Award Watch: U.S. Embassy Addis Ababa Elevator Maintenance (3 OTIS units, FFP, base + four options)

Executive takeaway

This upcoming requirement targets elevator service providers that can keep three specific OTIS elevators operating safely and reliably through both preventive (scheduled) and corrective (unscheduled) work. The embassy indicates a firm-fixed-price structure, a base year with four one-year options (if exercised), and the possibility of award based on initial offers—so readiness and a clean, compliant first submission matter.

What the buyer is trying to do

The U.S. Embassy in Addis Ababa needs an ongoing services contract to maintain three OTIS elevators (OTIS GEN-2, OTIS 45NRD 459, OTIS 45NRD 460, OTIS 45NRD 461) at U.S. Government-owned properties in Addis Ababa. The goal is safe, reliable, and efficient operation, supported by the contractor’s management and operational staffing. The embassy notes the solicitation is not ready to be issued yet and expects to launch it on the embassy website on February 3, 2026.

What work is implied (bullets)

• Provide both scheduled and unscheduled elevator service for three identified OTIS elevators.
• Maintain elevators in safe, reliable, and efficient operating condition.
• Furnish managerial, administrative, and direct operational personnel to accomplish all required work.
• Participate in a pre-quotation conference (date to be provided in the solicitation).
• Submit an electronic quotation in two separate folders: Financial and Technical, formatted as MS Word/Excel (2007/2010) or PDF.
• Package files to comply with the 30MB per email limit (split across multiple emails/files if needed).

Who should bid / who should pass (bullets)

• Should bid if you have current capability to service the listed OTIS elevator models and can cover both preventive maintenance and callouts/unscheduled work.
• Should bid if your team can operate under a firm-fixed-price service arrangement and you can submit a complete initial offer without relying on negotiations.
• Should bid if you can meet electronic submission constraints (two-folder split; file formats; 30MB per email attachment).
• Should pass if you cannot register in SAM.gov prior to offer submission (required per FAR 52.204-7 as referenced).
• Should pass if you cannot support performance at U.S. Government-owned properties in Addis Ababa or cannot staff the managerial/administrative/operational roles the embassy expects.

Response package checklist (bullets; if unknown say 'verify in attachments')

• Confirm the solicitation release and download instructions on the embassy site (the notice states it will be posted on the embassy website Procurement Opportunities page on February 3, 2026).
• Technical folder (verify exact contents in the solicitation/attachments).
• Financial folder (verify pricing schedule format in the solicitation/attachments).
• Electronic file formats: MS Word 2007/2010, MS Excel 2007/2010, or PDF.
• File sizing plan to comply with 30MB maximum per email (split into multiple separate emails/files if required).
• SAM registration confirmation (the notice encourages registering prior to submission).
• Review applicability of 52.229-12 – Tax on Certain Foreign Procurements (FEB 2021) to your pricing and compliance approach.
• Pre-quotation conference details: verify in the solicitation once posted.

Pricing & strategy notes (how to research pricing; do not invent pricing numbers)

This is anticipated as a firm-fixed-price contract and could be awarded on initial offers. Build pricing by mapping every planned activity you expect under “scheduled” service and what you will treat as “unscheduled” response, then validate against the eventual solicitation terms.

• When the solicitation posts, identify what’s included in the base service versus what is treated as additional/unscheduled work (and how those calls are priced or handled).
• Use the stated structure—base year + four option years—to ensure escalation assumptions (if any) are consistent with the RFQ language (verify in the solicitation).
• Confirm whether the embassy expects specific reporting, response times, or service schedules (the notice does not provide those details; verify in attachments).
• Factor submission risk: because award may be made without discussion, prioritize clarity and completeness in the first submission.

Subcontracting / teaming ideas (bullets)

• Team with an OTIS-specialized technician/provider to strengthen coverage for the listed elevator models (if you are a general building maintenance firm).
• Consider a local partner for logistics and day-to-day responsiveness, while keeping a dedicated quality/management layer for contract compliance.
• If you anticipate multiple file uploads/emails, assign a dedicated proposal ops/resource to manage packaging and submission controls.

Risks & watch-outs (bullets)

• The solicitation is not ready to be issued yet; plan to monitor the embassy procurement opportunities page on the stated date.
• Award without discussion is explicitly possible—do not assume you’ll get a chance to clarify after submission.
• Strict submission mechanics: two separate folders (financial vs technical), specified formats, and a hard 30MB limit per email.
• SAM registration requirement is called out; if your registration is not active/ready, it can become a gating issue.
• The opportunity is subject to 52.229-12 – Tax on Certain Foreign Procurements; ensure your internal review covers how this affects proposed prices and invoicing assumptions.
• Pre-quotation conference is planned; missing it may reduce your ability to interpret requirements (date will be in the solicitation).

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How to act on this

1. Set a reminder to pull the full solicitation from the embassy procurement opportunities page on February 3, 2026.
2. Confirm your SAM.gov registration status now (don’t wait until the week of submission).
3. Build a compliance matrix once the solicitation posts—especially for technical/financial split, file types, and email size limits.
4. Draft your initial offer to be award-ready without follow-up discussions.

If you want a second set of eyes on compliance, submission packaging, and a defensible firm-fixed-price approach, Federal Bid Partners LLC can help you tighten the response before it goes in.

Opportunity link: Elevator Maintenance Service