SOW for Diesel Procurment - NCC UG Tanks - 2026 (4).docx
DOCX document 174 KB Posted
- Solicitation number
- PR1615887
- Issued by
-
Department of State US Embassy Pretoria
About this file
This is a Statement of Work (SOW) for a diesel procurement solicitation issued by the U.S. Department of State, U.S. Embassy Pretoria. The solicitation (PR1615887) requests the supply and delivery of 15,000 liters of 50PPM diesel fuel, including test kits, to the U.S. Consulate in Johannesburg, South Africa. Quotations must be submitted in South African Rand (ZAR) on company letterhead with firm fixed pricing valid until September 30, 2026. The closing date for submissions is August 13, 2026, at 12:00 (noon), with quotes to be sent via email to Pretoria_contracting_office-dl@state.gov. No late submissions will be accepted, and no alterations or pricing changes are permitted after the deadline.
Prospective offerors must register with SAM.gov and provide proof of registration including their SAM Unique Entity ID (UEI). The U.S. Embassy will issue a fixed-price contract with no deposit payments authorized, and quoted prices must remain fixed with no allowances for price or exchange rate fluctuations after order placement. Payment will be made via electronic funds transfer (EFT) within 30 calendar days after delivery of services and receipt of invoice, whichever occurs later. Offerors must also sign the attached U.S. Government Clauses and SOW documentation as part of their quotation submission.
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| File | Type | Posted |
|---|---|---|
| How to register in SAM.gov.docx | DOCX document | |
| CLAUSES FOR PURCHASE ORDERS AND BLANKET PURCHASE AGREEMENTS AWARDED BY OVERSEAS CONTRACTING ACTIVITIES (002).pdf |
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Text version
Scope of Work Diesel Fuel Supply and Delivery U.S. Consulate General Johannesburg
July 23, 2026
1. Scope of Services
1.1. The Contractor shall supply and deliver diesel fuel to the U.S. Consulate General in Johannesburg, South Africa, in accordance with the requirements outlined in this Scope of Work (SOW), forthcoming Purchase Orders, and Outline Agreements. The Contractor shall ensure services are maintained to an acceptable standard.
The contract type will be a fixed-price, indefinite delivery/indefinite quantity (IDIQ) agreement with economic price adjustment. Firm fixed-price delivery orders may be issued under this contract.
The price shall include all labor, materials, insurance, overhead, profit, and transportation costs necessary to supply and deliver diesel fuel to the Consulate.
The Contractor shall be compensated upon submission of a proper invoice for deliveries made during the preceding month.
1.2. Contract Period, Fuel Type, and Estimated Annual Usage
Contract Period: Once Off Fuel Type: Diesel (50ppm) Refer to section 17 for the Fuel Specification.
Estimated Quantity: 15,000 liters
2. Applicable Documents
2.1. The standards and guidelines referred to in this SOW, including any annexes or appendices, shall govern the performance of services under this contract.
2.1.1. The most stringent applicable standard shall take precedence.
2.1.2. The Contractor shall adhere to the most current version of referenced documents at the time of the Request for Proposal (RFP) release. The Contractor shall remain informed of updates during the contract period and address any issues arising from changes.
2.2. Fuel Specifications
2.2.1. The diesel fuel supplied must be mineral-based Diesel (50ppm).
3. Diesel Fuel Transportation
3.1. Diesel fuel delivery vehicles must comply with South African laws governing the International Carriage of Dangerous Goods by Road. Drivers must hold a valid Professional Driving Permit (PDP) and possess all required documentation and certifications.
3.2. Delivery vehicles must have a minimum storage capacity of 15,000 liters.
3.3. Diesel fuel must be delivered in tank trucks equipped with calibrated flow meters, temperature-compensated to 15°C.
3.4. Transportation and delivery schedules shall be coordinated and agreed upon with the designated Customer Point of Contact (POC).
3.5. Delivery vehicles must have the necessary fuel connections and sufficient pipe length to reach the designated filling points on site.
3.6. An approved fire extinguisher must be present during fuel delivery to address potential emergencies.
3.7. Any fuel spillage must be cleaned immediately by the Contractor before and after delivery. This will include any overflow of diesel on the tank lids.
3.8. Prior to delivery, fuel samples shall be tested for water contamination and paraffin using approved testing kits or equipment. Testing costs shall be borne by the Contractor unless the supplier is a major national fuel provider (e.g., Total, Shell, Sasol).
3.9. Contaminated diesel will not be accepted by the U.S. Government.
3.10. Delivery trucks must have valid seals, which will be inspected and removed by the Customer POC upon arrival. The delivery will not be accepted if the truck does not have a valid seal. Preference will be given to contractors with additional verification methods such as camera and GPS tracking. Proof of this is to be submitted with the bids.
4. Provision of Service
4.1. Service requests shall be submitted electronically via email. The Contractor shall reference the corresponding requisition number in all relevant documentation.
4.2. If the Contractor is unable to fulfill a service request in full or by the specified deadline, the Contractor must immediately notify the Customer POC.
4.3. The U.S. Consulate reserves the right to procure petroleum, oil, and lubricants from alternative suppliers as necessary to meet mission requirements.
4.4. For diesel fuel deliveries, the point of sale shall be at the connection to the receiving tank.
4.5. Diesel fuel shall remain the property of the Contractor until accepted and dispensed into U.S. Consulate fuel tanks.
4.6. The Contractor shall provide proof of each transaction via a delivery note referencing the requisition number. Invoices must explicitly reference the product delivered and the associated delivery note.
5. Meters and Fuel Quantity Acceptance
5.1. The Customer shall confirm the quantity of fuel ordered and received. The Contractor’s temperature-compensated meter shall serve as the meter of record.
5.2. The Contractor shall provide calibrated meters and certificates verifying compliance with ISO standards. All volumes must be expressed as net quantities (compensated to 15°C).
5.3. The quantities supplied shall be verified against the Consulates Internal Measuring system and must correspond to the quantities supplied.
6. Schedules and Operating Hours
6.1. The Contractor shall ensure services align with operational requirements and adjust service posture swiftly in response to developing situations.
6.2. Fuel deliveries shall occur during working hours (08:00–14:00, Monday–Thursday).
6.2.1. Exceptional delivery requests outside working hours (e.g., weekends, holidays) must be submitted at least 24 hours in advance and coordinated with the Customer POC.
7. Contractor Personnel Requirements
7.1. The Contractor shall provide qualified personnel in sufficient numbers to meet the requirements of this SOW.
7.2. The language of the contract (written and verbal) is English.
7.3. Contractor personnel must possess adequate English language skills to communicate effectively with U.S. Embassy staff.
8. Customer-Furnished Facilities, Equipment, and Supplies
8.1. Not applicable. Any necessary coordination will be arranged with the Customer.
9. Contractor-Furnished Facilities, Equipment, and Supplies
9.1. The Contractor shall provide all equipment, tools, and supplies required to perform the services. Fuel connections must comply with South African standards.
10. Security, Site Access, and Safety Requirements
10.1. Site access shall be granted only to the approved Contractor and its subcontractors. Access requests must include names, identification numbers, nationalities, and vehicle details, and must be submitted to the Contracting Officer’s Representative (COR) at least one week prior to the start of work.
10.2. The Contractor and its personnel must comply with all security instructions while on site.
10.3. The Contractor shall immediately report any security concerns, incidents, or accidents to the Customer and security office.
11. Environmental Requirements
11.1. The Contractor shall perform all operations in compliance with South African laws and international best practices.
11.2. Waste disposal shall be the responsibility of the product custodian at the time of generation.
12. Quality Assurance and Surveillance Plan (QASP)
12.1. The QASP establishes methods for monitoring contractor performance, addressing deficiencies, and ensuring contract standards are met. The Contractor is responsible for quality control, while the Government monitors performance.
13. Delivery
13.1. The Contractor shall deliver fuel to the U.S. Consulate General, Johannesburg, located at 1 Sandton Drive, Sandton, Johannesburg. Deliveries must occur promptly as specified in delivery orders. The tanker truck driver must submit an invoice to the COR for approval at the time of delivery.
14. Price Adjustment
14.1. Unit prices may be adjusted based on official government-mandated changes to diesel prices in South Africa.
14.2. Written notification of price changes must be submitted to the Contracting Officer at least one week prior to the effective date, accompanied by official documentation.
14.3. Adjustments shall apply only to direct changes in fuel costs and exclude wages, overhead, fixed costs, or profit.
15. Value Added Tax (VAT)
15.1. VAT shall be priced as a separate line item in the contract and invoices, in accordance with local law.
16. Performance of Contract
16.1. The U.S. Government guarantees a minimum purchase of 15,000 liters.
16.2. Oral orders may be issued by the Contracting Officer and confirmed in writing.
17.Cat Generator Fuel Specification:
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