Proposals for the Supply & Installation of uPVC Door Systems

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.
   • Replacement parts and service response must be available locally without dependence on extended international shipping delays.

Attachments

• Statement of Work (SOW)
• 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.

Pre-Proposal Conference

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.

Submission Instructions

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: [email protected]

Due Date

On or before 1700 hours on May 22nd, 2026. Late submissions may result in disqualification for non-responsiveness.

Award Basis

The U.S. Government intends to award a contract to the responsible company submitting the lowest priced, technically acceptable offer. Award may be made based on initial quotations without discussions, although discussions may be held if necessary with companies in the competitive range.

Bids valued $30,000.00 or above vendors must possess an active SAM registration. Guidelines for SAM registration attached.