SAM #PR16187994

Preventative Maintenance Services for Embassy Pretoria HVAC and Chiller Systems

This opportunity is for a one-year, firm fixed-price contract to provide preventative maintenance services for HVAC and chiller systems at the U.S. Embassy Annex in Pretoria, South Africa. - Government Buyer: - U.S. Department of State - U.S. Embassy Pretoria (Annex Compound) - Office: Supervisory Facility Engineer (for some SOWs) - OEMs and Vendors Mentioned: - TRANE (Air Handling Units, Chillers) - CIAT (Chillers) - DAIKIN (Split Units, Cassette Units) - AIRDALE (Down Blowers) - DEFY (Split Units) - FRAVEGA (Split Units) - BARD (Split Unit) - Alliance (Emerald R32 Inverter Split A/C Units, model FOUSI12-R32) - Products/Services Requested: - Preventative maintenance for a wide range of HVAC equipment, including: - 3 CIAT Chillers - 2 TRANE AHUs, 8 TRANE Chilled Water AHUs, 1 TRANE Chiller - 14 DAIKIN Split Units, 3 DAIKIN Cassette Units - 3 AIRDALE Down Blowers - 2 DEFY Split Units - 2 FRAVEGA Split Units - 1 BARD Split Unit - 52 Alliance Emerald R32 Inverter Split A/C Units (FOUSI12-R32) - 88 Fan Coil Units (FCUs) - 15 DX Split Units - 3 Fans, 3 Down Blowers, 89 Split Units & Casettes - Motor Starters, Variable Frequency Drives (VFDs), Electronic Control Panels, Ventilation & Extraction Fans, Electrical Panels, Thermostats, and other associated controls - Services include quarterly minor and annual major maintenance (inspection, cleaning, lubrication, calibration, testing, and reporting) - Excludes repairs (to be separately priced) - Unique or Notable Requirements: - Technicians must be certified in refrigeration handling, with special certification for R32 refrigerant systems - Use of OEM-approved parts and refrigerants meeting AHRI standards - Detailed service reporting and safety compliance required - All quotes must be in South African Rand (ZAR) - Mandatory registration on SAM.gov - No firearms allowed on U.S. government property - All materials, labor, and tools to be provided by contractor - Repairs and parts replacement are excluded from the base contract and require separate approval

Description

The Embassy of the United States of America, Pretoria, South Africa, is requesting quotes for preventative maintenance services for the HVAC / Chillers at the Annex as per the attached SOW.  Please note that there will be a site visit details as follows:

Site Meeting:

Address: 100 Totius Street, Groenkloof, Pretoria. Date: 19 August 2026 Time: 11:00am

Please complete the VAR document and forward to thompsonm1@state.gov and kriekjx@state.gov. by the latest COB 14 August 2026 so that we can arrange access for the site visit.

Please take note of the following:

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

Quotations:

Quotes to be based on 12 x month period (1 x Year)

Quote reference is: PR16187994

Quotations must be submitted by no later than close of business 26 August 2026

Submissions must be made prior to this date and time and must be sent electronically to:  Pretoria_Contracting_Office-dl@state.gov

Firm fixed pricing is to be quoted.

Quotes to be completed on the company letterhead, indicating the company’s address, contact details and name and email of the contact person.

No alterations or pricing changes will be accepted after the Quotation deadline.

Please quote in South African Rand (ZAR)

The U.S. Governments intend to award a contract to the responsible company submitting an acceptable quotation at the lowest price.

We intend to award a contract 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:

Note that NO DEPOSIT payments will be authorized. The Embassy issues only fixed priced contracts: therefore, you must confirm that your prices will remain fixed.  The US Embassy will make no provision for fluctuations in price or exchange rates after the order has been placed.  If your price is dependent on these fluctuations, you MUST make provision for possible increases in your quoted price.  EFT – Payment will be made within 30 calendar days after delivery of services AND receipt of invoice, whichever is later.

Kindly be advised that as a Diplomatic Mission we represent the U.S. Government and are unable to sign any legal documents, including credit applications and T’s & C’s.  By submitting a quote, you waiver any such requirement.

The following documents are attached to this email and need to be signed when submitting your quotations:

The SCOPE OF WORK. VAR – to be completed and returned by COB 14 August 2026  US Government Clauses If you wish to quote for this opportunity, kindly please be advised that you will need to register on the SAM.gov website. 

The successful offeror:

Must be registered on the SAM website (www.sam.gov), by the time the award is offered. IMPORTANT: If you are not registered on the SAM.gov website, you MUST please start the process and together with your RFQ must include proof of starting the process by providing the SAM UEI number. Guidance to register in the SAM.gov website, please click on the link for guidance:

FSD.gov, where they can find clear, up-to-date guides and responses to FAQs.

Entity Registration: How Do I Register a New Entity or Obtain a New Unique Entity ID in SAM.gov?

Must comply with the 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.

Solicitation provision 52.240-90 in incorporated by reference. “By submission of its offer, the offeror represents” compliance

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