RFQ U. S. Embassy Pretoria Kitchen Extractor Maintenance
Closed Solicitation Posted
- Solicitation number
- PR15928787
- Agency
-
US Embassy Pretoria
US Consulates and Embassies, Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 56172 Janitorial Services
- PSC
- 7320 Kitchen Equipment And Appliances
- Place of performance
- Pretoria Gauteng South Africa
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Embassy in Pretoria, South Africa is issuing a Request for Quotation (RFQ) for specialized commercial-grade kitchen ventilation system maintenance services designed to mitigate fire hazards caused by grease accumulation in ducts and hoods. The Department of State is seeking qualified contractors with technical expertise in SANS 1850 (South African National Standard) and NFPA 96/17A (National Fire Protection Association) standards to perform this work that goes beyond standard janitorial cleaning. Key contract requirements include obtaining security clearances for permanent employees from the Regional Security Office, designating an English-fluent on-site supervisor, maintaining a 12-month warranty on all parts and labor, and providing comprehensive service reports with compliance certificates for health, fire, and insurance audits. Contractors must submit expressions of interest with a completed Visitor Access Request (VAR) form to pretoria_contracting_office-dl@state.gov, with a mandatory site meeting scheduled for the week of May 11-14, 2026, followed by submission of quotations within three working days after receipt of the final Statement of Work. The RFQ due date is May 15, 2026, and quotations must be submitted on company letterhead with detailed contact information and must separate labor and material costs.
This procurement carries no set-aside designation and does not identify an incumbent contractor. The solicitation does not specify an award value or budget range, though the work scope indicates an estimated 4 hours per site for biannual maintenance and cleaning across three embassy properties located at 193 Taurus Waterkloof, 877 Pretorius St Arcadia, and 100 Totius St Groen Kloof in Pretoria. The contract will be performed on an as-needed biannual basis with the completion deadline to be established by the Contracting Officer following order approval and property vacancy determination. All work will take place at the three specified U.S. Embassy facilities in Pretoria, South Africa, and contractors and subcontractors must comply with strict safety requirements, including prohibition of firearms on embassy, annex, and warehouse property, though privately owned licensed firearms may be stored in secured vehicles at diplomatic residences. The quote reference number is PR15928787.
Notice text
The U.S. Embassy in Pretoria, South Africa issues this RFQ for commercial-grade kitchen ventilation systems to be maintained to mitigate fire hazards caused by grease accumulation. Accumulated grease in ducts and hoods is a leading cause of facility fires. Unlike standard janitorial cleaning, this service requires specialized technical knowledge of SANS 1850 (South African National Standard) and NFPA 96/17A (National Fire Protection Association) standards.
Please submit your expressions of interest to pretoria_contracting_office-dl@state.gov with the attached VAR (Visitors Access Request) upon receipt of the email the site meeting address, date and time will be provided. The site meeting is planned for the week of 11 to 14 May 2026. An RFQ will be emailed after the site meeting with a revised SOW, should there be any changes made to the SOW at the site meeting.
Kindly 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).
Please take note of the Safety Requirements for Contractors and Subcontractors, see attachment.
Quote reference is: PR15928787
All quotations must be submitted on a company letterhead, indicating the company’s address, contact details and name and email address of the contact person.
The U.S. Government intends to award a contract to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a contract 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.
U.S Embassy payment terms:
An EFT will be made into the company’s bank account, within 30 days after receiving the goods and a proper invoice.
Advance or Deposit payments are not authorized.
The U.S. Government cannot accept any local terms and conditions or clauses, as they are bound by U.S. Legislation and laws. By submitting a quotation, you agree to waiver your companies’ terms and conditions or clauses. Clauses are attached to the RFQ.
PLEASE NOTE: THIS CONTRACT WILL NOT BE MODIFIED DUE TO PRICE OR EXCHANGE RATE FLUCTUATION
The successful offeror will be required to:
1. Must comply with 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
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| 19WA8026Q0036 - Janitorial services at Embassy office building and Warehouse. | Department of State | No set-aside |
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