Proposal for Recreation Center Renovation-Electrical Installation Work

Dear Prospective Offeror:

Subject: Request for Quotes 19CE2026Q0008

Enclosed is a Request for Quotes (RFQ) for Renovation - Electrical Installation Work at 75, Gregory's Road Col 7.  If you would like to submit a quotation, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

Description 

Provide all labor, materials, equipment, supervision, testing, and commissioning for complete electrical works for the Clubhouse, Tool Room, Guard House, and Generator Room. Scope includes modification and installation of MDB/SDB panels; supply, laying, and termination of Cu/XLPE/LSZH power and control cabling; LSZH conduit and Zn-Al coated cable tray systems with HDG supports and bonding; full wiring for lighting and power circuits; installation of LED lighting fixtures (downlights, strips, wall/step lights, weatherproof and RGB units) with drivers and supports; socket outlets, industrial sockets, floor boxes, isolators, and sensors; and integration of DALI/KNX/Lutron lighting control systems. Works include labeling, earthing, builder’s works, third-party certification, testing, commissioning, and as-built/O&M documentation, in compliance with NEC and applicable standards, BS7671

Attachments

• Attachment 1 Statement of Work
• Attachment 2 Safety Plan
• Attachment 3 Electrical Drawings
• Note: The drawings will be made available only to attendees at the mandatory/pre-proposal site visit and conference. No drawings will be distributed electronically.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.  We intend to award a contract/purchase order based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by 1700 hours 22nd May 2026. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

The Embassy intends to conduct a pre-proposal conference at No. 75, Gregory’s Road, Colombo 7, at 10:15 a.m. on 12th May 2026.

Prices should be duty free and VAT exempt.

Both quotation and technical proposal should be submitted and addressed to:
Contracting Officer, American Embassy Colombo, 210 Galle Road, Colombo 03, Sri Lanka
Email: sundaravelyg@state.gov 

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-18

2. Section A, Pricing

3. Section L Representations and Certifications

4. Additional information as required in Section J

Local Execution, Responsiveness, and On-Site Requirements

To ensure timely execution, quality assurance, and effective project coordination, the following mandatory requirements apply:

1. Local Project Execution Capability
   • The Contractor shall have an established local presence in Sri Lanka, either as a registered company, joint venture, or formally authorized local representative.
   • Proof of local office, operational base, or permanent technical support facility shall be provided.
2. On-Site Supervision and Mobilization
   • Contractor must provide qualified on-site supervision throughout the project duration.
   • Mobilization of personnel, materials, and equipment must be completed within the agreed project timeline and in no case exceed 5 to 10 calendar days from notice to proceed.
3. Response Time and Project Support
   • The Contractor must ensure technical response within 24–48 hours for all site coordination, installation issues, and clarification requests.
   • Emergency or critical site support shall be available on call within Sri Lanka during execution phase.
4. Travel, Logistics, and Cost Responsibility
   • All travel, accommodation, transport, customs clearance, and logistical costs associated with project execution shall be fully borne by the Contractor.
   • The Embassy will not be responsible for international travel or mobilization expenses.
5. Site Familiarization and Attendance
   • Attendance at the pre-proposal conference and site visit is strongly encouraged and may be required for technical qualification.
   • Failure to demonstrate familiarity with site conditions may result in technical non-responsiveness.
6. After-Sales Support and Warranty Service
   • Contractor shall maintain local warranty support capability in Sri Lanka for the full warranty period.