How to bid on NEC-HVAC System Preventive Maintenance for the Department of State

What the agency is buying

The U.S. Department of State is seeking a company to provide preventive maintenance services for an NEC HVAC system. This is a request for quotations (RFQ) for solicitation number 19PM0726Q0027.

The government intends to award a contract to the responsible company that submits an acceptable offer at the lowest price. The award may be based on initial quotations without discussions, though discussions could be held if needed.

Key dates and deadlines

Questions about this solicitation must be submitted in writing by email by September 2, 2026, at 12:00 p.m. local time. All answers to questions will be posted on SAM.gov.

Quotations are due by September 14, 2026, at 2:00 p.m. local time. Submissions received after this time will not be accepted.

Who this opportunity suits

This opportunity is suitable for companies specializing in HVAC system maintenance, particularly those with experience working with NEC systems. Vendors should be prepared to provide services in Panama.

The solicitation is categorized under equipment maintenance, indicating a need for technical expertise in servicing complex mechanical systems.

How to respond

To access the solicitation documents, click the “View original source” link on the portal. If you land on the homepage, click the link again to go directly to the bid. You may need a free account to view documents.

Quotations must be submitted electronically via email to [email protected]. Submissions must be in English and use MS-Word, MS-Excel, or Adobe Acrobat (PDF) file formats. Each email attachment must not exceed 30MB; if your submission is larger, send it in separate files attached to separate emails.

Your quotation must include the completed SF-1449 form, Section 1 (The schedule), Section 5 (Representations and Certifications), any additional information required in Section 3, and proof of SAM registration.

Tips for preparing a competitive response

Ensure your company is registered in the System for Award Management (SAM.gov) immediately. Failure to be registered at the time of proposal submission may result in your offer being considered non-responsible.

Carefully review Section 3 of the solicitation for all instructions and required information. Incomplete proposals will not be accepted. Double-check that all specified forms and sections are fully completed and included.

Submit any questions you have by the deadline to ensure you have a clear understanding of the requirements. Pay close attention to the local time for all deadlines, both for questions and for quotation submission.