Cover Letter - Solicitation No. 19WA8025Q0021 - Preventive maintenance services for the facilitys fuel system at the U.S. Embassy Windhoek Namibia (002).pdf
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- Attached to
- Preventive maintenance services for the facility’s fuel system at the U. S. Embassy Windhoek, Namibia
- Solicitation number
- 19WA8025Q0021
- Issued by
-
Department of State
About this file
This document is a Request for Quotes (RFQ) from the U.S. Embassy in Windhoek, Namibia, seeking preventive maintenance services for the facility's fuel system. The solicitation (Number 19WA8025Q0021) requires potential contractors to provide comprehensive maintenance to ensure the fuel system remains in good operational condition, with planned maintenance and inspections performed according to manufacturer recommendations. Prospective offerors must submit their quotations electronically to windhoekbidsubmission@state.gov by May 06, 2025, at 17:00 local time, with specific submission requirements including file format (MS-Word, MS-Excel, or PDF) and a maximum file size of 15MB.
Key submission requirements include completing and submitting: SF-1449, Section 1 Pricing, Section 5 Representations and Certifications, additional information from Section 3, a DBA Insurance Quote, and proof of SAM Registration. A pre-proposal site visit is scheduled for April 17, 2025, at 10:00 am local time, and interested parties must contact whkproc@state.gov by April 14, 2025, to arrange building entry. The U.S. Government intends to award the contract to the responsible company submitting the lowest-priced acceptable offer, potentially without further discussions, and all offerors must be registered in the System for Award Management (SAM) prior to proposal submission.
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Text version
Embassy of the United States of America
April 02, 2025
US Embassy Windhoek
GSO/Contracting Unit
P O Box 12029
Windhoek, Namibia
Dear Prospective Offeror:
Subject: Request for Quotes Number 19WA8025Q0021
Enclosed is a Request for Quotes (RFQ) for - Solicitation No.
19WA8025Q0021 - Preventive maintenance services for the facility’s fuel system at the U.S. Embassy Windhoek, Namibia. If you would like to submit a quotation, follow the instructions in Section 3 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.
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.
A pre-proposal site visit has been scheduled on April 17, 2025, at 10h00 am local time. Prospective offerors/quoters should contact whkproc@state.gov by April 14, 2025, at 17h00pm for additional information and to arrange entry to the building.
Quotations are due by May 06, 2025, at 17h00 local time. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.
mailto:whkproc@state.gov
Your quotation must be submitted in a sealed envelope marked "Quotation Enclosed for 19WA8025Q0021 - Preventive maintenance services for the facility’s fuel system – Attn: Contracting Officer, U.S. Embassy Windhoek, 38 Metje Street, Klein Windhoek, Windhoek, Namibia.
Or
Your quotation must be submitted electronically to windhoekbidsubmission@state.gov . It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 15MB. If the file size should exceed the 15MB, the submission must be made in separate files and attached to separate emails with less than 15MB each.
For a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section 1, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. DBA Insurance Quote
6. Proof of SAM Registration
Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.
Please direct any questions regarding this solicitation to the Contracting Officer by email whkproc@state.gov mailto:windhoekbidsubmission@state.gov https://www.sam.gov/ mailto:whkproc@state.gov
Sincerely, Sarah E. Canterbury Kahnt Contracting Officer Enclosure:
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