26Q0017 - ATTACHMENT A.pdf

NEC - Chancery Fuel Dispenser Replacement US Embassy Panama City

Statement of Work Chancery Fuel Dispenser Replacement

Post Location: Panama, Panama

Address: Ave. Basilio Demetrio Lakas, Clayton

Prepared By:

Preparation Date:

The US Department of State

FAC

June 25, 2026

STATEMENT OF WORK

I. GENERAL INFORMATION

The U.S. Embassy requires professional services and contractor cost proposals to replace the existing fuel dispensing system serving diesel and gasoline fuel distribution operations.

INTENT

The intent of this Statement of Work (SOW) is to provide and install a complete fuel dispensing and fuel management system, including new fuel dispensers for diesel and gasoline, hoses, nozzles, breakaways, card reader access control equipment, fuel management software, administrative computer workstation, communication and power cabling, system integration, testing, commissioning, training, and documentation.

The completed system shall provide accurate fuel accountability, user identification, transaction recording, and reporting capabilities for all fuel dispensing activities.

II. PROJECT REQUIREMENTS

The contractor shall provide all materials, supervision, labor, tools, equipment, transportation, permits, and incidentals necessary to perform all work outlined in this Statement of Work

(SOW). This shall be a firm fixed-price contract.

The Contractor shall perform all work described herein. The objective is to replace the existing fuel dispensing system with a modern, reliable, and fully integrated fuel management solution while minimizing disruption to Embassy operations.

Proposals from the vendor shall be based on manufacturer recommendations, the best industry practices, local codes applicable, and the requirements identified within this SOW.

The contractor shall warrant with local vendor and in person attendance all connection labor; including wiring, piping, or another process in the field. For imported equipment such as dispenser, the contractor shall provide a warranty of Twenty-four (24) months for internal components and electronic parts of the dispenser and card readers, software, from the date of final acceptance. Also 12 months for on site labor or work performed.

2.0 FUEL DISPENSER REPLACEMENT AND FUEL MANAGEMENT SYSTEM

INSTALLATION

2.1 Existing Equipment Removal

The contractor shall furnish all labor, materials, tools, and equipment necessary to remove existing fuel dispensing equipment designated by the Contracting Officer's Representative

(COR).

The work shall include, but not be limited to, the following:

• Disconnect and remove existing fuel dispensers and associated components as required.

• Properly dispose of removed equipment in accordance with applicable environmental regulations.

• Protect existing fuel tanks, piping, electrical systems, and surrounding infrastructure during demolition and installation activities.

• Coordinate all fuel system shutdowns with the COR.

2.2 New Fuel Dispenser Installation

The contractor shall furnish and install a new commercial-grade fuel dispensing system capable of dispensing both diesel and gasoline products that meet these minimum specs requirements:

Metering & Flow Rates:

• Flow: 120 liters per minute (32 GPM) or higher

• Power: 115V or 220V – 1Phase

Electronics & Display:

• Displays: Color digit display with LED backlight and black background. Energy saving and longer lighting life.

• Payment: FlexPay Encrypting PIN Pad (EPP) and Secure Card Reader (SCR), contactless/NFC support.

Configuration and management through contactless cards:

- Management Card - allows you to configure the pump operation options; manage database of customers (offices), Users (drivers), vehicles, that cloud provide reports for transactions made listed by customers, users or vehicles as needed, that has a control system either card, electronic key or other method to authorize Users to make transactions.

Technical Card - technical level access that allows changing the operating profiles; - System

Card - management of parameters related to communication with the management system of the station.

Nozzle holders with polycarbonate product indicator ensures durability and facilitates cleaning and maintenance.

Perpetual totalizer with e-ink technology (the image does not disappear even with the pump off).

Agility in the conference of electronic totalizers, informing number of the nozzle and complete totalizer.

Touch keypad on the display glass itself, with illuminated LED numbers. Durability and tightness (no water enters).

Connectivity

- Ethernet connection

- Loop current (compatible with most automation systems on the market).

Ul and ISO 9001 certification required.

The work shall include, but not be limited to, the following:

• Furnish and install one (1) new fuel dispenser or dispenser assembly with (1) hose/accessories for diesel and (1) hose/accessories for Gasoline, capable of dispensing diesel and gasoline fuels

• Furnish and install all hoses, nozzles, swivels, breakaway couplings, filters, mounting hardware, and manufacturer-required accessories for both products’ hose/accessories.

• Furnish and install all dispenser electronics required for operation and communication with the fuel management system.

• Verify compatibility with existing fuel storage tanks and piping systems.

• Perform all required calibrations to ensure dispensing accuracy.

• Clearly label all fuel grades and dispensing points.

• Ensure compliance with applicable fuel handling and safety regulations.

2.3 Fuel Management System

The contractor shall furnish and install a complete fuel management and accountability system.

The system shall include:

• Vehicle and/or user identification card reader equipment installed at the dispenser, minimum

1,000 vehicle fleet, and option to re- organize by category.

• User authentication and access control capabilities.

• Recording of all fuel transactions.

• Recording fuel quantity dispensed per transaction.

• Recording of user identification information.

• Recording of date and time of each transaction.

• Automated fuel usage reports.

• Administrative reporting functions.

• Data export capabilities to Microsoft Excel or CSV format.

• User management and authorization controls.

• Audit trail functionality.

• Software licensing required for full operation of the system.

The software shall be the latest commercially supported version available at the time of installation.

2.4 Administrative Workstation

The contractor shall furnish and install one (1) dedicated administrative computer workstation for operation and management of the fuel management software.

The workstation shall include:

• Desktop computer.

• Monitor.

• Keyboard and mouse.

• Operating system licenses.

• Fuel management software installation and configuration.

• Uninterruptible Power Supply (UPS).

• Network and communication interfaces required for system operation.

The workstation shall be installed at the location designated by the COR.

2.5 Communications and Electrical Infrastructure

The contractor shall furnish and install all communication and electrical cabling required for complete system operation.

The work shall include, but not be limited to:

• Installation of approximately 100 meters of communication cable between the fuel dispenser and administrative workstation.

• Installation of all power wiring required for system operation.

• Routing of cabling through existing underground manholes and conduit pathways.

• Inspection of existing manholes and conduit systems prior to installation.

• Furnishing and installation of pull boxes, conduit fittings, junction boxes, cable supports, and accessories as required.

• Protection of cables against moisture, corrosion, and physical damage.

• Cable identification and labeling at all termination points.

• Testing and certification of all communication and power circuits.

• Restoration of any areas disturbed during installation activities.

2.6 System Integration, Testing, and Commissioning

The contractor shall complete testing and commissioning of the installed system.

The work shall include:

• Verification of proper dispenser operation.

• Verification of card reader functionality.

• Verification of communication between dispenser and fuel management software.

• Verification of transaction recording and reporting capabilities.

• Verification of fuel quantity accuracy.

• Functional testing of all hardware and software components.

• Correction of any deficiencies identified during testing.

• Final acceptance testing witnessed by the COR.

3.0 WORK STANDARDS

This Statement of Work requires the awarded contractor to provide qualified personnel experienced in fuel dispensing systems, fuel management systems, industrial controls, software integration, and electrical installations.

• SERVICE INTERRUPTIONS. The contractor shall coordinate all work activities with the

COR. Any fuel system shutdowns shall be scheduled and approved in advance.

• DEFECTIVE CONDITIONS. During performance of the work, the contractor shall identify and report any deteriorated piping, electrical deficiencies, damaged conduits, or other conditions that may affect successful project completion.

• PRODUCTS USED. All equipment and materials shall be new and installed in accordance with manufacturers’ recommendations. Any substitution must be approved in writing by the COR.

• Communications Cabling Requirements

▪ The contractor shall provide and install communications cabling suitable for outdoor underground installation between the fuel dispenser system and the administrative workstation or designated network termination point.

▪ The proposed communications media shall be fully compatible with the fuel management system manufacturer's requirements and shall support reliable operation over the entire installed distance.

▪ All communications cabling installed in underground conduits, manholes, pull boxes, or other exterior pathways shall be outdoor-rated and suitable for wet locations.

The contractor shall inspect existing pathways and determine whether conditions such as moisture intrusion, standing water, flooding, or other environmental factors require the use of water-blocked or otherwise protected cabling.

▪ The contractor shall identify the proposed communications media (e.g., fiber optic, Ethernet, RS-485, or equivalent) and provide justification demonstrating compatibility, reliability, environmental suitability, and compliance with applicable industry standards.

▪ The contractor shall provide all associated terminations, surge protection devices, grounding and bonding components, media converters, network equipment, and accessories required for complete and operational installation.

▪ All communications circuits shall be tested and certified upon completion, and test results shall be submitted to the Government for review and acceptance.

• MISCELLANEOUS ON-SITE WORK. Coordinate site access, material staging, fuel system outages, and project status updates with the COR.

• SITE RESTORATION. The contractor shall restore all affected work areas to a condition acceptable to Embassy Facilities Management and the COR.

• DISPOSAL OF MATERIALS REMOVED. The contractor shall be responsible for proper disposal of all waste materials and removed equipment.

• QUALITY CONTROL. The contractor shall perform all required inspections and quality control procedures necessary to ensure compliance with manufacturer’s requirements and industry standards.

• SAFETY. Safety is the highest priority on this project. The contractor shall conduct all work in accordance with applicable safety regulations and fuel handling requirements.

For Fuel dispenser, must comply with the minimum of:

The dispenser should be certified by an OSHA-recognized Nationally Recognized Testing

Laboratory (NRTL). Common certification bodies include:

• UL certified.

These certifications verify that the dispenser and its electrical components meet applicable safety requirements for:

• Fire resistance

• Electrical safety

• Explosion hazards

• Fuel leakage prevention

• Mechanical integrity

• Environmental protection

Additional Safety requirements:

For Department of State facilities, especially overseas, safety compliance is often documented through:

Post Occupational Safety and Health Officer (POSHO) certification for the facility before occupancy or operation, where required

• Appropriate personal protective equipment (PPE) shall be always worn.

• Safety Data Sheets (SDS) shall be provided for all applicable products used under this contract.

Period of performance; contractor shall complete the installation within 30 days after receiving the equipment. Estimation time of equipment delivery approx. 120 days

4.0 SUBMITTALS

The contractor shall provide the following submittals:

• Work Plan within five (5) calendar days after award.

• Project schedule and sequencing plan.

• Safety plan and hazard mitigation procedures.

• Product data sheets for dispensers, card readers, software, computer hardware, communication equipment, and accessories.

• Manufacturer specifications and installation requirements.

• Software licensing information.

• Network architecture and system communications diagram.

• Shop drawings and wiring diagrams.

• Training plan for Embassy personnel.

• Notification of any conditions requiring changes to the scope of work.

Upon completion, the contractor shall provide two (2) electronic copies in PDF format of the final completion report containing:

Executive Summary.

Description of work performed.

Equipment inventory and serial numbers.

Testing and commissioning records.

User training documentation.

As-built drawings.

Wiring diagrams.

Photographs before, during, and after installation.

Software licensing documentation.

Warranty certificates.

Final inspection and acceptance documentation.

5.0 TRAINING

The contractor shall provide on-site training for designated Embassy personnel.

Training shall include:

• Fuel dispensing operations.

• User card administration.

• Report generation.

• Software operation.

• Basic troubleshooting procedures.

• Backup and data management procedures.

6.0 PROJECT COSTS

The agreed-upon cost of this work shall be a fixed price inclusive of all labor, materials, equipment, software licenses, computer hardware, shipping, mobilization, demobilization, transportation, permits, testing, commissioning, training, disposal fees, and all other associated project costs.

6.1 PROCUREMENT AND MATERIALS

The contractor shall provide all required tools, equipment, materials, software, licenses, communication devices, and supplies necessary to complete the work described in this Statement of Work.

6.2 POINTS OF CONTACT

The COR for this work shall be designated by the U.S. Embassy Facilities Management Office.

END OF SCOPE OF WORK