U.S. EMBASSY SOUTH AFRICA FLEET MANAGEMENT CONTRACT
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The U.S. Embassy in Pretoria, South Africa, under the Department of State, is soliciting proposals for Fleet Management Services. This opportunity seeks a vendor to provide a card-based system for vehicle-related expenses including fuel, oil, tolls, parking, and roadside assistance for its fleet. The contract is a Firm Fixed-Price, Indefinite Quantity/Indefinite Delivery type with a potential duration of five years. Quotations are due by Close of Business (COB) on February 23, 2026.
Scope of Work
The selected contractor will implement and manage a comprehensive card-based system for the Embassy's fleet operations. Key services include:
- Issuance and management of fleet cards for authorized vehicles and drivers.
- Integration of card transactions with fleet management software.
- Real-time monitoring and reporting of fuel, maintenance, and other fleet-related expenses.
- Fraud prevention and transaction controls.
- Support for lost/stolen card management and emergency replacements.
- Training for client staff on card usage and reporting tools.
- Ongoing customer support and troubleshooting. Deliverables include fleet cards, system integration, reporting tools, training, documentation, and support services.
Contract & Timeline
- Contract Type: Firm Fixed-Price with economic price adjustment, Indefinite Quantity/Indefinite Delivery.
- Period of Performance: Five (5) years, consisting of a one-year base period (June 1, 2026 – May 31, 2027) and four one-year option periods.
- Set-Aside: This is an UNRESTRICTED acquisition, open to all responsible sources.
- Fuel Volume: Minimum 10,000 liters per year, maximum 550,000 liters per year (50ppm Petrol and Diesel).
- Quotations Due: February 23, 2026, COB.
- Published Date: January 22, 2026.
- Place of Performance: Pretoria, South Africa.
Eligibility & Submission Requirements
- Mandatory SAM.gov Registration: Offerors must be actively registered in the System for Award Management (SAM.gov) prior to submitting an offer and must include their Unique Entity Identifier (UEI) with their quote. A detailed guide for international registrants is provided.
- Local Presence: Offerors must operate an established business with a permanent address and telephone listing in South Africa or plan to establish an office within 30 days of contract award.
- U.S. Clauses: Bidders must comply with U.S. clauses and agree to waive their company's terms and conditions.
- Submission: Electronic submission to pretoria_contracting_office-dl@state.gov. Proposals must be in English and should not exceed 30MB per email.
- Required Documents: SF-1449, Section I Pricing, Section 5 Representations and Certifications, additional information as required in Section 3, a completed IRS Form W-14, and proof of SAM registration.
Evaluation
Award will be made to the lowest priced, acceptable, responsible offeror. The U.S. Government may award the contract based on the initial offer without discussion.
Additional Notes
Payments are made monthly, within 30 calendar days after receipt of invoice. No price increases are allowed during the contract term, except for adjustments related to the price of oil, subject to South African laws. Advance payments are not authorized. VAT is not included in CLIN rates and will be priced separately.