Fuel Distribution Systems

Solicitation / RFP / RFQ

This is a Request for Quotation (RFQ) for preventive maintenance services for the Fuel Distribution Systems at the U.S. Embassy in London. This RFQ is not a small business set-aside.

• Preventive maintenance services for Fuel Distribution Systems.

• Services are required for a base year and four option years.

• The period of performance includes a base year and four option years.

• Quotations must be submitted to the issuing office (U.S. Embassy London, Procurement Office, 33 Nine Elms Lane, London SW11 7US) on or before the close of business on March 10, 2026, at 17:00.

• This is a request for information; quotations furnished are not offers.

• If unable to quote, indicate so and return the form.

• The government is not committed to paying any costs incurred in the preparation of the submission.

• Any representations and/or certifications attached to the RFQ must be completed by the quoter.

• This RFQ is NOT a small business set-aside.

• The delivery date is to be determined (TBA).

• FOB Destination delivery terms apply.

• Standard Form 18 is used for this RFQ.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for a Preventive Maintenance Service Contract for Fuel Distribution Systems at the Embassy of the United States of America in London. The objective is to ensure all serviced systems are in good operational condition.

• The contractor shall provide comprehensive annual preventive maintenance services for the Fuel Distribution Systems.

• This includes inspecting, supplying, and replacing expendable parts such as filters, belts, and hoses.

• The contractor must maintain an on-site inventory of common parts and consumables.

• Services include inspecting piping, vents, tanks, pumps, controllers, and associated electrical components.

• Specific tasks include cleaning strainers, testing valves, checking float adjustments, and validating automatic controls.

• Field devices such as solenoids, valves, and pumps will be inspected and operationally tested.

• The SOW details specific annual tasks for Fuel Storage Tanks, Fuel Pump Controllers, Fuel Management System Panel Control, Fuel Oil Polishing Systems, Field Devices, and Leak and Level Monitoring Systems.

• The contract will be for a one-year base period with four one-year optional periods.

• Performance will be at the Embassy of the United States of America, 33 Nine Elms Lane, London.

• The contract is a firm-fixed price contract.

• Contractors should quote in GBP if they have a UK bank account, or USD if they have a US bank account.

• Repairs are not included and will be priced separately, requiring government approval.

• The contractor must provide trained and qualified technicians, necessary tools, equipment, and supplies.

• Personnel require security clearances and must adhere to strict standards of conduct and access protocols for government buildings.

• The contractor is responsible for proper disposal of toxic/hazardous substances.

• The contractor must provide a written report to the COR after each maintenance visit, including system information, test results, and recommendations.

• Minimum insurance requirements include $5,000,000.00 for Public Liability and Property Damage.

• The contractor must comply with local UK Health and Safety regulations.

• A Quality Assurance Plan (QAP) is outlined to promote effective contractor performance, with a performance threshold of no more than one customer complaint per month.

Forms / Attachments / Pricing Sheets

This document contains submittal documents for the "Fuel Oil Submittal 231113" for the US Embassy London project, provided by BL Harbert International.

• Product Sheets:
  • FRS 660-25-MTU-4 (Four Tanks)
  • Motorized Ball Valves
  • ModBus RTU
  • Spin On Filter for 25 GPM System
  • Automatic Water Drain
  • Automatic Chemical Injection
• Single Line Piping Diagram – Multi Tank Systems
• Operator Interface Flowchart
• Mechanical Drawings and Field Wiring Connections
• Power and Alarm Relays
• Motorized Ball Valves for Tanks 1 and 2
• Motorized Ball Valves for Tanks 3 and 4
• ModBus RTU

This document provides detailed specifications and diagrams for various components of the fuel oil system, including tanks, pumps, valves, filters, and control systems. Bidders can use this information to understand the specific equipment and configurations required for the project, which is crucial for accurate proposal preparation and ensuring compliance with the opportunity's technical requirements.

Forms / Attachments / Pricing Sheets

This document, "FAR Clauses FAC.pdf," lists Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses that are incorporated by reference into purchase orders and Blanket Purchase Agreements (BPAs) awarded by Overseas Contracting Activities. It serves as a reference for bidders to understand the contractual terms and conditions that will apply to the opportunity.

• FAR Clauses: A comprehensive list of FAR clauses, including their number, title, and effective date. Many clauses are noted with "(DEVIATION FEB 2025)" or similar, indicating potential future changes or specific deviations.
• DOSAR Clauses: A reference to DOSAR clauses that may be accessed electronically.
• Full Text Clauses: Specific clauses are provided in full text, including "CYBERSECURITY SUPPLY CHAIN RISK MANAGEMENT REQUIREMENTS (FEB 2023)" and "REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)."

Bidders must review this document to understand the mandatory contractual clauses that will govern any resulting contract. This includes understanding requirements related to:

• System for Award Management (SAM)
• Representations and Certifications
• Cybersecurity Supply Chain Risk Management
• Telecommunications and Video Surveillance Services
• Small Business Program requirements (various set-asides, utilization, subcontracting plans)
• Buy American Act and Trade Agreements
• Labor standards and wage requirements
• Payment and invoicing procedures
• Options to extend services or contract term
• Availability of funds
• Insurance and site visit requirements

Understanding these clauses is crucial for preparing a compliant offer and for fulfilling contractual obligations.