RFQ PR15664152 US Embassy Jakarta LPG.pdf

SBU - CONTRACTING AND ACQUISITIONS

Request for Price Quotation (RFQ) PR15664152 Invitation to Participate: Blanket Purchase Agreement (BPA) for Liquefied Petroleum Gas (LPG) Supply Services U.S. Embassy Jakarta, Indonesia

The U.S. Embassy Jakarta invites qualified vendors to participate in a solicitation for the provision of Liquefied Petroleum Gas (LPG) in 50kg, 12kg, 3 kg cylinders for Embassy offices, warehouses and residences under a Blanket Purchase Agreement (BPA) for up to three years. The Contractor shall provide all LPG supplies as specified in the solicitation documents. The BPA will be awarded the lowest-priced, technically acceptable bid.

1. Item/Service Description

The Embassy of the United States of America in Jakarta has an ongoing and frequent requirement for the supply of Liquefied Petroleum Gas (LPG) in 50kg, 12kg and 3kg cylinders. These services are essential to support the operational needs of Embassy residences and offices. The Embassy seeks highly efficient, prompt, and professionally administered services that can be relied upon to ensure uninterrupted supply and quality.

To meet this requirement, the Embassy invites interested and qualified vendors to submit their bids/proposals for consideration. Vendors must demonstrate their ability to provide reliable LPG supply services in accordance with the specifications outlined in the solicitation documents.

Key Details for Vendors:

Scope of Work: The successful vendor will be responsible for delivering LPG cylinders (50kg, 12kg and 3kg) to designated Embassy residences and offices in Jakarta, as requested.

Professional Standards: Vendors must ensure timely delivery, adherence to safety standards, and compliance with all applicable regulations governing LPG supply in Indonesia.

Blanket Purchase Agreement (BPA): The successful bidder(s) will be invited to sign a BPA with the U.S.

Embassy Jakarta. A BPA is a long-term agreement that establishes the terms and conditions for recurring purchases over a defined period, typically up to three years.

Submission Deadline:

Vendors are required to submit their bids/proposals in writing no later than Close of Business (COB) on December 08, 2025, at 16:00 WIB. Late submissions will not be considered.

2. What is a Blanket Purchase Agreement (BPA)?

A Blanket Purchase Agreement (BPA) is a streamlined procurement method used by the U.S. Embassy to meet anticipated recurring needs for goods or services. BPAs are designed to simplify the purchasing process for items or services that are required on a regular basis, but where exact quantities and delivery schedules are not predetermined.

Key Features of a BPA:

Micro Purchases: BPAs are typically used for purchases under $15,000 per transaction. This allows the Embassy to quickly and efficiently procure goods or services as needed.

Payment Terms: Payments are made on a Net 30 basis via electronic funds transfer (EFT) to the vendor’s bank account. Multiple purchases made within a month will be consolidated and billed to the Financial Management Unit the following month (e.g., purchases made in January will be billed in February).

Flexibility: BPAs specify the items or services required but do not establish exact quantities or delivery schedules. This allows the Embassy to place orders as needed without being bound to fixed quantities or delivery timelines.

No Minimum Order Quantity: Vendors are not required to meet a minimum order quantity under a BPA, ensuring flexibility for both parties.

Budget and Performance Period: The BPA includes an estimated yearly budget and a defined period of performance, typically up to three years.

Local Currency Transactions: All transactions under the BPA will be conducted in Indonesian Rupiah (IDR), ensuring compliance with local financial regulations.

How BPAs Work:

Call Orders: When the Embassy requires goods or services, it will issue a BPA call order to the vendor.

The call order will specify the quantity and delivery requirements for that order.

Delivery and Invoicing: The vendor will deliver the requested goods or services and provide delivery tickets for confirmation. After delivery, the vendor will submit a monthly invoice that includes details of all deliveries made during the month.

Payment: The Embassy will review and approve the invoice, and payment will be made via EFT within 30 days of receipt of the invoice.

Benefits for Vendors:

Consistent Business Opportunities: BPAs provide vendors with recurring business opportunities over the agreement’s performance period.

Simplified Procurement Process: Vendors benefit from a streamlined process for fulfilling orders without the need to renegotiate terms for each purchase.

Flexibility: BPAs allow vendors to respond to Embassy needs without being bound to fixed quantities or schedules.

By participating in a BPA, vendors can establish a long-term partnership with the U.S. Embassy Jakarta while contributing to its operational efficiency.

3. Pricing Tables

Base Year: December 1, 2025 – November 30, 2026

Item Item Description Estimated Quantity Unit Unit Price* Total Price*

1 LPG Cylinder, 50kg as per SOW TBD Each

2 LPG Cylinder, 12kg as per SOW TBD Each

3 LPG Cylinder, 3kg as per SOW TBD Each

*Prices are in Indonesian Rupiah (IDR).

Option Year 1: December 1, 2026 – November 30, 2027

Option Year 2: December 1, 2027 – November 30, 2028

4. Statement of Work (SOW)

LPG Provision:

The Contractor shall supply LPG cylinders in 50kg, 12kg and 3kg sizes to U.S. Embassy residences, offices and warehouses located in Jakarta. Historical monthly usage data for these cylinders will be provided upon request to assist vendors in understanding the scope of supply.

Delivery Requirements:

Upon request, the Contractor shall deliver LPG cylinders to designated Embassy residences, offices and warehouses and retrieve empty cylinders.

Embassy personnel are responsible for returning empty cylinders after use.

There is no limit to the number of deliveries per month or the number of cylinders per delivery.

Delivery fees must be included in the quoted price, as the Embassy will not pay shipping fees separately.

Delivery tickets must be provided for recipients to confirm delivery and maintenance. These tickets will serve as proof of delivery and must be signed by the recipient.

Experience and Qualifications:

Vendors must demonstrate a minimum of five (5) years of experience in supplying LPG.

Vendors must provide evidence of compliance with product standards, including laboratory test results issued by independent institutions. These results should confirm the safety and quality of the LPG being supplied.

References:

Vendors must provide at least three (3) references from companies for similar work performed within the last three years. References should include the company name, point of contact, a telephone number, and an email address.

Emergency Contact Information:

The Contractor must provide a list of emergency contacts who can be reached outside normal business hours.

This list must be kept up to date to ensure prompt communication in case of urgent situations.

Additional Vendor Requirements

To ensure reliable and efficient service under the Blanket Purchase Agreement (BPA), vendors must meet the following additional requirements:

Adequate Supply: Vendors must guarantee that they have sufficient LPG stock to meet the Embassy’s needs for the entire duration of the agreement, including base and option years. This includes maintaining consistent supply levels to avoid disruptions.

Availability: Vendors must be available to provide services at least six (6) days a week, for a minimum of 8 hours per day, to accommodate emergency needs or urgent requests from the Embassy.

Prompt Delivery: Vendors must ensure minimal lead time between receiving a request and delivering the LPG cylinders. This requires maintaining efficient logistics and operations to meet urgent delivery requirements.

Proximity of Warehouses: Vendors must have warehouses or storage facilities located in Jakarta area to the Embassy’s residences, warehouses and offices in Jakarta. This proximity is essential to ensure timely delivery and responsiveness to emergency requests.

Rejection Grounds

The U.S. Embassy reserves the right to reject LPG supplies that do not meet established safety and quality standards. To ensure compliance, independent testing may be conducted, and any supplies found to be substandard will be subject to rejection. This right will be exercised only with due cause and following prior discussion with the vendor.

Vendors are required to ensure that all LPG cylinders supplied are in excellent condition, safe, and fully compatible with the Embassy’s gas regulator system. If faulty cylinders are identified after delivery or upon removal of seals, or if the cylinder threads, tank valve, or regulator fitting are found to be incompatible with the Embassy’s system, the vendor must replace them promptly at no additional cost.

This requirement is critical to maintaining the safe and efficient operation of LPG systems at Embassy residences and offices, and vendors are expected to uphold these standards throughout the duration of the agreement.

This Statement of Work outlines the expectations and requirements for vendors to ensure reliable, safe, and high-quality LPG supply services to the U.S. Embassy Jakarta. Vendors are encouraged to carefully review these details and ensure their proposals align with the outlined standard

5. Billing

The U.S. Embassy Jakarta has established the following billing and payment procedures to ensure clarity and efficiency for vendors:

No Deposit: The Embassy will not provide a deposit for this contract. Payments will be made only after services have been rendered and properly documented.

Monthly Invoices: Vendors are required to submit monthly invoices after the delivery of LPG cylinders and approval of delivery tickets. Delivery tickets must be signed by the recipient as confirmation of delivery and included as part of the invoice documentation.

Payment Terms: Payment will be processed via Electronic Funds Transfer (EFT) to the vendor’s bank account within 30 days of receiving a complete and accurate invoice.

These procedures are designed to ensure timely and transparent payment for services provided under the Blanket Purchase Agreement (BPA). Vendors are encouraged to maintain accurate records and submit invoices promptly to facilitate smooth payment processing.

6. Procurement Terms and Conditions

The U.S. Embassy Jakarta has outlined the following terms and conditions for vendors participating in this solicitation:

a) Acceptance of BPA Terms: Vendors must agree to the terms and conditions of the Blanket Purchase Agreement (BPA) as established by the U.S. Embassy Jakarta.

b) No Vendor Contracts: Separate vendor contracts will not be signed. All transactions will be governed by the

BPA.

c) Compliance with Specifications: All bids must meet or exceed the specifications listed in the solicitation documents.

d) Currency and Pricing: Proposals must be submitted in Indonesian Rupiah (IDR) and include applicable VAT and any other anticipated charges.

e) Payment Terms: Payment will be made within 30 days of complete delivery and receipt of a correct and accurate invoice.

f) Payment Method: Payments will be processed via Electronic Funds Transfer (EFT) to the vendor’s designated bank account.

g) Cancellations: In the event of cancellations after the award, only services rendered will be paid for.

h) Regulatory Compliance: Vendors must refer to the attached Commercial Clause document for U.S.

Government rules and regulations governing this solicitation.

i) SAM Registration: Vendors are required to register in the System for Award Management (SAM) as instructed in the solicitation documents.

These terms and conditions are designed to ensure transparency, compliance, and efficiency in the procurement process. Vendors are encouraged to review these requirements carefully and ensure their proposals align with the outlined standards.

Submission Instructions

Vendors are kindly requested to submit their proposals/quotations no later than December 08, 2025, at 16:00 WIB via email to:

GSO Procurement U.S. Embassy Jakarta JakartaPCUBidding@state.gov

We sincerely appreciate your interest in supporting the U.S. Embassy Jakarta and look forward to your participation in this solicitation.