REPLACEMENT OF AIR CONDITIONING SYSTEMS

Quick Summary

The U.S. Department of State, U.S. Embassy Rome, has issued a Request for Quotation (RFQ) 191T7026Q0022 for the replacement of Air Conditioning (A/C) systems in server rooms located within the Embassy compound in Rome, Italy. This opportunity involves furnishing and installing new A/C systems in the Mel Sembler Building (MSB) Server Room, Chancery Server Room, and MSB UPS Room. Quotations are due electronically by June 30, 2026, at 12:00 noon local time.

Scope of Work

This project requires the replacement of existing A/C systems with new, modern units in three critical IT areas:

• Mel Sembler Building Server Room: Replace three Emerson HPM S20 units with two new 20.0 kW packaged floor-mounted A/C units and two remote condensers. New units must be managed by a HIPRO PLC controller with a BACnet IP module.
• Chancery Server Room: Replace two Emerson HPM S07 units with two new 8.0 kW packaged floor-mounted A/C units and two remote condensers. New units must also be managed by a HIPRO PLC controller with a BACnet IP module.
• Mel Sembler Building UPS Room: Replace an existing 12000 BTU split unit with a new split unit dedicated to IT equipment. The scope includes site preparation, demolition, removal of existing units and associated piping/cables, wall finishing, supply and installation of new A/C systems (including refrigerant lines, electrical components, and drain lines), connection to the Building Automation System (BAS), and system startup by manufacturer-authorized technicians. Bidders must refer to detailed architectural drawings and the Bill of Quantities for specific requirements.

Contract Details

• Contract Type: Firm Fixed-Price Purchase Order.
• Estimated Magnitude: Between $100,000.00 and $250,000.00.
• Period of Performance: Work must commence within 10 calendar days and be completed within 25 calendar days after receiving the Notice to Proceed. This is a mandatory performance period.
• Bonds: Performance and Payment Bonds are not required.
• Liquidated Damages: Euro 200.00 per day will be assessed for failure to complete work on time.

Eligibility & Set-Aside

There is no specific set-aside for this opportunity. Offerors must be technically qualified and financially responsible. Key eligibility requirements include:

• An established business in Italy.
• Registration in the System for Award Management (SAM) database (www.sam.gov) prior to proposal submission.
• Ability to understand and speak both English and Italian.
• Prior construction experience, necessary personnel, equipment, and financial resources.
• Possession of local licenses and permits, and appropriate insurance.
• Ability to obtain performance security (though bonds are not required, this might refer to other forms of security).
• No adverse criminal record or affiliations contrary to U.S. interests.
• Compliance with Italian health and safety obligations (Legislative Decree No. 81/2008), including submission of an Operational Safety Plan (POS) within 10 days of Notice to Proceed.

Submission & Evaluation

• Pre-Quotation Conference & Site Survey: A conference is scheduled for June 04, 2026, at 11:00 a.m. at the American Embassy, Via Sallustiana 49, Rome.
• Information Request Deadline: Requests for additional information or entry arrangements must be emailed to RomeGSOProcurement@state.gov by June 03, 2026, at 12:00 noon local time.
• Quotation Submission Deadline: Electronic submissions are due to ROMEGSO-OFFERS@STATE.GOV by June 30, 2026, at 12:00 noon local time. Offers must not exceed 25MB per file and should be in MS Office, PDF, or zip formats.
• Required Documents: SF-1442, Section A (Pricing), Attachment 1 (Bill of Quantities), additional information from Section J, and Proof of SAM Registration.
• Evaluation: Award will be made to the lowest priced, acceptable, responsible quoter. Responsibility will be determined by assessing compliance with FAR 9.1 criteria.