This Solicitation opportunity from Department Of State was posted on April 24, 2026. The submission period has ended. Browse the details below for market research, or find similar active opportunities.
RFQ U.S. Embassy Pretoria Kitchen Extractor Maintenance
Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
AI Contract Overview
The U.S. Embassy in Pretoria is seeking qualified contractors to perform biannual maintenance and cleaning of commercial-grade kitchen ventilation systems at three diplomatic facilities in Pretoria, South Africa, to mitigate fire hazards caused by grease buildup. This service requires specialized expertise in SANS 1850 and NFPA 96/17A standards, going beyond routine janitorial cleaning. Contractors must submit a Visitor Access Request (VAR) to gain entry to embassy compounds, with the site visit scheduled for the week of May 11–14, 2026, after which a formal RFQ with a revised Statement of Work will be issued. Proposals must be submitted on company letterhead with full contact details and compliance with all U.S. Government contractual clauses, and no local South African terms or conditions are acceptable. The contract will be awarded to the lowest-priced responsible offeror without discussion, unless further clarification is needed. All work must be performed in accordance with U.S. Embassy safety protocols, and contractors are strictly prohibited from carrying firearms on embassy or warehouse property, except for privately owned firearms secured in locked, permanently affixed safes within vehicles at diplomatic residences, in compliance with South African law. Payment will be made via EFT within 30 days of invoice receipt after delivery and acceptance, with no advance or deposit payments permitted, and the contract price is fixed regardless of currency fluctuations. Contractors must hold a Unique Entity Identifier and CAGE Code, comply with all applicable FAR clauses including identity verification, cybersecurity prohibitions on covered telecommunications equipment, labor standards, and environmental requirements, and provide safety data sheets for all chemicals used. The Contracting Officer’s Representative is designated for oversight, and contractors must comply with stringent security procedures, including background checks and access rules for personnel entering U.S. diplomatic facilities.
General Info
Agency
NAICS
Place of Performance
Pretoria , ZA-GT, ZAFSet-Aside
Timeline
Submission Closed
Organization & Contact Information
Full 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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