RFQ to setup BPA for qualified automotive service providers to perform preventive and corrective maintenance for U.S. Embassy Quito GOVs

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks qualified automotive service providers to establish Blanket Purchase Agreements (BPAs) for preventive and corrective maintenance on the U.S. Embassy's Government-Owned Vehicles (GOVs) in Quito, Ecuador. The goal is to ensure vehicles remain safe, reliable, and mission-ready.

• Preventive Maintenance: Mileage-based services (5,000 km to 100,000 km) covering oil changes, inspections, fluid services, diagnostics, and major service intervals.

• Corrective Maintenance: Repairs for engine, transmission, brake, electrical, suspension, air conditioning, cooling, and exhaust systems, requiring prior written estimates and approval.

• Parts: Must use new OEM or equivalent-quality parts.

• Personnel: Work must be performed by certified technicians.

• Warranty: Minimum 90-day labor warranty and full manufacturer warranty on parts.

• Reporting: Detailed service records, parts lists, and warranty documentation required.

• Contract Type: Blanket Purchase Agreement (BPA).

• Period of Performance: BPA expires May 31, 2031.

• Estimated Annual Value: US$2,500.00 to US$40,000.00.

• Order Limitations: No single order to exceed US$5,000.00. Total BPA life not to exceed US$350,000.00.

• Submission Deadline: June 29, 2026, by 16:00 local time.

• Submission Method: Electronically to Quitoprocurement@state.gov, referencing "Quotation Enclosed – Vehicle Maintenance Services". Files must be in MS-Word, MS-Excel, or Adobe Acrobat (PDF) format, not exceeding 25MB per file.

• Required Documents: SF-1449, Section 1 Pricing, Section 5 Representations and Certifications, and other information as required in Section 3.

• Evaluation Factors: Technical Acceptability (past performance, experience, business establishment, quality plan, garage description) and Responsibility Determination (financial resources, integrity, capability, etc.).

• Offerors must operate an established business with a permanent address and telephone listing in Ecuador.

• Offerors must begin SAM registration process and include a UEI number.

• Questions should be directed to QuitoProcurement@state.gov.

• The Embassy intends to award based on initial quotations but reserves the right to hold discussions.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for qualified automotive service providers to establish Blanket Purchase Agreements (BPAs) for preventive and corrective maintenance of U.S. Embassy Government-Owned Vehicles (GOVs) in Quito, Ecuador. The goal is to ensure vehicles remain safe, reliable, and mission-ready.

• Preventive Maintenance: Structured mileage-based schedule (5,000 km to 100,000 km) including oil changes, filter replacements, inspections (brakes, tires, fluids, etc.), diagnostics, tire rotation, steering/suspension checks, cooling system services, fuel system work, and major services at key intervals.

• Corrective Maintenance: Repairs for major vehicle systems (engine, transmission, brake, electrical, suspension, A/C, cooling, exhaust) as needed, requiring prior written estimates and approval.

• Parts: Must use new OEM or equivalent-quality parts.

• Technicians: Must be certified and follow manufacturer recommendations and industry best practices.

• Warranty: Minimum 90-day labor warranty and full manufacturer warranty on parts.

• Contract Type: Blanket Purchase Agreements (BPAs) will be awarded to one or more responsible companies.

• Period of Performance: BPA expires May 31, 2031.

• Estimated Value: Annual purchases estimated between US$2,500.00 and US$40,000.00. Total BPA value not to exceed US$350,000.00.

• Order Limitations: No single purchase will exceed US$5,000.00.

• Submission Deadline: May 29, 2026, by 16:00 local time.

• Submission Method: Electronically to Quitoprocurement@state.gov. File size must not exceed 25MB; larger submissions must be in separate files.

• Required Documents: Completed SF-1449, Section 1 Pricing, Section 5 Representations and Certifications, and additional information as required in Section 3.

• Evaluation: Quotations will be evaluated based on technical acceptability and responsibility determination. Discussions may be held if necessary.

• Not specified as a set-aside. Open to responsible companies.

• The document includes detailed lists of services for various mileage intervals in Attachment 1 (SOW) and pricing information in Attachment 2.

• All services require prior authorization via approved quotations and purchase orders.

• Questions should be directed to QuitoProcurement@state.gov.

Form / Attachment / Pricing Sheet

This document is a pricing list for vehicle maintenance services, specifically detailing preventive and corrective maintenance tasks, as well as spare parts categories. It serves as a reference for potential bidders to understand the expected costs and scope of services related to vehicle upkeep.

Preventive Maintenance:

• Outlines services required at various mileage intervals (5,000 km to 100,000 km).
• Includes minor, standard, and major service types with detailed tasks for each.
• Specifies vehicle classes (Light/Medium/Heavy) and unit of measure (Per vehicle service).
• Unit prices are listed as 0.0, indicating they may be determined separately or are placeholders.

Corrective Maintenance:

• Lists categories of repairs (Engine, Transmission, Brake, Electrical, etc.).
• Defines labor rate basis (Hourly labor, hourly labor plus parts).
• Specifies vehicle classes and unit of measure (Per labor hour).
• Diagnostic fees are not specified.

Spare Parts:

• Categorizes parts (Engine/Filters, Brakes, Suspension, Cooling, Electrical).
• Describes quality requirements (OEM or equivalent, new only).
• Unit of measure is 'Per part'.
• Indicates a typical discount percentage.

This pricing list is crucial for bidders to:

• Understand the scope and frequency of required vehicle maintenance.
• Estimate potential costs associated with providing these services.
• Prepare their pricing proposals based on the defined service tasks and parts categories.
• Identify any specific quality requirements for spare parts.