SAM #PR15928787

Biannual Kitchen Extractor Maintenance and Ansul Fire System Service for U.S. Embassy Pretoria

The U.S. Embassy Pretoria, under the Department of State, is soliciting quotations for biannual maintenance and specialized cleaning of commercial-grade kitchen extractor and ventilation systems at multiple embassy properties in Pretoria, South Africa. - Government Buyer: - U.S. Department of State, U.S. Embassy Pretoria - Services Requested: - Biannual cleaning, servicing, and maintenance of kitchen extraction systems at three embassy properties - Includes degreasing and polishing extraction canopies, chemical deep cleaning or replacement of filters, internal scouring of ducts, cleaning fan motor, impeller, housing, and rain cowl - Full service of Ansul Dry Powder Fire Detection Systems (at two locations), including replacement of fusible links - Service must be performed by a Certified Ansul Service Technician with credentials presented prior to service - Standards and Requirements: - Compliance with SANS 1850 (South African National Standard) and NFPA 96/17A (National Fire Protection Association) fire and safety standards - Distinct from standard janitorial cleaning; targets grease accumulation, a leading cause of facility fires - Strict safety protocols, including prohibition of firearms on U.S. government property - Adherence to U.S. Embassy terms and conditions; South African terms and conditions do not apply - Contractors must submit signed U.S. clauses with quotations - Payment Terms: - EFT within 30 days after receipt of goods and proper invoice; no advance or deposit payments authorized - Notable Requirements: - Security clearances for personnel valid for one year with annual renewal options - Inspection and bid deadlines to be confirmed by the Point of Contact - No specific OEMs or vendors are named in the solicitation, but Ansul is referenced for fire detection systems

Description

The U.S. Embassy in Pretoria, South Africa issues this RFQ for commercial-grade kitchen ventilation systems to be maintained to mitigate fire hazards caused by grease accumulation. Accumulated grease in ducts and hoods is a leading cause of facility fires. Unlike standard janitorial cleaning, this service requires specialized technical knowledge of SANS 1850 (South African National Standard) and NFPA 96/17A (National Fire Protection Association) standards.

Please submit your expressions of interest to pretoria_contracting_office-dl@state.gov with the attached VAR (Visitors Access Request) upon receipt of the email the site meeting address, date and time will be provided. The site meeting is planned for the week of 11 to 14 May 2026. An RFQ will be emailed after the site meeting with a revised SOW, should there be any changes made to the SOW at the site meeting.

Kindly take note of the following:

1. Contract service providers are prohibited from carrying firearms while on U.S. government property (U.S. Embassy, Embassy Annex facility, warehouse, or diplomatic residence).

2. Firearms are prohibited from entering the U.S. Embassy, Annex, and warehouse compounds under any circumstance – either on a contract vendor’s person or secured inside their vehicle.

3. In the case of U.S. diplomatic residences, contract service providers may store their privately owned and licensed firearm in their vehicle while it is parked at or within the walls of a U.S. diplomatic residence/residential compound provided the firearm is secured in accordance with the South African Firearms Control Act (ie: locked in a permanently affixed safe within the vehicle).

Please take note of the Safety Requirements for Contractors and Subcontractors, see attachment.

Quote reference is: PR15928787

All quotations must be submitted on a company letterhead, indicating the company’s address, contact details and name and email address of the contact person.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

U.S Embassy payment terms:

An EFT will be made into the company’s bank account, within 30 days after receiving the goods and a proper invoice.

Advance or Deposit payments are not authorized.

The U.S. Government cannot accept any local terms and conditions or clauses, as they are bound by U.S. Legislation and laws. By submitting a quotation, you agree to waiver your companies’ terms and conditions or clauses. Clauses are attached to the RFQ.

PLEASE NOTE: THIS CONTRACT WILL NOT BE MODIFIED DUE TO PRICE OR EXCHANGE RATE FLUCTUATION

The successful offeror will be required to:

1. Must comply with US Clauses (attached) signed document to be submitted with the quotes. South African Terms and conditions do not apply; by submitting a quote, you accept the U.S Embassy’s Terms and Conditions

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