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RFQ – US Embassy Preventative Maintenance Services on Chillers Systems in Pretoria, South Africa

The Embassy of the United States of America, Pretoria, South Africa, is requesting quotes for preventative maintenance services for the HVAC / Chillers at the Annex as per the attached SOW.  Please note that there will be a site visit details as follows:

Site Meeting:

Address: 100 Totius Street, Groenkloof, Pretoria.
Date: 19 August 2026
Time: 11:00am

Please complete the VAR document and forward to thompsonm1@state.gov and kriekjx@state.gov. by the latest COB 14 August 2026 so that we can arrange access for the site visit.

Please take note of the following:

1. Contract service providers are prohibited from carrying firearms while on U.S. government property (U.S. Embassy, Embassy Annex facility, warehouse, or diplomatic residence). 
2. Firearms are prohibited from entering the U.S. Embassy, Annex, and warehouse compounds under any circumstance – either on a contract vendor’s person or secured inside their vehicle.
3. In the case of U.S. diplomatic residences, contract service providers may store their privately owned and licensed firearm in their vehicle while it is parked at or within the walls of a U.S.  diplomatic residence/residential compound provided the firearm is secured in accordance with the South African Firearms Control Act (ie: locked in a permanently affixed safe within the vehicle). 

Quotations:

Quotes to be based on 12 x month period (1 x Year)

Quote reference is: PR16187994

Quotations must be submitted by no later than close of business 26 August 2026

Submissions must be made prior to this date and time and must be sent electronically to:  Pretoria_Contracting_Office-dl@state.gov

Firm fixed pricing is to be quoted.

Quotes to be completed on the company letterhead, indicating the company’s address, contact details and name and email of the contact person.

No alterations or pricing changes will be accepted after the Quotation deadline.

Please quote in South African Rand (ZAR)

The U.S. Governments intend to award a contract to the responsible company submitting an acceptable quotation at the lowest price.

We intend to award a contract on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

U.S. Embassy Payment terms:

• Note that NO DEPOSIT payments will be authorized.
• The Embassy issues only fixed priced contracts: therefore, you must confirm that your prices will remain fixed.  The US Embassy will make no provision for fluctuations in price or exchange rates after the order has been placed.  If your price is dependent on these fluctuations, you MUST make provision for possible increases in your quoted price. 
• EFT – Payment will be made within 30 calendar days after delivery of services AND receipt of invoice, whichever is later.

Kindly be advised that as a Diplomatic Mission we represent the U.S. Government and are unable to sign any legal documents, including credit applications and T’s & C’s.  By submitting a quote, you waiver any such requirement.

The following documents are attached to this email and need to be signed when submitting your quotations:

• The SCOPE OF WORK.
• VAR – to be completed and returned by COB 14 August 2026 
• US Government Clauses
• If you wish to quote for this opportunity, kindly please be advised that you will need to register on the SAM.gov website. 

The successful offeror:

1. Must be registered on the SAM website (www.sam.gov), by the time the award is offered.
2. IMPORTANT: If you are not registered on the SAM.gov website, you MUST please start the process and together with your RFQ must include proof of starting the process by providing the SAM UEI number.
3. Guidance to register in the SAM.gov website, please click on the link for guidance:

FSD.gov, where they can find clear, up-to-date guides and responses to FAQs.

Entity Registration: How Do I Register a New Entity or Obtain a New Unique Entity ID in SAM.gov?

1. Must comply with the US Clauses (attached) signed document to be submitted with the quotes.  South African Terms and Conditions do not apply; by submitting a quote, you accept the U.S. Embassy’s Terms and Conditions.

Solicitation provision 52.240-90 in incorporated by reference. “By submission of its offer, the offeror represents” compliance

Amendment 0001 – Questions and Answers “Enclosure A – 19KU2026Q0013 – AEWA Door & Tile Installation Upgrade project

Subject: Request for Quotations number RFQ 19KU2026Q0013 - AEWA Door & Tile Installation Upgrade project

Enclosed is a Request for Quotations (RFQ) for the AEWA Door & Tile Installation Upgrade project. If you would like to submit a quotation, follow all solicitation instructions, and complete the required portions of the attached document.

A site visit has been scheduled for Aug 05, 2026, at 09:30 AM Kuwait local time. For more information, please refer to page 33. Interested contractors are strongly encouraged to attend the scheduled site visit to inspect the premises prior to finalizing their proposals, including the Bill of Materials (BOM) and Bill of Quantities (BOQ). It is the contractor’s sole responsibility to thoroughly assess the site during this visit. Any inaccuracies, omissions, or cost discrepancies in the submitted proposal resulting from failure to inspect the site shall be the contractor’s full responsibility.

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

Note: Prospective offerors are strongly encouraged, though not required, to register in the System for Award Management (SAM) at https://www.sam.gov.

• Offerors with an active SAM registration need only provide their Unique Entity Identifier (UEI) number and are not required to complete the information 52.204-90 since relevant information is found in their SAM registration.
• Offerors without an active SAM registration must complete FAR 52.204-90, Offeror Identification, in Section 5, Representations and Certifications. This information must be updated annually if option years are included in the solicitation or award.

Offerors are strongly encouraged to maintain an active SAM account

For a quotation to be considered, you must also complete and submit the following:

1. SF-1442 (14 through 20c)
2. Section A, Price
3. Section L, Representations, certifications, and other statements of offerors or quoters
4. Information and documentation required by Section J, Attachment A, and all other applicable provisions of this solicitation.
5. Proof of SAM Registration / Unique Entity ID, or if not SAM registered, complete FAR 52.204-90, Offeror Identification,

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The purpose of this amendment  0001 is to post Q&As, revise the Statement of Work (SOW) based on the Questions and Answers (Q&As) and to incorporate the following updated requirements under Paragraphs 3.5.1 and 3.5.3:

1. Paragraph 3.5.1 – Install Exterior Door

Paragraph 3.5.1 is revised to include the following glass specification: The glass shall be double-glazed, tempered, Low-E, consisting of 6 mm + 20 mm + 6 mm. The glass shall comply with ANSI Z97.1-1984 safety standards.

1. Paragraph 3.5.3 – Fabricate and Install Transaction Counter

Paragraph 3.5.3 is revised to clarify the required countertop finish: The transaction counter shall be provided with a Corian countertop.

All other terms and conditions of the solicitation remain unchanged.

• Submit your quote electronically by email to Kuwait_Solicitation@state.gov. Quotations are due by Aug 16, 2026, at 10:00 am Kuwait local time.  No quotes will be accepted after this time. Please enter the title of your email as “Quote – RFQ _19KU2026Q0013 - AEWA Door & Tile Installation Upgrade.