Full Advert - Vehicle - Van-Type.pdf

United States of America Embassy London/GSO/PRO/AA

American Embassy London

General Services Office 33 Nine Elms Lane London SW11 7US

Email: procurement_box7@state.gov

July 24, 2025

Subject: RFQ 19UK5625Q0041 Vehicle Purchase– Van Type Quotation Due Date: 1700 BST on August 8, 2025

The U.S. Embassy London has a requirement for the provision and delivery of a new SUV-type vehicle in accordance with the specifications and terms and conditions set forth herein.

The U.S. Government intends to award a contract/purchase order resulting from this solicitation to the lowest priced, technically acceptable (LPTA) offeror/quoter who is a responsible contractor, in accordance with FAR 52.212-1. The Government intends to award a 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.

Vendors are advised that offers will be evaluated solely on those specifications stipulated as mandatory requirements below. Additional features or options further to the requirements specified can be accepted by the Government, but cannot be factored into the technical evaluation or considered in the ranking of vendors’ prices.

Pricing information for any additional options will be disregarded.

Diplomatic Registration is not required. However, if you can provide this service, please indicate the additional cost as a stand-alone optional line item. If included, the cost of diplomatic registration will be considered separately and will not be included in the LPTA evaluation criteria.

All offers shall be Firm Fixed Price. The price quoted by the vendor shall include all labor, materials, overhead, profit, and transportation necessary to deliver the vehicle to the U.S. Embassy London, located at 33 Nine Elms Lane, London SW11 7US. Payment will only be made for amounts itemized in the vendor’s quotation. No additional cost which was not itemized and stipulated in the submitted quotation will be considered for payment under any circumstances. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the quotation or the invoice.

The Embassy will allow vendors the opportunity to offer a new in-country/forecourt vehicle which is 'acceptably similar' and can be delivered more quickly than a factory-build. Vendors may offer one acceptably similar forecourt vehicle either in addition to, or instead of, a main offer. If quoting for an acceptably similar forecourt vehicle, please ensure that this is clearly stated in your response to this RFQ and that if providing this quote in addition to one for a factory build, costs/details are provided on two separate SF-18 forms. Determination of whether or not any offer for an in-country/forecourt vehicle is 'acceptably similar' shall be a matter of judgement solely by the Embassy's evaluation team, whose decision shall be final.

Vendors’ timescales for delivery shall be considered in the course of the technical evaluation and the Government reserves the right to place its order for the vehicle with any vendor whose offered vehicle meets the minimum mandatory specifications and who can ensure delivery in the shortest timeframe, preferably within six (6) months of receiving the order. Should the awarded vendor not deliver the ordered vehicle within the specified timescale, the Embassy reserves the right to unilaterally withdraw its order and source the required vehicle from another vendor.

An invoice shall be issued after the selected vendor completes delivery of vehicle and provides required documents. Full payment will be made against the invoice within 30 days upon receipt of complete documents.

mailto:procurement_box7@state.gov

1. Past performance reference check:

If you have supplied a government-owned diplomatic vehicle to the U.S. Embassy, London or another U.S.

diplomatic mission before, please provide the relevant PO reference number(s) and details of your point(s) of contact (if you have supplied more than one such vehicle, please use the most recent two as examples). This information will be used to provide a reference for your company’s past performance whilst serving the Embassy.

In addition, reference information for past sales to other government or non-governmental agencies or institutions, etc. should also be provided. Any adverse past performance may be judged to constitute technical unacceptability by the Embassy’s technical evaluation panel. The assessment of past performance shall be at the sole discretion of the Embassy’s technical evaluation panel, as will any determinations pursuant thereto regarding a vendor’s technical acceptability.

2. The following are applicable to non-UK vendors:

• Due to limitations on the authorized remit of this procurement, the Embassy shall not arrange customs clearance for the vehicle purchased from the successful vendor or to independently pay any associated customs duties. As stipulated in the issued SF-18 document, this RFQ is for ‘the supply and delivery of a new Government-owned vehicle to U.S. Embassy London.’ Consequently, any services, clearances or shipping charges and arrangements which are required to deliver the vehicle to the end user must be costed and guaranteed as part of a vendor’s quotation. Any quotation that declines to offer (and cost as appropriate) any such services cannot be judged technically acceptable. Aside from a final delivery charge within the UK, the Embassy is not liable in this procurement for any taxes or duties or fees pertaining to shipping, customs or clearance of the vehicle.

• As the vehicle required is for use within the United Kingdom, the vehicle must meet UK requirements for registration and UK environmental and safety regulations. If the vehicle is being imported, proof of approval to register the vehicle shall be provided by the vendor at no additional cost to the Embassy.

3. Specification of requirements:

All vehicles provided must be new. Second-hand vehicles are not acceptable.

The Embassy may choose to accept an in-country/forecourt vehicle already manufactured, provided it meets as a minimum the items listed as mandatory (as indicated by the asterisks* below).

Specification

3.1 New, 7+ passenger, 4+ door van*

3.2 Right Hand Drive (RHD)*

3.3 1950 cc 9-speed automatic diesel engine

3.4 Black leather upholstery. Heated seat for driver, seat heating for co-driver*

3.5 Metallic Black color/ dark blue, dark grey or dark black*

3.6 Exterior mirror, automatically folding, heated, with integrated indicator

3.7 Heat-insulating glass all round, Shaded glass in rear, black glass

3.8 EASY PACK Package - electr. Sliding door/Tailgate, EASY-PACK tailgate, separately opening rear window

3.9 Rear seat rows positioned facing each other*

3.10 Steering wheel heating, Leather steering wheel, Height and rake adjustable steering wheel

3.11 Warning triangle

3.12 Digital radio (DAB), Touchpad, Navigation

3.13 Electrical parking brake

3.14 Lighting for footwell, front

3.15 Electrical operation of right and left sliding doors

3.16 Electrical components for trailer socket

3.17 Wireless charging system for mobile devices

3.18 Blind Spot Assist, Traffic Sign Assist, Active Lane Keeping Assist, Active Brake Assist, Parking package with 360° camera, Headlight assistant

3.19 Adaptive brake light*

3.20 Tire pressure monitoring front/rear, wireless

3.21 Center airbag

3.22 Heavy-duty battery

3.23 Armrests for passenger compartment seats, detachable cup holders in rear armrests

3.24 12 V plug socket in trunk / load compartment, 12 V outlets for rear seat row, right and left

3.25 2 fob keys*

3.26 All customs, duties and delivery fees must be included in the cost*

3.27 Vehicle makes no use of covered telecommunications as described in FAR 52.204-24

4. The following brand and model meet the minimum specification requirements:

- Mercedes-Benz V 300 d Premium Long

Vendors may submit quotations for equivalent items, provided those items meet all of the salient physical, functional, and performance characteristics specified by this solicitation and as described in FAR 52.211-6.

Only companies or individuals specializing in this field should apply.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. 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.

Interested parties should download the RFQ package attached to this advert and provide their quotation to Procurement_Box7@state.gov, referencing I.D. # 19UK5625Q0041 in the Subject Line before 1700 BST on August 8, 2025.

Posted on July 24, 2025, for 15 days.

mailto:Procurement_Box7@state.gov