Combined Synopsis/Solicitation
Snow removal, de-icing, and related winter maintenance services
Department of State
AI summaryThe U.S. Embassy Bucharest (U.S. Department of State), in Romania, wants snow removal and de-icing at the embassy compound and two residences in Bucharest, under request for quotations (RFQ: a request for price offers) 19R01027Q0002. It is an indefinite-delivery, indefinite-quantity (IDIQ) contract at fixed hourly rates: the embassy orders hours as needed, with a $10,000 yearly minimum and a $200,000 total ceiling. It has a one-year base period plus two one-year options; the response due date is November 4, 2026, 5:00 PM local time, by email. More in the summary
AI summary Beta
The notice looks incomplete: About 30,000 characters in the middle of the RFQ (the last contract clauses and the start of the solicitation provisions, likely including the Section 3 submission instructions) could not be read here; check those pages of the RFQ on SAM.gov. Check the attachments on SAM.gov.
The U.S. Embassy Bucharest (U.S. Department of State), in Romania, wants snow removal and de-icing at the embassy compound and two residences in Bucharest, under request for quotations (RFQ: a request for price offers) 19R01027Q0002. It is an indefinite-delivery, indefinite-quantity (IDIQ) contract at fixed hourly rates: the embassy orders hours as needed, with a $10,000 yearly minimum and a $200,000 total ceiling. It has a one-year base period plus two one-year options; the response due date is November 4, 2026, 5:00 PM local time, by email.
Who can bid (4)
- Return the SF 1449, pricing, and Section 5 representations and certifications with the quotation.
- Equipment on hand: at least two multifunctional machines or front loaders of different capacities, plus the other resources the statement of work requires.
- Insurance information and acknowledgement of security and access requirements with the quotation; the price must cover insurance under FAR 52.228-4 and 52.228-5.
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- Quotation in English.
How to submit: Email to BucharestGSOProcurement@state.gov, subject line RFQ 19R01027Q0002 — Snow Removal and De-Icing IDIQ; Word, Excel or PDF files, each email under 30MB. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (11)
From the version posted Oct 21, 2026.
- Serious: Large crew and machines must be ready in Bucharest at any hour. The statement of work sets a minimum crew and two machines, work on any calendar day including holidays, and staging 24 hours before forecast snow. A business without a local base in Romania will struggle to meet this.
- Worth checking: Work abroad: Romanian rules, police clearances and VAT. Staff need police clearances and Government access approval. In temperatures below -20 degrees C the contractor must follow Romanian Emergency Ordinance OUG 99/2000 and provide shelters. Value-added tax (VAT) is kept out of unit rates and shown separately.
- Worth checking: Winter ordering window start differs: November 15 or November 1. The RFQ's contract period and proposed annual periods give a window of November 15 through March 30, while one statement-of-work paragraph says November 1 through March 30. Ask the contracting officer which applies.
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- Worth checking: Ordering clause allows orders only in November 2026. The ordering clause (Federal Acquisition Regulation (FAR) 52.216-18) says orders may be issued from November 1, 2026 through November 30, 2026, which does not fit a three-year winter window ending March 30. Ask which governs.
- Worth checking: Site visit on October 28, 2026; contact by October 26. Location details are collected at the site visit. Contact the embassy by October 26, 2026, 14:00 local time, to arrange entry to the building. The text does not call attendance mandatory.
- Worth checking: Document still has open items for the contracting officer. The revised statement of work lists items to be confirmed before issuance, such as scenario thresholds (nothing defines 15 to 20 cm), the 6 to 8 hour advance notice, the snow disposal unit, currency and contact details. Final terms may change.
- Worth checking: Hourly rate includes travel and meal breaks. You are paid only from arrival at the site through completion of the work, so travel time and lunch breaks come out of your hourly rate.
- Worth checking: Only the minimum is guaranteed. Estimated hours are for evaluation only, and a mild winter could leave you with orders near the $10,000 yearly minimum. Rates are fixed with no adjustment for labor, fuel or exchange rate changes.
- Minor: Two versions of the statement of work. The RFQ contains a revised three-year statement of work. The separately attached original describes one 12-month period starting at the Notice to Proceed. Ask which governs the period.
- Minor: Invoice reduction for poor ratings. The original statement of work cuts invoices when more than 10% of monthly ratings are poor. The revised version says to drop it unless the contracting officer defines an objective method.
- Minor: Tax withholding if the bidder is a foreign firm. A firm that is not a U.S. person has 2 percent withheld from payments unless it claims an exemption on IRS Form W-14. A U.S. firm is not affected.
Read from the notice and 2 attachments. Show which files.
- RFQ 19R01027Q0002 Snow Removal.pdf (read)
- SOW-Snow-Removal_services_2026-27.docx (read)
Full summary
What they want
- Snow removal and de-icing as ordered at three Bucharest sites, priced by hour for light, medium and heavy snow scenarios.
- Estimated hours per year: New Embassy Compound (NEC) 60, 90, 60 and 60 across CLINs 1 to 4; Chief of Mission residence (CMR) 30, 40, 30 and 30 across CLINs 5 to 8; 17 Uruguay Street 20, 30, 20 and 20 across CLINs 9 to 12 (CLIN: one priced line of the order).
- A standing crew and equipment: one site supervisor, one foreman, 10 manual workers, two certified equipment operators, and at least two multifunctional machines or front loaders of different capacities.
- Work any hour, including nights, weekends and holidays, when ordered; start snow removal at 5 cm of snow or a Yellow Code weather warning, and clear priority areas before 07:00 where required.
- Haul away snow and dispose of it lawfully at locations set by local authorities, priced separately per ton (Government estimate 150 tons).
- A Snow-removal Action Plan for three scenarios, an equipment and labor inventory, a completion report for each service event and monthly reports.
- The Embassy supplies salt, calcium chloride and sand; the contractor supplies labor, equipment, fuel, tools and personal protective equipment (PPE).
- Contract type
- Fixed-price indefinite-delivery, indefinite-quantity (IDIQ), fixed hourly unit rates by site and scenario; snow disposal priced per ton
- Period of performance
- 1 base year + 2 option years. Proposed annual periods run November 15 through November 14, starting November 15, 2026, adjusted to the award date. Orders are placed in a winter window ending March 30 each year (start date given as both November 15 and November 1).
- Place of performance
- Bucharest, Romania: U.S. Embassy compound at 4-6 Dr. Liviu Librescu Boulevard, the Chief of Mission/Ambassador's Residence at 11 Dante Alighieri Street, and a residence at 17 Uruguay Street
- Estimated value
- Maximum aggregate ceiling $200,000 for the base period and all exercised options combined (a total, not annual); guaranteed minimum $10,000 per contract year ($30,000 if both options are exercised)
- How they'll choose
- Best value to the Government, considering price and non-price factors; award may be made on initial quotations without discussions. The Government says it will state the final method and relative importance of factors in the issued RFQ.
- Offers due
- November 4, 2026, 5:00 PM UTC+3 (17:00 local time in the RFQ)
- How to submit
- Email to BucharestGSOProcurement@state.gov, subject line RFQ 19R01027Q0002 — Snow Removal and De-Icing IDIQ; Word, Excel or PDF files, each email under 30MB
What they'll judge offers on
- Technical acceptability: compliance with the statement of work (SOW), including staffing, equipment, readiness, priority-area coverage, safety, reporting and response
- Relevant experience and capability: demonstrated ability to perform comparable winter maintenance services
- Price: evaluated total for the base period and both option periods using the Government's estimated quantities and the quoted unit rates
What to include when you submit
- Send Standard Form 1449 (SF 1449: the form you sign and return as your offer), Section I Pricing, Section 5 Representations and Certifications, and the other information the RFQ asks for in Section 3.
- Write the quotation in English; incomplete quotations will not be accepted.
- Include a technical approach showing you meet the statement of work and can respond during the winter ordering window.
- Include a staffing plan covering supervision, availability, certifications or licenses, and deployment arrangements.
- Include an equipment and tools inventory with at least two multifunctional machines or front loaders of different capacities.
- Include a Snow-removal Action Plan for the three operating scenarios, showing resources by location, priority area and scenario, plus a supplementary resource inventory.
- Include relevant experience performing comparable snow removal, de-icing or winter maintenance.
- Complete the Price Schedule for the base period and both option periods, with value-added tax (VAT) shown separately.
- Include company legal name, address, contact details, tax or registration details, insurance information and an acknowledgement of the security and access requirements.
- State any exceptions to the solicitation or statement of work; taking exception to a material requirement may make the quotation unacceptable.
- Split files over 30MB across separate emails, each under 30MB.
After award, you must have
- Before personnel work, submit their names, biographic data and police clearances; the Government may deny access to anyone. From RFQ 19R01027Q0002 Snow Removal.pdf:
Government access approval is required, and the Government may deny access to any individual.
Not in the notice text
- About 30,000 characters in the middle of the RFQ (the last contract clauses and the start of the solicitation provisions, likely including the Section 3 submission instructions) could not be read here; check those pages of the RFQ on SAM.gov.
- SAM.gov shows no set-aside and the RFQ text read here states none; whether a Romanian entity, local registration or foreign firms are allowed is not stated.
- Insurance coverage types and amounts are left to the final solicitation.
- The currency of quotations is not final: the evaluation summary shows RON (Romanian leu), but the Government will confirm the currency and VAT presentation.
- The relative importance of the evaluation factors is not given.
- The exhibits (Exhibit B inventory form, Exhibit C award form, site plans) were not fully readable; the site visit may add location details.
Eligibility and how to respond
- No set-aside: any business, large or small, can bid unless the notice says otherwise.
- How to submit, from the AI summary: Email to BucharestGSOProcurement@state.gov, subject line RFQ 19R01027Q0002 — Snow Removal and De-Icing IDIQ; Word, Excel or PDF files, each email under 30MB. Check it in the notice before you send anything.
- Service contracts usually set minimum pay rates (the Service Contract Act). Price the labor with the SCA price calculator.
Notice details
- Posted
- Oct 21, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- U.S. Embassy Bucharest
- Product/service code
- S208 · Housekeeping – Landscaping/Groundskeeping
- Business type
- Facilities, janitorial & grounds (FedReady's grouping, from NAICS 56173)
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
Terms on this notice: Solicitation
Full notice text from SAM.gov
U.S. Embassy Bucharest, Romania, requests quotations from qualified contractors to provide snow removal, de-icing, and related winter maintenance services at designated Embassy facilities and residences. The Government intends to establish an IDIQ contract under which services may be ordered as needed during each defined winter-season service window. The Contractor shall provide all personnel, supervision, equipment, tools, fuel, personal protective equipment, transportation, insurance, management, and other resources necessary to perform the services, except materials or equipment expressly identified as Government-furnished in the Statement of Work (SOW). This is a fixed-price contract for snow removal and cleaning services for the U.S. Embassy Bucharest. The Government will pay the Contractor the fixed price per hour for standard services that will be satisfactorily performed.
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