19GE5025Q0099.pdf

COMBINED SYNOPSIS & SOLICITATION

United States Embassy Hanoi, Vietnam Ambulance Motor Vehicles Procurement

SOLICITATION NO. 19GE5025Q0099

Issued by:

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

August 4, 2025

Combined Synopsis and Solicitation Solicitation Number 19GE5025Q0099

The U.S. Consulate General Frankfurt hereby provides the following Combined Synopsis and Solicitation for:

Supply and delivery of six Ambulance Motor Vehicles for the U.S. Embassy Hanoi, Vietnam:

a. Four (4) Sports Utility Ambulance Vehicles to transport personnel.

b. Two (2) Ambulance Vans

All interested sellers shall review the solicitation and offer equipment in accordance with the specifications provided in this document.

This acquisition will utilize the best value - tradeoff source selection procedures in accordance with FAR 52.212-2. In using the best value approach, the Government seeks to award to the offeror who gives the Government the confidence that it will meet or exceed the requirements affordably in a way that will be advantageous to the Government. Such offer may not necessarily be the one offering the lowest price or receiving the highest non-price rating.

For this solicitation, all evaluation factors other than price, when combined, are approximately equal to price. Award may be made to the most highly qualified offeror:

a) which is deemed responsible;

b) whose offer conforms to the solicitation’s requirements; and

c) whose offer is determined to provide the best value to the Government.

U.S. CONSULATE GENERAL

Regional Procurement Support Office

Giessener Strasse 30 60435 Frankfurt am Main

Germany

Email: ArnoldG@state.gov

The Contracting Officer and Source Selection Authority (SSA) will determine what trade-off between the non-price factors and price promises the best value to the Government, price and other factors considered.

Background:

The Defense POW/MIA Accounting Agency (DPAA) maintains a fleet of 53 non-tactical vehicles in Hanoi, Vietnam to support the in-country research, analysis, investigations, and recovery operations throughout Vietnam to pursue the fullest possible accounting of those Americans still unaccounted for from the war.

Synopsis:

This is a combined synopsis/solicitation for commercial items 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 19GE5025Q0099 and is issued as a Request for Quotations (RFQ), unless otherwise indicated herein.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-04, effective June 11, 2025.

Contract Type:

The Government intends to award a single, firm fixed-price Purchase Order to the responsible offeror whose offer is evaluated as the best value for the Government. The total price shall include all labor, equipment, delivery charges, materials, overhead, profit, insurance, warranty, customs clearance, and all other expenses necessary to deliver the required supplies. 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.

Term of Contract:

This ensuing contract shall be effective from the date of the Contracting Officer’s signature and shall remain valid until all vehicles are received and accepted by the Government.

Compliance with Specifications:

Offerors shall also provide with their offer, at a minimum, existing product literature substantiating the acceptability of their offered product in accordance with this solicitation’s specifications provided in the solicitation. Failure to provide this information will result in a ‘non-responsive’ offer and removal from award consideration.

Descriptive Literature Required:

Definition: (a) "Descriptive literature" means information (e.g., cuts, illustrations, drawings and original manufacturers' brochures) that is submitted as part of an offer. Descriptive literature is required to establish, for the purpose of evaluation and award, details of the product offered that are specified elsewhere in the solicitation and pertain to significant elements such as (1) design;

(2) materials; (3) components; (4) performance characteristics; and (5) methods of manufacture, assembly, construction, or operation. The term includes only information required to determine the technical acceptability of the offered product. It does not include other information such as that used in determining the responsibility of a prospective contractor or for operating or maintaining equipment. (b) Descriptive literature must be (1) identified to show the item(s) of the offer to which it applies and (2) received by the time specified in this solicitation for receipt of offers. (c) Data displaying more than one model or size shall be clearly marked so as to indicate the specific item being offered. (d) Offers which do not present sufficient information to permit complete technical evaluation by the Government may be rejected. It is the offeror’s responsibility to prove that their proposed solution meets the requested specifications, subject to any limitations elsewhere in this solicitation.

Other Specific Requirements:

• The Contractor shall comply with all import requirements mandated by the Government of Vietnam. Further, the Contractor shall provide all the necessary documentation required at destination for importation of the proposed vehicles.

• The Contractor shall obtain all necessary export licenses regardless of shipping method.

• Authorized maintenance and repair facilities for the offered vehicle shall be available in

Hanoi, Vietnam.

• All manuals and literature shall be in the English language.

• DPAA does not enjoy diplomatic privileges and cannot waive importation taxes and Vietnam

VAT. The contractor will be responsible for payment of all import taxes and VAT for the shipment.

• The contractor will be responsible for clearing customs at Hai Phong Port and transfer of vehicles to their destination: 53 Tran Phu Street, Ba Dinh District, Hanoi, Vietnam.

- Draft shipping document with full details of the vehicle (make, model, year, color, engine number, VIN Number) and keep holding until the Government gives the shipper the green light to send the vehicle.

- Any other available documentation for the vehicle (for example COC, Certificate of Origin, Registration/Title)

• The vehicle license plate and traffic registration will be the responsibility of the U.S.

Embassy Hanoi; however, the contractor shall provide all necessary documentation for this process.

1. Required Documentation for Vehicle Registration by DPAA

- Original VAT Invoice: One for each vehicle (Provided by the Vietnamese Government)

- Original Quality Control Certificate issued by the Vietnamese Government

- Copy of Engine Number and VIN number for each vehicle

- For further guidance regarding oversea imported official vehicles procedures, please check the attached files. (Attachment 1 and 2).

2. Invoice

- The vendor must provide a Vietnamese Value Added Tax invoice provided by the

Vietnamese government in the name of Văn phòng MIA Hoa Kỳ, 53 Phố Trần Phú, Quận Ba Dinh District, Hà Nội (Note: Văn phòng MIA Hoa Kỳ is the Vietnamese designated name in country for the Defense POW/MIA Accounting Agency.)

3. Invoice Payment: Payment will be made via Electronic Fund Transfer (EFT) in accordance with Federal Acquisition Regulation FAR32.9 “Prompt Payment”.

4. Shipping/Delivery/Billing Address:

- Văn phòng MIA Hoa Kỳ, 53 Phố Trần Phú, Quận Ba Dinh District, Hà Nội

Basis of Price:

The price of all vehicles shall include their transportation F.O.B. Destination to the designated delivery point in accordance with FAR 52.247-34. All or Nothing: The Government is allowing complete offers for all items. Offers failing to meet this condition may be rejected.

Warranty:

The Contractor shall provide a copy of standard warranty information unless indicated otherwise.

The vehicle should come with at least a standard manufacturer and guarantee of quality. The warranty applies as of the date the vehicles are received and accepted at the delivery location.

The price for warranty shall be included in the price for vehicle.

An after-sales service support and spare parts shall be available in Vietnam. The vehicle must conform to local Vietnam standards for easy maintenance and or repair at local dealerships, and for parts availability.

Delivery:

Delivery shall be made F.O.B. destination, Hanoi, Vietnam, as soon as possible but not later than 210 days from the date of contract award and in accordance with the instructions you receive from the Point of Contact (POC) (to be advised on award).

Delivery Address:

Văn phòng MIA Hoa Kỳ 53 Phố Trần Phú Quận Ba Dinh District Hà Nội

Marking and Submission of Documents:

The cargo must be clearly marked with the requisition and purchase order number (to be advised on award). Labels shall also include clear description. If applicable, the Contractor shall provide delivery information or certificates of origin and shipping documents for the required goods being imported to the Point of Contact (POC) (to be advised on award) in advance of delivery.

Customs Clearance and Tax Exemptions:

DPAA does not enjoy diplomatic privileges and cannot waive importation taxes and Vietnam VAT. The contractor will be responsible for clearing customs at Hai Phong Port and transfer of vehicles to their destination: 53 Tran Phu Street, Ba Dinh District, Hanoi, Vietnam.

Coordination:

The Contractor shall coordinate the delivery of the vehicles with the following Points of Contact (POC): (to be advised on award).

Condition of Delivered Vehicles:

Only new vehicles are authorized, no grey market or refurbished vehicles. The vehicles must be new, never used, not altered in any way, and must be in drive-away condition.

Acquisition Method and Extent of Competition:

This solicitation is utilizing Simplified Acquisition Procedures at FAR 13.1.

List of Attachments:

Attachment 1: Overseas Imported Official Vehicles Attachment 2: QCVN-09-2024-BGTVT-Technical Regulation Automobiles Attachment 3: Representations & Certifications Attachment 4: Technical Compliance Matrix Attachment 5: W-14-Form Attachment 6: W-14-Instructions

Applicable Clauses and Provisions:

Clauses and Provisions incorporated by reference

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

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

Clause/Provision Tittle and Date

FAR 52.203-12 Limitation On Payments to Influence Certain Federal Transactions (Jun 2020) FAR 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or

Statements (Jan 2017) FAR 52.203-3 Gratuities (Apr 1984) 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 52.204-29 Federal Acquisition Supply Chain Security Act Orders—Representation and Disclosures (Dec 2023) FAR 52.204-7 System for Award Management (Nov 2024) FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services

(Sep2023) FAR 52.212-2 Evaluation – Commercial Product and Commercial Services (Nov 2021) FAR 52.212-3 Offeror Representations and Certifications - Commercial Product and

Commercial Services (May 2024) https://www.acquisition.gov/content/regulations

FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023)

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services (JAN 2025) (DEVIATION FEB 2025) - the applicable clauses under paragraph

(b) are:

52.203-6, 52.203-17, 52.204-10, 52.204-27, 52.204-30, 52.209-6, 52.222- 19, 52.222-36, 52.222-50, 52.225-5, 52.225-13, 52.226-8, 52.232-33, [U.S Based Company: 52.222-26; 52.222-36].

FAR 52.247-34 F.o.b. Destination (Nov 1991) DOSAR 652.229-70 Excise Tax Exemption Statement for Contractors Within the United States

(Jul 1988) DOSAR 652.229-71 Personal Property Disposition at Posts Abroad (Aug 1999) DOSAR 652.242-73 Authorization and Performance (Aug 1999) DOSAR 652.243-70 Notices (Aug 1999) DOSAR 652.247-70 Notice of Shipments (Feb 2015) DOSAR 652.247-71 Shipping Instructions (Feb 2015)

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

FAR 52.225-6 - Trade Agreements Certificate (Feb 2021)

(a) The offeror certifies that each end product, except those listed in paragraph (b) of this provision, is a U.S.-made or designated country end product, as defined in the clause of this solicitation entitled "Trade Agreements."

(b) The offeror shall list as other end products those supplies that are not U.S.-made or designated country end products.

Other End Products:

Line item No. Country of origin

[List as necessary]

(c) The Government will evaluate offers in accordance with the policies and procedures of part 25 of the Federal Acquisition Regulation. For line items covered by the WTO GPA, the Government will evaluate offers of U.S.-made or designated country end products without regard to the restrictions of the Buy American statute. The Government will consider for award only offers of U.S.-made or designated country end products unless the Contracting Officer determines that there are no offers for such products or that the offers for those products are insufficient to fulfill the requirements of this solicitation.

(End of provision)

FAR 52.229-11 Tax on Certain Foreign Procurements—Notice and Representation.

(a) Definitions. As used in this provision—

Foreign person means any person other than a United States person.

Specified Federal procurement payment means any payment made pursuant to a contract with a foreign contracting party that is for goods, manufactured or produced, or services provided in a foreign country that is not a party to an international procurement agreement with the United States. For purposes of the prior sentence, a foreign country does not include an outlying area.

United States person as defined in 26 U.S.C. 7701(a)(30) means

(1) A citizen or resident of the United States;

(2) A domestic partnership;

(3) A domestic corporation;

(4) Any estate (other than a foreign estate, within the meaning of 26 U.S.C. 701(a)(31)); and

(5) Any trust if–

(i) A court within the United States is able to exercise primary supervision over the administration of the trust; and

(ii) One or more United States persons have the authority to control all substantial decisions of the trust.

(b) Unless exempted, there is a 2 percent tax of the amount of a specified Federal procurement payment on any foreign person receiving such payment. See 26 U.S.C. 5000C and its implementing regulations at 26 CFR 1.5000C-1 through 1.5000C-7.

(c) Exemptions from withholding under this provision are described at 26 CFR 1.5000C-1(d)(5) through (7). The Offeror would claim an exemption from the withholding by using the Department of the Treasury Internal Revenue Service Form W-14, Certificate of Foreign Contracting Party Receiving Federal Procurement Payments, available via the internet at www.irs.gov/w14. Any exemption claimed and self-certified on the IRS Form W-14 is subject https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section7701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section701&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://www.irs.gov/w14 to audit by the IRS. Any disputes regarding the imposition and collection of the 26 U.S.C.

5000C tax are adjudicated by the IRS as the 26 U.S.C. 5000C tax is a tax matter, not a contract issue. The IRS Form W-14 is provided to the acquiring agency rather than to the IRS.

(d) For purposes of withholding under 26 U.S.C. 5000C, the Offeror represents that

(1) It □ is □ is not a foreign person; and

(2) If the Offeror indicates "is" in paragraph (d)(1) of this provision, then the Offeror represents that—I am claiming on the IRS Form W-14 □ a full exemption, or □ partial or no exemption [Offeror shall select one] from the excise tax.

(e) If the Offeror represents it is a foreign person in paragraph (d)(1) of this provision, then—

(1) The clause at FAR 52.229-12, Tax on Certain Foreign Procurements, will be included in any resulting contract; and

(2) The Offeror shall submit with its offer the IRS Form W-14. If the IRS Form W-14 is not submitted with the offer, exemptions will not be applied to any resulting contract and the Government will withhold a full 2 percent of each payment.

(f) If the Offeror selects "is" in paragraph (d)(1) and "partial or no exemption" in paragraph (d)(2) of this provision, the Offeror will be subject to withholding in accordance with the clause at FAR 52.229-12, Tax on Certain Foreign Procurements, in any resulting contract.

(g) A taxpayer may, for a fee, seek advice from the Internal Revenue Service (IRS) as to the proper tax treatment of a transaction. This is called a private letter ruling. Also, the IRS may publish a revenue ruling, which is an official interpretation by the IRS of the Internal Revenue Code, related statutes, tax treaties, and regulations. A revenue ruling is the conclusion of the IRS on how the law is applied to a specific set of facts. For questions relating to the interpretation of the IRS regulations go to https://www.irs.gov/help/tax-law-questions.

(End of provision)

FAR 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)

FAR 52.225-17 Evaluation of Foreign Currency Offers (Feb 2000) http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title26-section5000C&num=0&edition=prelim https://www.irs.gov/help/tax-law-questions

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 the U.S. Department of State foreign currency exchange rate in effect as follows:

(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.

(End of provision)

Addendum to FAR 52.212-1 Instructions to Offerors - Commercial Product and Commercial Services (Sep 2023)

Pursuant to FAR 12.302(d), the provision at FAR 52.212-1, Instructions to Offerors - Commercial Product and Commercial Services (Sep 2023) is augmented as follows:

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. As a minimum, offers must show:

(1) The solicitation number;

(2) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This shall include product literature, or other documents;

(3) Terms of warranty;

(4) Price and any discount terms;

(5) Delivery schedule and method of shipment;

(6) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR

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

(7) Past performance information to include recent and relevant three (3) contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information).

Offers who fail to furnish required representations or information or reject the terms and conditions of the solicitation shall be excluded from consideration.

Preparation of Offers: Offerors shall prepare and submit their offer in two (2) separate volumes as set forth below.

VOLUME I:

Price Proposal

(i) The offeror shall complete pricing information in the table below.

CLIN Description Unit Quantity Unit Price Total Cost

001 Sport Utility Vehicle Ambulances EA 4

002 Ambulance Vans EA 2

003 VAT lot 1

004 Shipping & Customs charges to Hanoi, Vietnam Lot 1

GRAND TOTAL – CLINs 001 to 004:

Currency: _____________________________

(ii) FAR 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024) and FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021): the selected offeror must submit a completed copy of the listed representations and certifications. A completed copy of these provisions MUST be included on the System for Award Management (SAM) web site located at https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision in the Attachment 3.

VOLUME II:

Technical Capability

The proposed supply shall meet all of the minimum technical specifications and the delivery terms contained herein. In addition, the offeror shall provide:

https://www.sam.gov/

(A) Descriptive Literature.

(B) A delivery confirmation providing delivery within 210 calendar days of award to

Hanoi, Vietnams.

(C) Warranty provisions: Standard warranty of 36 months or 100,000 kilometers, whichever comes first. After sale services by authorized dealer from manufacturer only.

(D) Names and addresses of maintenance and repair facilities including names and contact details of representatives at the facilities in Hanoi that the contractor will use to address issues during the warranty period.

(E) Technical Compliance Matrix (Attachment 4)

SUBMISSION OF OFFERS:

Each offer must consist of the following physically separate volumes:

(1) Volume I - Price Offer and Attachment 3, Representations and Certification, Proof of active SAM registration;

(2) Volume II - Technical Capability - Descriptive literature, delivery confirmation, warranty provisions, a list of maintenance and repair facilities in Hanoi (names, addresses and contact details), and completed Technical Compliance Matrix (Attachment 4).

One (1) Electronic version sent via email.

The information shall be in a format readable by Microsoft (MS) Word 2016, MS Excel 2016 or Adobe PDF as applicable.

The complete offer shall be submitted via email to the email addresses provided below. The email shall be marked “Offer 19GE5025R0065” and must arrive on or before September 3, 2025, 15.00 hrs. C.E.S.T.

ArnoldG@state.gov BaltaA@state.gov

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

All proposals must be sent by email. Delivery via a cloud file storage service (e.g. GoogleDrive, etc.) is not allowed. The file size limit for individual emails is 50 Mb. If the proposal is sent in multiple emails, the email shall be labeled accordingly (e.g. file 1 of 2).

SUBMISSION OF QUESTIONS:

Interested parties may submit any questions concerning the solicitation as soon as possible but not later than Monday, August 11, 2025 15:00 hrs Central European Summer Time (CEST), email to Mr. Arnold at “ArnoldG@state.gov” and copy “BaltaA@state.gov”. The email subject line must read “Solicitation 19GE5025Q0099.”

Late questions may not be considered.

OFFER DUE DATE:

Offers shall be submitted as soon as possible but not later than 1500 hrs Central European Summer Time (CEST) on September 3, 2025, email to Mr. Arnold at “ArnoldG@state.gov” and copy to “BaltaA@state.gov”. The email subject line must read “Solicitation 19GE5025Q0099.” The email size shall not exceed 45 MB.

Late submissions shall not be considered.

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

FAR 52.212-2 - Evaluation—Commercial Products and Commercial Services.

(a) The Government will award a purchase order 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 best valued acceptable offer. The evaluation shall include the following:

• Compliance Review.

• Technical Capability

• Past Performance

• Price Evaluation

1. BASIS FOR AWARD: The Government’s evaluation of offers will be conducted in accordance with FAR Part 13, utilizing the evaluation factors of: 1. Technical Capability, 2.

Price. Evaluation of these factors will utilize a tradeoff evaluation approach; whereby the Government seeks to award to the offer which is determined to be the best value to the Government. Only one award will be made as a result of this solicitation.

A. Compliance Review. The Government will perform an initial review of offers received to determine compliance with the terms of the solicitation. The Government may reject as unacceptable offers which do not conform to the solicitation.

• Pricing Schedule

• Representations and Certifications

• SAM Registration

B. Technical Capability. The government will evaluate the offeror's technical offer and past performance information to make a technical capability determination, using a scale of Highly Qualified, Qualified, Marginally Qualified, and Unacceptable.

C. Past Performance. The Government will evaluate the extent to which the referenced efforts are similar to this solicitation. Evaluation will include efforts conducted for federal, state, or local government agencies as well as commercial customers. In making this determination, the Government reserves the right to use data provided by the offeror and data obtained from other sources.

D. Price Evaluation. The price will be evaluated by the lowest aggregate sum of the items including any delivery charges, custom clearance, handling charge, Value Added Tax (VAT) (if applicable) etc. The Government reserves the right to reject proposals that are unreasonably low or high in price.

E. Responsibility Determination. The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

• adequate financial resources or the ability to obtain them;

• ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

• satisfactory record of integrity and business ethics;

• otherwise qualified and eligible to receive an award under applicable laws and regulations.

(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.

(End of Provision)

{END OF SOLICITATION}