3)).
• Personnel Training: List of trained Chiller maintenance service personnel and copies of their training certificates (Section 3.A.2 (5)).
• Tools and Equipment: List of tools and equipment for proposed Chiller maintenance service (Section 3.A.2 (5)).
• Authorized Service Provider Certification: Valid certification from Johnson Controls or Trane Chiller Manufacturer (Section 3.A.2 (6)).
• Commercial License: Copy of valid commercial license (Section 3.A.2 (7)).
• Work Plan: Detailed methodology considering all work elements in Section 1, Performance Work Statement (Section 3.A.2 (8)).
• Quality Plan: Plan for ensuring service quality, including contract administration and oversight (Section 3.A.2 (9)).
• Consumables and Spare Parts: Confirmation of ability to supply required new and original consumables and spare parts (Section 3.A.2 (10)).
• Workmen Compensation Insurance: Copy of valid Workmen Compensation Certificate of Insurance(s) (Section 3.A.2 (11)).
• Financial Statement: Copy of past three years (2022-2024) audited financial statement (Section 3.A.2 (12)).
• Subcontracting Confirmation: Confirmation that the service will be performed by the offeror and not subcontracted (Section 3.A.2 (13)).
• Proposal Submission: Instructions for separate submission of Pricing and Technical Proposals (Section 3.B).
• Representations and Certifications: Section 5.

This checklist is critical for bidders to ensure all required documentation is submitted correctly and completely to be considered for the RFP. Failure to submit any of these items may result in disqualification. Bidders must carefully review each item and confirm its inclusion in their proposal package.