Caterpillar Generators Preventive Maintenance Service for US Embassy Harare, Zimbabwe

Solicitation / RFP / RFQ

This Request for Proposals (RFQ) is for Caterpillar Generators Preventive Maintenance services at the U.S. Embassy in Harare. The U.S. Government intends to award a contract or purchase order to a responsible company offering the lowest price. Discussions may be held with companies in the competitive range if needed.

• Preventive Maintenance services for Caterpillar Generators.

• Services to be performed in accordance with the Pricing Schedule and Statement of Work.

• Includes scheduled maintenance and unscheduled/emergency services.

• Contractor must provide personnel, supplies, and equipment.

• Maintenance items must meet or exceed manufacturer's specifications.

• Contractor must maintain a supply of expendable and common parts.

• Disposal of used oil, fuel, batteries, and other toxic substances according to government and local law.

• Conducting laboratory analysis for coolant and oil samples.

• Exercising the generator using an appropriately sized load bank (government does not provide load banks).

• Obtaining all commercial licenses and permits required by local law.

• Providing OEM authorized certificates for service.

• Submitting a strategic plan for generator maintenance services.

• Deliverables include: Execution Plan, Quality Assurance Plan, Inspection Report, Building Maintenance Report, Bios on Personnel, Bonds, Insurance/Licenses & Permits, Safety Plan, Waste Disposal Report.

• Type of Contract: Fixed-price type contract for scheduled maintenance services. Indefinite delivery/indefinite quantity for unscheduled work or urgently needed services.

• Period of Performance: Base year with four option years.

• Performance Start: Within 10 calendar days of award.

• Performance Completion: Within 60 calendar days of award.

• Payment: 30 days after task orders are issued and work is completed.

• Value: Minimum of $900.00 and maximum of $8,500.00 for unscheduled maintenance and emergencies per contract period.

• Proposals are due by 1700hrs (Harare Time) on June 2, 2026.

• Proposals must be in English.

• Submission is electronic to HarareGSOProcurement@state.gov.

• File format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File size limit: 30MB per file; multiple emails allowed if size is exceeded.

• Required submissions: SF-33, Section B (Pricing), Section K (Representations and Certifications), additional information as required in Sections L and M, and Proof of SAM Registration.

• Evaluation: Lowest priced, technically acceptable, responsible offeror. Award may be made based on initial proposals without discussions.

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

• Caterpillar dealership is a mandatory requirement.

• Supervisor must understand written and spoken English.

• Offeror must operate an established business in Zimbabwe or plan to establish one within 30 days of award.

• Must demonstrate prior maintenance experience.

• Must have necessary personnel, equipment, and financial resources.

• Must possess all required local licenses and permits.

• Must meet local insurance requirements.

• Must be able to obtain performance and payment bonds.

• Must have no adverse criminal record.

• Must have no political or business affiliation contrary to U.S. interests.

• A pre-proposal conference will be held on May 26, 2026, at 10:00 AM (Harare Time) at the U.S. Embassy New Compound. Registration is required by May 21, 2026.

• Offerors are encouraged to register immediately in SAM if interested.

• Performance and payment bonds are required within 30 calendar days of contract award.

• A certificate of insurance is required.

• Governing law is the United States.

• Contractor personnel must identify themselves as non-federal employees.

• The contract type is fixed price for scheduled maintenance and indefinite delivery/indefinite quantity for unscheduled/emergency maintenance.

Form / Attachment / Pricing Sheet

This document is an "Access Clearance Form" for a Pre-Quotation Conference/Site Visit Registration. It is used to register attendees for a site visit related to a specific solicitation.

• Date of Site Visit: May 26, 2026, at 10:00 AM.
• Address of Site Visit: No. 2 Lorraine Drive, Bluffhill in Harare, Zimbabwe.
• Registration Deadline: Submit the form via email to HarareGSOProcurement@state.gov before 1700hrs on Thursday, May 21, 2026.
• Company Information: Fields for Company Name, Company Street Address, and City.
• Attendee Information: Fields for Name & Title and Passport or ID Number for each person attending. A note specifies that only two representatives per company are allowed.
• Contact Information: Fields for Telephone & Mobile Numbers, Fax, and E-mail.
• Solicitation Identification: A field to state the solicitation number and title for which the attendee wishes to attend the conference/site visit.
• Specific Solicitation: The form explicitly references "Caterpillar Generators Preventive Maintenance services: RFQ # 19Z11526Q0010".

This form is crucial for any bidder interested in attending the pre-quotation conference and site visit for RFQ # 19Z11526Q0010. Bidders must complete and submit this form by the specified deadline to be registered for the event. The form collects necessary information for access clearance and attendee identification.