This Solicitation opportunity from Department Of State was posted on May 7, 2026. The submission period has ended. Browse the details below for market research, or find similar active opportunities.

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

Closed

PR15989443Federal

Submission Closed05/22/2026, 12:00:00 PM UTC

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

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AI Contract Overview

This solicitation invites quotations for the design, supply, installation, testing, and commissioning of a complete HVAC system using VRV/VRF technology at the Recreation Center Clubhouse located at 75 Gregory’s Road, Colombo 7. The system must serve an average occupancy of 120 people and include indoor/outdoor units, refrigerant piping, condensate drainage, fresh air integration, ducted exhaust, controls, and electrical coordination. The contractor is responsible for verifying and adjusting designs to site conditions and ensuring compliance with all relevant codes and standards. The scope also mandates performance testing, balancing, commissioning, and a minimum two-year warranty covering parts and labor at no additional cost to the government. Proposals are due by 5:00 PM on May 22, 2026, and must be submitted in English, including the completed SF-18 form, pricing sections, certifications, and any other requirements in Section J. A mandatory pre-proposal site visit and conference will be held at the project location on May 12, 2026, at 10:15 AM, with drawings only available to attendees. The contracting firm must have a local presence in Sri Lanka, provide on-site supervision throughout the project, and complete mobilization within 5 to 10 calendar days from notice to proceed. Timely technical support and emergency response within Sri Lanka are required during execution. The contractor is responsible for all travel, logistics, and customs costs, while the government seeks the lowest-priced acceptable offer, possibly awarding based on initial proposals without discussions.

General Info

Design, supply, install, test, and commission VRV/VRF HVAC system for Colombo clubhouse by May 2026.

Agency

Department Of State → US Embassy Colombo

NAICS

23 - ConstructionView NAICS

Place of Performance

Colombo, LK-1, 00300, LKA

Set-Aside

NONE

Documents

(3)

Solicitation 19CE2026Q0010 Attachment 1 Statement of Work HVAC Renovation

PDF•sow

RFQ 19CE2026Q0010 American Embassy Colombo

PDF•rfq

RFQ 19CE2026Q0010 Renovation HVAC VRV VRF System at 75 Gregory's Road

PDF•rfq

AI Contract Breakdown

Uniform Contract Format

Timeline

PhaseClosed

PostedMay 7

Solicitation

Response DeadlineMay 22

Deadline has passed

Submission Closed

05/22/2026, 12:00:00 PM UTC

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Organization & Contact Information

AgencyDepartment Of State → US Embassy Colombo

Contacts2 people available

OfficeWASHINGTON, DC, 20520, USA

Organization / Agency

Department Of State → US Embassy Colombo

Office AddressWASHINGTON, DC, 20520, USA

Contacts

Yogaganesh Sundaravel

contact@example.gov

Danujaya Muthugala

contact@example.gov

Full Description

Dear Prospective Offeror:

Subject: Request for Quotes 19CE2026Q0010

Enclosed is a Request for Quotes (RFQ) for Renovation - Renovation - HVAC (VRV/VRF) System at 75, Gregory's Road Col 7. If you would like to submit a quotation, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

Description

Provide all labor, materials, equipment, and supervision to design, supply, install, test, and commission a complete HVAC (VRV/VRF air conditioning and mechanical ventilation) system for the Recreation Center Clubhouse, serving an average occupancy of 120 persons. Scope includes indoor and outdoor units, refrigerant piping with specified insulation, condensate drainage, fresh air integration, ducted exhaust systems, controls, electrical coordination, and all incidental works required for full functionality. Contractor shall verify design adequacy, reconcile drawings with site conditions, and execute all necessary adjustments to meet performance requirements. Work shall comply with applicable codes and standards, include TAB and commissioning, and deliver a fully operational system. Provide a minimum two-year warranty (or manufacturer’s longer warranty) covering all parts and labor at no cost to the Government

Attachments

Attachment 1 Statement of Work
Attachment 2 Electrical Drawings
Note: The drawings will be made available only to attendees at the mandatory/pre-proposal site visit and conference. No drawings will be distributed electronically.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by 1700 hours 22nd May 2026. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

The Embassy intends to conduct a pre-proposal conference at No. 75, Gregory’s Road, Colombo 7, at 10:15 a.m. on 12th May 2026.

Prices should be duty free and VAT exempt.

Both quotation and technical proposal should be submitted and addressed to:
Contracting Officer, American Embassy Colombo, 210 Galle Road, Colombo 03, Sri Lanka
Email: sundaravelyg@state.gov

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-18

2. Section A, Pricing

3. Section L Representations and Certifications

4. Additional information as required in Section J

Local Execution, Responsiveness, and On-Site Requirements

To ensure timely execution, quality assurance, and effective project coordination, the following mandatory requirements apply:

Local Project Execution Capability
- The Contractor shall have an established local presence in Sri Lanka, either as a registered company, joint venture, or formally authorized local representative.
- Proof of local office, operational base, or permanent technical support facility shall be provided.
On-Site Supervision and Mobilization
- Contractor must provide qualified on-site supervision throughout the project duration.
- Mobilization of personnel, materials, and equipment must be completed within the agreed project timeline and in no case exceed 5 to 10 calendar days from notice to proceed.
Response Time and Project Support
- The Contractor must ensure technical response within 24–48 hours for all site coordination, installation issues, and clarification requests.
- Emergency or critical site support shall be available on call within Sri Lanka during execution phase.
Travel, Logistics, and Cost Responsibility
- All travel, accommodation, transport, customs clearance, and logistical costs associated with project execution shall be fully borne by the Contractor.
- The Embassy will not be responsible for international travel or mobilization expenses.
Site Familiarization and Attendance
- Attendance at the pre-proposal conference and site visit is strongly encouraged and may be required for technical qualification.
- Failure to demonstrate familiarity with site conditions may result in technical non-responsiveness.
After-Sales Support and Warranty Service
- Contractor shall maintain local warranty support capability in Sri Lanka for the full warranty period.