Attachment A- Minutes from Conference.pdf

SENSITIVE BUT UNCLASSIFIED

Attachment A- Minutes of the Pre-Proposal Conference

June 10, 2026

At the U.S. Embassy in Amman, Jordan

Solicitation No. 19J01026R0003

Supply and Deliver - High-Grade Gasoline Octane 95

Introduction

The meeting was called to order at 10:00 AM. The Government Contracting Team welcomed all attendees and facilitated introductions by Embassy staff and prospective offerors.

Sign-in sheet was distributed to all the attendees.

• A brief introduction was delivered by the Government Contracting Team.

The Government Contracting Team addressed the following points:

• Provided an overview of the meeting parameters and advised that any complex questions must be submitted in writing and would be addressed at a later time. It was also explained that any changes to the solicitation would be issued as written amendments, posted on

SAM.gov, and must be acknowledged in writing by offerors.

• Offerors are cautioned that, notwithstanding any remarks, clarifications, or responses provided during the conference, all terms and conditions of the solicitation remain unchanged unless formally modified by a written amendment.

• Clarified that the purpose of the pre-proposal meeting is to familiarize prospective offerors with the solicitation, provide an overview of the contract, and highlight areas requiring clarification.

• Advised that all questions received and the Embassy’s official responses will be posted on SAM.gov.

• The proposals must be submitted via email to AmmanRFQ@state.gov no later than June

24, 2026, at 2:00 PM local time. Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

• Following the pre-proposal conference, the Government will provide attendees with the opportunity to visit the site and inspect the existing pump and the designated installation location.

• Offeror shall submit a proposal that remains valid and binding for a minimum period of

90 calendar days from the proposal’s submission due date.

mailto:AmmanRFQ@state.gov

1. GENERAL SUBMISSION REQUIREMENTS

Email Subject Line:

• All emails must include the solicitation number in the subject line.

Language Requirements:

• All submitted documents must be in English.

• If submitting documents in other languages (e.g., Arabic company registration), provide both the original and an English translation.

• Offeror is responsible for providing certified English translations.

Proposal Package Structure and Submission:

• Submit TWO separate packages:

o Package 1 – Pricing Proposal: Offeror's financial proposal, Section B pricing, and complete and signed SF-1449.

o Package 2 - Technical Proposal: Technical information and complete documentation and evidence.

Questions Deadline:

• Original deadline was June 04, 2026. Questions will be accepted today following the conference, no later than 16:00 local time.

• Submit questions to: AmmanRFQQuestions@state.gov

Proposal Submission Deadline:

• June 24, 2026, at 14:00 (Jordan Local Time), Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

• Late submissions will NOT be accepted.

• Plan ahead and submit early to avoid technical issues.

• Account for server processing time when submitting.

• Technical problems are not grounds for deadline extension.

Email Submission Requirements:

• Maximum email size: 20 MB

• Acceptable formats: Word, Excel, or PDF (suitable for printing)

• Third-party file-sharing platforms are NOT accepted

• If multiple emails are needed:

mailto:AmmanRFQQuestions@state.gov o Number each email (e.g., "Email 1 of 3"), indicate total number of emails in each submission.

Mandatory Submission Requirement:

• Complete Standard Form SF-1449

• Complete Section One (Pricing)

• Complete Section K (Representations and Certifications)

• Submit all information and evidence required in Section 3

• If you claim tax exemption under Zadroga Act, complete IRS Form W-14.

• Proof of SAM Registration

SAM Registration:

• Proof of active SAM registration is MANDATORY.

• Must be active before proposal submission.

• Proposals without proof of active SAM registration will be disqualified and considered non-responsive to the solicitation requirement.

• Ensure registration is current and not expired

Subcontracting and Joint venture:

• Subcontracting is not permitted under this contract. However, Joint Ventures (JVs) are allowable, provided that the JV is a legally established entity and performs the contract using its own resources and personnel. The use of external subcontractors outside the JV structure is prohibited.

o The Offeror shall submit a comprehensive and detailed JV Agreement that clearly identifies each JV partner and fully defines their respective roles, responsibilities, and level of effort in performing the work outlined in the solicitation.

o If a Joint Venture submits an offer, the JV must have an active SAM registration at the time of proposal submission. Each JV partner must maintain an active SAM registration at the time of proposal submission.

Solicitation Amendment: Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

2. STANDARD FORM SF-1449

Completeness Requirement:

• Offeror shall submit a complete SF-1449.

SF-1449 Required Information:

• Block 12A: Discount Terms (as appropriate)

• Block 17A: Name and complete address of offeror, Unique Entity ID (UEI), and

Commercial and Government Entity (CAGE).

• Block 30A: Signature of the offeror

• Block 30B: Name and title of person authorized to sign offer

• Block 30C: Date

3. SECTION 1: PRICES, BLOCK 23

Contract Type:

• Firm Fixed Price with Economic Price Adjustment.

• Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

Contract Minimum and Maximum Quantities:

Minimum: The Government shall place orders totaling a minimum of 20,000 Liters. This reflects the contract minimum for the base year and each option period.

Maximum: The total of all orders shall not exceed 360,000 Liters. This reflects the contract maximum for the base year and each option period.

Contract Line Item:

1. SubCLIN 1: Gasoline Octane 95, Price per liter.

2. SubCLIN 2: Delivery Charges, Price per liter.

• For pricing purposes, offerors shall use the official Government of Jordan Gasoline

Octane 95 price applicable for June 2026. This price is for evaluation only and will be subject to adjustment in accordance with the EPA clause during contract performance.

Task Order Process:

• Government will issue delivery orders requesting the services under the contract for supplying and delivering high-grade Gasoline Octane 95.

Economic Price Adjustment (EPA).

1. The Economic Price Adjustment (EPA) shall be based exclusively on the official fuel price published by the Government of Jordan (Ministry of Energy and Mineral Resources or other authorized entity). The delivery price shall be firm, fixed, and not subject to EPA or any adjustment whatsoever.

Insurance:

• Required insurance under this solicitation is not reimbursable.

• Must be incorporated in contractor's price for the delivery SubCLIN 2.

• Required Insurances:

o General Liability Insurance: as outlined in Section 1.

o DBA Insurance: Jordan currently has a waiver for DBA insurance. Offerors should review FAR 28.305 to confirm if the waiver applies to them.

Zadroga Act Tax:

• This contract is subject to Zadroga Act Tax, if no tax exemption: Government will withhold 2% from invoices.

Contract Period:

• Base year: 12 months.

• Four (4) option years (if exercised), per FAR 52.217-9.

• Government reserves right to extend additional 6 months per FAR 52.217-8.

Pricing Schedule:

• Must complete Section One price schedule in its entirety

Payment Term and Currency:

• All prices shall be submitted in Jordanian Dinar (JOD). Payment will be made in JOD.

Offers submitted in other currencies will not be accepted.

3. SECTION 1: STATEMENT OF WORK

The Government Contracting Team reviewed the solicitation requirements with the attendees and highlighted the following point.

Scope of Work & Execution Responsibility

• Contractor is fully responsible for all labor, equipment, materials, and transportation required to supply and deliver high-grade Gasoline Octane 95.

• Deliveries to the U.S. Embassy Amman compound.

• Subcontracting for any portion of the work is not accepted.

Government Oversight vs Contractor Responsibility

• Contractor is responsible for full contract management and quality control.

• Government role is limited to monitoring performance and ensuring compliance.

Delivery Operations & Logistics

• Delivery hours: 08:00–18:00, Sunday through Thursday.

• Tanker truck size determined by COR based on site and safety considerations.

• Contractor personnel must comply with Embassy access, safety, and operational regulations.

• The COR may provide site-specific access and safety instructions; however, the

Contractor remains fully responsible for execution and performance of all contractual requirements.

Documentation at Time of Delivery

• Each delivery must include a delivery ticket stating quantity, unit price, date and time.

• Delivery tickets must be provided physically and submitted electronically to COR.

Pre-Delivery Notification

• The Government will provide 24 hours’ notice prior to each delivery.

Safety and Equipment & Access Compliance

• All personnel and equipment must comply with Embassy and Host Government safety requirements.

• Required equipment includes spill kits, fire extinguishers, grounding cables, PPE, etc.

• The contractor shall comply with Embassy access requirement by providing the required information in the solicitation.

Project Management Requirement

• Contractor must appoint a Project Manager with full authority.

• Responsible for coordination, communication with COR, and compliance.

Fuel Quality & Acceptance

• The Contractor shall ensure that all fuel supplied under this contract complies with the applicable standards and specifications issued by the Jordan Standards and Metrology

Organization (JSMO).

• Non-conforming fuel will be rejected and replaced at Contractor expense.

• Embassy reserves right to inspect and sample fuel.

Emergency Deliveries

• Emergency deliveries outside normal working hours shall be performed at no additional cost, as such costs shall be included in the Contractor’s fixed delivery price.

Liability & Environmental Responsibility

• The contractor is fully responsible for spills, contamination, and environmental damage.

• The contractor must take immediate corrective actions and follow safety requirements.

Compliance with Laws & Documentation

• All contractor personnel must be trained, licensed, and authorized.

• Contractor must maintain all compliance documentation throughout contract.

Reporting Requirements

• Reports must be submitted electronically in Word, Excel, or PDF as outlined in the solicitation.

Economic Price Adjustment (EPA)

• Applies only to Government of Jordan fuel price changes.

• No adjustments for labor, overhead, delivery, or currency changes.

Billing & Payment

• The Contractor shall be paid upon each gasoline delivery made under delivery orders during the month.

Special Requirements

• Contractor must install a new fuel pump with 2 nozzles and a full electronic fuel management system; old pump will be removed by current contractor. Embassy staff must have full access and control of the system and software.

• Contractor is responsible for full maintenance, system support, and semi-annual calibration; pump replacement if needed.

• Provide at least 250 fuel smart cards and 2 card readers (1 spare) and replace any damaged cards promptly.

• Provide a dedicated computer for the Motor Pool with full access to reporting tools (fuel tracking per vehicle/date, card assignment, and office-level reporting).

• All fuel system data belongs to the U.S. Embassy; contractor access is limited to maintenance/support only and cannot use or share data.

Government-Furnished Property (GFP)

• The Government shall furnish electrical power (220V, 50Hz, Jordan standard) as

Government-Furnished Property (GFP) for the Contractor’s system.

4. SECTION 2: CONTRACT CLAUSES

Compliance Requirement:

• Comply with all FAR clauses incorporated by reference

The following clauses were addressed during the conference.

FAR 52.217-9 - Option to Extend Term:

• Government may extend by written notice within 45 days

• Preliminary notice given 60 days before expiration

• Preliminary notice does not commit Government

• Total duration including all options shall not exceed five (5) years

FAR 52.217-8 - Option to Extend Services:

• Government may require continued performance

• Within limits and rates specified

• May be exercised more than once

• Total extension not to exceed 6 months

• Exercise by written notice during performance period

FAR 52.229-12 - Tax on Certain Foreign Procurements:

• If awarded to foreign person: 2% withholding from invoices

• Unless exemption presented and submitted

• Offeror should read the complete clause.

FAR 52.222-50 - Combating Trafficking in Persons:

• The contract must comply with anti-trafficking requirements

• The U.S. Government has a zero-tolerance policy regarding trafficking in persons

• The Contractor shall not engage in forced labor, human trafficking, commercial sex acts, the withholding or confiscation of employee documents, fraudulent recruitment practices, charging recruitment fees, providing housing that fails to meet host-country safety standards, or failing to provide employment contracts in a language understood by the employee.

National Defense Authorization Act (NDAA) for the prohibition on contracting with entities using certain telecommunications and video surveillance services or equipment.

• The law (NDAA) bans the government from working with companies that use certain restricted telecom or surveillance equipment.

• Offeror must certify whether they use or provide this prohibited equipment or services in

SAM.

• If offeror does not complete this certification correctly, their offer can be rejected.

• If offeror does use the prohibited equipment, they can only win the contract if:

o A special exception applies, or o The government grants a waiver.

5. SECTION 3: SUBMISSION INSTRUCTIONS

A.1 Required Forms, SF1449:

• Completed SF-1449 (blocks 12, 17, 19-24, and 30 as appropriate)

• Completed Section 1 (Pricing)

• Completed Section 5 (Representations and Certifications)

A.2 Information demonstrating the offeror’s ability to perform, including

(1) Project Manager:

• Name of Project Manager or Embassy liaison

• Must understand written and spoken English

(2) Business Establishment:

• Evidence of established business with permanent address and telephone in Jordan

• OR plan to establish office within 30 days

(3) SAM Registration:

• Proof of SAM registration including Unique Entity ID (UEI).

(4) Past Performance:

• Client list for past five (5) years

• Demonstrate relevant experience

• Include: Contract dates, locations, values, contact names, telephone numbers and email address.

• The Government will use past performance information primarily to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience.

(5) Resources:

• Evidence of ability to provide necessary personnel, equipment, financial resources.

(6) Licenses and Permits:

• Plan to obtain all locally required licenses/permits

• If already possessed, provide copies

(7) Plan for Fuel Supply and Delivery:

• (a) A work plan taking into account all work elements in Section 1, Performance Work

Statement.

• (b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained;

• (c) Quality Management Plan, for ensuring quality of services including but not limited to contract administration and oversight.

• Any other written information that will provide proof of the company’s technical and financial responsibility.

A.3. Insurance Evidence

• The Contractor shall submit evidence of the required insurance coverage in the form of valid certificates of insurance. In lieu of current certificates, the Contractor may submit a written statement confirming that it will obtain the required insurance upon award, including the name of the proposed insurance provider.

A.4. Housing Plan (if applicable):

• If providing housing for personnel, submit detailed plan

• Include location and description

• State compliance with host country housing, safety standards, and local codes.

• If the offeror doesn’t provide housing, the offeror should state this in the proposal.

A.5. Audited Financial Statements:

• Audited financial statements for past five (5) years

• Demonstrate financial stability and capability

6. SECTION 4: EVALUATION CRITERIA

Evaluation Process:

Award will be made to the lowest priced, acceptable, responsible offeror. Proposals shall include a completed solicitation. The Government reserves the right to reject proposals that are unreasonably low or high in price.

(a) Initial Evaluation:

• Review for completeness

• May disqualify proposals missing required information

(b) Technical Acceptability:

• The Government will review complete technical proposal.

• The Government may perform past performance references.

(c) Price:

• Evaluate price for technically acceptable offerors

• Determine lowest overall price per Section One.

(d) Responsibility:

• Evaluate financial resources

• Ability to meet performance period

• Record of integrity and business ethics

(e) Award Selection:

• Award to lowest priced, technically acceptable, responsible offeror

Important Notes:

• Government intends to award based on initial proposals without discussion.

7. SECTION 5: REPRESENTATIONS AND CERTIFICATIONS

Requirements:

• Active SAM registration mandatory

• Submit all representations and certifications with proposal

8. QUESTIONS AND ANSWERS

The Government Contracting Team addressed the questions received to date and then opened the floor for additional questions from attendees.

• All questions and answers will be posted on SAM.gov.

9. CLOSING REMARKS

Closing of the Pre-Proposal Conference

The Government Contracting Team along with the Contracting Officer thanked all attendees for participating in the pre-proposal conference and encouraged prospective offerors to submit their best offers to the High-Grade Gasoline Octane 95 Supply and Delivery requirements. Offerors are advised to regularly monitor the SAM website for any amendments to the solicitation, including any potential extensions of the proposal submission deadline.

End of Minutes of the Pre-Proposal Conference and Attachment A