Request for Quotations (RFQ) - Trenching, Underground Conduit Installation and Associated Civil Works

1. General Summary of Services Required

The U.S. Consulate General Cape Town invites qualified contractors to submit quotations for trenching, underground conduit installation, handhole installation, extension of thirteen (13) existing perimeter fence posts for security camera installation, and associated civil works at the U.S. Consulate compound in Cape Town.

The contractor shall provide all labor, supervision, contractor-furnished materials, equipment, tools, transportation, safety measures, and incidentals necessary to complete the work in accordance with the attached Scope of Work and Design Layout Package, Cape Town–PME–26004, 100% Design, dated July 21, 2026, and the additional requirements identified in this solicitation.

Work includes, but is not limited to:

• Site preparation, excavation, and trenching along designated routes.

• Installation of underground conduits, handholes, and associated infrastructure.

• Protection of existing underground utilities and surrounding infrastructure.

• Backfilling, compaction, and reinstatement of disturbed surfaces.

• Site safety, waste removal, and final cleanup.

• Extension of existing perimeter fence posts at thirteen (13) designated locations to accommodate the installation of new security cameras.

Government-Furnished and Contractor-Furnished Materials

The U.S. Government will provide the conduits and handholes required for the trenching works. The contractor shall provide all remaining materials, including sand, soil, gravel, backfill materials, and other consumables necessary to complete the installation.

The contractor shall also provide all labor, supervision, tools, equipment, transportation, and incidentals necessary to install the Government-furnished conduits and handholes.

Perimeter Fence Post Extensions – 13 Locations

In addition to the trenching works, the contractor shall extend the existing perimeter fence posts at thirteen (13) designated locations to accommodate new security cameras. The contractor shall provide all materials, labor, equipment, tools, and incidentals necessary to complete this work.

The attached reference photographs illustrate examples of the required fence post extensions. Contractors shall review these photographs and assess the work during the site visit. Any clarification regarding the required extensions must be requested before the clarification closing date.

Both the trenching works and the thirteen (13) fence post extensions must be included in the contractor's total firm-fixed-price quotation.

The attached Scope of Work and Design Layout Package governs the technical requirements for the work described therein, supplemented by the additional requirements expressly identified in this solicitation.

Contractors are responsible for reviewing the complete package and including all necessary costs in their quotations.

2. Contract Details and Evaluation

The Government intends to award a firm-fixed-price purchase order to the responsible offeror submitting the lowest-priced technically acceptable (LPTA) quotation.

Technical acceptability will be evaluated on a Technically Acceptable / Not Technically Acceptable basis against the following minimum requirements:

• Technical Approach: Demonstrated understanding of the Scope of Work and Design Layout Package and a practical methodology for completing the requirement.

• Relevant Experience: Evidence of at least two comparable completed trenching, underground utility, or civil construction projects, supported by contactable references.

• CIDB Registration: Active registration with the Construction Industry Development Board (cidb), with a minimum grading designation of 3 in the applicable class of construction works.

• Professional Engineering Qualifications: Employment of a Civil Engineer or Professional Engineering Technologist registered with the Engineering Council of South Africa (ECSA).

• Site Manager/Engineer Experience: Demonstrated recent experience supervising setting out, trenching, shoring, dewatering, steel fixing, formwork, concrete placement, and piping/conduit installation.

• Personnel and Resources: Availability of appropriately qualified personnel, equipment, and resources to complete the work.

• Project Schedule: Demonstrated ability to complete the work within the required timeframe.

• Health and Safety: Adequate preliminary safety methodology addressing the applicable construction and excavation hazards.

• Scope Compliance: Confirmation that the quotation covers the complete Scope of Work and Design Layout Package without material exclusions or deviations.

Only technically acceptable quotations will be considered for award based on price.

The Government may award based on initial quotations without discussions.

3. Interested Vendors / Mandatory Site Visit

Interested contractors must possess the necessary construction experience, professional qualifications, registrations, equipment, and resources to complete the requirement.

A mandatory site visit will be conducted as follows:

Date: Tuesday, October 27, 2026
Time: 10:00 AM SAST
Location: U.S. Consulate General Cape Town
Attendance Confirmation Deadline: Friday, October 23, 2026

Prospective offerors must confirm attendance before the deadline and provide the full name, ID number, contact number, vehicle make, model, and colour of each representative attending.

Contractors who fail to provide the required information by the deadline may be denied access to the compound.

Attendance at the mandatory site visit is required for quotation eligibility.

All technical questions must be submitted in writing by Friday, October 30, 2026 at 10:00 AM SAST . Official clarifications and amendments will be issued through SAM.gov, as applicable.

4. Proposal Submission Requirements

Offerors must submit the following as part of their quotation:

1. Company Profile: Brief company background and description of relevant construction capabilities.

2. Relevant Experience: Details of at least two comparable completed projects, including project descriptions and contactable references.

3. Technical Approach / Work Plan: Brief methodology demonstrating an understanding of the Scope of Work and Design Layout Package and the proposed approach to completing the work.

4. Contractor Registration, Professional Qualifications and Experience:

   
   

   • CIDB Registration: Proof of active cidb registration with a minimum grading designation of 3 in the applicable class of construction works.

   • ECSA Registration: Evidence that the contractor employs a Civil Engineer or Professional Engineering Technologist registered with ECSA, including proof of current registration.

   • Site Manager/Engineer: CV and supporting experience demonstrating recent supervision of setting out, trenching, shoring, dewatering, steel fixing, formwork, concrete placement, and piping/conduit installation.

5. Project Schedule: Proposed commencement date, work duration, and completion period.

6. Health and Safety: Preliminary site-specific safety methodology addressing the principal construction and excavation risks. The successful contractor shall submit a comprehensive site-specific safety plan before commencement.

7. Completed Pricing Schedule: Detailed firm-fixed-price quotation using the attached pricing schedule, covering all labor, contractor-furnished materials, equipment, trenching, installation of Government-furnished conduits and handholes, backfilling, reinstatement, and associated costs.

   
   

   The quotation must also include a separately priced line item for extending the existing perimeter fence posts at thirteen (13) locations, inclusive of all required contractor-furnished materials, labor, equipment, and installation costs.

   
   

   Both the trenching works and fence post extensions shall be included in the total firm-fixed-price quotation.

8. NDAA Compliance: Completed Express NDAA Certificate for Vendor Compliance.

9. Defense Base Act (DBA) Insurance: The successful contractor shall be required to obtain and maintain Defense Base Act (DBA) insurance in accordance with the applicable U.S. Government contract requirements.

   
   

   Offerors must include the cost of DBA insurance in their quotation and separately identify the insurance premium under CLIN 0009 of the attached pricing schedule. This cost must be included in the total firm-fixed price.

   
   

   Proof of the required DBA insurance coverage must be provided before commencement of work.

   
   

   For information on obtaining DBA insurance, including a list of U.S. Department of Labor-authorized insurance carriers, please visit:

   
   

   https://www.dol.gov/agencies/owcp/dlhwc/lscarrier

Pricing Requirements:

• The attached pricing schedule must be completed and submitted with the quotation.

• Quantities and unit rates must be provided for applicable work elements, with all costs included in the total firm-fixed price.

• Contractors must verify quantities against the Scope of Work and Design Layout Package and raise any discrepancies before the quotation closing date.

• Prices must be quoted in South African Rand (ZAR), with VAT separately identified.

• Any exclusions, assumptions, or deviations must be clearly identified. Material deviations may result in a quotation being determined technically unacceptable.

• The total price must cover the complete requirement, including all incidental work necessary for satisfactory completion.

5. Project Completion and Scope Control

The contractor shall complete the work within 4-6 Weeks following the authorized commencement date.

All construction activities, safety requirements, site protection, reinstatement, and completion obligations shall be performed in accordance with the attached Scope of Work and Design Layout Package and the resulting purchase order.

Any unforeseen site conditions or proposed changes affecting the scope, price, or completion period must be promptly reported to the Government. No changes or additional work may proceed without prior written authorization from the Contracting Officer.

6. Quotation Submission Instructions

Please note the following BEFORE submitting your offer:

• Solicitation Number: 19SF2027Q0001

• Closing Date: Tuesday, November 3, 2026 at 10:00 SAST

• Submission Email: capetown_quotation@state.gov

• Questions Deadline: Friday, October 30, 2026 at 10:00 AM SAST

• All quotations and supporting documents must be submitted electronically and in English.

• The solicitation number must appear in the email subject line.

• The completed pricing schedule must accompany the quotation.

• Quotations must remain valid for at least 30 calendar days after the closing date.

• Offerors must complete the attached Express NDAA Certificate for Vendor Compliance.

As a Diplomatic Mission representing the U.S. Government, the U.S. Consulate cannot sign vendor contracts, credit applications, or separate vendor terms and conditions.

Any vendor terms or conditions inconsistent with the Government's solicitation or resulting purchase order shall not apply unless expressly accepted by the Contracting Officer.

7. Payment Terms

The Government intends to award a firm-fixed-price purchase order covering the complete requirement.

No adjustments will be made for material price increases or exchange-rate fluctuations after award, except as authorized under the resulting purchase order.

Payment will be made via Electronic Funds Transfer (EFT) following satisfactory completion, Government acceptance, and receipt of a proper invoice, in accordance with the purchase order terms.

Advance payments and deposits are not permitted.

Note: Procurement will acknowledge receipt of quotations within four (4) business days. If confirmation is not received, offerors should contact Procurement before the quotation deadline to verify receipt.