U.S. Consulate Merida - Swimming Pool and Water Feature Cleaning and Maintenance Services

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) is for swimming pool and water feature cleaning and maintenance services at the U.S. Consulate General Merida. The U.S. Government intends to award a contract on a lowest price technically acceptable basis.

• Detailed specifications for cleaning and maintenance services are included in the attached Statement of Work.

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

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

• 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).

• Quotations are due by June 12, 2026, at 17:00 hrs CST.

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

• Submissions must be sent electronically to: meridaprocurement@state.gov. Only email submissions will be accepted.

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

• 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.

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

• Incomplete proposals will not be considered.

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

This SOW outlines the requirements for preventive maintenance services for the swimming pool and water feature at the U.S. Consulate General Merida, Mexico. The goal is to ensure all serviced systems are consistently in good operational condition.

• Preventive Maintenance: Perform scheduled preventive maintenance as detailed in Exhibit A, including cleaning, inspections, water testing, and chemical balancing.

• Supplies: Provide all necessary tools, consumable materials, and supplies, including EPA/NSF certified chemicals. No chemicals are to be stored on-site except for the amount in current use, and liquid chlorine is prohibited.

• Inspections: Conduct daily visual inspections of the pool and machinery room, checking for leaks, equipment operation, and water levels. Inspect strainers and filter pressure gauges.

• Water Testing & Balancing: Perform regular water testing and adjust chemicals (pH, Total Alkalinity, Free Chlorine, Cyanuric Acid) to maintain OBO pool standards. Maintain a logbook of test results.

• Cleaning: Clean pool surfaces, walls, tile, coping, and decking. Clean furniture inside the pool barrier and glass around the pool.

• Reporting: Submit a weekly checklist and a monthly written report detailing water test results, pool condition, findings, and issues.

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

• Preventive maintenance should ensure efficient and effective system operation.

• Water quality must meet OBO pool standards.

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

• Period: 12 months, with four (4) one-year options to renew. The Contracting Officer may extend for an additional six (6) months.

• Place: U.S. Consulate Compound, Merida, Mexico.

• Hours: Standard services between 7:30 AM and 4:30 PM, Monday through Friday. Weekend work may be scheduled with advance notice.

• Contract Type: Firm-fixed price.

• Personnel: Technicians must be trained, qualified, and experienced. Background checks and security certifications are required for all personnel.

• Access: Contractor personnel will be escorted by Consulate staff. Vehicles require prior approval.

• Security: Adherence to Consulate security protocols and standards of conduct is mandatory. Identity cards will be issued and must be displayed.

• Deliverables: Include a registration in SAM, Certificate of Insurance, List of Personnel & Security Forms, Maintenance Plan, Maintenance and Activity Log, PM Checklist, and Invoice.

• Invoicing: Submit invoices monthly with a signed Maintenance Checklist. Payment is expected 30 days after service completion or invoice receipt.

• Insurance: Contractor must maintain legally necessary insurance, including Public Liability and Property Damage.

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

• Exclusions: Repairs and replacement of hardware (e.g., motors, bearings) are not included and will be priced separately, unless damage is due to contractor negligence. Electronic/electrical parts require COR approval before installation.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for commercial items, specifically for swimming pool and exterior water feature cleaning services at the U.S. Consulate General in Merida, Mexico. The solicitation number is 19MX5226Q0018, and the offer due date is June 12, 2026.

• Swimming Pool Cleaning Service: Includes labor, cleaning supplies, tools, and materials. Tasks involve vacuuming, testing water for pH and chlorine levels, and removing all trash and waste from the premises. Services are required 5 times per week.

• Exterior Water Feature Cleaning Service: Includes labor, cleaning supplies, tools, and materials. Tasks involve vacuuming, testing water for pH and chlorine levels, and removing all trash and waste from the premises. Services are required 5 times per week.

• Period of Performance: The services are scheduled to run for 10 months, from July 2026 to April 2027.

• This is a Request for Quotation (RFQ).

• The solicitation incorporates by reference FAR 52.212-1, 52.212-4, and 52.212-3. FAR 52.212-5 is also attached.

• The acquisition method is not specified as a set-aside; it appears to be an unrestricted acquisition.

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

• The solicitation is issued by the American Consulate General Merida.