19GE5023Q0036-Combined Synopsis-Solicitation.pdf

COMBINED SYNOPSIS & SOLICITATION

Prisoners Transport Vehicles

U.S. Embassy Pristina

SOLICITATION NO.19GE5023Q0036

Issued by:

Regional Procurement Support Office Frankfurt Giessener Strasse 30 60435 Frankfurt am Main Germany

Regional Procurement Support Office Frankfurt Giessener Strasse 30

60435 Frankfurt am Main Germany

Tel: (49) 69 7535 3350

E-mail: DyaneA@state.gov

April 5, 2023

Combined Synopsis and Solicitation

Solicitation Number 19GE5023Q0036

The American Consulate General Frankfurt hereby provides the following Combined Synopsis and Solicitation for:

Prisoners Transport Vehicles U.S. Embassy Pristina

Synopsis:

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. The solicitation number is 19GE5023Q0036 and is issued as a Request for Quotes (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2023-01, effective December 30, 2022. The solicitation is not set-aside.

Contract Type:

The Government intends to award a single, firm fixed-price contract to the responsible offeror whose offer is evaluated as the lowest-priced and technically acceptable. The total price shall include all labor, equipment, delivery charges, materials, overhead, profit, insurance, and all other expenses necessary to deliver the required equipment. No additional sums will be payable on account of any escalations in the cost of materials, equipment, or labor, or because of the Contractor’s failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted on account of fluctuations in currency exchange rates.

Statement of Work

Requirements:

A vendor shall supply and deliver Prisoners Transport Vehicles as described in the following specifications. All vehicles shall be new, of high-quality and shall meet European Union standards.

All vehicles shall be capable of being maintained commercially by trained mechanics, in Kosovo with spare parts available locally at a reasonable cost.

Shipping Condition:

All bid prices shall include shipping FOB Destination. No partial shipments are permitted, unless otherwise specified by Contracting Officer at time of award.

Shipping address:

U.S. Embassy Pristina, Kosovo.

ATTN: INL

4 Korriku no 25 Pristina, 10000 Kosovo

Warranty:

At least thirty six (36) months standard manufacturer or dealer warranty in Kosovo is required for all the vehicles. The warranty applies as of the date the vehicles are received and accepted at the delivery location. Vehicles or parts that fail or malfunction during the warranty period shall be repaired or replaced. The price for the warranty shall be included in the price for the vehicles.

Delivery and Deadline:

The delivery shall be made within 60 calendar days from the date of award.

Payment Schedule and Invoice Submission (Fixed-Price):

Payment to The Contractor can only be made once the goods have been custom cleared and delivered to the agreed final destination, respecting all the conditions listed here in this solicitation, and upon confirmation and acceptance by means of a receiving report from Post.

Thereafter, payment will be processed within 30 days.

Unless a separate remittance address is specified, payment shall be made to the contractor’s address as specified on the cover page of the issued contract.

Duty-Free Clearance:

The U.S. Government will assist the Contractor in obtaining customs clearance and tax exemption certificates from the Government of Kosovo.

Duty-free clearance shall include all imported materials, equipment, personnel and all shipping containers or otherwise. The Contractor shall follow the instructions of the purchase order as to the manner of marking and labeling the shipping containers or otherwise processing shipments of imported materials in order to obtain, or continue to receive, duty free clearance through customs. The Contractor shall be solely responsible without right of reimbursement from the

Government, for the payment of customs duties, if any, which:

1. are imposed on items which are not labeled and processed in accordance with the contract instructions,

2. are imposed on the Contractor's tools, construction equipment and machinery imported for use on the project, or

3. are otherwise ineligible for duty-free entry.

The Contractor shall estimate a reasonable number of days for custom clearances and delivery.

In the event that the contractor fails to provide any required paperwork for the custom clearance process to the U.S. Embassy Kosovo shipping office and the custom clearances procedure is delayed, the contractor shall be required to pay any additional costs occurred (storage fees).

When the goods are imported to Kosovo, the U.S. Embassy Pristina can provide a letter for

Customs clearance and exemption of Customs import taxes.

To avoid rejection, coordination with POC prior to shipping is required.

Value Added Tax (VAT):

The U.S. Embassy Pristina, Kosovo is exempted from VAT on both importation of goods and domestic purchase of goods and services and can provide a VAT exemption letter to the

Contractor upon award.

Brand Name or Equal:

The buyer is allowing sellers to submit offers for alternate products as long as the offered specifications meet the stated salient characteristics/specifications. Sellers shall state exactly what product/brand name they are bidding (including make, model, and description) and provide descriptive literature for the offer to be considered. It is the offeror’s responsibility to prove that the offered product meets the specifications. Offerors shall also provide with their offer, at a minimum, existing product literature to substantiate the acceptability of their offered products in accordance with the specifications provided in this document. Offers without Descriptive

Literature may be rejected.

Inspections:

The Government shall conduct inspections of the equipment upon delivery.

Currency:

The currency shall be fixed and cannot be changed by modification to the contract. The contract will be issued in the currency, the price proposal has been quoted in.

Currency: ____________ (Please insert currency of the offer)

Schedule:

CLIN Description Brand Unit Qty Unit Price

Total

Transport Vehicle (Brand: Mercedes-Benz Sprinter or equal) As specified in the Technical Specifications

EA 3

Customization of CLIN 0001 As specified in the Technical Specifications

EA 3

Subtotal

CLIN Description Unit Qty Unit Price

Total

0003 Delivery LT 1

Subtotal

Grand Total

Specifications

CLIN Technical Specifications

Transport Vehicle (Brand: Mercedes-Benz Sprinter or equal)

• Vehicle shall meet European Union standards

• New units, Year of Production: 2021 or newer

• Colors: Dark Blue

• Number of travelers –Nine (9)

• Minimum number of officers in the driver cabin –Three (3)

• Minimum number of prisoners in the prisoner area –Four (4)

• Minimum number of officers in the staff observation area – Two (2)

• Number of doors: minimum four (4)

• Minimum length: L3H3

• Minimum width (no mirror): L3H3

• Minimum height: L3H3

• Engine: Turbo Diesel

• Traction: all-wheel-drive

• Engine power: minimum 150KW

• Engine volume (cc): minimum 2951cc (3.0)

• Engine Capacity : not less than 2400 cc

• Engine Power: not less than 90 kw

• Gross Vehicle Weight Rating (GVWR): less than 3500 kg

• Payload exclusive constructive upgrades: not less than 1000 kg

• Overall height (unloaded): not higher than 240 cm

• Cargo room height: not less than 160 cm

• Steering-Power assisted

• Tires-all seasons

• Air-bags-not less than 3 in driver’s compartment

• Glass: The wind shield shall be with darkened stripe in the upper part, not visible

• Lock/ Unlock system: Central locking system from distance (incorporated in the key)

• Windows-powered

• Radio – built in with AM/FM/CD player, two loudspeakers and antenna

• Accessories- Spare tire, car jack, fire extinguisher, first aid kit, safety triangle

• Transmissions -Automatic

• ABS braking system

• Stability Control Systems: ESP

• Safety belts (seat belts) for all seats. There shall be four connecting points, in the back where prisoners are placed

• Tires (minimum 16") Run-Flat Tires

• Bolted special wheel-tightening key

• Central closure system remote-controlled

• Windows and front and back doors close electronically with driver-controlled jamming options – Windows shall be dark (tinted) minimum 70%

• Exterior mirrors with adjustment and warm-up

• Windshield wipers with interval adjustment

• Climate controlled air conditioning with two areas - the driver cabin and the prisoner area controlled by the driver or observation staff

• Multimedia system, sensor and camera system with indoor parking lot monitoring

• Cameras in the prisoner cabin (with access to surveillance and recording by staff)

• Snow chains spare light, jumper cable (300 amps)

• Keys with remote fobs

• Alarm activation base units shall be housed in the driver cabin

CLIN Technical Specifications

Customization of CLIN 0001

1- Special requirements (Interior)

• Details on the load of the partition in the transport vehicle:

The side walls/panels, roof and doors shall be of the highest level of safety, and they shall be covered with water-resistant material / material that can be cleaned such as an Altor equivalent non-skid flooring. (Aluminum plates are preferred in the transport space). The floor shall be covered with tiles covered with material that can be cleaned. The covered tile shall cover the side walls/panels from above at least 200 mm.

• Details on the Officer Observation Space:

The observation space shall be placed immediately behind the driver's space.

The officer observation space shall have a separate switch for the lights of the transport space.

Heating, cooling, and ventilation switches shall be in the observation section. Ventilation capacity shall be sufficient for six people.

There shall be a dividing wall/panel between the observation space and the transport space (see attachment - A). This wall/panel shall be made of steel (or gratings). The grating rods shall be placed in the loading space. These rods shall be sufficiently strong to withstand shocks (attachment - A).

These rods shall be close enough to each other so that no object is thrown into the observation space. The rods shall be square with dimensions 15 x 15 x 2.5 mm and the distance between the rods shall be 5 x 5 cm.

The gratings in the seat of the observing officer shall have Plexiglas with a thickness of at least 8 mm.

The door shall have 2 locks on the partition wall/panel that cannot be lifted. The lock can only be opened from the observation space. This shall be a sliding door for opening and closing (with bearings and rails - to ensure safe opening and closing and not to prevent the entry of prisoners and staff between the two spaces (the observation space where the staff is located and the transportation space where the prisoners are located).

The side door shall be complete of metal, and the shutters shall also have a padlock system for extreme security cases.

In the observation space, there shall be 2 seats with 360° rotating system (see attachment - A). Each seat shall have a seat belt. The seats shall be covered with a material that can be easily cleaned.

• Prisoner Transportation Space:

A minimum of two (2) lights are to be installed on the interior roof of the cabin of the transport space. The light switch in the transport space shall be in the observation space.

In the secured transport space, there shall be four (4) seats. The seats shall face the direction of the driver of the transport vehicle. Each seat shall have a seat belt. The seats shall be well fixed to the floor of the vehicle to be static and shall be covered with material which can be easily cleaned.

Behind each prisoner seat (1 and 2) there shall be a wall with gratings (5 x 5 cm) from the floor to the vehicle roof.

All windows in the transport compartment shall be covered with gratings (5x 5cm) (see attachment

- A).

The sliding door with gratings shall be secured with no sharp devices or screws. The floor shall be covered with metal plates, without bolts that can be reached. They shall be easy to clean and from non-slip material. A heavy duty, slip resistant, recessed step shall be installed on the rear of the van.

Interior finish of the prisoner compartments shall be tamper-proof and fire resistant with no sharp edges.

A ventilation system shall be mounted in the roof of the prisoner compartments area and supplied with a wire mesh tamper proof cover.

An air exchange system shall be installed that ducts air/heat/air conditioning from the driving compartment to the prisoner area.

Four (4) recessed ceiling mounted dome light shall be installed in the prisoner area with tamper proof hardware (two lights per compartment). Sufficient lighting shall be secure on the rear step area for loading/uploading during nighttime.

The ventilation system, air condition and the lighting of the prisoner area shall be controlled from the driving compartment.

The rear of the compartment shall be made of double-opening metal gratings that fit the space of the double door (this door shall have a three-pin cylinder closure).

The double door of the conveyor shall be separated from the connection to the rear gratings.

The back door shall be made entirely of metal (two wings) and open only from the outside. In order to prevent prisoner escape. The inner door shall not open mechanically from the inside.

Additionally to the electronic opening / closing, there shall be a padlock system.

2- Special requirements (Exterior):

Emergency vehicle lighting and siren/megaphone shall be installed on the van roof. The full size blue LED light bar is to be placed horizontally. The lighting shall be the same as used by the Kosovo Correctional Service, Kosovo Police and Custom units. Radio communication including power supply, wiring, microphone, loudspeakers and antenna shall be integrated. Fog lights shall be installed on the grill.

The blue light/rotation system shall be a separate function. The separation of blue light in front, on the back and side, as well as all at once.

The activation base with switching function for all individual lights, siren, and megaphone microphone shall be installed in the van cabin with easy access for the vehicle driver.

A slide out step shall be placed under the exterior of the passenger sliding door to provide safe entry and exit for prisoners and staff.

APPLICABLE CLAUSES AND PROVISIONS

The selected Offeror shall comply with the following commercial item terms and conditions, which are incorporated herein by reference:

• FAR 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services (Nov 2021), applies to this acquisition,

• FAR 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (Dec 2022) – to be completed with other certifications and submitted with the offer,

• FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Dec 2022),

• FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services - the applicable clauses under paragraph (b) are: 52.203-6, 52.204-10, 52.209-6, 52.209-9, 52.219-4, 52.222-19, 52.222-50, 52.223-18, 52.225-5, 52.225-13 and 52.232-33,

• FAR 52.204-7 System for Award Management (Oct 2018),

• FAR 52.204-13 System for Award Management Maintenance (Oct 2018),

• FAR 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020),

• FAR 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020),

• FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021),

• FAR 52.225-14 Inconsistency between English Version and Translation of Contract (Feb 2000),

• FAR 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran – Representations and Certifications (Jun 2020),

• FAR 52.228-3 Workers’ Compensation Insurance (Defense Base Act) (Jul 2014),

• FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Nov 2021),

• DOSAR 652.232-70,

• DOSAR 652.242-73, and

• DOSAR 652.243-70.

The full text of the referenced FAR and DOSAR clauses may be accessed electronically at https://www.acquisition.gov/.

The following and provision(s) are provided in full text:

52.214-34 Submission of Offers in the English Language (Apr 1991)

Offers submitted in response to this solicitation shall be in the English language. Offers received in other than English shall be rejected.

(End of provision)

52.225-17 Evaluation of Foreign Currency Offers (Feb 2000)

If the Government receives offers in more than one currency, the Government will evaluate offers by converting the foreign currency to United States currency using https://x-rates.com in effect as follows:

(a) For acquisitions conducted using sealed bidding procedures, on the date of bid opening.

(b) For acquisitions conducted using negotiation procedures--

(1) On the date specified for receipt of offers, if award is based on initial offers;

otherwise

(2) On the date specified for receipt of proposal revisions.

https://www.acquisition.gov/

652.206-70 - ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015)

(a) The Department of State’s Advocate for Competition is responsible for assisting industry in removing restrictive requirements from Department of State solicitations and removing barriers to full and open competition and use of commercial items. If such a solicitation is considered competitively restrictive or does not appear properly conducive to competition and commercial practices, potential offerors are encouraged first to contact the contracting office for the solicitation. If concerns remain unresolved, contact:

(1) For solicitations issued by the Office of Acquisition Management (A/LM/AQM) or a Regional Procurement Support Office, the A/LM/AQM Advocate for Competition, at AQMCompetitionAdvocate@state.gov.

(2) For all others, the Department of State Advocate for Competition at cat@state.gov.

(b) The Department of State’s Acquisition Ombudsman has been appointed to hear concerns from potential offerors and contractors during the pre-award and post-award phases of this acquisition. The role of the ombudsman is not to diminish the authority of the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the selection official. The purpose of the ombudsman is to facilitate the communication of concerns, issues, disagreements, and recommendations of interested parties to the appropriate Government personnel, and work to resolve them. When requested and appropriate, the ombudsman will maintain strict confidentiality as to the source of the concern. The ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of formal contract disputes. Interested parties are invited to contact the contracting activity ombudsman, Sharon D. James, at 703-875-5429 or fax 703-875-6155. For an American Embassy or overseas post, refer to the numbers below for the Department Acquisition Ombudsman. Concerns, issues, disagreements, and recommendations which cannot be resolved at a contracting activity level may be referred to the Department of State Acquisition Ombudsman at (703) 516-1696 or write to: Department of State, Acquisition Ombudsman, Office of the Procurement Executive (A/OPE), 1200 Wilson Blvd, SA-6B 13th Floor, Arlington, VA 22209.

Addendum to FAR 52.212-1 Instruction to Offerors – Commercial Products and Commercial

Services (Nov 2021)

As specified in FAR 52.212-1, offers shall provide the following:

Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on letterhead stationery. As a minimum, offers shall show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. Offerors shall address each of the individual vehicle specifications as listed in CLIN 0001 Technical Specifications.

This shall also include product literature, or other documents;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition

Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information);

and

(11) Include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

ADDITIONAL REQUIREMENTS

(A) SAM Registration – Offeror is required to be registered in the System for Award Management (SAM) database, in accordance with FAR 52.204-7. Offeror shall provide UEI number for SAM registration verification.

(B) Offeror Representations and Certifications FAR 52.212-3 Offeror Representations and Certifications – Commercial Items (Dec 2022): The Offeror shall complete the 52.212-3, as applicable, and submit with their quote.

(C) Provide the Certification required in provision 52.222-56, that the offeror has a trafficking in person compliance plan and confirming the offeror, nor its agents or subcontractors, have engaged in any human trafficking related activities.

SUBMISSION OF OFFERS

Offers and all supporting documentation shall be submitted via email to DyaneA@state.gov. The subject line shall read “Quotation 19GE5023Q0036”. Downloading of offers from cloud-based file storage platforms, such as Google Drive, is not permitted.

OFFER DUE DATE

The complete offer shall be submitted via email to the email addresses provided below. The email shall be marked “QUOTE 19GE5023Q0036” and shall arrive on or before May 05, 2023,

15.00 hrs. C.E.T.

DyaneA@state.gov MachenDD@state.gov

IMPORTANT NOTE: No offers will be accepted after the time specified above.

All offers shall be sent by email. Delivery via a cloud file storage service (eg. Google Drive, etc.)

is not allowed. The file size limit for individual emails is 50 Mb. In the event that the proposal is sent in multiple emails, the email shall be labeled accordingly (eg. file 1 of 2).

Any questions concerning any aspect of the Request for Quote and the statement of work pertaining to this project may be directed to:

Mr. Hakim Dyane

Email: DyaneA@state.gov

SUBMISSION OF QUESTIONS

Any questions pertaining to this solicitation shall be submitted via email to DyaneA@state.gov no later than 17:00 CET on April 19, 2023.

mailto:DyaneA@state.gov mailto:DyaneA@state.gov mailto:MachenDD@state.gov mailto:DyaneA@state.gov

IMPORTANT NOTE: It is not the Government’s intention to acknowledge or to respond to questions received after the due date as stated above.

52.212-2 Evaluation—Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the lowest price technically acceptable offer. The following factors shall be used to evaluate offers:

1. Price;

2. Technical acceptability;

3. Past Performance;

The price evaluation is exclusive of VAT if applicable.

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

BASIS OF AWARD

The Government intends to award a contract resulting from this solicitation to the responsible offeror (as determined within the meaning of FAR Part 9, paragraph 9.104), whose offer conforms to the solicitation and is determined to be the lowest price technically acceptable offer, which meets the required delivery date requirements. Evaluation will be based on FAR 52.212-2, as provided in this solicitation.

ADDITIONAL INFORMATION

Applicable laws and regulations: Solicitation and award will be subject to laws and regulations of the United States of America.

Nicolas Wilhelm

Contracting Officer