PR7395335 | Supply and Installation of a Fan Coil Unit | Closing Date: June 21, 2018 at 04:00pm EAT | Site visit -Tuesday June 19, 2018

American Embassy Kampala

P.O. Box 7007

Plot 1577 Ggaba Road

Kampala, Uganda

June 07, 2018

To Prospective Quoters,


The U.S. Embassy in Uganda invites responsible Service Providers to submit proposals for the Supply and Installation of a Fan Coil Unit, as described in the scope of work document. If you are interested in submitting a proposal, you should thoroughly examine the solicitation document attached.

Your quotation must be submitted in a sealed envelope marked “Quotation Enclosed Supply and Installation of a Fan Coil Unit ” to, Contracting Officer, US Embassy, Plot 1577 Ggaba Road, Kampala or electronically to

Site visit is scheduled for Tuesday June 19, 2018 and interested vendors should submit their names, identification and vehicle details to for security clearance before     June 15, 2018

Issued Date: June 07, 2018.

Closing Date: June 21, 2018 at 04:00pm EAT

No quotation will be accepted after this time.

NOTE: Due to the threshold of this requirement, the best evaluated vendor must have an active status in SAM ( Those who are interested are encouraged to ensure that their status is active.

The contract will be a firm fixed price contract with no adjustment for any escalation in costs or prices. The Contracting Officer reserves the right to reject any and all quotations and waive any informality in quotation received. In addition, the Embassy reserves the right to establish a competitive range of one or more quoter and to conduct further negotiation concerning price and other terms before awarding the contract, or to award without discussions.

Please direct any questions regarding this solicitation to Procurement at


Coles Lisa

Contracting Officer 




The US Embassy in Kampala, Uganda requires a contractor to provide technical and engineering services for the Installation of a 1.5 ton Self Contained Air Conditioning Fan Coil Unit (SCAC) located in Room 152 at the United States Embassy.  The contractor will be required to provide all the necessary labor, equipment, and materials as well as engineering and technical services to support this procurement including, but not limited to, evaluation of the existing site to determine space limitations and any potential modifications necessary to meet the requirements of installation.

All work shall be accomplished in a manner which conforms to the intent of all applicable International Building Codes (IBC), the American Society of Heating, Refrigeration and Air-Conditioning Engineers (ASHRAE), National Fire Protection Agency (NFPA), National Electrical Code (NEC), United States Environmental Protection Agency (US EPA), and Department of State (DoS) policies, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these task; and leaves the areas safe for operation.

1.1       The Contractor shall provide all personnel, as needed, to support the evaluation, engineering, design, removal, construction, and installation services requested that meet the technical requirements in this Statement of Work [SOW] listed below:


            2.1       The work consists of, but is not limited to, the following:

2.1.1    Contractor shall provide technical, engineering, and design personnel to ensure that all aspects of the procurement of the new equipment and installation of same is completed in a safe and secure manner.

2.1.2    Contractor shall provide a new coil unit that meets the specifications attached hereto below in order to properly size and engineer the appropriate system to support the needs of the embassy. Provide a 1.5 ton Self Contained Air Conditioning (SCAC) Fan Coil          Unit An assembly unit including cabinet, Filter, Chassis, Coil, Drain pan,           Fan, and motor blower through configuration with hydronic cooling                   unit Connect the new Fan coil unit and drain to the existing chilled water             system in Mechanical Room. Coil insulation shall be 1″ (25mm) duct liner complying with ASTM          C 1071 and adhesive complying ASTM C 916. Primary Coil shall be copper tube with mechanically bonded                       aluminum fins spaced no closer than 0.1″ (25mm) and with manual                        air vent. Coils shall be rated for a minimum working pressure of   300psi (2068kPa) and a Maximum entering water temperature of                            275oF (135oC) Fan shall be made of Galvanized steel or thermoplastic material Motor for Direct drive shall be shaded pole or Permanent split                    capacitor, multispeed motor with integral thermal overload                          protection and      resilient mounts Hook the Fan Coil Unit to the Main Electrical Distribution Board   adjacent and tighten connectors/terminals according to the manufacturers’           published torque-tightening values. Test Fan Coil Unit according to ASHRAE 33

2.1.3    Contractor shall, during installation of the new Fan Coil Unit (Self Containing Air conditioning Unit), ensure all joints are both air and water tight.

2.1.4    Contractor shall provide all necessary tools, equipment, and other related materials including but not limited to, copper piping, conduit, and refrigerant to meet the needs of the installation and provide a run test to ensure installation is completed per factory/manufacturer specifications.

2.1.5    Contractor is responsible for all aspects of safety.

2.1.7    Contractor shall be required to ensure that all materials provided meet electrical and plumbing requirement and are approved for the specified operation in compliance with regulatory requirements.

2.1.9    Contractor shall execute the project in a timely and efficient manner in accordance with the negotiated firm fixed price contract.

2.1.10  Contractor shall provide a detailed schedule of installation timelines, provide daily reports on construction progress, and provide a bill of materials (including tools to be used daily) in order to complete the project.  These documents shall provide the necessary information needed to inform the Embassy community of activities and timelines that are expected in order to complete this project.

2.1.11  Contractor shall also ensure that all employees have personal protective equipment (including steel toed shoes, hearing protection, eye protection, hand protection, and other necessary safety materials).

2.1.12  Contractor shall ensure that all persons on site are wearing their safety equipment.  Any persons found to not have personal protective equipment on site will be asked to leave the site and Contractor will remain responsible for meeting the defined schedule of activities.


3.1       The Contractor shall not conduct any work that is beyond this Statement of Work unless directed in writing by the Contracting Officer [CO].  Any work done by the Contractor beyond this SOW without direction from the CO will be at the Contractor’s own risk and at no cost to the Embassy.

3.2       The Contracting Officer shall provide a Notice to Proceed [NTP] to the Contractor.  No work shall be initiated until the NTP is issued by the CO.

3.3       The Embassy has the right to inspect and test all services called for by the contract to the extent practicable at all times and places during the term of the contract.  The Facilities Management Department may perform quality assurance inspections [QAI] and tests during installation to confirm the work is installed according to the Statement of Work.


4.1       The Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all installation and other services furnished under this contract.  The Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its installation works.

4.2       The Contractor shall identify a Project Site Manager who shall be responsible for the overall management of the project and shall represent the Contractor on the site during installation.  The Project Site Manager shall be approved by the COR.

4.3       The Contractor is responsible for safety and shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety and similar matters.  The Contractor shall promptly report all accidents resulting in lost time, disabling, or fatal injuries to the COR.

4.4       The Contractor shall take every precaution to avoid destruction of owners’ property.  Reinstatement of said property shall be the responsibility of the Contractor. 


5.1       All materials and equipment incorporated into the project shall be new. The Contractor shall transport and safeguard all materials and equipment required for installation.

5.2       The Contractor will be permitted to use the area within the compound for operation of any and all installation equipment.  The Contractor is responsible for obtaining any additional off compound storage areas required.

5.3       The Contractor shall be responsible for connection of temporary utilities to existing utilities including water and power.  All temporary connections to local water, power, and telephone lines shall be coordinated with the Embassy.


6.1       The Contractor shall commence work under this contract promptly, execute the work diligently, and achieve completion and acceptance of the project including final cleanup of the premises within the contract period specified.  Should additional time be requested by contractor to complete the work, Contractor must provide the reason for the delay or request for extension to the COR and said reason must be acknowledged and approved by the COR prior to extension being granted.

6.2       Milestones:

Pre-construction Site Visit      :           1 day

Pre-construction Submittals    :           3 days after Award

Installation & Commissioning:           3 days on-site

Final Cleanup                          :          1 day prior to completion

7.0       CLEARANCES:

7.1       This is a non-classified project. The work to be performed under this contract requires that the Contractor, its employees and sub-contractors submit corporate, financial and personnel information for review by the Embassy.  Information submitted by the Contractor will not be disclosed beyond the Embassy.

7.2       The Contractor shall inform and provide in writing names of persons to perform the service, any transportation details including vehicle registration number, driver’s name, and date of delivery to the Embassy in advance for all material and equipment deliveries.