Consular Audio System Preventive Maintenance Services

SOL #: 19KE5026Q0024Combined Synopsis/Solicitation

Overview

Buyer

State

State, Department Of

AMERICAN EMBASSY NAIROBI

WASHINGTON, DC, 20520, United States

Place of Performance

Nairobi, Kenya

NAICS

Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance (811310)

PSC

Maintenance, Repair And Rebuilding Of Equipment: Electrical And Electronic Equipment Components (J059)

Set Aside

No set aside specified

Original Source

https://sam.gov/opp/9521cc3df69740c2b86f697a4bc63fd7/view

Timeline

Posted

Feb 6, 2026

Last Updated

Feb 25, 2026

Submission Deadline

Mar 11, 2026, 7:00 AM

Qualification Details

Fit reasons

NAICS alignment with historical contract wins in similar service areas.
Scope strongly matches core technical capabilities and delivery model.

Risks

Past performance thresholds may require one additional teaming partner.
Potential clarification needed on staffing minimums before bid/no-bid.

Next steps

Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.

Quick Summary

The U.S. Embassy Nairobi is soliciting proposals for Consular Audio System Preventive Maintenance Services under a Firm Fixed-Price contract. This opportunity aims to ensure the operational readiness of the Consular Audiovisual (AV) System, including intercom, paging, and displays, at the U.S. Embassy Nairobi, Kenya. Proposals are due March 11, 2026.

Scope of Work

The awarded contractor will provide comprehensive preventive maintenance services for the Consular AV System. This includes:

Routine maintenance inspections of the System Head-End and at Teller Windows.
On-demand service calls to address issues.
Provision of trained and qualified technicians equipped with appropriate tools.
Remote technical support.
Use of OEM-approved expendable parts.
Compliance with safety protocols and manufacturer's instructions. The objective is to maintain all systems in a safe, reliable, and efficient operating condition.

Contract Details

Contract Type: Firm Fixed Price.
Period of Performance: A one-year base period with four one-year option periods.
Payment: Payments will be made in Kenya Shillings, with no adjustment for escalation in costs or prices of labor or materials.
Set-Aside: No specific set-aside is mentioned for this solicitation.
Place of Performance: U.S. Embassy Nairobi, Kenya.

Key Clarifications & Requirements

An amendment has provided answers to questions and attached shop drawings. Key clarifications include:

Site Visit: The previously referenced site visit is not mandatory and has been cancelled as of February 24, 2026.
Facility Access: All work under this contract will be conducted in non-Controlled Access Area (CAA) environments.
Security Clearance: Bidders should refer to sections 5.2 & 5.3 of the solicitation document for specific U.S. security clearance and U.S. Government Facilities access requirements.
System Documentation: The government will provide the awarded contractor with essential system documentation, including shop drawings, equipment lists, as-built drawings, AV rack layout, room functional briefs, login credentials for DSP and control processors, current DSP/control processor source code, and documented system issues.

Submission & Evaluation

Proposal Submission Deadline: March 11, 2026, by 10:00 am (local time).
Submission Method: Via email to nairobigso-contracts@state.gov.
Evaluation Criteria: Award will be made to the lowest priced, acceptable, responsible offeror. Evaluation will consider price, compliance with RFQ terms, and technical information. Contractor responsibility will be assessed based on financial resources, performance period compliance, integrity, organization, experience, skills, and eligibility.
Notes: Offerors are encouraged to be registered in SAM. Submission format requirements include MS-Word, MS-Excel, or Adobe Acrobat (PDF), with a 30MB file size limit per file.