PM on 3x Fire Suppression Systems. Cover letter.pdf

Embassy of the United States of America

March 04, 2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19WA8026Q0012.

Enclosed is a Request for Quotations (RFQ) for the Preventative Maintenance Services on 3x fire suppression systems in kitchens at U.S. Embassy buildings in 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 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 sites. The pre-proposal conference will be held on March 26, 2026 at 09h30 AM Namibian time at the Embassy office building. Prospective offerors/quoters should contact Havalon Plaatjies at whkproc@state.gov by

March 24, 2026 at 12h00PM local time for additional information or to arrange entry to the building.

Quotations are due by April 08, 2026 at 17h00 PM 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 David A

Norman, 19WA8026Q0012. PM Services on FSS at Embassy:

U.S. Embassy

38 Metje Street

Klein Windhoek

Namibia

Your quotation can also 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:windhoekbidsubmission@state.gov

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.

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 A. Norman

Contracting Officer

Enclosure:

https://www.sam.gov/