US Embassy South Africa - Fleet Management Services
Closed Solicitation Posted
- Solicitation number
- 19SF7526Q0017
- Agency
-
US Embassy Pretoria
US Consulates and Embassies, Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561110 Office Administrative Services
- Place of performance
- Pretoria Gauteng South Africa
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Embassy in Pretoria, South Africa is soliciting quotations for fleet management services that include the provision of fleet cards for vehicle-related expenses such as fuel, oil, AdBlue, tolls, parking fees, and roadside assistance. The Department of State's U.S. Embassy Pretoria is seeking a vendor capable of delivering a comprehensive card-based fleet management system with real-time monitoring, fraud prevention controls, and ongoing customer support. Key requirements include demonstration of an established business presence in South Africa or commitment to establishing an office within 30 days of award, successful registration with the System for Award Management (SAM) with a Unique Entity Identifier (UEI) number, completion of IRS Form W-14, and submission of quotations in English by the firm fixed-price method with no cost increases permitted during the contract term. The government will award the contract to the lowest-priced, acceptable, responsible offeror based on initial quotations without discussions, though discussions may occur at the government's discretion. All quotations must be submitted electronically to pretoria_contracting_office-dl@state.gov by 23 February 2026 at close of business, with no late submissions accepted.
This solicitation includes no set-aside designations and does not identify any current incumbents. The contract is structured as a five-year firm fixed-price engagement with a base period from 1 June 2026 through 31 May 2027, followed by four optional one-year renewal periods extending through 31 May 2031. The government guarantees a minimum annual fuel purchase of 10,000 liters and establishes a maximum of 550,000 liters per year, with all pricing to include Value Added Tax as a separate line item for administration fees, oil, AdBlue, and card replacement fees. Payments will be made monthly within 30 calendar days of invoice receipt, though advance payments are not authorized. The place of performance is Pretoria, South Africa, where the contracting officer is identified as the Motorpool Supervisor at the General Services Office.
Notice text
The U.S. Embassy in South Africa requires a fleet management contract with a vendor that suppliesfleet cards for vehicle-related expenses such as:
- Fuel
- Oil and AdBlue
- Tolls and Parking Fees
- Roadside Assistance and vehicle towing
The Fuel will be purchased at petrol filling stations using the Fleet cards issued.
The anticipated performance is for a base period of Five (5) years (Base year plus Four (4) options). All responsible sources may submit an offer, which will be considered.
The U.S. Government may award the contract based on the initial offer without discussion. The resultant contract will be a firm fixed price type contract.
Quotations are due by COB 23 February 2026. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted. Your quotation must be submitted electronically to pretoria_contracting_office-dl@state.gov. Please ensure your email with your offer does not exceed 30MB, if it does then you might have to send more than one email.
Email subject line: 19SF7526Q0017 – FLEET MANAGEMENT SERVICES.
PAYMENT TERMS: Payments are made on a monthly basis after receipt of services. Payment is made within 30 calendar days after receipt of invoice. Since no price increases can be allowed during the term of this contract you must make provision for any probable increases. Advance payments are not authorized.
Please take note of the following as this is important for any company wishing to do business with the U.S Government:
All tenderers must register with SAM (Guidance attached herewith)
***upon submission of your quote please confirm that you are registered in SAM.gov and include your Unique ID number.
The U.S. Government cannot accept any local terms and conditions or clauses, as they are bound by U.S. Legislation and laws. By submitting a quotation, you agree to waiver your companies’ terms and conditions or clauses. Clauses are attached to the RFQ.
PLEASE NOTE: THIS CONTRACT WILL NOT BE MODIFIED DUE TO PRICE OR EXCHANGE RATE FLUCTUATION
The successful offeror will be required to:
1. Must comply with U.S. Clauses. South African Terms and conditions do not apply; by submitting a quote, you accept the U.S Embassy’s Terms and Conditions
2. Must complete SF1449 and W-14 forms, complete the pricing columns and check the relevant boxes on the Section 5 of the solicitation.
For a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section I, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11
6. Proof of SAM Registration
Files
Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| U. S. Embassy south africa fleet management contract | Pre-Solicitation |
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