SAM #19VE3026Q0003

Consular Audio Intercommunication System Replacement for U.S. Embassy Caracas

The U.S. Embassy Caracas, under the U.S. Department of State, is soliciting quotations for the replacement of its consular audio intercommunication system across 28 service windows in three key areas. - Government Buyer: - U.S. Department of State, U.S. Embassy Caracas, Contracting Officer: Sadie Thimsen - Scope of Work: - Replacement of consular audio intercommunication systems at: - 7 windows (Consular Access Control) - 16 windows (NIV/IV 1st Floor) - 5 windows (ACS 1st Floor) - Removal of existing equipment and cabling - Installation of new two-way audio systems, including: - Microphones (gooseneck type) - Speakers - Control units and panels - Paging speakers - DSP processors and headsets - Training of embassy staff on new system operation and maintenance - Compliance with U.S. and local codes, safety standards - Warranty and maintenance services included (1-year warranty, scheduled service visits) - Defense Base Act Insurance required for employees - Products/Services Requested: - No specific OEMs, models, or part numbers are specified; vendors may propose suitable commercial solutions - Unique/Notable Requirements: - Work must be phased to minimize disruption to embassy operations - Project management, safety compliance, and adherence to warranty/service schedules are mandatory - Insurance coverage under the Defense Base Act is required

Description

Attached is a Request for Quotes (RFQ) for Consular Audio System Replacement for U.S. Embassy Caracas.  If you would like to submit a quotation, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the email address detailed below

The U.S. Embassy Caracas will conduct a pre-proposal conference/site visit on July 27, 2026, at l0:00 a.m. Please submit the full name and ID number of people attending the visit (1 attendee per offeror) to CaracasProcurement@state.gov no later than l2:00 p.m. on July 23, 2026, to obtain the authorization to enter the Compound. Questions regarding this RFQ must be sent in English to the same email address no later than July 29, 2026, 12:00 p.m.

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

Quotations are due by August 20, 2026, 12:00 pm Local time. No quotations will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to CaracasProcurement@state.gov. 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 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

1. SF-1442

2. Section A, Pricing

3. Section L Representations and Certifications

4. Additional information as required in Section J

5. Proof of SAM Registration

It is highly recommended that all contractors be registered in the System for Award Management (SAM) database at https://www.sam.gov prior to contract award. However, in accordance with FAR 4.203-1(b)(5)(ii), the Contracting Officer has determined that vendors are not required to register in SAM for this solicitation.

All vendors shall comply with the requirements of FAR 52.204-90, “Unique Entity Identifier and Contractor Reporting” as incorporated in this solicitation. Vendors must provide the requested information and representations as outlined in FAR 52.204-90 and follow all instructions provided by the Contracting Officer regarding entity identification and reporting.

Failure to comply with the requirements of FAR 52.204-90 may result in your quotation being deemed nonresponsive.

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