U.S. Consulate Merida – CONS AV System Annual Preventive Maintenance

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

To provide preventive maintenance services for the Consular Audiovisual (AV) System, including Intercom, Paging, and Displays, at the United States Consulate General in Merida, Mexico, ensuring all serviced systems are in good operational condition.

• Routine Maintenance Inspections: Annual inspections for the AV System Head-End (14 units) and at Teller Windows (14 units).

• On-Demand Service Calls: Emergency repair visits as needed.

• Live Customer Support: Remote technical assistance via phone or video conference during specified hours, with after-hours requests addressed within the first 4 business hours of the next business day.

• Preventive Maintenance Tasks: Includes visual inspection, cleaning, testing of all AV system equipment (displays, video extenders, microphones, speakers, etc.), cable management, firmware/software updates, calibration, and reporting of deficiencies.

• Deliverables: Typewritten reports detailing system information, test results, component status, and recommendations; personnel security data; insurance certificates; signed checklists; and invoices.

• Systems must be clean and in good operating condition after service.

• No more than one customer complaint per month is the performance standard.

• Repairs to correct damage caused by Contractor negligence are included.

• Period: One base year with four one-year optional periods. Expected to commence no later than March 2026.

• Place: United States Consulate General, Merida, Mexico.

• Contract Type: Firm fixed-price contract payable in Mexican Pesos. No escalation or currency fluctuation adjustments.

• Personnel: Trained technicians with at least one year of experience or PSNI certifications. Background checks and security clearances may be required for certain areas.

• Security: Strict adherence to access, conduct, and security protocols within government facilities. Government-issued identity cards must be displayed.

• Materials: Contractor to supply all necessary tools, consumable materials, and OEM-approved parts. Repairs and hardware replacements are excluded but require separate quotes if identified.

• Invoicing: Submit invoices after each service, accompanied by a signed Maintenance Checklist. Payment expected within 30 business days.

• Local Law: Contractor is responsible for any required local law registration and taxes.

Solicitation / RFP / RFQ

This is a Request for Quotation (RFQ) for the annual preventive maintenance of the Consular audiovisual system (intercom, paging & displays) at the U.S. Consulate General Merida.

• Annual preventive maintenance of the Consular audiovisual system.

• 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.

• Award will be made on a lowest price technically acceptable basis.

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

• 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.

• 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.

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

• Offerors must be NDAA Section 889 compliant.

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

• No payments will be made for unauthorized supplies or services or for any changes not specified in the contract.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for annual preventive maintenance services for the Consular Audio Visual (AV) System at the American Consulate General in Merida, Mexico. The solicitation number is 19MX5226Q0014, with an offer due date of April 10, 2026.

• Annual preventive maintenance services for the Consular Audio Visual (AV) System.

• The contract type is not explicitly stated, but the form used (SF1449) suggests a commercial item acquisition.

• The period of performance is for annual maintenance.

• This is a Request for Quotation (RFQ).

• Specific submission instructions and evaluation criteria are not detailed on these pages but are referenced as being attached (FAR 52.212-1, 52.212-3, and 52.212-5).

• The offer due date is April 10, 2026, at 17:00 local time.

• The acquisition method is indicated as RFQ.

• Set-aside information is not specified on these pages.

• The document is a Standard Form 1449.

• Relevant FAR clauses (52.212-1, 52.212-3, 52.212-5) are incorporated by reference and attached.