United States Embassy, Abuja- Request For Quotation For Diplomatic Shipment (6 Lots)

DEADLINE: 18TH APRIL, 2026
UNITED STATES EMBASSY, ABUJA
REQUEST FOR QUOTATION FOR DIPLOMATIC SHIPMENT (ABUJA – WASHINGTON, DC)
#PR15900401

Dear Prospective Offerors,

The U.S. Embassy, Abuja, is seeking quotations from qualified contractors to provide freight transportation services for the air shipment of approximately 7,500 kg of paper records from Abuja, Nigeria, to Washington, DC, United States. The records will be pouched by the Embassy prior to contractor pickup.

1. DESCRIPTION OF REQUIREMENTS
   The contractor shall provide all labor, materials, equipment, supervision, and transportation necessary to accomplish the following:Cargo Description: Approximately 7,500 kg (16,535 lbs) of paper records stored in 480 bankers boxes. The boxes will be bagged by the Embassy into diplomatic pouch bags, with each bag weighing approximately 30 kg. This shipment is separate from the standard diplomatic pouch arrangement that Post already maintains.Preparation: The Embassy will bag all 480 bankers boxes into diplomatic pouch bags and prepare them for shipment. Each pouch bag will be secured and labeled as directed by Embassy personnel. The contractor is not responsible for crating, packing, or bagging.Pickup Location: The U.S. Embassy, Abuja, Plot 1075 Diplomatic Drive, Central Business District (CBD), Abuja, Nigeria. The contractor shall pick up all pouched bags from the Embassy.Delivery Destination: Washington Dulles International Airport (IAD), Dulles, Virginia. The contractor shall deliver all pouched shipments to the designated receiving area at Dulles Airport.Mode of Transport: Regularly scheduled commercial air freight service (similar to Household Effects/HHE shipment procedures). Charter flights are not required. The contractor shall propose the fastest available routing via scheduled commercial cargo carriers between Abuja, Nigeria, and Washington Dulles International Airport (IAD).Scope of Services: The contractor’s scope of services shall include: pickup of pouched bags from the Embassy, local transport to the airport of departure, air freight, airport handling and customs clearance at both origin and destination, transport from airport of arrival to final delivery address, and unloading at destination.Special Handling: No classified or sensitive handling requirements apply. No special environmental controls (temperature/humidity) are required during transit. Standard care appropriate for paper records shall be maintained.Diplomatic Pouch Status: The shipment will be designated as a diplomatic pouch. Pouch bags will be labeled accordingly and secured by the Embassy prior to contractor pickup. This shipment is separate from and in addition to the standard pouch arrangement maintained by Post.
2. SITE VISIT / INSPECTION OF RECORDS
   A formal site visit is not planned for this requirement. However, any vendor that needs to physically inspect the records and boxes before submitting a quotation must indicate their interest no later than April 11, 2026. Access to the Embassy will be granted on April 14, 2026. Vendors requesting a site visit should respond to this RFQ email with the full name and identification details of their representative(s).
3. SUBMISSION REQUIREMENTS
   To ensure your quotation is considered valid, please adhere to the following guidelines:3.1 Technical Proposal
   Your technical proposal must include the following:
   • Methodology: A detailed description of your approach to picking up, transporting, and delivering the shipment, including proposed routing, airline/carrier identification, and estimated transit time.
   • Performance Schedule: A timeline from pickup through final delivery, including key milestones (Embassy pickup, airport departure, estimated arrival, final delivery).
   • Specifications and Materials: Description of air cargo pallet/ULD type and any protective measures for the pouched bags during transit.
   • Past Performance: A record of relevant performance history with valid contact information for at least three (3) past or current customers from the last three (3) years. References should be for contracts of similar size, scope, or complexity.
   • NDAA Compliance: Confirm your compliance with Section 889 of the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year 2019 by completing and returning the attached NDAA Representation Form.
   • Licenses and Insurance: Provide copies of all applicable freight forwarding licenses, customs brokerage licenses, and proof of cargo insurance/liability coverage. 3.2 Price Proposal
     Your price proposal shall be submitted as a separate document and must include a firm-fixed-price for the complete scope of services described above. The price shall be all-inclusive, covering local transport, air freight, airport charges, customs clearance, destination transport, delivery, and unloading. Pricing shall be quoted in Nigerian Naira (NGN).

The following format is recommended:

3.3 Submission Instructions

• All responses and quotations to this RFQ shall be sent as a direct reply to this email, using the same subject line, and shall also copy AbujaProcurement@state.gov
• The deadline for submitting quotations is April 18, 2026, by 5:00 PM West Africa Time (WAT). Late submissions will not be considered.
• Quotations shall remain valid for a minimum of forty-five (45) calendar days from the submission deadline.

4. EVALUATION CRITERIA

This procurement will be evaluated on a Lowest Price Technically Acceptable (LPTA) basis in accordance with FAR 15.101-2. Award will be made to the responsible offeror whose quotation is determined to be technically acceptable and offers the lowest price.

To be deemed technically acceptable, a quotation must demonstrate the following:

• A clear, feasible methodology and performance schedule for completing the shipment.
• Adequate past performance references demonstrating experience with international freight/air shipment of similar size or scope.
• Submission of all required documentation (NDAA form, licenses, and insurance).

5. APPLICABLE FAR PROVISIONS AND CLAUSES

The following Federal Acquisition Regulation (FAR) provisions and clauses are incorporated by reference and apply to this solicitation and any resulting contract:

• FAR 52.212-1 – Instructions to Offerors – Commercial Products and Commercial Services
• FAR 52.212-2 – Evaluation – Commercial Products and Commercial Services (LPTA)
• FAR 52.212-3 – Offeror Representations and Certifications – Commercial Products and Commercial Services
• FAR 52.212-4 – Contract Terms and Conditions – Commercial Products and Commercial Services
• FAR 52.212-5 – Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services
• FAR 52.247-1 – Commercial Bill of Lading Notations
• FAR 52.247-63 – Preference for U.S.-Flag Air Carriers
• NDAA Section 889 – Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment

6. KEY DATES SUMMARY

7. GENERAL NOTICES

• The Embassy reserves the right to reject any or all quotations and to waive informalities and minor irregularities in quotations received.
• The Embassy may not contact unsuccessful offerors.
• In accordance with FAR 52.247-63, preference will be given to U.S.-flag air carriers. Offerors should indicate their ability to use U.S.-flag carriers for international air transportation.
• Questions regarding this RFQ should be submitted via email no later than April 17, 2026.

We look forward to receiving your quotation.

Sincerely,

The Contracting Officer,
U.S. Embassy, Abuja

Enclosure

• NDAA Representation Form (PDF 359KB)