Asphalt Repair Project at the U.S. Embassy Baku, Azerbaijan

Solicitation / RFP / RFQ

This is a Request for Quotes (RFQ) for an Asphalt Repair Project at the U.S. Embassy in Baku, Azerbaijan. The U.S. Government intends to award a contract or purchase order to the responsible company offering the lowest acceptable price. Discussions may be held with companies in the competitive range if necessary.

• Repair of asphalt areas at the U.S. Embassy Baku.

• Tasks include inspecting and measuring areas, securing the work area, repairing asphalt sections (minimum 5 cm thickness), repairing or replacing drainage lines, laying new asphalt, using an asphalt dumping machine, and restoring parking lot markings and signs.

• Work must be performed professionally, expeditiously, and efficiently.

• Compliance with U.S. Department of State Safety and Security regulations, OSHA's confined space safety regulations, and local labor laws is required.

• Contractor must provide labor, materials, equipment, tools, transportation, safety equipment, and supervision.

• Contract type: Not specified, but implies a firm fixed price.

• Period of Performance: To be completed within 35 calendar days after receiving notice to proceed. Work to commence within 15 calendar days after notice to proceed.

• Estimated Value: USD 30,000.00 – USD 60,000.00.

• Liquidated Damages: USD 562.50 per calendar day of delay.

• Quotations are due by May 8, 2026, 6:00 PM Baku time.

• Quotations must be in English.

• Submission is electronic to BAKUBIDBOX@STATE.GOV in MS-Word, MS-Excel, or PDF format (max 30MB per file).

• Evaluation criteria: Award will be made to the lowest priced, acceptable, responsible quoter. Acceptability will be assessed based on compliance with RFQ terms, and responsibility will be analyzed based on FAR 9.1 requirements (performance period, integrity, organization, experience, skills, equipment, facilities, and eligibility).

• Offerors must be registered in the System for Award Management (SAM) database prior to submission.

• Offerors must have an established business with a permanent address and telephone listing in Baku, Azerbaijan, or plans to establish an office within 30 days of contract award.

• Offerors must be able to understand written and spoken English.

• Proof of SAM registration is required.

• Prior construction experience with suitable references is required.

• Offerors must have necessary personnel, equipment, and financial resources.

• Offerors must possess all required local licenses and permits and meet local insurance requirements.

• Offerors must be able to obtain adequate performance security.

• Offerors must have no adverse criminal record and no political or business affiliations contrary to U.S. interests.

• A site visit is scheduled for April 22, 2026, at 11:00 AM Baku time at the U.S. Embassy Baku. Prospective offerors must contact Anar Rzayev at rzayeva@state.gov by April 20, 2026, to arrange entry.

• Required documents for submission include SF-1442, Section A (Pricing), Section L (Representations and Certifications), additional information from Section J, Proof of SAM Registration, and DS-4319 Activity Risk Assessment.

• Performance and Payment Bonds are required (10 calendar days).

• Offerors must provide a quotation that allows for at least 60 calendar days for Government acceptance.

• Attachments include a Sample Letter of Bank Guaranty and a Breakdown of Price by Divisions of Specifications.

Form / Attachment / Pricing Sheet

This document is an Activity Risk Assessment form (DS-4319) that contractors must complete to identify and control risks and hazards associated with tasks or activities related to the opportunity. It serves as a tool for managing non-routine activity risks.

• Task/Activity Description: Brief description of the overall task or activity.
• Date: Date of preparation.
• Prepared By: Name and title of the individual conducting the assessment.
• Five Steps of Risk Management: A framework including hazard identification, assessment, control development, implementation, and supervision/evaluation.
• Subtask in Activity: Detailed breakdown of subtasks.
• Hazard: Identification of specific hazards related to each subtask.
• Initial Risk Level: Assessment of risk before controls are applied, using a provided matrix.
• Control: Mitigation strategies and resources to reduce risk.
• Who Will Implement: The individual responsible for implementing controls.
• Residual Risk Level: Assessment of risk after controls are implemented.
• Overall Residual Risk Level: The highest residual risk level from all subtasks.
• Risk Assessment Matrix: Provides guidance on classifying risk based on probability and severity.
• Additional Comments: Space for further remarks.

Bidders must understand that completing and submitting this risk assessment is a requirement. The form guides them on how to analyze potential hazards and implement safety controls for the work involved. The level of risk identified and the proposed controls may influence the feasibility and cost of performing the work, and bidders should consider this in their proposals. Instructions for completion are provided on page 4, and a risk assessment matrix is on page 3.