U.S. Consulate Merida – HVAC Air Handling Units Annual Preventive Maintenance

Solicitation / RFP / RFQ

This is a Request for Quotations (RFQ) for the annual preventive maintenance of HVAC air handling units at the U.S. Consulate General Merida. The U.S. Government intends to award a contract on a lowest price technically acceptable basis.

• Annual preventive maintenance of HVAC air handling units.

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

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

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

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

• No payment for unauthorized work.

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

• Quotations are due by April 14, 2026, 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.

• 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.

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

• Must be NDAA Section 889 compliant.

• Place of Performance: U.S. Consulate General Merida, Calle 60 Av. Prolongación Paseo Montejo #1, Lote VM 01D, Vía Montejo, Mérida, Yucatán, 97204.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for semi-annual and annual preventive maintenance services for HVAC Air Handling Units at the U.S. Consulate General Merida. The solicitation number is 19MX5226Q0012, with an offer due date of April 10, 2026.

• Semi-annual preventive maintenance for specific HVAC units (N-AHU-01, N-AHU-02, N-AHU-03, N-AHU-04, N-DOAS-01, W-AHU-01).

• Annual preventive maintenance for the same specified HVAC units.

• The contract type is a Request for Quotation (RFQ).

• The period of performance is not explicitly detailed in the provided pages, but the services are described as semi-annual and annual.

• Offers are due by April 10, 2026, at 17:00 local time.

• Standard solicitation clauses (FAR 52.212-1, 52.212-4, 52.212-5) are incorporated by reference and attached.

• The acquisition method is listed as RFQ, with no specific set-aside indicated on the first page.

• The document is Standard Form 1449.

• It references specific HVAC unit identifiers such as N-AHU-01, N-AHU-02, N-AHU-03, N-AHU-04, N-DOAS-01, and W-AHU-01.

Statement of Work (SOW)

To procure preventive maintenance services for Air Handling Units (AHUs), Dedicated Outside Air Supply (DOAS) units, Electric Motors, and Variable Frequency Drives (VFDs) at the United States Consulate General in Merida, Mexico, ensuring all serviced systems remain in good operational condition.

• Perform scheduled preventive maintenance on specified HVAC equipment, including AHUs, DOAS, electric motors, and VFDs.

• Services include cleaning, inspection, lubrication, calibration, and replacement of expendable parts (e.g., filters, gaskets, fuses).

• The contractor is responsible for providing trained technicians, tools, consumable materials, and supplies, except for air filters which are provided by the US Consulate.

• Specific maintenance procedures for AHUs, DOAS, and VFDs are detailed, including annual and semi-annual activities.

• Equipment must be clean and in good operating condition upon service completion.

• Preventive maintenance aims to minimize system malfunctions, breakdowns, and deterioration.

• The Quality Assurance Plan (QAP) outlines performance objectives and thresholds, with a standard of no more than one customer complaint per month.

• The contract will be for a one-year base period with four one-year optional periods.

• Services are to be performed at the United States Consulate General, Merida, Mexico.

• Contract is firm fixed price, payable in Mexican pesos or USD; no currency exchange adjustments.

• Repairs are not included but current labor rates for potential repairs should be provided. Any necessary repairs require separate authorization and purchase orders.

• Contractor personnel require security clearances and must adhere to strict standards of conduct.

• Access to government buildings requires escort and adherence to security protocols.

• Deliverables include a typewritten report after each service, signed PM checklists, and personnel security documentation.

• Invoices must be submitted with a signed Maintenance Checklist.

• Payment is expected within 30 days after service completion or invoice receipt, whichever is later.