SAM #19EC-75-26-Q-0001

BPA Solicitation for Preventive and Corrective Maintenance of U.S. Embassy Quito Vehicle Fleet

The U.S. Embassy Quito, under the Department of State, is seeking to establish Blanket Purchase Agreements (BPAs) with qualified automotive service providers for the maintenance of its Government-Owned Vehicles (GOVs). - Government Buyer: - U.S. Department of State, U.S. Embassy Quito, Procurement Section - OEMs (Vehicle Brands in Fleet): - Chevrolet - Dodge - Ford - Nissan - Renault - Other brands may be present in the fleet - Vendors: - No specific vendors named; open to qualified automotive service providers with licensed facilities in Quito - Products/Services Requested: - Preventive maintenance services at scheduled mileage intervals (5,000 km to 100,000 km) - Includes oil and filter changes, inspections, diagnostics, tire rotation, brake cleaning, fluid replacement, steering and suspension checks, cooling system tests, transmission and differential fluid services, fuel system cleaning, spark plug and fuel filter work, timing belt inspections/replacement - Corrective maintenance services for major vehicle systems - Engine, transmission, brakes, electrical, suspension, air conditioning, cooling, and exhaust repairs - Services billed hourly, with parts to be new OEM or equivalent quality - All work must be performed at the contractor’s licensed facility by certified technicians, following manufacturer recommendations - Detailed service records, replaced parts lists, and warranty documentation required for each job - Minimum 90-day labor warranty and full manufacturer warranty on installed parts - Unique/Notable Requirements: - Only new OEM or equivalent-quality parts are acceptable - All services must adhere to OEM or equivalent standards - No specific part numbers or quantities provided; services are ordered as needed - Individual orders will not exceed $5,000; total BPA ceiling is $350,000 - Place of performance is Quito, Ecuador, at the contractor’s facility - Providers must be able to service light, medium, and heavy-duty vehicles in the Embassy fleet

Description

The Embassy of the United States in Quito will establish Blanket Purchase Agreements (BPAs) for qualified automotive service providers to perform preventive and corrective maintenance on the U.S. Embassy’s Government-Owned Vehicles (GOVs), ensuring they remain safe, reliable, and mission-ready.

The U.S. Government intends to award a Blanket Purchase Agreement (BPA) to one or more responsible companies submitting an acceptable quotation with fair and reasonable prices. We intend to award a BPA based on initial quotations, without holding discussions, although we may hold discussions with companies if there is a need to do so.

A BPA is an Agreement, not a contract, and neither party is bound by its terms and conditions. The Government is not obligated to purchase any definite amount under this BPA.  If a need arises, an authorized representative of the Government may issue an order following the procedures outlined in the BPA.  If the BPA-holder accepts the order, then a binding contract between the Government and BPA-holder will exist for that specific order.  If the BPA-holder refuses to accept orders or furnish quotations in compliance with the terms of the Agreement, then it is likely that the Government will cancel the Agreement.  

Purpose and Scope

The BPA intends to standardize maintenance services for a mixed fleet of Chevrolet, Dodge, Ford, Nissan, Renault, and other GOVs. It covers both preventive, mileage-based maintenance and corrective repairs for light-, medium-, and heavy-duty vehicles, with all work performed at the contractor’s licensed facility upon approval of quotations by the Procurement Section.

Preventive Maintenance Program

Preventive maintenance is structured around a detailed mileage-based schedule from 5,000 km up to 100,000 km. At lower mileage intervals, services focus on oil and filter changes, inspections (brakes, tires, belts, hoses, fluids, battery, underbody), and basic diagnostics. As mileage increases, additional tasks are added, including tire rotation and balancing, brake cleaning and fluid replacement, steering and suspension checks, cooling system tests and flushes, transmission and differential fluid services, fuel system cleaning, spark plug and fuel filter work, and timing belt inspections or replacement where required. Major services are defined at key intervals (e.g., 40,000 km, 50,000 km, 60,000 km, 80,000 km, 90,000 km, and 100,000 km) and include comprehensive diagnostics, safety inspections, and final reports.

Corrective Maintenance

Beyond scheduled maintenance, the contractor will provide corrective repairs as needed for major vehicle systems. This includes engine, transmission, brake, electrical, suspension, air conditioning, cooling, and exhaust system repairs, all performed only after submission and approval of written estimates.

Parts, Standards, and Quality Assurance

The contractor must use new OEM or equivalent-quality parts unless otherwise authorized, and work must be done by certified technicians in line with manufacturer recommendations and industry best practices. The Embassy retains the right to inspect completed work and require rework for any unsatisfactory services, ensuring consistent quality and compliance with the SOW.

Administration, Reporting, and Warranty

All services require prior authorization via approved quotations and purchase orders issued by the Procurement Section. The contractor must provide detailed service records, lists of replaced parts, and all relevant warranty documentation for each job. A minimum 90-day labor warranty is required on all work, along with the full manufacturer warranty on installed parts, providing post-service assurance and traceability for the Embassy.

If you are interested in participating in this solicitation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit your proposal electronically to Quitoprocurement@state.gov making reference to "Quotation Enclosed – Vehicle Maintenance Services". It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 25MB. If the file size should exceed 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each. before 16H00 on May 29, 2026.

Direct any questions related to this RFQ to QuitoProcurement@state.gov

In order for a proposal to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1 Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

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