U.S. Consulate Merida – HVAC Water Treatment System Annual Preventive Maintenance

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

This Statement of Work (SOW) defines the requirements for preventive maintenance services for the HVAC water treatment system at the U.S. Consulate General in Merida, Mexico. The primary goal is to preserve existing piping and HVAC equipment, control water-related issues like corrosion, scaling, and microbiological fouling, and ensure all serviced HVAC systems remain in good operational condition.

• The contractor will provide comprehensive preventative maintenance for the HVAC water treatment system, including logistics, labor, water treatment chemicals (except for the base year where the Consulate provides them), testing equipment, and management support.

• Services include physical procedures, chemical processes, and water testing to manage corrosion, scaling, deposits, and microbiological fouling in the closed-loop chilled water system.

• The contractor is responsible for cleaning and passivating the system before adding molybdate-based corrosion and scale inhibitors.

• The contract includes quarterly and annual maintenance services for the HVAC water treatment system.

• The contractor will provide 8 hours of annual familiarization training to Consulate staff on water treatment tests, chemical handling, and new technologies.

• All work must comply with NSF/ANSI, AWWA, SDS, ASTM, NFPA, UL, IEEE, NEMA, OSHA standards, manufacturer O&M instructions, and Department of State SHEM requirements.

• The contractor must maintain a quality control process agreed upon by the Consulate, COR, and Contractor.

• Performance will be measured against criteria outlined in the SOW, with a threshold of no more than one customer complaint per month.

• Service reports must be submitted within 5 business days after each visit, detailing test results, system status, and recommendations.

• The contract will have a one-year base period with four one-year option periods.

• Services are to be performed at the U.S. Consulate General Merida, Mexico.

• Standard services are to be performed between 7:30 AM and 4:30 PM, Monday through Friday, with potential for weekend work depending on operating conditions.

• This is a firm-fixed-price contract payable in Mexican Pesos. Contract price will not be adjusted for currency fluctuations or cost escalations.

• The contractor must provide all necessary personnel, tools, consumable materials, and supplies. The Consulate will provide chemicals for the base year and option years.

• Repairs and emergency services are not included and will be billed separately.

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

• The contractor must provide customer references, technician resumes, and training documentation.

• All equipment, chemicals, and testing procedures require written approval from the COR or A/COR prior to use.

Solicitation / RFP / RFQ

This is a Request for Quotation (RFQ) for the annual preventive maintenance of the HVAC water treatment system 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 the HVAC water treatment system.

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

• Service must be completed within 15 calendar days from the start date.

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

• The contract will be awarded 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 are delivered and the invoice is 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 Request for Quotation (RFQ) for commercial items, specifically for HVAC and Water Treatment System maintenance services at the American Consulate General in Merida, Mexico. The solicitation number is 19MX5226Q0011.

• Quarterly Preventive Maintenance for the Consulate Merida HVAC Water Treatment System (Closed-Loop).

• Annual Preventive Maintenance for the Consulate Merida HVAC Water Treatment System (Closed-Loop).

• The solicitation is for commercial items.

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

• The solicitation issue date is March 23, 2026.

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

• Specific submission instructions are detailed within the solicitation, which incorporates FAR 52.212-1, 52.212-4, and 52.212-5 by reference. FAR 52.212-3 is also attached.

• The acquisition is set aside for Small Business, with specific categories including HUBZone Small Business, Women-Owned Small Business (WOSB), and Emerging Small Business. The NAICS code and size standard are to be determined.

• The document is a Standard Form 1449 (Rev. 02/2012).

• Payment will be made by the American Consulate General Merida.

• Invoices are to be submitted to the address shown in Block 18a unless otherwise noted.