Cover page - 19WA8025Q0020 -Building Automation System Preventative Maintenance Services.pdf

Embassy of the United States of America

U.S. Embassy Windhoek

Date: 02 April 2025

Dear Prospective Quoter:

Subject: Request for Quotations number 19WA8025Q0020

Enclosed is a Request for Quotations (RFQ) for the Building Automation System Preventative Maintenance

Services. If you would like to submit 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 1449 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 quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-quotation conference at the site, The pre-proposal conference will be held on 10 April 2025 at 11h00 local time at the US Embassy Windhoek. Prospective offerors/quoters should contact whkproc@state.gov by 08 April 2025 at 15h00 (local time) for additional information or to arrange entry to the building.

Quotations are due by 02 May 2025 at 17h00 (local time). No quotations will be accepted after this time.

Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted in a sealed envelope marked "Quotation Enclosed for 19WA8025Q0020, Building Automation System Preventative Maintenance Services to US Embassy Windhoek to Sarah E.

Canterbury Kahnt, US Embassy Windhoek, 38 Metje Street, Klein Windhoek, Windhoek Namibia.

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.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. 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.

mailto:whkproc@state.gov mailto:windhoekbidsubmission@state.gov https://www.sam.gov/

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements.

Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Sincerely, Sarah E. Canterbury Kahnt

Contracting Officer

Enclosure: