Replacement of Heating and Cooling Distribution Systems and Associated Building Services for the Embassy of Canada to Italy, in Rome

The Canadian government, through the Department of Foreign Affairs, Trade and Development, is conducting a two-stage procurement process to select qualified contractors for the replacement of heating and cooling distribution systems and associated building services at the Embassy of Canada’s Official Residence in Rome, Italy. This initiative, identified by solicitation number 26-314054 and classified under NAICS code 238220, is currently in the Invitation to Qualify (ITQ) phase, which serves solely to establish a pool of eligible bidders for the subsequent Request for Proposals stage. Respondents must demonstrate proven experience by successfully completing at least two construction projects within the past ten years, each with a minimum value of €300,000, and must have performed at least five specific activities including coordination of multiple subcontractors, execution of work based on pre-established drawings, mechanical system maintenance—particularly for chiller-operated heating and cooling systems—plumbing infrastructure work, and painting or masonry services. All proposals must be submitted electronically in English or French by the deadline of July 13, 2026, adhering to strict formatting requirements including 11-point Times New Roman font, standard paper sizes, and minimum margins. Compliance with mandatory criteria is strictly enforced, and any failure to meet even one mandatory requirement will result in immediate disqualification. The scope of work involves the full replacement of the building’s aging mechanical systems, requiring selective demolition to access concealed piping, restoration of affected architectural elements, and integration of upgrades to electrical, data, and Wi-Fi infrastructure, along with minor exterior system replacements necessary for core system access. All work must be executed using the Design-Bid-Build methodology, with detailed specifications, drawings, and scope to be provided during the RFP phase. Contractors must establish and maintain a dedicated on-site project manager fluent in English or French who will serve as the primary point of contact with DFATD, and must adhere rigorously to Italian local laws, including possessing the required OG2 certification for public works. Safety is paramount, mandating a project-specific health and safety program, provision of personal protective equipment, and strict compliance with local building and safety codes. Additionally, the contractor must follow DFATD’s procedures for shop drawings, change management, Requests for Information, and product substitutions, using DFATD’s online document management system for all submissions and records. Detailed cost breakdowns must be maintained for all progress billings, and regular schedule updates in standardized formats must be submitted for approval