Lossen St. Reinstatement of Road pavement. Cover letter II.pdf

Embassy of the United States of America

July 03, 2025

Dear Prospective Quoter:

Subject: Request for Quotations number 19WA8025Q0046.

Enclosed is a Request for Quotation (RFQ) for the reinstatement/refurbishment of the tar road section and pavement at the old Embassy building in Windhoek. If you would like to submit a quotation, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 18 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, technically acceptable. We intend to award a contract 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.

The Embassy intends to conduct a pre-quotation conference at the site. The pre-proposal conference will be held on July 11, 2025 at 09h30 AM Namibian time at the old Embassy building, 14 Lossen Street in Ausspannplatz. Prospective offerors/quoters should contact Havalon Plaatjies at whkproc@state.gov for additional information or to arrange entry to the building.

Quotations are due by July 21, 2025 at 17h00 Namibian time. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

Your quotation must be submitted in a sealed envelope marked "Quotation Enclosed for

Reinstatement of Road & Pavement. (19WA8025Q0046) 38 Metje Street Klein 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.

mailto:whkproc@state.gov mailto:windhoekbidsubmission@state.gov

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

1. SF-18

2. Section A, Pricing

3. Section L, Representations and Certifications

4. Additional information as required in Section J

5. Proof of SAM Registration

Offerors are highly encouraged to register 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.

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. Example 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, David Norman

Contracting Officer

Enclosure:

https://www.sam.gov/