Acquisition of Fan Coil Units

Scope of Work

The U.S. Embassy in Ashgabat, Turkmenistan requires the furnishing and delivery of eighty-three (83) brand new fan coil units. The requirement is broken into three line items:

• CLIN 0001: Fan Coil Unit, wall-mounted type, nominal dimensions L 120 x H 64 x D 23.5 cm, qty 59, Set
• CLIN 0002: Fan Coil Unit, wall-mounted type, nominal dimensions L 157 x H 64 x D 23.5 cm, qty 12, Set
• CLIN 0003: Fan Coil Unit, wall-mounted type, nominal dimensions L 190 x H 64 x D 23.5 cm, qty 12, Set

Per Amendment 0001, the fan coil type has been clarified as wall-mounted, with the anchoring point at the back of the housing, though the unit itself stands on the floor. Each fan coil unit set must include the fan coil unit, a compatible temperature controller, a compatible three-way thermostatic control valve, and all standard components necessary for connection and proper operation.

Key Requirements

Technical specifications per item:

• Item 1: Cooling capacity 4.50-5.50 kW, heating capacity 8.00-9.50 kW, acceptable length 120-130 cm
• Item 2: Cooling capacity 7.00-8.00 kW, heating capacity 8.50-10.00 kW, acceptable length 157-160 cm
• Item 3: Cooling capacity 8.50-9.50 kW, heating capacity 13.00-14.00 kW, acceptable length 190-200 cm
• All units: single-phase, 220-230 V AC, 50-60 Hz

Thermostatic control valve requirements:

• Three-way thermostatic control valve with three connections
• Connection size Ø20
• Water temperature range 5-90°C
• Electrical rating 220-230 V AC, 50-60 Hz
• Power consumption 2.5 W
• Reference product: EKON, Model DRF-01, or equal
• Must be included in the quoted unit price, not priced separately

Vendor submission requirements:

• Manufacturer name and model number for each offered fan coil unit
• Manufacturer name and model number for the temperature controller and thermostatic valve
• Technical data sheets demonstrating compliance
• Fan coil dimensions and cooling/heating capacities
• Electrical and water-connection requirements
• Installation or connection schematic
• Statement confirming the quoted unit price includes the fan coil unit, temperature controller, thermostatic valve, and all standard components

Other conditions:

• All equipment new and unused, supplied as complete, compatible sets
• Prices in U.S. Dollars, firm fixed price, no cost escalation adjustments
• Delivery: DDP Incoterm, prices include delivery cost and customs clearance to U.S. Embassy Ashgabat
• Delivery time: 90 calendar days after notice to proceed / award
• Warranty: one year, honored in Ashgabat using locally available OEM parts
• Payment: NET 30 days, 100% after delivery and acceptance, via bank transfer, no advance payment
• Quotation validity: 45 days
• VAT not applicable, must not be included in CLIN rates or invoices

Submission Instructions

• Deadline (as amended): September 16, 2026, 17:00 Ashgabat time (the amendment text says "17:00 PKT" but references the same solicitation clock; treat the embassy's stated deadline as authoritative)
• Submit in a sealed envelope marked "Quotation PR16224057 Enclosed" to the Contracting Officer, U.S. Embassy Ashgabat, New Embassy Compound (NEC), 28 Archabil Street, Ashgabat, 744000 Turkmenistan
• Preferable method: email to ashgabatsolicitations@state.gov, with subject line indicating "RFQ No. PR16224057"
• File formats: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (PDF); file size must not exceed 30MB, otherwise split into separate emails
• Quotations must be in English; incomplete proposals will not be accepted
• Late quotations will be rejected
• Required submission documents:

1. SF-1449
2. Section 1, Pricing
3. Section 5, Representations and Certifications
4. Additional information as required in Section 3
5. Proof of SAM registration

• Quotation should be accompanied by adequate technical documentation in English for each item quoted
• Vendors should state: quantity discount and early payment discount, separate quote for estimated transportation and insurance charges, availability of local service in country of final destination, details on warranty/guarantee conditions, and delivery period

Risks and Red Flags

• The solicitation cover letter and pricing continuation pages reference a different RFQ number ("PR16174705") in a few places (envelope marking instruction and continuation page header), while the primary solicitation number is PR16224057. This inconsistency could cause confusion in submission labeling.
• The amendment states the closing date/time as "September 16, 2026 at 17:00 PKT" (Pakistan time), which is likely a drafting error since the embassy is in Turkmenistan and all other references use Ashgabat time. Offerors should seek written clarification on the exact deadline and time zone.
• Technical specifications were clarified late via amendment (issued September 09, 2026, close to the original response deadline), changing the requirement to explicitly wall-mounted units, which may require offerors to re-verify product compatibility.
• The thermostatic valve reference brand (EKON, Model DRF-01) may limit sourcing options; "or equal" language is included but compliance demonstration is required.
• Firm fixed price with no cost escalation adjustment, combined with DDP delivery terms (including customs clearance) to Turkmenistan, places substantial logistics, customs, and currency risk on the contractor.
• Delivery timeline is tight: 90 calendar days after award for procurement, manufacturing, shipping, and customs clearance of 83 units to a landlocked, sanctioned-adjacent country.
• Warranty must be honored locally in Ashgabat using OEM parts, which may be difficult given limited local service infrastructure in Turkmenistan.
• Payment is NET 30 after delivery and acceptance with no advance payment authorized, requiring the contractor to fully finance production and shipping costs upfront.