RFQ to setup BPA for qualified automotive service providers to perform preventive and corrective maintenance for U.S. Embassy Quito GOVs
The Department of State is establishing Blanket Purchase Agreements (BPAs) for the maintenance of Government-Owned Vehicles (GOVs) at the U.S. Embassy in Quito. This requirement covers a mixed fleet of light-, medium-, and heavy-duty vehicles from manufacturers including Chevrolet, Dodge, Ford, Nissan, and Renault. Services include scheduled preventive maintenance based on mileage intervals and corrective repairs for major systems like engines and transmissions. All work must be performed at the contractor’s licensed facility in Quito. The government intends to award these agreements to responsible providers based on initial quotations that offer fair and reasonable pricing. Preventive maintenance follows a schedule from 5,000 km to 100,000 km, while corrective repairs require prior written estimates and Embassy approval. Contractors are required to use new OEM or equivalent parts and provide a 90-day labor warranty. Quotations are due by June 29, 2026, and must include the SF-1449, pricing details, and required certifications. The work involves standardized preventive maintenance and as-needed corrective repairs for a mixed vehicle fleet. Preventive services follow a schedule from 5,000 km to 100,000 km, with complexity increasing at major intervals. Corrective repairs for systems like engines and transmissions require approved estimates before work begins at the contractor's facility. The U.S. Embassy in Quito is setting up BPAs for the preventive and corrective maintenance of its vehicle fleet, which includes Chevrolet, Dodge, Ford, Nissan, and Renault models.
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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 June 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