Domestic Cleaing. USG Residences. Cover letter.pdf

Embassy of the United States of America

May 6, 2025

Dear Prospective Offeror:

Subject: Request for Proposals number 19WA8025Q0033.

Enclosed is a Request for Proposals (RFP) for Domestic cleaning services at USG owned and leased residences. If you would like to submit quotation, follow the instructions in Section 5 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 to the responsible company submitting an acceptable offer at the lowest price. 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 will not conduct a pre-proposal conference for this “request for quotation”.

Proposals are due by Friday, May 16, 2025 at 17h00, Namibian time. No proposals will be accepted after this time. Proposals must be in English and any incomplete proposals will not be accepted.

Your proposal must be submitted in a sealed envelope marked "Proposal Enclosed for 19WA8025Q0033, Domestic cleaning services at USG residences to:

Contracting Officer, Sarah E. Kahnt U.S. Embassy, Windhoek 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.

In order 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 5

6. Proof of SAM Registration mailto:windhoekbidsubmission@state.gov

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, Sarah E. Kahnt (Canterbury) Contracting Officer

Enclosure:

https://www.sam.gov/