U.S. Consulate Merida – Building Automation System Annual Preventive Maintenance

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for the annual preventive maintenance of the Building Automation System (BAS) at the U.S. Consulate General Merida. The U.S. Government intends to award a contract on a lowest price technically acceptable basis to responsible offerors.

• Annual preventive maintenance of the Building Automation System (BAS).

• Detailed specifications are included in the attached Statement of Work.

• Service must be completed no later than 60 days after the Purchase Order (PO) is awarded.

• The contractor must complete the service within 15 calendar days from the start date.

• Contract type: Lowest price technically acceptable.

• Period of Performance: To be completed within 60 days after PO award, with service completion within 15 calendar days from the start date.

• Quotations are due by April 14, 2026, at 17:00 hrs CST.

• Proposals must be submitted in writing and include all pricing, shipping, and delivery time information.

• Incomplete proposals will not be considered.

• Award will be based on initial quotations without discussions, though discussions may be held if necessary.

• Submission Instructions: Quotations must be submitted electronically to meridaprocurement@state.gov. Only email submissions will be accepted.

• Prospective offerors must have a Commercial and Government Entity (CAGE) Code.

• Prospective offerors must be registered in the System for Award Management (SAM) at www.sam.gov.

• Prospective offerors must be NDAA Section 889 compliant.

• Payment will be made via Electronic Funds Transfer (EFT) after all services are delivered and the invoice is received (allow up to 30 days for processing).

• No payments will be made for unauthorized work or supplies.

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

This Statement of Work (SOW) outlines the requirements for Building Automation System (BAS) Preventative Maintenance (PM) services for the U.S. Consulate General in Merida, Mexico. The primary goal is to ensure the BAS and associated systems are maintained in a safe, reliable, and efficient operating condition, preventing system malfunctions and deterioration.

The contractor shall perform comprehensive BAS PM services, including but not limited to:

• Scheduled preventative maintenance.

• Investigation and troubleshooting of BAS issues.

• Adjustments and configuration of trends and alarms.

• Validation of BAS communication networks.

• Confirmation and adjustment of time schedules.

• Review and update of BAS graphics.

• Review of the Post's spare part inventory.

• Creation of BAS data backups and user account documentation.

• Updating of As-Built and Operation & Maintenance (O&M) Manuals.

• Rotation or charging of UPS batteries.

• Periodic inspections of panels, controllers, and wiring.

• Confirmation of operational sequences against as-built documentation.

• Assessment of expendable sensors and equipment.

• Evaluation of BAS system condition, functionality, age, and potential obsolescence.

• Assessment of BAS software and hardware (OWS/Servers).

• Inventory of all installed BAS components.

• Five-year planned activities including point-to-point checkout and calibration of sensors, operators, and end devices.

• Performing all manufacturers' recommended PM tasks.

• All BAS PM Services must result in systems being in good operational condition upon completion.

• Work must conform to applicable building codes (IBC, ASHRAE, NFPA/NEC), U.S. EPA, and DOS policies.

• Services must not cause damage to property or endanger occupants.

• Specific deliverables include PM Service Activity Schedules, PM Service Activity Description Lists, site-specific PM checklists, PM Reports, updated As-Built and O&M Manuals, BAS backups, and spare part schedules.

• The period of performance is one (1) base year with four (4) one-year option periods.

• Four (4) BAS PM Site Visits are required per contract year, equally spread throughout the year.

• The location is the U.S. Consulate General in Merida, Mexico.

• The contractor must provide all necessary personnel, transportation, tools, equipment, and supplies.

• Technicians must be qualified, trained, and manufacturer-certified.

• Access to Controlled Access Areas (CAA) requires specific security clearances (TOP SECRET for unescorted access to Restricted spaces, TOP SECRET for escorted access to Core spaces).

• The contractor must possess and maintain a TOP SECRET facility clearance due to DD Form 254 requirements.

• Up to 20 hours of remote support (phone/email) are required annually.

• Repairs, parts replacement, and software upgrades are excluded unless due to contractor negligence.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for commercial items, specifically for preventive maintenance services for the Consulate Merida Building Automation System (BAS).

• Quarterly Preventive Maintenance for the BAS.

• Annual Preventive Maintenance for the BAS.

• The solicitation number is 19MX5226Q0016.

• The solicitation issue date is March 23, 2026.

• The offer due date is April 10, 2026, at local time.

• This is an RFQ, indicating a request for quotations.

• Specific submission instructions will be detailed in the full solicitation document.

• The "10. THIS ACQUISITION IS" block is marked "UNRESTRICTED", indicating it is not set aside for small businesses.

• The document is Standard Form 1449, Offeror to Complete Blocks 12, 17, 23, 24, & 30.

• FAR clauses 52.212-1, 52.212-3, and 52.212-4 are incorporated by reference, with 52.212-5 and any addenda attached.