Elevator Preventive Maintenance Services - Invitation letter and RFQ

The U.S. Embassy in Madrid is soliciting quotations for routine preventive maintenance services for eight elevator and lift systems across multiple embassy facilities, including the Chancery, Ambassador's Residence, DCR, and MSGR buildings. The Department of State, through the U.S. Embassy Madrid, is seeking qualified contractors to maintain these systems in safe, reliable, and efficient operating condition in accordance with manufacturer specifications. Key contract requirements include providing trained mechanics, all necessary tools, parts, materials, and supplies; maintaining civil liability insurance of EUR1,000,000 minimum and working risks insurance of EUR300,000 per worker; possessing all required permits and licenses to operate in Spain; and ensuring 24/7 emergency response capability within one hour for critical situations. The solicitation does not specify explicit evaluation criteria beyond compliance with stated technical and insurance requirements. Critical dates include a mandatory site visit on February 11, 2026 at 10:30 at the embassy facility, a submission deadline of March 2, 2026 at 17:30 local time, and prospective offerors should direct technical questions to Aurora Lopez de Larrinzar at lopezav@state.gov.

This procurement includes no set-aside designations, and no incumbent contractor information is provided in the solicitation documents. The contract structure is a firm fixed-price arrangement with pricing that includes all labor, materials, insurance, overhead, and profit, plus 21% Value Added Tax as a separate line item, with monthly rates multiplied by 12 for pricing purposes across the contract period. The initial contract period is one base year with four optional one-year renewals, allowing for a potential five-year total performance window. Services will be performed at the embassy location in Madrid, Spain (28006 postal code, Calle Serrano, 75), with routine maintenance scheduled on either monthly or twice-monthly basis depending on equipment type, and non-emergency response required within one working day with callback service for repeat malfunctions within three hours. All prospective contractors must be registered in the System for Award Management (SAM) database prior to proposal submission and must demonstrate possession of all necessary Spanish business permits and licenses as part of their offer.