Responses to Vendor Questions for RFQ 19NL8026Q0023.pdf

SBU - CONTRACTING AND ACQUISITIONS

Responses to Vendor Questions – RFQ 19NL8026Q0023

Automobile Purchase, U.S. Embassy The Hague, The Netherlands

Notice: Close of Question Period

Issued: August 24, 2026 at 10:15 hours (local time)

The Government thanks all prospective Offerors for their thoughtful questions regarding RFQ 19NL8026Q0023, Automobile Purchase, U.S. Embassy The

Hague, The Netherlands. The responses below represent the Government's final answers to all questions received to date.

Please be advised that the question period for this solicitation is now closed, and no further questions will be accepted. Offerors should rely on the solicitation package, as clarified by this Q&A document, in preparing their final quotations.

Quotations remain due by September 11, 2026, at 5:00 p.m. (local time), submitted electronically to TheHagueContracts@state.gov in accordance with the

Submission Instructions in the solicitation letter.

The Government appreciates the diligence shown by all prospective Offerors in preparing thorough, well-informed submissions.

Page references to the solicitation package (RFQ 19NL8026Q0023) are provided beneath each response for traceability.

Question 1 – Acceptability of a 7-Speed Dual-Clutch Automatic Transmission as "Equivalent" to the Minimum 8-Speed Requirement (Rephrased from: "The specification requires an automatic transmission, 'minimum 8-speed or equivalent.'

Please confirm whether a 7-speed dual-clutch automatic transmission qualifies as equivalent.")

The specification requires a minimum 8-speed automatic transmission or equivalent. "Equivalent" means that an alternative transmission configuration (e.g., fewer gears, dual-clutch design, etc.) will be considered acceptable provided it meets or exceeds the performance characteristics associated with the 8-speed requirement, including but not limited to shift responsiveness, smoothness of power delivery, fuel efficiency, and overall drivability suitable for official operations and high-level representational use. Offerors proposing an alternative mailto:TheHagueContracts@state.gov transmission configuration must clearly demonstrate, with manufacturer specifications or comparable data, how the proposed transmission meets or exceeds these performance standards. The Contracting Officer, in consultation with the technical requester, will make the final determination of technical acceptability based on the information submitted.

Solicitation citations: RFQ, Powertrain and Performance section, page 2.

Question 2 – Acceptability of Petrol Mild-Hybrid and Petrol Plug-In Hybrid

Powertrains (Rephrased from: "The specification states 'Petrol.' Please confirm whether petrol mild-hybrid and petrol plug-in hybrid powertrains that meet all other requirements are acceptable.")

Yes. Per the RFQ's governing instruction that "Offerors must meet or exceed the following minimum specifications", all listed specifications — including Fuel

Type: Petrol — establish a floor rather than an exclusive standard. Petrol mild-hybrid and petrol plug-in hybrid vehicles, which use petrol as their primary fuel source and meet or exceed all other stated requirements, are acceptable.

Solicitation citations: RFQ, General Requirements, page 1; RFQ, Powertrain and

Performance section, page 2.

Question 3 – Acceptability of Full-Length Curtain Airbags as Satisfying the

"Rear Side" Airbag Requirement (Rephrased from: "Please confirm whether full-length curtain airbags covering the rear outboard seating positions satisfy the

'rear side' airbag requirement, or whether dedicated rear thorax side airbags are required.")

The specification requires "Driver, front passenger, side, rear side, and knee airbags". Consistent with the governing "meet or exceed" standard, the requirement is performance-based rather than technology-specific. Full-length curtain airbags providing head and torso protection to rear outboard occupants are acceptable, provided the offeror demonstrates that the system provides equivalent or superior occupant protection coverage compared to dedicated rear thorax side airbags.

Offerors should submit manufacturer safety documentation confirming the airbag system's coverage specifications.

Solicitation citations: RFQ, Safety and Driver Assistance Features, page 2.

Question 4 – Acceptability of a New, Unregistered EU-Spec Vehicle Sourced from an Authorized EU Dealer as Satisfying the "New Equipment Only / No

Gray Market" Requirement (Rephrased from: "Please confirm that a new, unregistered EU-specification vehicle supplied through an authorized EU dealer in any EU member state, with first registration to the Embassy, satisfies the requirement for new equipment only and no gray market.")

The specification requires the vehicle be "European Specification (EU Spec)" and states, "New equipment only; remanufactured or 'gray market' vehicles will not be accepted". A new, unregistered EU-spec vehicle procured through an authorized manufacturer dealer within the EU, with first registration occurring to the

Embassy, satisfies this requirement, provided the vehicle is unused, carries full manufacturer warranty coverage valid in the Netherlands, and is not sourced through an unauthorized reseller or parallel-import channel. Offerors must provide documentation confirming the dealer's authorized status and the vehicle's chain of title from manufacturer to first registration.

Solicitation citations: RFQ, General Requirements, page 1; RFQ, Warranty and

Maintenance, page 3.

Question 5 – Trade-In Vehicle: Inspection Availability, Title Transfer Timing, and SF-18 Presentation (Rephrased from: "For the optional trade-in of the 2019

BMW X1, please confirm: (a) whether the vehicle may be inspected prior to quote submission; (b) whether title transfers to the contractor at delivery of the new vehicle; and (c) whether the trade-in value should be stated as a separate line item on the SF-18.")

(a) Inspection: Yes. Interested offerors may request an inspection appointment by contacting the Contracting Officer at TheHagueContracts@state.gov. Inspection requests should be submitted with sufficient lead time to be accommodated before the quotation due date of September 11, 2026.

(b) Title transfer: Yes. Title and ownership of the trade-in vehicle transfer to the selected offeror upon delivery/exchange of the new vehicle at the Embassy. The offeror is solely responsible for all costs, procedures, and documentation associated with the transfer of ownership/title, and for all applicable Dutch taxes and fees, including VAT and BPM.

(c) SF-18 presentation: The trade-in value must be clearly separated and identified from the total quoted price for the new vehicle. Given that the SF-18 schedule (Block 11) contains only a single line item for the new vehicle, offerors should present the trade-in value as a clearly labeled separate attachment or insert mailto:TheHagueContracts@state.gov accompanying the SF-18, rather than as an additional formal line item on the form itself.

Solicitation citations: RFQ, Trade-In Vehicle section, page 4; RFQ, Evaluation of

Trade-In, page 4; RFQ, Standard Form 18, page 10.

Question 6 – Inclusion of Scheduled Maintenance Cost in the Unit Price and

Required Quotation Validity Period (Rephrased from: "Please confirm that the

2-year scheduled maintenance is to be included in the single unit price, and the quotation validity period the Embassy expects.")

The specification requires "Minimum two (2) years scheduled maintenance included". The cost of the 2-year scheduled maintenance shall be included within the single unit price quoted on the SF-18 (Block 15, Item 001); it shall not be itemized as a separate cost.

Regarding quotation validity: the RFQ does not separately establish a required quotation validity period. To ensure sufficient time for Government evaluation and award, the Contracting Officer hereby establishes that offerors shall hold their quoted pricing valid for a minimum of 30 calendar days from the quotation due date of September 11, 2026. Offerors should incorporate this validity period into their submitted quotations.

Solicitation citations: RFQ, Warranty and Maintenance, page 3 (maintenance-inclusion requirement only). Note: The 30-calendar-day quotation validity requirement is established through this Q&A pursuant to the Contracting Officer's authority to clarify and supplement solicitation terms, and is not otherwise stated in the RFQ.