REPLACEMENT OF AIR CONDITIONING SYSTEMS

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the scope of work for the replacement of existing air conditioning (A/C) systems in two IT rooms at the U.S. Embassy in Rome, located in the Mel Sembler Building and the Chancery building.

• Mel Sembler Building Server Room: Replace the existing A/C system (three Emerson HPM S20 units) with two new packaged floor-mounted A/C units and two new remote condensers. The new units will have a 20.0 kW cooling capacity each, be managed by a HIPRO PLC controller as a sole system, and include a BACnet IP module. Work includes site preparation, removal of existing units and associated piping/cables, wall finishing, and installation of new CAT6 cable to the BAS control panel.

• Chancery Server Room: Replace the existing A/C system (two Emerson HPM S07 units) with two new packaged floor-mounted A/C units and two new remote condensers. The new units will have an 8.0 kW cooling capacity each, be managed by a HIPRO PLC controller as a sole system, and include a BACnet IP module. Work includes site preparation, testing existing refrigerant piping for leaks, removal of existing units, and installation of new CAT6 cable to the BAS control panel.

• Mel Sembler Building UPS Room: Replace the existing split unit (12000 BTU) with a new split unit dedicated to IT equipment. Work includes site preparation, removal of existing unit and associated piping/cables, wall finishing, and installation of new A/C system components.

• New A/C units must have specific cooling capacities and be managed by a HIPRO PLC controller.

• New units must be equipped with a BACnet IP module.

• Refrigerant lines and drain lines must be installed according to specified slopes and standards.

• Electrical panels must be installed and connected according to specifications.

• Systems must be started up by manufacturer-authorized technicians.

• A preventive maintenance plan must be submitted at project completion.

• The project is located at the U.S. Embassy in Rome, Via Veneto 119/A and Via Sallustiana 49.

• Contractor must comply with all applicable health and safety obligations (Legislative Decree No. 81/2008).

• An Operational Safety Plan (POS) must be submitted within 10 days of the Notice to Proceed.

• Contractor is responsible for verifying all quantities and dimensions.

• Materials supplied must be new and without defects.

• Parking is not allowed inside Embassy grounds; vehicles are allowed only for loading/unloading.

• All workers must understand and speak Italian.

Form / Attachment / Pricing Sheet

This document contains architectural drawings related to the "MSB Server Room A/C" and "Chancery Server Room" projects at the U.S. Embassy in Rome, Italy. It details the existing and proposed conditions for indoor units and remote condensers.

• Drawing Sheets: M101-M108, covering different aspects of the HVAC system.
• Project Titles: "MSB SERVER ROOM A/C" and "CHANCERY SERVER ROOM".
• Conditions: Depicts both "EXISTING CONDITION" and "NEW CONDITION" for indoor units and remote condensers.
• Equipment Details: Includes specific model numbers, power capacities (Pc, Pe), and circuit breaker ratings (A) for various air conditioning units (e.g., Emerson S20VA, HIREF, Sanyo).
• Room Designations: Identifies specific rooms within the embassy (e.g., 228, 229, 230, 231, 233, 234, B64, B65, B66, B68, B69, 405, 406, 407, 407B, 4C2A).
• Locations: Shows placement of indoor units and outdoor/remote condensers.

These drawings are crucial for understanding the scope of work for any potential HVAC-related contract. Bidders should review these plans to assess the existing infrastructure, the proposed system upgrades, the types and quantities of equipment involved, and the specific locations for installation. This information is essential for developing accurate proposals, including material and labor estimates, and understanding the technical requirements of the project.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for the replacement of Air Conditioning (A/C) systems in server rooms located within the U.S. Embassy compound in Rome. The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price, based on initial proposals.

• Replacement of A/C systems in server rooms.

• Specific requirements and additional information are detailed in Section J of the solicitation.

• Offerors must complete the required portions of the attached document, including Section A (Pricing) and Attachment 1 (Bill of Quantities).

• Not explicitly stated, but implied to be a contract for services.

• Pre-Quotation Conference & Site Survey: June 04, 2026, at 11:00 a.m. (local time) at the U.S. Embassy in Rome.

• Information Request Deadline: E-mail requests for additional information or to arrange entry to RomeGSOProcurement@state.gov by June 03, 2026, at 12:00 noon (local time).

• Quotation Submission Deadline: Electronically to RomeGSO-Offers@state.gov by June 30, 2026, at 12:00 noon (local time).

• Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf). File size must not exceed 25MB per file; larger submissions must be in separate files.

• Evaluation: Award will be based on the lowest price from a responsible offeror. Discussions may be held if needed.

• Offerors must be registered in the System for Award Management (SAM) database (https://www.sam.gov) prior to proposal submission. Failure to register may result in the offer being considered non-responsible.

• Proposals must be in English and incomplete proposals will not be accepted.

• Required submission items include: SF-1442, Section A (Pricing), Attachment 1 (Bill of Quantities), additional information from Section J, and Proof of SAM Registration.

Solicitation / RFP / RFQ

This solicitation, identified by number 191T7026Q0022, is a Negotiated RFP for the "Replacement of A/C Systems in Three Server Rooms" located at the Mel Sembler Building (MSB) and Chancery Building.

• Replacement of Air Conditioning (A/C) Systems in three server rooms.

• The contractor shall begin performance within 10 calendar days and complete the work within 25 calendar days after receiving notice to proceed.

• Performance period is mandatory.

• Performance and Payment Bonds are not required.

• Sealed offers are due by 12:00 noon (hour) local time on June 30, 2026, at the address specified: ROMEGSO-OFFERS@STATE.GOV.

• Offers providing less than 90 calendar days for Government acceptance after the due date will be rejected.

• Offers must be submitted in original and copies.

• Sealed envelopes containing offers must be marked with the offeror's name and address, solicitation number, and due date/time.

• Not specified in the provided excerpt.

• This is a solicitation for Construction, Alteration, or Repair.

• The document is Standard Form 1442 (Rev. 8/2014).

• The solicitation is 1 of 149 pages.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a Bill of Quantities (BoQ) detailing the specific line items, descriptions, and quantities for HVAC system replacements and installations in three distinct areas: MSB Server Room, Chancery Server Room, and MSB UPS Room. It serves as a pricing and scope breakdown for potential bidders.

• MSB Server Room A/C: Includes site preparation, removal of existing units, wall finishing, demolition, supply and installation of a new A/C system (including specific refrigerant lines, electrical components, and drain lines), connection to the Building Automation System, and startup. A safety cost of €1000.0 is listed.
• Chancery Server Room A/C: Similar scope to the MSB Server Room, with specific details on electrical panel components and refrigerant types (R407c). A safety cost of €1000.0 is listed.
• MSB UPS Room A/C: Details site preparation, removal of existing units and piping, wall finishing, demolition, supply and installation of a new A/C system (including specific refrigerant lines, electrical components, and drain lines), connection to the Building Automation System, and startup. A safety cost of €1000.0 is listed. Note: Refrigerant type is R410A for this room.
• Each section lists tasks as 'lump sum' with no unit costs provided, indicating a need for bidders to price the entire scope for each area.

This BoQ is critical for bidders to understand the detailed scope of work required for each A/C replacement project. It outlines the specific tasks, materials, and connections necessary, forming the basis for preparing accurate cost proposals and technical responses. Bidders must carefully review each line item to ensure their pricing and approach fully encompass all requirements.

Solicitation / RFP / RFQ

This solicitation is for the performance of construction services to replace existing air conditioning systems serving two IT rooms in the Mel Sembler Building and one IT room in the Chancery building. The work includes furnishing and installing all required materials.

• Replacement of existing air conditioning systems for IT rooms.

• Furnishing and installation of all necessary materials.

• Adherence to detailed drawings and specifications.

• The contract is a firm fixed-price purchase order.

• The period of performance is not explicitly stated but is tied to "twenty-five (25) calendar days after the date the Contractor receives the notice to proceed" for completion.

• The estimated magnitude of the construction project is between $100,000.00 and $250,000.00.

• Quotations must be submitted electronically to ROMEGSO-OFFERS@STATE.GOV by 12:00 noon local time on June 30, 2026.

• Offers must not exceed 25MB and should be in MS Office, PDF, or zip formats.

• Evaluation will be based on the lowest priced, acceptable, responsible quoter.

• Responsibility will be determined by assessing compliance with FAR 9.1, including ability to meet performance period, integrity, experience, organization, equipment, and eligibility.

• A pre-quotation conference is scheduled for June 04, 2026, at 11:00 at the American Embassy, Via Sallustiana 49, Rome.

• Offerors must be technically qualified and financially responsible.

• Specific qualifications include the ability to understand English and Italian, an established business in Italy, SAM registration, prior construction experience, necessary personnel/equipment/financial resources, local licenses/permits, insurance, ability to obtain performance security, no adverse criminal record, and no affiliations contrary to U.S. interests.

• The contract incorporates numerous Federal Acquisition Regulation (FAR) clauses by reference.

• Specific attachments include: Bill of Quantities, Technical Specifications, and Drawings.

• Liquidated damages of Euro 200.00 per day will apply for failure to complete work on time.