19WA8026Q0012 - Preventative Maintenance on 3x Fire Suppression Systems at U.S. Embassy Windhoek

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for Preventative Maintenance Services on three (3) fire suppression systems located in the kitchens of U.S. Embassy buildings in Windhoek, Namibia. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.

• Preventative Maintenance Services on fire suppression systems.

• Proposals must be in English.

• Not specified in this document.

• Pre-Quotation Conference: March 26, 2026, at 09:30 AM Namibian time at the Embassy office building. Contact whkproc@state.gov by March 24, 2026, at 12:00 PM local time for information or to arrange entry.

• Quotation Due Date: April 08, 2026, at 17:00 PM local time. Late quotations will not be accepted.

• Submission Method: Sealed envelope marked "Quotation Enclosed for David A Norman, 19WA8026Q0012. PM Services on FSS at Embassy: U.S. Embassy, 38 Metje Street, Klein Windhoek, Namibia." Alternatively, electronic submission to windhoekbidsubmission@state.gov is permitted.

• Electronic Submission Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) file format. File size must not exceed 15MB per email. Larger submissions must be split into multiple emails, each under 15MB.

• Offerors must be registered in the System for Award Management (SAM) database at https://www.sam.gov prior to proposal submission. Failure to be registered may result in the proposal being considered non-responsible.

1. SF-1449
2. Section I, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. Proof of SAM Registration

Solicitation / RFP / RFQ

This document is a solicitation notice for preventative maintenance services on fire suppression systems located in three kitchens at the U.S. Embassy in Windhoek, Namibia. The U.S. Embassy is seeking offers from qualified and established companies.

• Preventative maintenance services for fire suppression systems.

• The specific contract type, period of performance, and estimated value are not detailed in this notice.

• The Request for Quotation (RFQ) and Specifications will be available for download in late March 2026.

• Quotations/proposals must be delivered to the U.S. Embassy Office Building, 38 Metje Street, Klein Windhoek, or submitted electronically to windhoekbidsubmission@state.gov.

• The closing date for quotations/proposals is April 08, 2026, at 17h00 Namibian time.

• A site visit will be held after the full solicitation is published. Interested parties must contact Mr. Havalon Plaatjies at whkproc@state.gov before March 24, 2026, at 12h00 local time to indicate their intention to attend.

• Not specified in this notice.

• For additional information, contact Mr. Havalon E. Plaatjies at plaatjieshe@state.gov or +264 61 202 5037.

• The document references "Cover Letter SF 1449" and "Request for quotation (RFQ)" as related items.

Solicitation / RFP / RFQ

This solicitation (RFQ Number 19WA8026Q0012) is for the preventative maintenance of fire suppression systems in three industrial kitchens located at the U.S. Embassy: the Embassy cafeteria, the Marine Security Guard Residence (MSGR), and the Chief of Mission's Residence (CMR). The contract will be a firm-fixed-price purchase order.

• Preventative Maintenance: Services are required every six months for the ANSUL R-102 fire suppression systems.

• Locations: Embassy cafeteria, MSGR, and CMR.

• Scope: Includes inspection, testing, and preventative maintenance of wet-chemical fire suppression systems.

• Personnel: Must be ANSUL authorized, factory-trained and certified, or equally qualified.

• Quality Assurance: A Quality Assurance and Surveillance Plan (QASP) is in effect. The performance standard is no more than one customer complaint per month.

• Reporting: A service certificate upon completion and a written inspection report within five business days are required.

• Compliance: Adherence to manufacturer's procedures, NFPA 17A, applicable local standards, and relevant FAR clauses is mandatory.

• Contract Type: Firm-fixed-price purchase order.

• Period of Performance: One base year with four one-year option periods.

• Currency: Payable in Namibian Dollars.

• Submission: Offers must include completed solicitation documents (SF-1449 cover page, Section 1), copies of licenses and permits, business registration, SAM registration proof, DBA insurance quote, financial resources, company profile, references, key personnel list, and a strategic plan for preventative maintenance.

• Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror. Evaluation will consider technical information, contractor responsibility (financial resources, experience, business ethics, etc.), and past performance.

• Key Deadlines: A site visit is scheduled for March 26, 2026, at 09:00 AM.

• No specific set-aside is mentioned in the provided sections. Offerors must comply with all applicable FAR clauses, including those related to small business concerns, as indicated by the extensive list of incorporated clauses.

• Attachment A contains the Performance Work Statement (PWS).

• Repair options are not included under this contract and will be handled via separate Purchase Orders.

• Value Added Tax (VAT) is not included in CLIN rates and will be priced as a separate line item (15%).

Solicitation / RFP / RFQ

This document is a solicitation for preventative maintenance services on three fire suppression systems located at the U.S. Embassy in Windhoek, Namibia. The services are required for industrial kitchens within the Embassy premises.

• Perform semi-annual (6-monthly) preventative maintenance services on fire suppression systems.

• Services are to be performed at three distinct locations:

  • Industrial kitchen at the CMR
  • Industrial kitchen at the Embassy Building cafeteria
  • Industrial kitchen at the Marine Security Guard residence

• The contract is anticipated to be for a 5-year period.

• The solicitation issue date is March 06, 2026.

• The offer due date is April 08, 2026, at 17:00 PM local time.

• This is an RFQ (Request for Quotation) solicitation.

• Bidders are required to complete blocks 12, 17, 23, 24, and 30.

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, FAR 52.212-3, and 52.212-5.

• The acquisition is set aside for Small Business.

• NAICS code and Size Standard are to be determined (indicated as 'NAICS:' and 'SIZE STANDARD:' with no values provided).

• The document is Standard Form 1449.

• The total quantity for the services is listed as x10 units, with a semi-annual service interval.

• Additional sheets may be attached for further details.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide services for the inspection and maintenance of three (3) Wet-chemical fire suppression systems located in the U.S. Embassy in Namibia. The services are required every six (6) months to ensure all components are in good operational condition.

• Perform inspection and maintenance on ANSUL R-102 fire suppression systems in the Cafeteria, Marine Security Guard Residence (MSGR), and CMR kitchens.

• Services include inspection, testing, and preventive maintenance.

• Tasks include inspecting gas equipment, covering work areas, reigniting pilots, noting deficiencies, disconnecting tanks for inspection, verifying fill levels, inspecting filters, cleaning nozzle blow-off caps, replacing fusible links, and trip testing systems.

• Compliance with manufacturer's procedures, NFPA 17A, applicable local standards, and manufacturer requirements is mandatory.

• Systems must be in good operational condition after servicing.

• Specific inspection and testing procedures must be followed as detailed in the SOW and manufacturer's manual.

• Inspection reports must be submitted within five (5) business days of completion.

• Cartridges must not lose more than a ½ ounce of their stamped weight.

• The contract is for a period of one year, with up to four one-year optional periods.

• Services are required every six months.

• Locations: CMR Industrial kitchen, Embassy - Marine Security Guard Residence, Embassy - Cafeteria.

• Contractor must provide ANSUL authorized, factory-trained, and certified personnel with a minimum of two (2) years of experience.

• Contractor must possess manufacturer's instructions/service procedures, necessary tools, equipment, and personal protective equipment.

• Hydrostatic testing of cylinders is required at 12-year intervals, with temporary replacement cylinders provided if necessary.

• Repairs are not included in this contract and will be handled via separate Purchase Orders (POs).

• Pricing is firm fixed price, payable in Namibian Dollars. No adjustments for escalation or currency fluctuations.

• The Point of Contact (POC) at the U.S. Embassy will coordinate scheduling and provide direction.