DieselSupplyBPA_SOW.docx

U.S. Embassy Pretoria Office of Facility Management BPA Vendor for Diesel

1. Background U.S. Embassy Pretoria maintains estimated 90 U.S. government-owned and leased residences that rely on diesel generators as a tertiary source of power during commercial power outages. Outages in Pretoria occur monthly and last an average of 2-10 days. Post facility maintenance technicians refuel these generators. The post needs a dependable local source of quality diesel that technicians can collect directly from the vendor's station located within 5km of the USG Annex or Chancery

2. Objective The post will set up a Blanket Purchase Agreement (BPA) with a local fuel station. The station will supply diesel to authorized post technicians at its retail location on an as-needed basis, under the pricing, quality, and invoicing terms below.

3. Scope The Contractor shall:

· Supply diesel fuel at its station located at ___________________________whenever authorized post personnel present a valid BPA call.

· Dispense fuel into post-provided fuel bowser or vehicle-mounted tank

· Residential Bowser DBB T 553D [Diesel - Capacity 2000L]

· Annex Bowser DBBL 288 D [Diesel - Capacity 2500L)

· Petrol for mounted dispensing pumps on bowsers incl Water Bowsers/Trailers {Reg TBC}

· Keep enough supply on hand to meet the post's estimated requirements in Section 5.

The Contractor will not deliver fuel to residences. Post technicians will carry the fuel and refuel the generators.

4. Fuel Specifications

4.1 All diesel shall meet specifications, including:

· Maximum sulfur content: [50 ] ppm

· Free of water, sediment, and microbial contamination

· No adulteration or blending with kerosene or other substances

4.2 The Contractor shall provide a certificate of quality or test results from its supplier when asked, and at least [quarterly].

4.3 The post may take fuel samples at the point of dispensing for independent testing at any time. If fuel fails the specification, the Contractor shall replace it or credit the cost. The Contractor shall also pay for documented generator damage caused by off-specification fuel, to the extent local law and the BPA terms allow.

5. Estimated Quantities

These figures are estimates only and do not obligate the post. The post obligates funds only through individual BPA calls. Actual quantities will vary with outage frequency.

6. Ordering Procedures (BPA Calls)

6.1 Authorized callers. Only personnel the Contracting Officer names in writing may place calls. The Contracting Officer will give the Contractor a current list of authorized callers and technicians, with names, ID numbers, and signature samples, and will update it as staff change.

6.2 Call method. Each purchase requires a [written call slip / BPA call form] with:

· BPA number and call number

· Date

· Quantity authorized (liters)

· Name and signature of the authorized caller

· Name of the technician collecting the fuel

6.3 Call limit. No single call may exceed [$10 000.00 ] (4000 Liters)

6.4 Verification. Before dispensing, the Contractor shall check the technician's identity and the call slip. The Contractor shall not dispense fuel without a valid call.

7. Delivery Point and Hours

7.1 Location: [Station name and address].

7.2 Hours: The Contractor shall make fuel available [24 hours a day, 7 days a week / daily from __ to __], including local holidays.

7.3 Priority service: During a declared power outage or emergency, the Contractor shall give post technicians priority service where practicable.

8. Measurement and Receipts

8.1 The Contractor shall dispense fuel from calibrated pumps with valid certification from [local metrology authority]. The Contractor shall show proof of calibration when asked.

8.2 The Contractor shall issue a receipt for each transaction showing the date, time, call number, liters dispensed, unit price, total price, pump number, and technician's signature. Both the Contractor and the technician shall keep a copy.

9. Pricing

9.1 The unit price shall be [the government-regulated pump price on the date of purchase / the station's posted retail price minus __ percent / a fixed price of __ per liter, adjusted __].

9.2 Prices shall not exceed what the Contractor charges its most favored customers for similar quantities.

9.3 Tax exemption: [The Contractor shall honor the post's VAT/fuel tax exemption under ___ / Prices exclude VAT; the post will process VAT relief under ___.]

10. Invoicing and Payment

10.1 The Contractor shall submit one consolidated invoice [monthly/per delivery] to [office/email]. Each invoice shall list every call by number, date, liters, unit price, and amount, with signed receipts attached.

10.2 The post will pay correct invoices within [30] days of receipt by [EFT/local bank transfer]. The post will not make advance payments.

11. Safety and Environmental Requirements

11.1 The Contractor shall follow all local fire, safety, and environmental rules for fuel dispensing.

11.2 The Contractor shall dispense fuel only into containers or tanks approved for diesel/petrol.

11.3 Post technicians remain responsible for transporting, handling, and storing fuel safely after it is dispensed, under post safety and security procedures.

12. Government Responsibilities The post shall:

· Provide and maintain approved fuel containers and transport equipment.

· Keep the authorized caller and technician list current.

· Review and reconcile receipts, and track fuel use by residence and generator.

· Notify the Contractor promptly of any quality or billing problems.

13. Performance Standards

If the Contractor repeatedly fails these standards, the post may cancel the BPA.

14. Points of Contact

· Contracting Officer: [Name, phone, email]

· Contracting Officer's Representative (COR): [Name, Facility Manager, phone, email]

· Contractor Representative: [Name, phone, email]

15. BPA Review The Contracting Officer will review this BPA at least once a year to confirm that prices remain fair and reasonable, that the post still needs the fuel, and that the Contractor's performance is satisfactory.

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED

SENSITIVE BUT UNCLASSIFIED