Summary Pre-Proposal Conference 1.pdf

SBU - CONTRACTING AND ACQUISITIONS

Embassy of the United States of America

November 26, 2025

Embassy of the United States of America Paseo de la Reforma No. 305, Colonia Cuauhtémoc, 06500 Mexico City.

Minutes from Pre-Proposal Conference held on November 19, 2025, at 11:30 a.m.

Attendees:

• Ten people from two prospective offerors attended the Pre-Proposal Conference.

• The following staff from the Requiring Office and the Contracting Office attended the Pre-Proposal Conference.

• Mark Konold, Requiring Office

• Ruben Gonzalez, Requiring Office

• Morgan Osborne, Contracting Officer

• Veronica Tecuatl, Contracts Supervisor

• Elyant Fontes, Contracts Assistant

Introduction

The Contracts Team welcomed all participants to the Pre-Proposal Conference and introduced themselves. The team outlined the purpose of the meeting, which was to provide an overview of the Gasoline Provision Services Solicitation.

• Purpose:

The conference aimed to clarify the requirements, address any questions, and ensure that all prospective offerors understood the solicitation process and expectations.

• Minutes disclosure:

Attendees were notified that Pre-Proposal Conference minutes would be posted on sam.gov Contracts Opportunities in order that other vendors are not disadvantaged for not being able to attend the conference.

The Pre-Proposal Conference was conducted online.

The meeting link and instructions were provided to all prospective offerors in both English and Spanish.

The conference was held in both English and Spanish to ensure all attendees had a thorough understanding.

The contracting team compiled all questions received during the conference, as well as those submitted via email in accordance with the RFQ instructions.

All questions and answers will be included in a comprehensive Q&A document, which will also be posted on SAM.gov.

Prospective offerors were reminded that doing business with the U.S.

Government differs from commercial practice, as the solicitation and award processes are governed by the Federal Acquisition Regulations

(FAR).

Key Reminders for Attendants:

• Statements:

The statements made during the site visit do NOT change the solicitation. All changes would be made by written amendment to the solicitation.

• Amendments:

Amendments are intended to clarify or modify the solicitation. They may originate from:

Issues raised by suppliers during the pre-proposal stage, at the conference, site visit, or at any time;

To modify the dates on which proposals are received from suppliers;

To clarify ambiguities, or;

To change dates, dates of delivery, or specifications.

All amendments will be posted on Contracts Opportunities on sam.gov. The U.S. Government implements the Fair Release of information, in other words, what you tell one, you must tell all.

• Questions

Prospective Offerors were requested to submit their questions via email to be compiled and included in the Q&A file.

The Q&A will be posted on Contracts Opportunities on sam.gov

Pre-Proposal Conference Prospective Offerors were reminded that:

The contracting team provided an overview of the solicitation’s

Contract Line Item Numbers (CLINs) and explained how to submit quotations, including the proper inclusion of IVA (Value Added Tax) and VAT.

The structure of the solicitation was clarified, covering the base year and option years.

Details were provided regarding the requirements for gasoline stations, the types of gasoline needed, and the tentative quantities to be supplied.

Guidance was given on how to monitor and track vehicle fuel usage, specifically liters dispensed per vehicle, to ensure accurate reporting and accountability.

The role of the Contracting Officer’s Representative (COR) and the responsibilities of the Contractor were discussed.

The W-14 form and its relevance to the solicitation process were explained.

Prospective Offerors must not contact the Requiring Office for any issue or question related to this process.

An active SAM registration is required to submit a proposal.

This is a Best Value solicitation process that will be based on Section 4, Evaluation Factor, which was reviewed during the Pre-Proposal Conference.

To be acceptable and eligible for evaluation, proposals must be prepared in accordance with Sections 3 and 4 and shall meet all the requirements set forth in the other sections of this solicitation.

The U.S. Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the U.S. Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

Submission deadlines:

1. Questions: Wednesday, November 26, 2025, before 11:30 hours, Mexico City time.

2. Proposals: Monday, December 08, 2025, before 11:30 hours, Mexico City time.

Q&A File:

All questions received via e-mail were added as Q&A Gasoline file and posted on sam.gov

Conclusion

The Pre-Proposal Conference concluded, and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Sincerely, Morgan Osborne Contracting Officer