RFQ to setup BPA for qualified automotive service providers to perform preventive and corrective maintenance for U.S. Embassy Quito GOVs
Contact and place of performance
Madden, Matthew
Quito, EC-P
ECU
The Embassy of the United States in Quito will establish Blanket Purchase Agreements (BPAs) for qualified automotive service providers to perform preventive and corrective maintenance on the U.S. Embassy’s Government-Owned Vehicles (GOVs), ensuring they remain safe, reliable, and mission-ready. The U.S. Government intends to award a Blanket Purchase Agreement (BPA) to one or more responsible companies submittin...
View morePurpose and Scope
The BPA intends to standardize maintenance services for a mixed fleet of Chevrolet, Dodge, Ford, Nissan, Renault, and other GOVs. It covers both preventive, mileage-based maintenance and corrective repairs for light-, medium-, and heavy-duty vehicles, with all work performed at the contractor’s licensed facility upon approval of quotations by the Procurement Section.
Preventive Maintenance Program
Preventive maintenance is structured around a detailed mileage-based schedule from 5,000 km up to 100,000 km. At lower mileage intervals, services focus on oil and filter changes, inspections (brakes, tires, belts, hoses, fluids, battery, underbody), and basic diagnostics. As mileage increases, additional tasks are added, including tire rotation and balancing, brake cleaning and fluid replacement, steering and suspension checks, cooling system tests and flushes, transmission and differential fluid services, fuel system cleaning, spark plug and fuel filter work, and timing belt inspections or replacement where required. Major services are defined at key intervals (e.g., 40,000 km, 50,000 km, 60,000 km, 80,000 km, 90,000 km, and 100,000 km) and include comprehensive diagnostics, safety inspections, and final reports.
Corrective Maintenance
Beyond scheduled maintenance, the contractor will provide corrective repairs as needed for major vehicle systems. This includes engine, transmission, brake, electrical, suspension, air conditioning, cooling, and exhaust system repairs, all performed only after submission and approval of written estimates.
Parts, Standards, and Quality Assurance
The contractor must use new OEM or equivalent-quality parts unless otherwise authorized, and work must be done by certified technicians in line with manufacturer recommendations and industry best practices. The Embassy retains the right to inspect completed work and require rework for any unsatisfactory services, ensuring consistent quality and compliance with the SOW.
Administration, Reporting, and Warranty
All services require prior authorization via approved quotations and purchase orders issued by the Procurement Section. The contractor must provide detailed service records, lists of replaced parts, and all relevant warranty documentation for each job. A minimum 90-day labor warranty is required on all work, along with the full manufacturer warranty on installed parts, providing post-service assurance and traceability for the Embassy.
If you are interested in participating in this solicitation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit your proposal electronically to [email protected] making reference to "Quotation Enclosed – Vehicle Maintenance Services". 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 25MB. If the file size should exceed 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each. before 16H00 on May 29, 2026.
Direct any questions related to this RFQ to [email protected]
In order for a proposal to be considered, you must also complete and submit the following:
1. SF-1449
2. Section 1 Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
The Department of State’s U.S. Embassy in Quito has issued pre-solicitation notice 19EC-75-26-Q-0001 to establish Blanket Purchase Agreements (BPAs) for qualified automotive service providers. These agreements will facilitate preventive and corrective maintenance for Government-Owned Vehicles (GOVs), including a mixed fleet of Chevrolet, Dodge, Ford, Nissan, and Renault models. The government intends to award one or more BPAs to responsible companies providing fair and reasonable pricing based on initial quotations. This requirement is classified under PSC 4910 for Motor Vehicle Maintenance and Repair Shop Specialized Equipment and NAICS 811111 for General Automotive Repair. No set-aside has been applied to this opportunity.
The scope of work encompasses a comprehensive preventive maintenance program structured around mileage intervals from 5,000 km to 100,000 km, as well as as-needed corrective repairs for major systems such as engines, transmissions, and electrical components. Services must be performed at the contractor’s licensed facility in Quito, Ecuador, using certified technicians and OEM or equivalent-quality parts. Contractors are required to provide a minimum 90-day labor warranty and full manufacturer warranties on all installed parts. Authorized representatives will issue individual orders for services following the established BPA procedures, with no specific purchase volume guaranteed.
Electronic quotations are due by 4:00 PM on May 29, 2026, and must be submitted to Matthew Madden at the Quito Procurement office. Submissions must include the SF-1449, pricing schedules, and required representations and certifications as detailed in the solicitation documentation. The solicitation includes two attachments: a PDF containing the RFQ for vehicle maintenance and an Excel spreadsheet for the pricing list. All files must be submitted in MS-Word, MS-Excel, or Adobe Acrobat formats and must not exceed 25MB per email.
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