Preventive maintenance services for the facility’s fuel system at the U. S. Embassy Windhoek, Namibia
Closed Solicitation Posted
- Solicitation number
- 19WA8025Q0021
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 457 Gasoline Stations and Fuel Dealers
- Place of performance
- Windhoek Namibia
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Embassy in Windhoek, Namibia, issued Request for Quotation (RFQ) 19WA8025Q0021 seeking preventive maintenance services for the facility's fuel system, including three underground fiberglass fuel storage tanks and a fuel oil polishing system. The Department of State requires comprehensive maintenance to ensure all systems remain in good operational condition when activated, with services performed according to manufacturer recommendations to prevent malfunction, breakdown, and deterioration. Contractors must be registered in the System for Award Management (SAM) database and can submit electronic responses up to 15 MB or deliver proposals in person to the embassy. The government intends to award the contract to the responsible company submitting the lowest-priced acceptable offer, potentially without further discussions, using a firm fixed-price contract structure. A pre-proposal site visit is scheduled for July 21, 2025, at 15:00 local time, with quotations due by July 28, 2025, at 17:00 local time.
This solicitation does not utilize any set-aside designations and is open to all responsible sources. The contract includes a base year with four one-year option periods, with an anticipated start date no later than August 1, 2025. Maintenance services must be performed semi-annually and annually on the fuel management system, which consists of three ZCL XERXES 10,000-gallon double-wall fiberglass reinforced plastic tanks and an AXI International STS 7000-35 fuel oil polishing system with 30 GPM capacity. The work will be performed at the U.S. Embassy located at 38 Metje Street, Klein Windhoek, Windhoek, Namibia. Key maintenance activities include inspecting piping, testing fuel quality, checking electrical systems, cleaning tanks, verifying sensor operations, and performing leak detection tests. The solicitation does not identify any current incumbents or specific contract values, though contractors must provide proof of insurance and submit detailed maintenance reports as part of their obligations.
Notice text
2 versions
Update #2 · Latest ·
The U.S. Embassy Windhoek hereby provides the following Solicitation Notice in respect of the issuance of a Request for Quotation (RFQ) for:
Preventive maintenance services for the facility’s fuel system. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. The Contractor shall perform planned maintenance and inspections, ensure the entire fuel system for this facility are maintained according to manufacturer’s recommendations, to ensure the readiness and proper operation of the system, and to eliminate system malfunction, breakdown, and deterioration when units are activated/running.
All responsible sources may submit a quotation, which will be considered.
The Government may award the contract based on the initial offer without discussion. The resultant contract will be a firm fixed price type contract.
All contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting an offer pursuant to FAR provision 52.204-7. Therefore, prospective offerors are encouraged to register prior to the submittal of quotations/proposals.
Electronic Submission/Responses:
This opportunity allows for electronic responses. Please submit your offer prior to the response date and time. Please ensure your email with your offer does not exceed 15 MB, if it does then you might have to send more than one email. Alternatively, offers may be submitted at the US Embassy offices at address below 38 Metje Street, Klein Windhoek, Windhoek, Namibia.
Update #1 ·
The U.S. Embassy Windhoek hereby provides the following Pre-solicitation Notice in respect of the issuance of a Request for Quotation (RFQ) for:
Preventive maintenance services for the facility’s fuel system. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. The Contractor shall perform planned maintenance and inspections, ensure the entire fuel system for this facility are maintained according to manufacturer’s recommendations, to ensure the readiness and proper operation of the system, and to eliminate system malfunction, breakdown, and deterioration when units are activated/running.
All responsible sources may submit a quotation, which will be considered.
The Government may award the contract based on the initial offer without discussion. The resultant contract will be a firm fixed price type contract.
The Government is planning a pre-quotation conference and the date for this conference will be in the solicitation.
All contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting an offer pursuant to FAR provision 52.204-7. Therefore, prospective offerors are encouraged to register prior to the submittal of quotations/proposals.
Electronic Submission/Responses:
This opportunity allows for electronic responses. Please submit your offer prior to the response date and time. Please ensure your email with your offer does not exceed 15 MB, if it does then you might have to send more than one email. Alternatively, offers may be submitted at the US Embassy offices at address below 38 Metje Street, Klein Windhoek, Windhoek, Namibia.
Files
Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| Preventive maintenance services for the facility’s fuel system at the U. S. Embassy Windhoek, Namibia | Pre-Solicitation |
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