QnA and Preproposal Conference Minutes.pdf

Minutes and Q&A for the Pre-proposal Conference for Fuel Station Upgrade and Bulk Fuel Supply (RFQ 19TZ2025R0001)

June 10, 2025 U.S. Embassy Dar es Salaam

Attendees Embassy Representatives:

• Procurement Supervisor

• Procurement Assistant

• Procurement Agent

• Safety Officer

• Motor pool Supervisor

• Technician

Offerors Representatives:

• Representatives from interested bidders

1. Meeting minutes

A. Introduction

The Embassy Procurement Supervisor convened the meeting at 8:30 a.m., welcomed the attendees, and outlined the purpose of the pre-proposal conference. The supervisor emphasized its role in clarifying contract expectations, ensuring compliance with requirements, and fostering mutual understanding prior to the commencement of the Fuel Station Upgrade and Bulk Fuel Supply project.

B. Overview of the Solicitation

Embassy representatives provided a summary of the solicitation, including:

• Scope of work: Fuel Station Upgrade and Bulk Fuel Supply

• Contract Period: One year plus Four option year

• Submission deadline: Wednesday July 02, 2025

• Evaluation Criteria:

− Adequate financial resources

− Ability to comply with the required performance period, taking into consideration all

− existing commercial and governmental business commitments − Satisfactory record of integrity and business ethics − Necessary organization, experience, and skills or the ability to obtain them − Necessary equipment and facilities or the ability to obtain them;

and otherwise, qualified and eligible to receive an award under applicable laws and regulations

− At least three references from previous clients who can vouch for quality, reliability or professionalism of the maintenance services

− Proven track record of at least two (2) years, − Ensure all necessary permits, license and permission are obtained from local authorities − Ability to have qualified and skilled personnel to effectively manage all aspects of residential generator maintenance.

C. SAM Registration The successful offeror shall be registered in the SAM (System for Award Management) database https://www.sam.gov prior to contract award pursuant to FAR provision 5.207. Therefore, prospective offerors are encouraged to register prior to the submittal of their proposal. The guidelines for registration in SAM are also available at: https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM.

D. Defense Base Act (DBA) The Offeror shall include Defense Base Act (DBA) insurance premium costs for only those employees who will be working on the project. DBA insurance may be obtained directly from any U.S. Department of Labor (DOL)-approved provider listed on the DOL website:

http://www.dol.gov/owcp/dlhwc/lscarrier.htm. Please note that the involvement of a local agent may be required. If so, the insurance quote must clearly itemize the local agent’s fees or associated costs.

E. James Zadroga. 9/11 Health and Compensation Act of 2010 https://www.sam.gov/ https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM https://www.fsd.gov/fsd-gov/learning-center-system.do?sysparm_system=SAM http://www.dol.gov/owcp/dlhwc/lscarrier.htm

This 2% excise tax, as mandated by 26 U.S.C. § 5000C, applies to payments made under this solicitation unless the contractor files IRS Form W-14. The awardee must submit a copy of the W-14 form with each invoice for payment.

Information about Form W-14 is available on the IRS website at https://www.irs.gov/forms-instructions ; type "W-14" into the search box.

F. Closing Remarks The facilitator thanked all participants for their attendance and encouraged prospective offerors to carefully review the scope of work and submit fully completed proposals, including all required documentation, by the stated deadline. Attendees were reminded that all further questions must be submitted in writing; responses will be posted and made publicly available to offerors on SAM.gov. The meeting was adjourned at 9:30 p.m.

2. Questions and Answers

Attendees were invited to ask questions regarding the solicitation. Key questions and answers are summarized below.

S/n Questions from Offerors Answers

Who owns/operates the Fuel Station?

While the fuel station is situated on U.S Government premises, ownership and maintenance responsibilities rest entirely with the contractor. Currently this is Total Energies.

Refer Scope of Work Section 1 – The Schedule, under - Fuel Station Upgrade on page #7 of the solicitation.

How many tanks and dispensing unit are required to be replaced?

Refer Section 1 of the solicitation on page #9 - Fuel for the Embassy Compound Generators (delivery)

What is the capacity of the NEC tanks?

Refer Section 1 of the solicitation on page #9 of, under Fuel for the Embassy Compound Generators (delivery)

Do you have oil water separator?

No, the current fuel station does not have an oil – water separator in place. The existing facility is https://www.irs.gov/forms-instructions

S/n Questions from Offerors Answers outdated and was built many years ago. This the reason this upgrade is necessary – to ensure the fuel station meets modern fuel operation standard, safety requirements, and government regulations.

What are your payment terms?

The U.S. government payment terms are 30 days from receiving a complete and correct invoice package.

Who pays for the software (fuel management system)?

The Government is responsible for paying the monthly fee for the fuel management software.