Annual and Semi Annual Maintenance of Generators at the Warehouse and Residences in Pretoria, South Africa

The U.S. Embassy in Pretoria is requesting quotes for Annual and Semi Annual Servicing of Generators at the Warehouse and the residences.

Site Meeting will start at the following address:

Adress:  30 Gemsbok Street, Koedoespoort

Date:  13 August 2025

Time:  11:00

Site meeting will then proceed to the following addresses:

• 420 Nicolson CMP
• 401 Nicolson
• 34 Nicolson
• 152 Orion Heights

Please complete the VAR document and forward to thompsonm1@state.gov and kriekjx@state.gov.

Please take note of the following:

1. Contract service providers are prohibited from carrying firearms while on U.S. government property (U.S. Embassy, Embassy Annex facility, warehouse, or diplomatic residence). 
2. Firearms are prohibited from entering the U.S. Embassy, Annex, and warehouse compounds under any circumstance – either on a contract vendor’s person or secured inside their vehicle.
3. In the case of U.S. diplomatic residences, contract service providers may store their privately owned and licensed firearm in their vehicle while it is parked at or within the walls of a U.S.  diplomatic residence/residential compound provided the firearm is secured in accordance with the South African Firearms Control Act (ie: locked in a permanently affixed safe within the vehicle). 

Quotations:

Quotes to be based on 3 years in total

(1 x Base year, plus 2 option years)

Quotations must be submitted by no later than:  Close of Business 22 August 2025

Firm fixed pricing is to be quoted.

Quotes to be completed on the company letterhead, indicating the company’s address, contact details and name and email of the contact person.

No alterations or pricing changes will be accepted after the Quotation deadline.

Please quote in South African Rand (ZAR)

The quote reference number:  PR15455658 – Generator Maintenance at the Warehouse and Residences

Submissions must be made prior to this date and time and must be sent electronically to:  Pretoria_Contracting_Office-dl@state.gov

The U.S. Governments intend to award a contract to the responsible company submitting an acceptable quotation at the lowest price.

We intend to award a contract 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.

U.S. Embassy Payment terms:

• Note that NO DEPOSIT payments will be authorized.
• The Embassy issues only fixed priced contracts: therefore, you must confirm that your prices will remain fixed.  The US Embassy will make no provision for fluctuations in price or exchange rates after the order has been placed.  If your price is dependent on these fluctuations, you MUST make provision for possible increases in your quoted price. 
• EFT – Payment will be made within 30 calendar days after delivery of services AND receipt of invoice, whichever is later.

Kindly be advised that as a Diplomatic Mission we represent the U.S. Government and are unable to sign any legal documents, including credit applications and T’s & C’s.  By submitting a quote, you waiver any such requirement.

The following documents are attached to this email and need to be signed when submitting your quotations:

• The SCOPE OF WORK.  
• US Government Clauses
• VAR
• SAM Presentation - If you wish to quote for this opportunity, kindly please be advised that you will need to register with SAM.gov and provide proof that you are in the process of registering or that you already have registered with SAM.  Instructions for the registration process is attached.

The successful offeror will be required to:

1. Must be registered on the SAM website (www.sam.gov), proof of starting the process which will include the SAM UEI number must be submitted with your quote.

IMPORTANT:  If you have not done business with the U.S Embassy and are not SAM registered please start the process as soon as possible.

1. Must comply with the US Clauses (attached) signed document to be submitted with the quotes.  South African Terms and Conditions do not apply; by submitting a quote, you accept the U.S. Embassy’s Terms and Conditions.