Preventative Maintenance to the Staircase Pressurization Systems

Quick Summary

The U.S. Embassy London requires a contractor to provide preventative maintenance services for Staircase Pressurization systems (COLT). This is a Combined Synopsis/Solicitation (Request for Quotation) for a base year and four option years. The award will be made to the lowest priced, technically acceptable offeror. Quotations are due by April 7, 2026, at 17:00. This opportunity is not a small business set-aside.

Scope of Work

The contractor will maintain the Staircase Pressurization systems (COLT) in a safe, reliable, and efficient operating condition at the U.S. Embassy in London. Services include inspection, maintenance, repair, and component replacement according to manufacturer specifications and the Statement of Work (SOW). The contractor must provide all necessary managerial, administrative, and direct labor personnel, transportation, equipment, tools, repair parts, supplies, and materials. The contractor is also required to advise the Contracting Officer's Representative (COR) on fire regulation changes and suggest system improvements.

Contract Details

• Contract Type: Firm Fixed-Price Purchase Order / Contract (Request for Quotation)
• Duration: One base year and four 12-month option years.
• Set-Aside: None (Not a small business set-aside).
• Response Date: April 7, 2026, 17:00 (London time).
• Published Date: March 23, 2026.
• Place of Performance: U.S. Embassy London, 33 Nine Elms Lane, London, United Kingdom.

Key Requirements & Performance Standards

• Maintenance: Quarterly service visits are required. Maintenance must comply with current standards and guidelines (BS9999, BS7346-1, BS EN 12101-6:2005, and British Standards).
• Components: Services cover OPV Heart Module, Smoke Control Display Panel, Fan Control Panels, Differential Pressure Input/Output units, Smoke Dampers, Grilles, Doormen, Volume Control Dampers, Seefire ventilators, Smoke Extract Fans, and Ambient Fans.
• Emergency Response: Qualified engineer required within four hours for emergency call-outs (24/7).
• Standard Response: Next-day response for standard call-outs.
• Documentation: Maintain a record of testing, provide annual system certification, submit a schedule (Gantt chart), trip reports, and complete equipment/system specific maintenance checklists.
• Testing: Pressurization test visits must be arranged during weekends/holidays. Other service visits are during standard working hours (Mon-Fri, 8:00-17:00).

Submission & Evaluation

• Submission: Quotations must be submitted to the American Embassy, Procurement Office, 33 Nine Elms Lane, London SW11 7US. Any attached representations and/or certifications must be completed.
• Evaluation: Award will be made to the lowest priced, technically acceptable offeror who is a responsible Contractor. The Government may award based on initial offers without discussion. Evaluation criteria include licenses, experience, insurance, UK business presence, and completion of required forms (SF-18, Pricing Table).
• FAR Clauses: Bidders must review the incorporated FAR and DOSAR clauses, including those related to cybersecurity, telecommunications restrictions (Section 889), Buy American, and Trade Agreements.

Important Notes

• Security: Strict security procedures apply for entry; personnel must complete a security questionnaire. Advance notice is required for more than 4 employees per escort.
• Personnel: Employees must be qualified, trained, and certified for specific equipment, with proof of competency required.
• Health & Safety: Contractor must provide site-specific Risk Assessments and Method Statements, use certified safety equipment (PPE), and comply with UK Health and Safety regulations.
• Insurance: Contractor must provide insurance cover compliant with UK regulations.