19GB5026Q0008_Pre-proposal conference FV.pdf

SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

ATTACHMENT B

Virtual Pre-proposal conference

U.S. Embassy Libreville

PMSC Fuel Maintenance Services Contract

Date of Conference: March 23, 2026

Time: 15:00 local time

Location: Multi-Purpose Room, U.S. Embassy Libreville

Date of Minutes: March 31, 2026

➢ Introduction

A Pre-Proposal Conference was convened with participation from three companies.

The Government was represented by:

• Facility Manager: Lennox Browne

• Building Engineer: Jean Baptiste Bounguendji

• Generator Mechanic Tech (Acting NEC maintenance supervisor): Dimitri Mbatchi

• Procurement Supervisor: Melanie Ambourouet Akita (General Service Office)

• Contract Assistant: Judith Abourou

• Procurement Assistant: Wilfrid Ndoutoume Amvame

The session consisted of a review of the solicitation package.

Conference was held to clarify the solicitation for annual preventive maintenance of the

Embassy’s fuel systems (dispensers, pumps, USTs, TMS 4000, day tanks, piping, and controls).

➢ Discussion of the Solicitation Package

The following sections of the solicitation were highlighted:

A. Offer submission requirements offers shall be submitted in two (2) distinct volumes and include the following:

• Price Offer:

o Complete all pricing tables in Section 1.

o Fill in the cover page SF-1449 (blocks 12, 17, 19-24, and 30 as appropriate).

o Obtain a quote for DBA Insurance

Reference: http://www.dol.gov/owcp/dlhwc/lscarrier.htm.

• Technical Offer:

o Follow Section 3, Technical Proposal criteria.

o Complete Section 5, Representations and Certifications, or attach the SAM registration page.

o Provide proof of SAM registration (we advise to notify Post should there face any issue with SAM registration of their local businesses).

• Note: Offers not submitted in two distinct volumes will be automatically rejected.

(Refer to solicitation Section 3 for more details).

Vendors were encouraged to provide proper offers with sufficient details to allow a good evaluation of the bids.

B. DBA Insurance

• Only a quote is required at this stage; do not purchase DBA Insurance yet.

• The Government will not reimburse additional bank fees; vendors should factor these into their pricing.

C. Scope of Work discussion

• The contract assistant reviewed Section 1 while the Building Engineer presented

Attachment A in detail.

• Emphasis was placed on the importance of providing detailed information in offers demonstrating that the scope is understood. The Government reiterated the fact that Fuel services are very sensitive, and key certification is essential for this requirement.

• Period of performance confirmed as 1 Base Year + 4 Option Years; incorrect “Base + 3” reference will be corrected by amendment.

• Pricing for a potential 6-month extension under FAR 52.217-8 will be added to the schedule.

http://www.dol.gov/owcp/dlhwc/lscarrier.htm

• Only one comprehensive annual preventive maintenance visit is required per contract year.

• Consumables/expendables used in preventive maintenance must be included in the fixed-price; major repairs and hardware replacements are excluded and will be handled via separate quotes and purchase orders.

• Equipment list will be fully updated in Section 1.1 and Attachment A, Section II, to reflect all systems discussed at the conference.

• Technicians must be trained and experienced on Pneumercator TMS 4000, Bennett dispensers, Red Jacket pumps, and Containment Solutions USTs; no pre-approved local substitute for TMS 4000 certification.

• Contractor may be provided limited, non-sensitive historical maintenance data

• Contract is for scheduled preventive maintenance only; emergency/unscheduled call-outs may be ordered separately as needed.

• Past performance submissions must include at least three similar fuel system maintenance contracts with customer details, values, periods of performance, and CO/COR contact information.

D. Solicitation & Contract Clauses

Offerors were advised to review the solicitation in its entirety and to pay special attention to solicitation and contract clauses, which establish key requirements and conditions for contract performance. Emphasis is put on the following clauses:

• FAR 52.204-23 – Prohibition on Contracting for Hardware, Software, and Services

Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section

1634 of Pub. L. 115-91)

• FAR 52.204-25 – Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment (Aug 2020) (Section 889(a)(1)(A) of Pub. L. 115-

232)

• FAR 52.204-9 – Personal Identity Verification of Contractor Personnel (Jan 2011)

• FAR 52.204-12 – Unique Entity Identifier Number Maintenance (Oct 2016)

• FAR 52.204-13 – System for Award Management Maintenance (Oct 2018)

• FAR 52.225-14 – Inconsistency Between English Version and Translation of Contract

(Feb 2000)

• FAR 52.228-3 – Worker’s Compensation Insurance (DBA) (Jul 2014)

• FAR 52.228-5 – Insurance – Work on a Government Installation (Jan 1997)

• FAR 52.229-6 – Foreign Fixed Price Contracts (Feb 2013)

• FAR 52.217-8 – Option to Extend Services (Nov 1999)

• FAR 52.217-9 – Option to Extend the Term of the Contract (Mar 2000)

• FAR 52.232-19 – Availability of Funds for the Next Fiscal Year (Apr 1984)

• DOSAR 652.204-70 – Department of State Personal Identification Card Issuance

Procedures (May 2011)

• DOSAR 652.242-70 – Contracting Officer’s Representative (COR) (Aug 1999)

Offerors are responsible for reviewing the entire solicitation to ensure compliance with all applicable Federal Acquisition Regulation (FAR), Department of State Acquisition Regulation

(DOSAR), and any local requirements referenced in the solicitation. Failure to comply with these clauses may result in disqualification or termination of the contract.

E. SAM Registration

The Government emphasized that registration in the System for Award Management (SAM) is mandatory for this contract. Prospective contractors must be fully registered in the SAM database at the time they submit their offer, in accordance with FAR 4.1102. Vendors are strongly encouraged to begin the SAM registration process as early as possible to avoid delays. If a vendor is unable to complete SAM registration, they must promptly notify the Procurement

Office. In such cases, the requirements outlined in FAR 52.204-90 and FAR 52.204-91 will apply, providing alternate guidance for SAM registration.

Procurement Office can provide guidance documents for SAM registration (www.sam.gov).

F. Evaluation factors (per Section 4 – Evaluation)

Section 4 – Evaluation Factors

➢ Award goes to the lowest-priced offer that is both technically acceptable and from a responsible contractor.

➢ Price is evaluated based on total evaluated price (all quantities and options).

➢ The Government may reject offers that are unrealistically low or high.

➢ Technical acceptability is based on compliance with RFQ requirements.

https://www.sam.gov/

➢ Responsibility is evaluated under FAR 9.1 (financial capability, schedule capability, integrity, experience, equipment, and legal eligibility).

G. Next Steps for Offerors

a. A formal amendment will:

i. Correct the period of performance.

ii. Update equipment listings.

iii. Add pricing for FAR 52.217-8.

iv. Attach the written Q&A.

H. Questions:

Vendors asked questions during the conference and were informed that they could ask further questions up until Friday March 27, at 1500, local time.

I. Conclusion

The conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned at 16:30.

Questions & Answers

Q1. SF-1449 Block 20 states “See details in the ‘Section 1 – The schedule – continuation to

SF-1449’ for pricing table for Base + 3 Option Years.”

Please confirm that the requested period of performance is Base + 4 Option Years.

Answer:

Yes. The Government confirms that the total contemplated period of performance is one (1) Base

Year plus four (4) Option Years. The reference to “Base + 3 Option Years” in SF-1449 Block 20 is incorrect and will be revised to “Base + 4 Option Years” in a forthcoming amendment to the solicitation.

Q2. Section 1, item 2.6 does not include the 6-month extension per FAR 52.217-8. Please incorporate.

The Government will revise the pricing tables in Section 1 to reflect the potential 6-month extension of services in accordance with FAR 52.217-8, “Option to Extend Services.” The revised pricing schedule will be included in the solicitation amendment. Offerors should price this 6-month extension as directed in the amendment.

Q3. What certifications are required of the technicians?

The Contractor must provide technicians who are trained, experienced, and appropriately certified to work on the specific systems identified in the Statement of Work (SOW). At a minimum, the

Government expects:

• Certification or formal manufacturer training for Pneumercator TMS 4000 fuel management systems (or documented equivalent training accepted by the manufacturer);

and

• Demonstrated training and experience on Bennett dispensers, Red Jacket submersible pumps, and Containment Solutions USTs.

Offerors should clearly identify all relevant manufacturer-specific certifications (e.g., Pneumercator, Bennett, Red Jacket) and any recognized industry certifications related to fuel system installation, maintenance, and safety. The Government will evaluate the adequacy of technician qualifications as part of the technical evaluation.

Q4. Are there any acceptable local certification substitutes for TMS 4000 that the Embassy would accept?

The Government’s market research focused on Pneumercator TMS 4000 certification and did not identify any certified Pneumercator representatives in Gabon. The Government has not pre-identified any local “equivalent” certification that would automatically substitute for TMS

4000 training.

Offerors who cannot provide technicians with Pneumercator-issued training or certification should:

• Describe in detail any alternative training, certification, or documented experience with similar fuel management/monitoring systems; and

• Explain how that training ensures safe and compliant work on TMS 4000 systems and how the Contractor will access TMS 4000 service manuals and technical support.

The Government will review the information provided and determine, during technical evaluation, whether the proposed qualifications are acceptable.

Q5. Can the Government provide historical maintenance records, failure rates, or past contractor performance data for the listed equipment?

The fueling system is functional and over years preventive and corrective maintenance are both performed and records maintained through Global Maintenance Management system known as

GMMS.

Detailed past contractor performance assessments and internal performance evaluations will not be released.

More detailed PMSC reports may be shared with the selected contractor after award, as appropriate.

Q6. Are there any expectations for emergency or unscheduled call-outs beyond the defined preventive maintenance visits?

This contract is primarily for scheduled preventive maintenance, as described in the SOW.

Emergency or unscheduled corrective maintenance, repairs, and call-outs are not included in the fixed-price preventive maintenance CLINs.

If emergency or unscheduled services are required, the Government may:

• Request a separate quotation from the Contractor for labor and parts; and

• Issue a separate purchase order if funds are available and the Government determines it is in its best interest.

Offerors should not assume a guaranteed level of emergency work for pricing purposes unless specifically stated in the amendment.

Q7. Can the Government clarify how “one customer complaint per month” is measured and attributed across multiple service events?

The Quality Assurance Surveillance Plan (QASP) establishes a performance standard of no more than one (1) valid customer complaint per month regarding the Contractor’s services. For this purpose:

• A “customer complaint” is any documented, substantiated complaint from Embassy personnel (via the COR) related to non-performance, incomplete performance, or deficient performance under the contract.

• Complaints are counted per calendar month, regardless of the number of service visits conducted in that month.

• Multiple complaints concerning the same deficiency within the same month may be treated as a repeat deficiency and may trigger additional Government action under the inspection and remedies clauses.

The COR will review each complaint, determine validity, and notify the Contractor. Repeat complaints for the same issue may result in corrective action requests and potential contractual remedies.

Q8. Can the Government provide specific guidance or approved vendors for the disposal of hazardous materials in compliance with Gabonese law?

The Contractor is responsible for identifying and using disposal methods and vendors that comply with Gabonese law and applicable U.S. Government environmental and safety requirements. The

Embassy does not maintain an “approved vendor list” for this contract, but may, as a courtesy, share contact information for disposal providers it is aware of, without endorsement or guarantee.

Contractors must be able to provide documentation (e.g., receipts, certificates, manifests) demonstrating proper and authorized disposal of waste oil, fuel, batteries, filters, and other hazardous materials, as required under Section 5.3 of the SOW.

Q9. During the pre-award conference additional equipment was listed. Will the missing equipment be provided in the solicitation amendment?

Yes. The Government will revise paragraph 1.1 in Section 1 – The Schedule (Continuation to

SF-1449) and Attachment A, Section II “Project Requirements,” to include all applicable equipment discussed during the pre-proposal conference. The complete and updated equipment list will be provided in the solicitation amendment.

Q10. Kindly explain what is meant by “retention rate.”

“Retention rate” refers to the percentage of technicians that your company has retained (i.e., who have remained employed with you) over a defined period, typically the past three (3) years.

For example, if you began the three-year period with 10 technicians and, accounting for hires and departures, 8 of those original 10 are still employed at the end of the period, your retention rate for that group would be 80%.

For proposal purposes, offerors may describe:

• How many fuel system technicians did you have at the start of the 3-year period.

• How many left; and

• How many remain employed today.

This helps the Government assess workforce stability and continuity.

Q11. Is the Contractor responsible to acquire parts?

Under this preventive maintenance contract:

• Expendable/consumable items (e.g., hoses, filters, belts, oil, chemicals, coolant, fuses, sealant) used during preventive maintenance are the Contractor’s responsibility and must be included in the fixed-price preventive maintenance CLINs, as described in Sections

4.1.2 and 5.1.

• Major repairs and replacement of hardware (e.g., bearings, pistons, pumps, electronic components) are excluded from the basic preventive maintenance price (see Section 4.1.3).

When the Contractor identifies repairs or hardware replacements outside the preventive maintenance scope, the Contractor shall:

1. Provide a detailed report and Bill of Materials (BOM); and

2. Submit a separate quotation for parts and labor.

The Government is not obligated to purchase repair parts or services from the Contractor and may obtain parts or services from other sources. If the Government elects to proceed with the

Contractor’s quote, it will issue a separate purchase order.

Q12. How many technicians are usually needed for this scope of work?

Based on previous contracts for the same or similar scope of work at this facility, one (1) qualified technician has typically been sufficient to perform the annual preventive maintenance visit.

However, it is the Contractor’s responsibility to propose and provide sufficient qualified personnel to meet all contractual requirements, safety standards, and schedule commitments.

Q13. With regard to past performance, do you need the specific names of Contracting

Officers (COs) and Contracting Officer’s Representatives (CORs), as well as contract values? What additional information should we include?

Yes. For each past performance reference, the Government requests at least the following information:

• Customer name and location.

• Contract or order number.

• Contract title and brief description of services.

• Period of performance.

• Total contract value (and annual value).

• Type of contract (e.g., firm-fixed-price).

• Name, title, email address, and telephone number of the CO and COR (or equivalent technical/administrative points of contact); and

• A brief narrative describing relevance to this requirement (e.g., fuel system preventive maintenance; USTs; Bennett/Red Jacket/Pneumercator or similar equipment; work at U.S.

Government or diplomatic facilities).

Provide at least three (3) similar fuel system maintenance contracts, as requested in the solicitation.

The Government may contact these references to verify performance.

Q14. Kindly explain the acronyms used during the presentation: GSO and PETROVEND.

• GSO stands for General Services Officer. At this post, the GSO serves as the Contracting

Officer for this requirement.

• PETROVEND refers to the dispensing fuel management system brand used by the embassy to control and monitor fuel dispenser’s transactions.

Q15. Is only one annual service visit required?

Yes. Under the current SOW, the preventive maintenance requirement consists of one (1) comprehensive annual preventive maintenance visit covering all listed fuel system components.

Q16. Should we wait for the amendment before submitting our quotation, or should we quote based on the current solicitation as issued?

Offerors must prepare and submit their quotations based on the solicitation as amended. The forthcoming amendment will clarify the period of performance, update the equipment list, and revise the pricing tables (including FAR 52.217-8).

Offerors should ensure they have received and acknowledged all amendments before submission.

Quotations should reflect the final, amended solicitation.

If you have already prepared a quote based on the original version, you should review and adjust it as needed once the amendment is issued.