SAM #19PM0726Q0017

Fuel Dispenser and Integrated Fuel Management System Replacement for U.S. Embassy Panama City

The U.S. Embassy Panama City, under the Department of State, is seeking a contractor to replace its existing fuel dispensing system with a modern, integrated solution at the Chancery facility. - Government Buyer: - U.S. Department of State, U.S. Embassy Panama City, Facilities Management Office - General Services Office (GSO) also referenced - Products and Equipment Requested: - One commercial-grade fuel dispenser capable of dispensing both diesel and gasoline - Includes hoses, nozzles, swivels, breakaway couplings, filters, mounting hardware, and electronics - One integrated fuel management system - Supports up to 1,000 vehicles - Includes vehicle/user identification card readers, user authentication, transaction recording, reporting, and software licensing - One administrative workstation - Desktop, monitor, keyboard, mouse, operating system licenses, fuel management software, UPS, and network interfaces - Approximately 100 meters of outdoor-rated communication and power cabling, with installation accessories and testing - Services Required: - System integration, testing, and commissioning (including verification of dispenser operation, card reader functionality, communication, transaction recording, fuel accuracy, and final acceptance testing) - On-site training for Embassy personnel (covering fuel dispensing operations, user card administration, report generation, software operation, troubleshooting, and data management) - Unique/Notable Requirements: - The fuel management system must provide accurate fuel accountability, user identification, and detailed reporting - Warranty coverage: 24 months for equipment, 12 months for labor - Quality assurance standard: no more than one customer complaint per month - All labor, materials, insurance, and overhead must be included - Contractor must complete installation within 30 days after equipment receipt; equipment delivery is estimated at approximately 120 days after Notice to Proceed - No specific OEMs or brands are named in the solicitation or attachments - All technical and product details are specified in the Statement of Work and attachments

Description

Dear Prospective Quoter:

Subject: Request for Quotations number 19PM0726Q0017

Enclosed is a Request for Quotations (RFQ) for NEC - Chancery Fuel Dispenser Replacement.  If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price.  We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by September 3rd, 2026, 03:30p.m. [local time]. 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 pnmprocreq@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word or MS-Excel or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449 2. Section 1, The schedule 3. Section 5, Representations and Certifications 4. Additional information as required in Section 3 5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submit of their offer/proposal. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

The site visit will be held on August 13th, 2026, at 10:00a.m. at U.S. Embassy Panama City, 783 Building, Demetrio B. Lakas Avenue, Clayton, Panama City, Republic of Panama.  Prospective offerors/quoters should contact Mr. Reinel Arcia ArciaRa@state.gov before August 11th, 2026, 12:00p.m. [local time] for additional information or to arrange entry to the building. 

If there are any questions regarding this solicitation please submit it in writing by COB August 17th, 2026, 12:00p.m. [local time] by sending an email to:  pnmprocreq@state.gov All answers will be posted on the SAM.gov.

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