Maintenance of HVAC & BMS System

The United States Embassy in Nicosia is seeking qualified vendors to maintain the HVAC and Building Management System (BMS) at the West Office Building located at 25 Panayioti Yiannopoulou Street, Engomi, Cyprus, through a Request for Quotes under solicitation number 19CY6026Q0008. The contract is a firm fixed-price agreement payable entirely in Euro, with no Value Added Tax applicable, and includes a one-year base period plus four optional one-year renewal periods. Offerors must provide comprehensive preventive and corrective maintenance services for critical components including chillers, air handling units, circulator pumps, VAV systems, chilled water lines, frequency converters, and BMS servers and sensors, as detailed in Appendices A and B. Maintenance schedules require 6-month and annual intervals, with corrective actions including minor component replacements and provision of consumables such as filters, lubricants, belts, and batteries. Performance is governed by strict service level agreements: urgent requests must be responded to within four hours and resolved within one calendar day, routine requests within three and seven days respectively, and low priority requests within seven and fourteen days. Failure to meet SLAs triggers mandatory review meetings. The contractor must manage all quality control and is subject to government surveillance via a Quality Assurance and Surveillance Plan, with acceptance tied to zero or one customer complaint per month. Offerors must demonstrate responsibility under FAR 9.1, including adequate financial resources, ability to meet the performance period, satisfactory business ethics, necessary skills and equipment, and eligibility under applicable laws. All proposals must be submitted electronically to NicosiaContracting@state.gov by July 20, 2026, at noon, in Microsoft Word, Excel, or PDF format, not exceeding 15MB per file. Each submission must include a completed SF-1449 form, pricing and technical information sections, proof of SAM registration with a Unique Entity Identifier and CAGE code, and evidence of a permanent business presence in Cyprus or a plan to establish one within 30 days of award. The contractor must name a Project Manager fluent in English to serve as a liaison to the U.S. Embassy, who will also serve as the Contracting Officer’s Representative. Compliance with labor standards, equal opportunity regulations, whistleblower protections, code of business ethics, and prohibitions on Kaspersky products, telecommunications from covered entities, and human trafficking is mandatory. The Comptroller General retains full access to contractor records for three years