PMS Contract for Fuel Distribution Systems (Chancery and Phora)

Solicitation / RFP / RFQ

This solicitation is for a Preventive Maintenance Service Contract for Fuel Distribution Systems for the Chancery and Phora at the American Embassy in Kathmandu, Nepal. The contract will cover one base year with four one-year option periods.

• Perform preventive maintenance on fuel distribution systems, including Fuel Pumps, Fuel Storage Tanks, Panel Controls, and Fuel Polishing Systems.

• Provide all necessary materials, labor, tools, and equipment for preventive maintenance.

• Submit a report after each visit detailing system deficiencies, recommendations for repair/upgrade, and a price quote for labor and materials.

• All personnel must wear appropriate safety protection and follow post safety requirements.

• Specific tasks include inspecting piping, vents, gaskets, levels, valves, and controls for fuel storage tanks; inspecting and testing fuel pump controllers, wiring, and fuses; and inspecting and testing fuel dispensing equipment, including control panels, nozzles, and safety features.

• Contract Type: Firm Fixed Price Purchase Order.

• Period of Performance: One base year, with four one-year option periods.

• Estimated Value: Not explicitly stated, but pricing is required in NPR and/or USD.

• Proposals must include a completed solicitation (SF-1449), Defense Base Act (DBA) insurance costs, a list of clients demonstrating past performance, evidence of necessary resources, and a strategic plan for the services.

• Offerors must also provide a plan for obtaining local licenses and permits.

• Evaluation will be based on the lowest priced, acceptable, responsible offeror.

• Contractor responsibility will be determined by analyzing compliance with FAR 9.1 requirements, including financial resources, ability to meet performance periods, integrity, organization, experience, skills, equipment, and eligibility.

• Key deadlines: Offer Due Date is April 06, 2026, 23:59 Hrs.

• SAM registration is mandatory for this solicitation. A valid SAM registration is a condition for award.

• The acquisition is currently set as UNRESTRICTED.

• A site visit is scheduled for March 19, 2026, at 10:00 AM at the Chancery/Phora. Prospective offerors should contact gurungs10@state.gov for information or to arrange entry.

• Value Added Tax (VAT) is not included in CLIN rates and will be priced as a separate line item.

• The James Zadroga 9/11 Victims Health and Compensation Act of 2010 may apply, potentially subjecting payments to a 2% excise tax.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for a Preventive Maintenance Service Contract for Fuel Distribution Systems for the U.S. Embassy in Kathmandu, covering both the Chancery and Phora locations. The U.S. Government intends to award a contract or purchase order to the responsible company offering the lowest price, based on initial quotations. Discussions may be held if necessary.

Vendors are required to submit a quotation that includes:

• SF-1449
• Section I, Pricing
• Section 5 Representations and Certifications
• Additional information as required in Section 3
• Proof of SAM Registration

Not explicitly stated in this cover letter, but it refers to the attached solicitation document for full details.

• Quotations are due by 11:59 PM Kathmandu local time on April 6, 2026.
• Proposals must be in English.
• Incomplete proposals will not be accepted.
• Submissions must be made electronically to ktmcontracts@state.gov.
• Accepted file formats are MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).
• Individual file size must not exceed 20MB. Larger submissions should be sent in multiple emails with files under 20MB each.

Offerors must be registered in the System for Award Management (SAM) database at https://www.sam.gov prior to proposal submission. Failure to be registered may result in the proposal being deemed non-responsible.

This cover letter directs prospective quoters to follow instructions in Section 3 of the solicitation and complete required portions of the attached SF-1449 document.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for a Preventive Maintenance Service Contract for Fuel Distribution Systems at the U.S. Embassy Kathmandu (Chancery and Phora). The contract will cover services to control water-related problems in potable water systems.

• Preventive maintenance services for Fuel Distribution Systems.

• Services include logistics, customs, shipping, transportation, labor, water treatment chemicals, testing equipment, and administrative support.

• Focus on controlling water issues such as corrosion, scaling, general deposits, and microbiological fouling.

• Anticipated performance is for a base year with four one-year option periods.

• The solicitation is not ready to be issued as of February 18, 2026. It will be launched on SAM.gov when available.

• The U.S. Government plans to issue the solicitation in the first week of March 2026.

• All contractors must be registered in the SAM (System for Award Management) Database prior to submitting an offer.

• Prospective offerors are encouraged to register prior to submitting quotations/proposals.

• Note: The response date in this synopsis is not a firm date; refer to the RFP for the actual date.

• All responsible sources may submit an offer for consideration.

• Primary: William J Miskelly (Phone: 00977-1-423-4000, Fax: 00977-1-4007277)

• Secondary: Sanju Gurung (Phone: 00977-1-423-4165, Fax: 00977-1-4007277)