Att. 1 Statement of Requirements - Fleet Vehicle Insurance.pdf
PDF 96 KB Posted
- Attached to
- Vehicle Insurance for Official Fleet
- Solicitation number
- 19UK5625Q0026
- Issued by
-
Department of State US Embassy London
About this file
This document is a Request for Quote (RFQ) for Embassy Fleet Vehicle Insurance issued by the United States Embassy in London. The solicitation seeks a third-party insurance contractor to provide comprehensive vehicle insurance coverage for a fleet of 134 vehicles, including 35 standard vehicles, 45 light vans/SUVs, 7 heavy vans/trucks, 32 minibuses, 3 forklift trucks, and 7 regular coaches/armored vehicles. The contract period is from July 1, 2025, through June 30, 2026, with an optional one-year extension, and will be a firm fixed-price arrangement.
Key requirements include providing third-party liability coverage for vehicles operating in the UK, Northern Ireland, and Scotland, with certificates of insurance that include European coverage. The contractor must offer a named point of contact, emergency contact numbers, and the ability to provide immediate temporary insurance for hired or US-plated vehicles. The insurance must cover all authorized government representatives, include airside access to UK commercial and military airfields, and have extended coverage for motor trade use. Pricing will be determined on a per-vehicle basis, with costs including insurance premium tax and uninsured loss recovery. Quotations are due by 17:00 UK Time on April 14, 2025, to be submitted electronically to procurement_box7@state.gov.
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Text version
SENSITIVE BUT UNCLASSIFIED
United States Embassy London General Services Office/ Procurement 33 Nine Elms Lane London SW11 7US
Email: procurement_box7@state.gov
March 28, 2025
RFQ No. 19UK5625Q0026
STATEMENT OF REQUIREMENTS
CONTRACT: EMBASSY FLEET VEHICLE INSURANCE
DURATION: July 1, 2025, through June 30, 2026, with one option year to exercise at the sole discretion of the U.S Government.
Requirements:
The Contractor shall provide insurance cover for the Government's fleet of vehicles.
The Contractor shall indemnify the Government against Third Party claims, (except where otherwise stated), made directly in connection with all vehicles which shall be itemized and any replacements thereof, including reasonable temporary increases and decreases occasioned by the Government's vehicle replacement policy.
As vehicles are replaced, eliminated, or added to the fleet, the Government will notify the Contractor of any such changes as soon as possible. The Insurance Premium Amount will be reconciled on a quarterly basis.
Where vehicles are insured against Third Party liability, the Contractor shall make reasonable efforts, on behalf of the Government, to recover damages from third parties reasonably considered to be at fault in any accident involving vehicles itemized in the fleet listing. Such action shall only be taken when required by the Government. Any and all monies received by the Contractor shall immediately become payable to the Government. It is understood and agreed that the Contractor shall use its best endeavors to recover the said damages but shall not be liable in any way should such endeavors fail.
The Contractor shall not undertake to rely, or attempt to rely, on the Embassy's diplomatic status in the UK to avoid any claim.
The insurance shall cover all authorized Government Representatives to drive any vehicle itemized on the fleet vehicle list.
The insurance shall cover any of the vehicles listed to be driven in Northern Ireland and Scotland (two vehicles are permanently based in Edinburgh and six vehicles are permanently based in Belfast).
The Contractor shall provide Certificates of Insurance, which include European Cover, free of charge, thereby eliminating the need for application of green cards for visits to EU Member States.
mailto:procurement_box7@state.gov
The Contract shall include a fleet survey, free of charge, if required by the Contractor.
The Contractor shall provide a named point of contact who may be contacted by direct dial telephone number during normal work hours (09.00 to 17.30 Monday to Friday) and also by email. The Contractor shall also provide out of hours and weekend emergency contact numbers.
From time to time the Embassy will require immediate temporary insurance cover of hired vehicles or armored vehicles brought in from the US with US number plates. The insurer must be able to confirm a price on the spot and ensure that cover can start immediately.
Airside access to all UK airport to include both commercial and Military airfield.
Policy offered should have extended coverage to cover motor trade use, i.e. US Government vehicles been driven on trade plates.
The Contract shall be a firm, fixed-price contract for a period of one year, commencing July 1, 2025, through June 30, 2026, with one (1) option year.
PRICING TABLE
1.
Base Year – July 1, 2025, through June 31, 2026
Third Party £ Cost per Vehicle [including % premium]
35 x Standard Vehicles (Sedan)
45 x Light Vans/SUVs
7 x Heavy Van/Truck
32 x Minibus
3 x Forklift Trucks
7x Regular Coach/Armored:
Total for all 134 vehicles (including Forklifts) £
Option year 1 – July 1, 2026, through June 31, 2027
Third Party £ Cost per Vehicle [including % premium]
35 x Standard Vehicles (Sedan)
45 x Light Vans/SUVs
7 x Heavy Van/Truck
32 x Minibus
3 x Forklift Trucks
7x Regular Coach/Armored:
Total for all 134 vehicles (including Forklifts) £
NB Costs should include Insurance Premium tax and Uninsured Loss Recovery
File details come from the government source that posted it. Updated .