Request for Quotations for Elevator Preventative Maintenance Services

Quick Summary

The U.S. Department of State, through the U.S. Consulate General Cape Town, South Africa, is soliciting quotations for Elevator Preventative Maintenance Services. This opportunity, under RFQ No. 19SF2026Q0008, seeks a contractor to provide comprehensive maintenance for elevators at the Consulate. The contract will be a Firm-Fixed-Price agreement, evaluated using a Lowest-Priced Technically Acceptable (LPTA) method. Quotations are due by May 22, 2026, at 17:00 SAST.

Scope of Work

The awarded contractor will provide a full-service maintenance agreement, including parts, materials, supplies, and labor, for the Consulate's elevators. Key deliverables include:

• Monthly scheduled maintenance visits.
• 24-hour call-back service for emergencies (1-hour response) and other issues (24-hour response).
• Provision of labor rates for billable work (e.g., vandalism repairs, overtime).
• Maintaining elevators in safe, reliable, and efficient operating condition.
• Specific tasks involve examination, cleaning, lubrication, adjustment, repair, and replacement of various elevator components.
• Emergency service assistance for major after-hours problems.
• Supply and replacement of batteries for emergency lighting and maintenance of in-car emergency communication devices.
• Annual and five-year safety tests.

Contract Details

• Contract Type: Firm-Fixed-Price for routine maintenance services.
• Period of Performance: One base year with four (4) one-year option periods.
• Set-Aside: None specified.
• Place of Performance: U.S. Consulate General Cape Town, 2 Reddam Avenue, Westlake, Cape Town, South Africa.

Submission & Evaluation

• Quotations Due: May 22, 2026, at 17:00 SAST.
• Submission Method: Electronically to capetown_quotation@state.gov. Submissions must be in English, in MS-Word, MS-Excel, or Adobe Acrobat (PDF) format, with file sizes not exceeding 25MB (or separate files under 30MB each).
• Evaluation Criteria: Award will be made to the lowest priced, acceptable, responsible quoter. Evaluation will consider technical acceptability (past performance, experience) and price. The government reserves the right to reject unreasonably low or high priced proposals.
• Pre-Quotation Conference/Site Visit: A mandatory pre-quotation conference and site visit will be held on May 12, 2026, at 10:00 SAST at the U.S. Consulate General Cape Town. Prospective offerors must contact Natheer Ford (Fordn@state.gov) by May 8, 2026, at 9:00 SAST to arrange entry, providing attendee names, government-issued ID numbers, and vehicle details.

Eligibility & Requirements

• Offerors must be registered in the SAM (System for Award Management) database and provide proof of registration. Failure to register in SAM at the time of proposal submission may result in the offer being considered non-responsible.
• Offerors must demonstrate technical capability and experience maintaining KONE or equivalent traction elevator systems, provide a list of clients, details of prior experience, personnel qualifications, and evidence of resources and capability.
• Offerors must obtain all required licenses and permits.

Contact Information

For inquiries, contact Natheer Ford at fordn@state.gov or 0217027300.