Solicitation_Vehicle Insurance.pdf

Date: April 21, 2025

Dear Prospective Offeror:

Subject: Request for Proposals number 19C02025R0003

Enclosed is a Request for Proposals (RFP) for Vehicle Insurance Services. If you would like to submit quotation, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-proposal conference at the site, The pre-proposal conference will be held on May 21, 2025 at 10:00 AM (local time) at the US Embassy Bogotá. Prospective offerors/quoters should contact bogotagsocompras@state.gov by May 19, 2025 at 16:00 hour for additional information or to arrange entry to the building.

Proposals are due by June 13, 2025 at 16:00 hour. No proposals will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your proposal must be submitted to Carera 45 #24B-27 before 4PM. Your proposal must be marked “Proposal for 19C02025R0003 for Vehicle Insurance Services”.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-33

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

5. Proof of SAM Registration

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 shall deem the offeror’s proposal to be considered nonresponsive to the solicitation requirements and no further

Embassy of the United States of America Bogotá, D.C., Colombia https://www.sam.gov/ consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Jackie L Parker Contracting Officer

Enclosure:

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 350)

RATING PAGE OF PAGES

2. CONTRACT (Proc. Inst. Ident.)

NO.

3. SOLICITATION NO.

19C02025R0003

4. TYPE OF SOLICITATION

_ SEALED BID (IFB)

x NEGOTIATED (RFP)

5. DATE ISSUED

April 21, 2025

6. REQUISITION/PURCHASE

NO.

PR12213563

7. ISSUED BY CODE 19C020 8. ADDRESS OFFER TO (If other than item 7)

AMERICAN EMBASSY BOGOTA

CARRERA 45 NO. 24B-27, ATTN: GSO

BOGOTA COLOMBIA

Phone: Fax: +57-601-275 2000

AMERICAN EMBASSY BOGOTA

CARRERA 45 NO. 24B-27, ATTN: GSO/SECCION DE COMPRAS

BOGOTA COLOMBIA

NOTE: In sealed bid solicitation "offer" and "offeror” mean "bid" and "bidder".

SOLICITATION

9. Offers for furnishing the supplies or services in the Schedule will be received in the inbox of e-mail address: bogotagsocompras@state.gov until June 13, 2025 local time 16:00 (hour).

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME

Jackie L. Parker Carolina Quiroga

B. TELEPHONE (NO COLLECT

CALLS)

+57-601-275 2000

C. E-MAIL ADDRESS

bogotagsocompras@state.gov

11. TABLE OF CONTENTS

(x) SEC. DESCRIPTION PAGE(S) (x) SEC. DESCRIPTION PAGE(S

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICE AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT X J LIST OF ATTACHMENTS

D PACKAGING AND MARKETING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X K REPRESENTATIONS, CERTIFICATIONS, AND

X F DELIVERIES OR PERFORMANCE OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION X L INSTRS., COND., AND NOTICES TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS X M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by offeror) NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (120 calendar days unless a different period is inserted by the offer) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT SEE 14

(See section I, Clause No 52.232-8)

10 CALENDAR

DAYS

20 CALENDAR DAYS

30 CALENDAR

DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF

AMENDMENTS

AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the solicitation and related documents ) numbered and dated:

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED

AND

ADDRESS OF

OFFEROR

TO SIGN OFFER (Type or print)

15B. TELEPHONE NO. (Include area code)

15C. CHECK IF REMITTANCE ADDRESS [ ]

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

_ 10 U.S.C. 2304(c)( ) _ 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN

IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7)

CODE

25. PAYMENT WILL BE MADE BY CODE 19C020

AMERICAN EMBASSY BOGOTA

CARRERA 45 NO. 24B-27, ATTN: FMC

BOGOTA COLOMBIA

26. NAME OF CONTRACTING OFFICER (Type or print) Jackie L. Parker

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this form, or on the Standard Form 26, or by other authorized official written notice.

mailto:bogotagsocompras@state.gov

11. SCHEDULE

(Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

1 Vehicle insurance services for U.S. Embassy in Bogota. One base year period plus four option years: *BASE YEAR *OPTION

YEAR ONE *OPTION YEAR TWO *OPTION YEAR THREE

*OPTION YEAR FOUR * SIX-MONTH EXTENSION

1.00 EA $0.00 $0.00

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. VEHICLE INSURANCE SERVICES

The Contractor shall provide insurance coverage and management of the related services for all the U.S. Government owned official vehicles located in the United States Embassy Bogotá, the Branch Office in Cartagena, and other regional offices and cities in Colombia.

B.2. TYPE OF CONTRACT

This is a fixed price type contract with an economic price adjustment.

B.3. PRICES/PREMIUMS

B.3.1. VALUE ADDED TAX

VALUE ADDED TAX (VAT). The Contractor shall include 19% VAT as a separate charge on the Invoice and as a separate line item in Section B.

B.3.2. Contractor’s premiums shall include all costs including personnel, administration, management, labor, transportation, overhead and profit. All premiums shall be in Colombian pesos (COP).

- SOAT premium. According to Colombian law, the SOAT annual premium is set by the Colombian Government. The Embassy requests a projection of the SOAT premium for 1 base period (1 year) plus 4 option years, based on historical rates. These projected rates will be used as a reference. The final rates set by the Colombian Government will be the rates used for billing purposes. Additionally, the Embassy requests a projection of a fixed price for an administrative fee for each vehicle. This administrative fee is to ensure the timely and efficient issuance of SOATs and to fulfill all operations and requirements. If applicable, the VAT amount of the administrative fee must be listed as a separate line item.

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF

2% PERSUANT TO 26 U.S.C. 5000C.

- Third-party liability premium. For diplomatic vehicles of any Mission in the Colombian territory, the Colombian Ministry of Foreign Affairs has constituted in its Protocol Manual, the following requirements:

-Minimum amount of coverage, based on the Colombian Current Legal Minimum Monthly Wage - SMMLV (Salario Mínimo Mensual Legal Vigente) currently corresponds to 750 SMMLV for injuries, or death of one or multiple people and for property damages.

- Minimum length of the insurance policy must be 1 year.

- The Third-party liability certificate for new vehicles must state the described is a diplomatic vehicle and that the insurance policy will be renewed for one year upon its expiration date.

The requirements listed are available at the Ministry of Foreign Affairs official website:

https://www.cancilleria.gov.co/ministry/the_ministry/protocol.

For the premium, the vendor must quote annual premiums. The VAT amount must be listed as a separate line item. The Embassy requests a projection of Third-party liability premiums with no deductible, for 1 base period (1 year) plus 4 option years, based on historical rates. These projected rates will be used for billing purposes.

B.3.2.1. The following categories** of insurance are depicted as Contract Line Items:

1. SOAT Diplomatic “SD”,

2. SOAT Motorcycle “SM”,

3. SOAT Automobile “SA”,

4. SOAT SUV “SS”,

5. SOAT VAN “SV”,

6. 7. SOAT Categories not used but required for new possible vehicles “SN”,

8. TPL - Third Party Liability Insurance (includes Bodily Injury and Property Damage) “TB”

(**) This categorization is aligned with the mandatory SOAT insurance milestones demanded by the host Government.

https://www.cancilleria.gov.co/ministry/the_ministry/protocol

B.3.3. Premiums - Base Period: The Contractor shall provide the services for the premiums shown below for the base period of the contract, starting on the start date in the Notice to Proceed and continuing for a period of 12 months.

SOAT Annual Premium Base Year

CLIN SUB-

CLIN

Category of Engine Capacity (CC) and year of the vehicle

Estimated number of vehicles per Category

Premium per vehicle

Subtotal Premium

Fixed Price Admin Fee per vehicle

VAT (19%)

over Admin

Fee

Total Admin Fee + VAT amount

Total Premium + Admin Fee

0001 SD001 0 – 1,500 18 $ $ $ $ $ $

SD002 1,500 – 2,500 19 $ $ $ $ $ $

SD003 2,501 + 350 $ $ $ $ $ $

SM001 100 - 200 18 $ $ $ $ $ $

SA001 0 – 1,500 (between 0 or 9 years old) 2 $ $ $ $ $ $ SA002 0 – 1,500 (between 10 or more years old) 8 $ $ $ $ $ $ SA003 1,500 – 2,500 (between 0 or 9 years old) 1 $ $ $ $ $ $ SA004 1,500 – 2,500 (between 10 or more years old) 6 $ $ $ $ $ $ SS001 0 – 1,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SS002 1,500 – 2,500 (between 10 or more years old) 9 $ $ $ $ $ $ SS003 2,501 + (between 0 or 9 years old) 6 $ $ $ $ $ $ SS004 2,501 + (between 10 or more years old) 4 $ $ $ $ $ $ SV001 0 – 2,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SV002 2,501 + (between 10 or more years old) 2 $ $ $ $ $ $ SN001 Motorcycle (Ciclomotor) 1 $ $ $ $ $ $ SN002 Motorcycle (less than 100 cc) 1 $ $ $ $ $ $ SN003 Tricycle motorcycle 1 $ $ $ $ $ $ SN004 Tricycle motorcycle for 5 passengers 1 $ $ $ $ $ $ SN005 SUVs 0 – 1,500 (between 10 years or more) 1 $ $ $ $ $ $ SN006 SUVs 1,500 to 2,500 (between 0 to 9 years old) 1 $ $ $ $ $ $ SN007 Trucks (less than 5 tons.) 1 $ $ $ $ $ $ SN008 Trucks (from 5 to 15 tons.) 1 $ $ $ $ $ $ SN009 Trucks (more than 15 tons.) 1 $ $ $ $ $ $ SN010 Autos 2,501 + (between 0 to 9 years old) 1 $ $ $ $ $ $ SN011 Autos 2,501 + (between 10 years or more) 1 $ $ $ $ $ $ SN012 Vans 0 – 2,500 (between 10 years or more) 1 $ $ $ $ $ $ SN013 Vans 2,500 + (between 0 to 9 years old) 1 $ $ $ $ $ $

Grand Total SOAT Premium + Administrative Fee $ Third Party Liability - TPL Annual Premium Base Year Item No. TPL Premium per vehicle Estimated Qty Sub-total Premium VAT (19%) Total TPL Premium

TB001 $ 449 $ $ $

Grand Total TPL Premium $ 0001 Grand Total Base Year Premiums SOAT + TPL $

B.3.4. Premiums – Option Year One: The Contractor shall provide the services for the premiums shown below for Option Year One of the contract, starting one year after start date in the Notice to Proceed and continuing for a period of 12 months.

SOAT Annual Premium Option Year One

CLIN

Category of Engine Capacity (CC) and year of the vehicle

Estimated number of vehicles per Category

Premium per vehicle

Subtotal Premium

Fixed Price Admin Fee per vehicle

VAT (19%)

over Admin

Fee

Total Admin Fee + VAT amount

Total Premium + Admin Fee

1001 SD001 0 – 1,500 18 $ $ $ $ $ $

SD002 1,500 – 2,500 19 $ $ $ $ $ $

SD003 2,501 + 350 $ $ $ $ $ $

SM001 100 - 200 18 $ $ $ $ $ $

SA001 0 – 1,500 (between 0 or 9 years old) 2 $ $ $ $ $ $ SA002 0 – 1,500 (between 10 or more years old) 8 $ $ $ $ $ $ SA003 1,500 – 2,500 (between 0 or 9 years old) 1 $ $ $ $ $ $ SA004 1,500 – 2,500 (between 10 or more years old) 6 $ $ $ $ $ $ SS001 0 – 1,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SS002 1,500 – 2,500 (between 10 or more years old) 9 $ $ $ $ $ $ SS003 2,501 + (between 0 or 9 years old) 6 $ $ $ $ $ $ SS004 2,501 + (between 10 or more years old) 4 $ $ $ $ $ $ SV001 0 – 2,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SV002 2,501 + (between 10 or more years old) 2 $ $ $ $ $ $ SN001 Motorcycle (Ciclomotor) 1 $ $ $ $ $ $ SN002 Motorcycle (less than 100 cc) 1 $ $ $ $ $ $ SN003 Tricycle motorcycle 1 $ $ $ $ $ $ SN004 Tricycle motorcycle for 5 passengers 1 $ $ $ $ $ $ SN005 SUVs 0 – 1,500 (between 10 years or more) 1 $ $ $ $ $ $ SN006 SUVs 1,500 to 2,500 (between 0 to 9 years old) 1 $ $ $ $ $ $ SN007 Trucks (less than 5 tons.) 1 $ $ $ $ $ $ SN008 Trucks (from 5 to 15 tons.) 1 $ $ $ $ $ $ SN009 Trucks (more than 15 tons.) 1 $ $ $ $ $ $ SN010 Autos 2,501 + (between 0 to 9 years old) 1 $ $ $ $ $ $ SN011 Autos 2,501 + (between 10 years or more) 1 $ $ $ $ $ $ SN012 Vans 0 – 2,500 (between 10 years or more) 1 $ $ $ $ $ $ SN013 Vans 2,500 + (between 0 to 9 years old) 1 $ $ $ $ $ $

Grand Total SOAT Premium + Administrative Fee $ Third Party Liability - TPL Annual Premium Option Year One Item No. TPL Premium per vehicle Estimated Qty Sub-total Premium VAT (19%) Total TPL Premium

TB001 $ 449 $ $ $

1001 Grand Total Option Year One Premiums SOAT + TPL $

B.3.5. Premiums – Option Year Two: The Contractor shall provide the services for the premiums shown below for Option Year Two of the contract, starting two years after year after start date in the Notice to Proceed and continuing for a period of 12 months.

SOAT Annual Premium Option Year Two

CLIN

Category of Engine Capacity (CC) and year of the vehicle

Estimated number of vehicles per Category

Premium per vehicle

Subtotal Premium

Fixed Price Admin Fee per vehicle

VAT (19%)

over Admin

Fee

Total Admin Fee + VAT amount

Total Premium + Admin Fee

2001 SD001 0 – 1,500 18 $ $ $ $ $ $

SD002 1,500 – 2,500 19 $ $ $ $ $ $

SD003 2,501 + 350 $ $ $ $ $ $

SM001 100 - 200 18 $ $ $ $ $ $

SA001 0 – 1,500 (between 0 or 9 years old) 2 $ $ $ $ $ $ SA002 0 – 1,500 (between 10 or more years old) 8 $ $ $ $ $ $ SA003 1,500 – 2,500 (between 0 or 9 years old) 1 $ $ $ $ $ $ SA004 1,500 – 2,500 (between 10 or more years old) 6 $ $ $ $ $ $ SS001 0 – 1,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SS002 1,500 – 2,500 (between 10 or more years old) 9 $ $ $ $ $ $ SS003 2,501 + (between 0 or 9 years old) 6 $ $ $ $ $ $ SS004 2,501 + (between 10 or more years old) 4 $ $ $ $ $ $ SV001 0 – 2,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SV002 2,501 + (between 10 or more years old) 2 $ $ $ $ $ $ SN001 Motorcycle (Ciclomotor) 1 $ $ $ $ $ $ SN002 Motorcycle (less than 100 cc) 1 $ $ $ $ $ $ SN003 Tricycle motorcycle 1 $ $ $ $ $ $ SN004 Tricycle motorcycle for 5 passengers 1 $ $ $ $ $ $ SN005 SUVs 0 – 1,500 (between 10 years or more) 1 $ $ $ $ $ $ SN006 SUVs 1,500 to 2,500 (between 0 to 9 years old) 1 $ $ $ $ $ $ SN007 Trucks (less than 5 tons.) 1 $ $ $ $ $ $ SN008 Trucks (from 5 to 15 tons.) 1 $ $ $ $ $ $ SN009 Trucks (more than 15 tons.) 1 $ $ $ $ $ $ SN010 Autos 2,501 + (between 0 to 9 years old) 1 $ $ $ $ $ $ SN011 Autos 2,501 + (between 10 years or more) 1 $ $ $ $ $ $ SN012 Vans 0 – 2,500 (between 10 years or more) 1 $ $ $ $ $ $ SN013 Vans 2,500 + (between 0 to 9 years old) 1 $ $ $ $ $ $

Grand Total SOAT Premium + Administrative Fee $ Third Party Liability - TPL Annual Premium Option Year Two Item No. TPL Premium per vehicle Estimated Qty Sub-total Premium VAT (19%) Total TPL Premium

TB001 $ 449 $ $ $

2001 Grand Total Option Year Two Premiums SOAT + TPL $

B.3.6. Premiums – Option Year Three: The Contractor shall provide the services for the premiums shown below for Option Year Three of the contract, starting three years after year after start date in the Notice to Proceed and continuing for a period of 12 months.

SOAT Annual Premium Option Year Three

CLIN

Category of Engine Capacity (CC) and year of the vehicle

Estimated number of vehicles per Category

Premium per vehicle

Subtotal Premium

Fixed Price Admin Fee per vehicle

VAT (19%)

over Admin

Fee

Total Admin Fee + VAT amount

Total Premium + Admin Fee

3001 SD001 0 – 1,500 18 $ $ $ $ $ $

SD002 1,500 – 2,500 19 $ $ $ $ $ $

SD003 2,501 + 350 $ $ $ $ $ $

SM001 100 - 200 18 $ $ $ $ $ $

SA001 0 – 1,500 (between 0 or 9 years old) 2 $ $ $ $ $ $ SA002 0 – 1,500 (between 10 or more years old) 8 $ $ $ $ $ $ SA003 1,500 – 2,500 (between 0 or 9 years old) 1 $ $ $ $ $ $ SA004 1,500 – 2,500 (between 10 or more years old) 6 $ $ $ $ $ $ SS001 0 – 1,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SS002 1,500 – 2,500 (between 10 or more years old) 9 $ $ $ $ $ $ SS003 2,501 + (between 0 or 9 years old) 6 $ $ $ $ $ $ SS004 2,501 + (between 10 or more years old) 4 $ $ $ $ $ $ SV001 0 – 2,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SV002 2,501 + (between 10 or more years old) 2 $ $ $ $ $ $ SN001 Motorcycle (Ciclomotor) 1 $ $ $ $ $ $ SN002 Motorcycle (less than 100 cc) 1 $ $ $ $ $ $ SN003 Tricycle motorcycle 1 $ $ $ $ $ $ SN004 Tricycle motorcycle for 5 passengers 1 $ $ $ $ $ $ SN005 SUVs 0 – 1,500 (between 10 years or more) 1 $ $ $ $ $ $ SN006 SUVs 1,500 to 2,500 (between 0 to 9 years old) 1 $ $ $ $ $ $ SN007 Trucks (less than 5 tons.) 1 $ $ $ $ $ $ SN008 Trucks (from 5 to 15 tons.) 1 $ $ $ $ $ $ SN009 Trucks (more than 15 tons.) 1 $ $ $ $ $ $ SN010 Autos 2,501 + (between 0 to 9 years old) 1 $ $ $ $ $ $ SN011 Autos 2,501 + (between 10 years or more) 1 $ $ $ $ $ $ SN012 Vans 0 – 2,500 (between 10 years or more) 1 $ $ $ $ $ $ SN013 Vans 2,500 + (between 0 to 9 years old) 1 $ $ $ $ $ $

Grand Total SOAT Premium + Administrative Fee $ Third Party Liability - TPL Annual Premium Option Year Three Item No. TPL Premium per vehicle Estimated Qty Sub-total Premium VAT (19%) Total TPL Premium

TB001 $ 449 $ $ $

3001 Grand Total Option Year Three Premiums SOAT + TPL $

B.3.7. Premiums – Option Year Four: The Contractor shall provide the services for the premiums shown below for Option Year Four of the contract, starting four years after year after start date in the Notice to Proceed and continuing for a period of 12 months.

SOAT Annual Premium Option Year Four

CLIN

Category of Engine Capacity (CC) and year of the vehicle

Estimated number of vehicles per Category

Premium per vehicle

Subtotal Premium

Fixed Price Admin Fee per vehicle

VAT (19%)

over Admin

Fee

Total Admin Fee + VAT amount

Total Premium + Admin Fee

4001 SD001 0 – 1,500 18 $ $ $ $ $ $

SD002 1,500 – 2,500 19 $ $ $ $ $ $

SD003 2,501 + 350 $ $ $ $ $ $

SM001 100 - 200 18 $ $ $ $ $ $

SA001 0 – 1,500 (between 0 or 9 years old) 2 $ $ $ $ $ $ SA002 0 – 1,500 (between 10 or more years old) 8 $ $ $ $ $ $ SA003 1,500 – 2,500 (between 0 or 9 years old) 1 $ $ $ $ $ $ SA004 1,500 – 2,500 (between 10 or more years old) 6 $ $ $ $ $ $ SS001 0 – 1,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SS002 1,500 – 2,500 (between 10 or more years old) 9 $ $ $ $ $ $ SS003 2,501 + (between 0 or 9 years old) 6 $ $ $ $ $ $ SS004 2,501 + (between 10 or more years old) 4 $ $ $ $ $ $ SV001 0 – 2,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SV002 2,501 + (between 10 or more years old) 2 $ $ $ $ $ $ SN001 Motorcycle (Ciclomotor) 1 $ $ $ $ $ $ SN002 Motorcycle (less than 100 cc) 1 $ $ $ $ $ $ SN003 Tricycle motorcycle 1 $ $ $ $ $ $ SN004 Tricycle motorcycle for 5 passengers 1 $ $ $ $ $ $ SN005 SUVs 0 – 1,500 (between 10 years or more) 1 $ $ $ $ $ $ SN006 SUVs 1,500 to 2,500 (between 0 to 9 years old) 1 $ $ $ $ $ $ SN007 Trucks (less than 5 tons.) 1 $ $ $ $ $ $ SN008 Trucks (from 5 to 15 tons.) 1 $ $ $ $ $ $ SN009 Trucks (more than 15 tons.) 1 $ $ $ $ $ $ SN010 Autos 2,501 + (between 0 to 9 years old) 1 $ $ $ $ $ $ SN011 Autos 2,501 + (between 10 years or more) 1 $ $ $ $ $ $ SN012 Vans 0 – 2,500 (between 10 years or more) 1 $ $ $ $ $ $ SN013 Vans 2,500 + (between 0 to 9 years old) 1 $ $ $ $ $ $

Grand Total SOAT Premium + Administrative Fee $ Third Party Liability - TPL Annual Premium Option Year Four Item No. TPL Premium per vehicle Estimated Qty Sub-total Premium VAT (19%) Total TPL Premium

TB001 $ 449 $ $ $

4001 Grand Total Option Year Four Premiums SOAT + TPL $

B.3.8. Premiums – Option Year for Six-month Extension: The Contractor shall provide the services for the premiums shown below for additional Six months of the contract, starting four years after year after start date in the Notice to Proceed and continuing for a period of 6 months.

SOAT Annual Premium Option Six Months Extension

CLIN

Category of Engine Capacity (CC) and year of the vehicle

Estimated number of vehicles per Category

Premium per vehicle

Subtotal Premium

Fixed Price Admin Fee per vehicle

VAT (19%)

over Admin

Fee

Total Admin Fee + VAT amount

Total Premium + Admin Fee

5001 SD001 0 – 1,500 18 $ $ $ $ $ $

SD002 1,500 – 2,500 19 $ $ $ $ $ $

SD003 2,501 + 350 $ $ $ $ $ $

SM001 100 - 200 18 $ $ $ $ $ $

SA001 0 – 1,500 (between 0 or 9 years old) 2 $ $ $ $ $ $ SA002 0 – 1,500 (between 10 or more years old) 8 $ $ $ $ $ $ SA003 1,500 – 2,500 (between 0 or 9 years old) 1 $ $ $ $ $ $ SA004 1,500 – 2,500 (between 10 or more years old) 6 $ $ $ $ $ $ SS001 0 – 1,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SS002 1,500 – 2,500 (between 10 or more years old) 9 $ $ $ $ $ $ SS003 2,501 + (between 0 or 9 years old) 6 $ $ $ $ $ $ SS004 2,501 + (between 10 or more years old) 4 $ $ $ $ $ $ SV001 0 – 2,500 (between 0 or 9 years old) 3 $ $ $ $ $ $ SV002 2,501 + (between 10 or more years old) 2 $ $ $ $ $ $ SN001 Motorcycle (Ciclomotor) 1 $ $ $ $ $ $ SN002 Motorcycle (less than 100 cc) 1 $ $ $ $ $ $ SN003 Tricycle motorcycle 1 $ $ $ $ $ $ SN004 Tricycle motorcycle for 5 passengers 1 $ $ $ $ $ $ SN005 SUVs 0 – 1,500 (between 10 years or more) 1 $ $ $ $ $ $ SN006 SUVs 1,500 to 2,500 (between 0 to 9 years old) 1 $ $ $ $ $ $ SN007 Trucks (less than 5 tons.) 1 $ $ $ $ $ $ SN008 Trucks (from 5 to 15 tons.) 1 $ $ $ $ $ $ SN009 Trucks (more than 15 tons.) 1 $ $ $ $ $ $ SN010 Autos 2,501 + (between 0 to 9 years old) 1 $ $ $ $ $ $ SN011 Autos 2,501 + (between 10 years or more) 1 $ $ $ $ $ $ SN012 Vans 0 – 2,500 (between 10 years or more) 1 $ $ $ $ $ $ SN013 Vans 2,500 + (between 0 to 9 years old) 1 $ $ $ $ $ $

Grand Total SOAT Premium + Administrative Fee $ Third Party Liability - TPL Annual Premium Option Six-Month Extension Item No. TPL Premium per vehicle Estimated Qty Sub-total Premium VAT (19%) Total TPL Premium

TB001 $ 449 $ $ $

5001 Grand Total Option Six-Month Extension Premiums SOAT + TPL $

B.3.9. Summary of Grand Total Base and All Option Period Premiums

Grand Total Base Year:

Grand Total Option Year One:

Grand Total Option Year Two:

Grand Total Option Year Three:

Grand Total Option Year Four:

Grand Total Six Month Extension: $

Grand Total Base and All Option Period Premiums:

MINIMUM AND MAXIMUM AMOUNTS

During the Base Year of the contract, and during the option year that might be exercised, the United States Government (USG) shall place orders totaling a minimum of $300,000,000 COP. This reflects the contract minimum guarantee for each period of performance. The amount of all orders, for base and all option years shall not exceed $7,600,000,000 COP. This reflects the contract maximum.”

B.4. PARTIAL ANNUAL PREMIUMS

B.4.1 Premiums for Vehicles Added or Removed During Period of Performance

B.4.1.1 Monthly Premiums.

- SOAT monthly premium does not apply in Colombia.

- Third-party liability premium. The term must begin on the date the

Embassy sends the request and continue until the third-party liability insurance for the entire Embassy’s fleet expires. In these cases, monthly premiums shall be computed by dividing the annual premium by twelve.

Monthly premium will apply on a prorated amount basis based on the timing within the month coverage is to begin; however thereafter premiums are on a monthly basis. The VAT amount must be listed as a separate line item.

B.4.1.2 Vehicles and Type of Insurance Coverage Added. Premiums for vehicles for which types of coverage are increased under this contract shall commence on the first day of the following month for which the coverage increase is effective.

B.4.1.3 Vehicles and Type of Insurance Coverage Removed. Premiums for vehicles for which types of coverage are no longer required; premiums will be paid on a prorated amount from the beginning of the month to the date coverage is no longer required.

B.5. ECONOMIC PRICE ADJUSTMENT

B.5.1. SOAT premiums may be adjusted upward or downward based on the rates set by the Colombian Government annually. Official SOAT tariffs are set every January of the year, based on Colombian Current Legal Minimum Daily Wage - SMDLV (Salarios Mínimos Legales Diarios Vigentes ) and based on the accident rate; official rates are available to the public at https://www.superfinanciera.gov.co/publicaciones/10114908/soat/. No other adjustment will be allowed after the first month of every year during the execution of the contract.

After such time, the Contractor or the Government may not request an adjustment in premiums on an annual basis. Before any such adjustment is made, the Contractor agrees to provide the Government a balance sheet showing receipts (premiums received), payments (claims paid), , and the difference between amounts received and paid. The Government reserves the right to have an independent third party review the balance sheet and make recommendations regarding the appropriateness of the requested adjustment. Any adjustment shall be subject to mutual agreement of the parties and shall result in a written modification to the contract. Any failure to reach agreement under this clause shall be subject to the procedures in the Disputes clause.

B.5.2. The rates may also be adjusted during the performance period of the contract as a result of laws enacted by the host Government, if such change in the laws has a direct impact on the cost to the Contractor to perform this contract at the contracted rate. In that event, the Contracting Officer may enter into negotiations with the Contractor to modify the contract to adjust the premium rate. The Contractor agrees to provide all documentation necessary to support any requested adjustment.

https://www.superfinanciera.gov.co/publicaciones/10114908/soat/

SECTION C

DESCRIPTION/SPECIFICATION/WORK STATEMENT

C.1. GENERAL

C.1.1 The U.S. Embassy Bogotá requires vehicle insurance coverage of all the U.S. Government official vehicles that include SUVs, automobiles, cargo trucks, and motorcycles that belong to the different agencies within the embassy The specific coverage under this contract is set forth in Section C. In Section J, an attachment of vehicle inventory will be included for the prospective offerors.

C.1.2 Definitions

FMC - Financial Management Center or the paying office

COR - Contracting Officer's Representative.

GTM - Government Technical Monitor (GTM).

GSO - General Services Officer in charge of the General Services Office at post. This officer is usually the Contracting Officer for this contract.

C.2. SOAT AND THIRD-PARTY INSURANCE COVERAGE

The Contractor shall provide SOAT and third party liability insurance coverage for all the for SUVs, automobiles, cargo trucks, and motorcycles that are property of U.S.

Embassy Bogotá listed in Section B. This insurance shall include:

All amounts shall be expressed in Colombian pesos (COP)

Type of Coverage

Minimum Required Amount (**)

a. Mandatory Transit Insurance (SOAT) a.1. Medical, surgical, pharmaceutical and hospital expenses 263.13 UVT a.1.2. Other categories for medical expenses 701.68 UVT a.2. Permanent disability 180 SMDLV a.3. Claim Death & funeral expenses 750 SMDLV a.4. Expenses for mobilization of the injured 8.77 UVT

b. Third Party and Excess Liability Insurance 750 SMMLV

(**) The Minimum Required Amount is in $COP per Claim. They are quantified by a) the Colombian Minimum Wage per day (SMDLV), and b) the Colombian Government UVT (Unidad de Valor Tributario or Tax Value Unit), the UVT in Colombia is set by the Tax Authority Entity (DIAN – Direccion de Impuestos y Aduanas Nacionales).

Currently, A single UVT is equivalent to $47,065COP.

https://www.acquisition.gov/dosar/642.271-government-technical-monitor-gtm.

https://www.acquisition.gov/dosar/642.271-government-technical-monitor-gtm.

C.3. OTHER CONTRACTOR REQUIREMENTS

C.3.1. Managerial and Administrative Support

C.3.1.1. The Contractor shall furnish all managerial and administrative support necessary to furnish the insurance under this contract.

C.3.1.2. The following are specific managerial and administrative requirements:

• A dedicated representative for the daily operation and a backup when she/he is absent, who understands the terms and conditions of this contract, to ensure:

- SOAT and TPL are issued on time.

- Payments to the insurance company are made on time.

- Requested reports are send to the Embassy on time.

- All Embassy’s requests about car insurance are attended on time.

- This representative must have a cellphone to receive calls from the Embassy.

• Call center assistance for third-party liability insurance. The call center assistance for third-party liability insurance must comply with the following:

- 24/7 call center availability.

- Calls must be answered within 5 minutes.

- Call center support in both English and Spanish.

• Legal assistance requirements for the third-party liability insurance:

- Expected time: When required, a representative of the insurance company must arrive at the scene no later than 30 minutes after the driver has reported the accident.

- Knowledge: The insurance company representative must be knowledgeable about the terms, conditions, and coverage of the insurance policy, as well as the benefits and immunities for diplomatic drivers. They must also be aware that diplomatic vehicles cannot be retained or impounded by any Colombian authority.

- Additional legal assistance: Provide additional legal assistance to request the removal of a diplomatic driver from any legal case, to request the release of a diplomatic vehicle and for other legal issues, such as compensations, hearings, lawsuits, and other legal matters involved.

• Towing service when required.

- Expected time: For Services in main cities: 30 to 60 minutes. For services outside main cities: As soon as possible.

- Service requirements for armored and non-armored vehicles: The insurance company must provide this service for both non-armored and armored vehicles.

The insurance company must ensure that the flatbed truck has the required weight, capacity and dimensions.

• Brochures: The selected vendor must provide a brochure in both English and Spanish, containing information about the insurance company, call center telephone number, and instructions on what to do in case of a car accident with injuries and without injuries. This brochure will be placed in the glove compartment of each vehicle. For the base period of this contract, the vendor must provide printed brochures for all the fleet. For subsequent renewal, the vendor must provide the brochure via email along with the third-party liability insurance certificate.

• Trainings in English and in Spanish:

The vendor must provide training sessions with information on the following topics:

- What to do in case of a car accident with injuries and without injuries.

- Coverage under the TPL and SOAT insurance.

Training sessions must be delivered as follows:

- In Person: Annually in Spanish for all Colombian drivers inside the

Embassy.

- Online: Quarterly in English for new American drivers

• Legal updates: The selected vendor must keep the Embassy informed about any changes in the law regarding car insurance. Each update must be reported by the vendor to the COR/GTM no later than one month from the date the new law or policy is posted.

C.3.2. Legal Assistance

C.3.2.1. If, and to the extent, authorized in advance by the United States

Department of Justice and requested by the Contracting Officer, the Contractor shall provide legal services in case of any accidents that are brought into court involving vehicles covered by the Contractor’s policy. This service shall include adjudication and management of every case through final resolution, even if the insurance policy has expired before the time of final resolution. There shall be no additional charge for this service.

C.3.2.2. The Contractor shall inform the Contracting Officer immediately if third parties threaten legal action as a result of inability to settle any accident.

C.3.2.3. The fact that the Embassy enjoys diplomatic immunity shall not in itself be a sufficient reason for refusing to settle any insurance case.

C.3.2.4. The Contractor understands the publicity caused by undue delay may embarrass the United States Government. The Contractor must agree to take proper and discreet action to settle each accident on its merits.

C.4. REPORTS

C.4.1. Monthly report of vehicles to renew SOAT insurance. Maintain an updated database of vehicles, including the expiration dates of SOAT insurance. This database must: Include new vehicles when added, remove vehicles when destroyed, exported, sold and update their agencies when they are transferred between agencies.

C.4.2. Annual report of vehicles to renew third party liability insurance. Maintain an updated database of vehicles, including the expiration dates of third-party liability insurance. This database must: Include new vehicles when added, remove vehicles when destroyed, exported, sold and update their agencies when they are transferred between agencies.

C.4.3. Monthly report of premiums reimbursed and pending to be reimbursed.

Provide a monthly report of SOATs and third-party liability premiums reimbursed for vehicles that were removed from the fleet.

C.4.4. Monthly report on vehicles involved in car accidents, including the following information:

- License plate number

- Agency name

- Short Description of facts (if any)

- Name of liable person (if any)

- Status: Open/Closed (if any)

- Closing Date (if any)

- Compensation Value

- Remarks on open incidents/accidents (if any).

C.4.5. The Embassy might request additional reports.

C.5. CHANGES IN VEHICLES REQUIRING COVERAGE OR CHANGES IN

TYPES OR AMOUNTS OF COVERAGE REQUIRED

C.5.1. Notification to Contractor. The COR or the GTM will notify the Contractor by email, each time there is a change in the vehicles covered under the contract or a change in the types of coverage for any vehicle. This email will request pricing from the Contractor. The Contractor shall have five (5) days to propose premiums.

The Contracting Officer will normally modify the contract bilaterally within ten

(10) days of the notification, presuming the parties can reach agreement on the premiums.

Only the Contracting Officer is authorized to add or remove vehicles from coverage or modify the type of insurance coverage for a vehicle under this contract. The Contractor shall not add or remove vehicles or revise the type of coverage for any vehicles under this contract without written notification from the Contracting Officer.

C.5.2. Contract Modification. The contract modification will include:

• the vehicles added, removed and/or vehicles for which type of insurance coverage is changed

• effective date of coverage SOAT annual premiums set by the Colombian Government

C.5.3. Addition or Removal of Vehicles Covered. The Contracting Officer may add or remove vehicles insured under this contract at any time, during any of the periods of performance, under this contract.

C.6. ELIGIBLE PARTICIPATING AGENCIES

All the agencies subscribed to insurance policy programmed are eligible for the vehicle insurance services:

C.6.1. U.S. Embassy Bogotá

C.6.2. The Branch Office in Cartagena, and other regional offices and cities in Colombia.

SECTION D

PACKAGING AND MARKING

D.1. PACKAGING

D.1.2. Brochures in English and Spanish

The contractor shall provide a brochure in English and Spanish language.

D.2. MARKING

D.2. The brochures shall include the Official Embassy logo that will be provided by the COR, in a manner the Embassy personnel will be able to acknowledge, it is specific for the Embassy Vehicle Insurance Services matters.

SECTION E

INSPECTION AND ACCEPTANCE

E.1. FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATION CLAUSES ARE

INCORPORATED BY REFERENCE (48 CFR CH. 1):

CLAUSE TITLE AND DATE

52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

E.2. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP). This plan is designed to provide an effective surveillance method to promote effective contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor contractor performance, advise the contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance.

The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective PWS Para Performance Threshold Services.

Performs all vehicle insurance services set forth in the performance work statement

(PWS)

C.1 thru C.7 F.3 G. 2 to G3.

All required services are performed and no more than one

(1) customer complaint is received per month

SOAT and TPL must be issued in a timely and correct manner.

F.3 No more than one (1) customer complaint is received per month

Proforma and final invoices must be issued in a timely and correct manner.

G.2 No more than one (1) customer complaint is received per month

Invoices must comply with the legal requirements mentioned.

G.2.2 No more than one (1) customer complaint is received per month https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

Reimbursement for third-party liability and SOAT premiums are processed on time

G.3 No more than one (1) customer complaint is received per month

Requested reports are sent to the Embassy on time

C.4 No more than one (1) customer complaint is received per month

Dedicated representative for the daily operation and a backup when she/he is absent, who understands the terms and conditions of this contract.

C.3.1.2

No more than one (1) customer complaint is received per month

Call center assistance for third-party liability insurance

Legal assistance for the third-party liability insurance

Towing service C.3.1.2

Brochures. For the base period of this contract, the vendor must provide printed brochures for all the fleet, 1 week prior to renewal. For subsequent renewals, the vendor must provide the brochure via email along with the third-party liability insurance certificate.

Trainings in English and in Spanish:

In Person: Annually in Spanish for all Colombian drivers inside the Embassy. The first training course must be conducted 1 month after the base period starts.

Online: Quarterly in English for new American drivers. The first training course must be conducted 1 month after the base period starts.

Legal updates.

Each update must be reported by the vendor to the COR/GTM no later than one month from the date the new law or policy is posted.

E.2.1. SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

E.2.2. STANDARD. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services-Fixed Price (August 1996) if any of the services exceed the standard

E.2.3. PROCEDURES

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the

Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

SECTION F

DELIVERIES OR PERFORMANCE

F.1. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATION CLAUSE(S) IS/ARE

INCORPORATED BY REFERENCE (48 CFR CH. 1):

CLAUSE TITLE AND DATE

52.242-15 STOP WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

F.2.1. The performance period of this contract is from the start date listed in the Notice to Proceed and continuing for twelve months. At the time of contract award, the Government will also issue a Notice to Proceed. This Notice to Proceed will establish a start date for providing the insurance services required under this contract. The Government will give the Contractor a minimum of ten (10) days to start providing services, unless both parties agree to an earlier start date.

F.2.2. The Government may extend this contract under FAR 52.217-9, “Option to Extend the Term of the Contract” and 52.217-8, “Option to Extend Services”.

https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

F.3. DELIVERABLES

The Contractor shall delivery the following items under this contract:

Description: Quantity:

Delivery Date: Delivery to:

B.7.2.1 Soat certificates for new vehicles

The required by the

COR/GTM

3 business days counted from the date the Embassy sends the request.

COR /

GTM via email

B.3.2 Soat certificates for renewal

The required by the

COR/GTM

During the penultimate week of each month if their anniversary date falls in the following month.

COR /

GTM via email

B.7.2.1 Third party liability certificates for new vehicles

The required by the

COR/GTM

3 business days counted from the date the Embassy sends the request. This must include the certificate that the insurance company shall issue as mandate by the Ministry of Foreign Affairs, stating the vehicle is a diplomatic vehicle and that the insurance policy will be renewed for one year upon its expiration date.

COR /

GTM via email

B.3.2 Third party liability certificates for renewal

The required by the

COR/GTM

1 month prior to the anniversary date. COR / GTM via email

C.4.1 Monthly report of vehicles to renew SOAT insurance.

1 1.5 months prior to the SOAT expiration date; this report must include all SOATs for which the anniversary dates are in the same month.

COR /

GTM via email

C.4.2 Annual report of vehicles to renew third party liability insurance.

1 2 months prior to the anniversary date. COR / GTM via email

C.4.3 Monthly report of premiums reimbursed and pending to be reimbursed.

1 5th of each month COR / GTM via email

C.4.4 Monthly report of vehicles involved on car accidents

1 5th of each month COR / GTM via email

C.4.4 The Embassy might request additional reports.

1 5th of each month COR / GTM via email

F.4 DELIVERABLE ADDRESSES

F.4.1 Reports to Contracting Officer. The Contractor shall deliver reports to the Contracting Officer at the following address:

By email to: bogotagsocompras@state.gov

F.4.2 Reports to Contracting Officer’s Representative (COR). The Contractor shall deliver reports to the Contracting Officer’s Representative at the following address:

By email to: BogotaCSArchiveOff@state.gov and cc to the COR’s and GTM’s email address provided when the contract is being awarded.

mailto:BogotaCSArchiveOff@state.gov

SECTION G

CONTRACT ADMINISTRATION DATA

G.1. 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE

(COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is the Customs and Shipping Supervisor.

G.2. SUBMISSION OF INVOICES

G.2.1 Process before submission of final invoice:

• Task order issuance. The Embassy will issue a fully approved Purchase request (PR) or Task order to the selected vendor along with specific instructions. Note:

It is not allowed to issue an insurance policy without a fully approved Task Order.

• Insurance policy issuance. The selected vendor shall process the issuance of the insurance policy according to the specified deliverable dates. The Embassy will provide the vendor with the necessary paperwork, including import declarations, engine imprints, license plate numbers pre-assigned by the Ministry of Foreign Affairs for new vehicles and property cards for renewals.

• Submission of proforma invoice. After issuing the insurance policy, the vendor must submit a proforma invoice in PDF format for the Embassy’s approval, along with an excel data sheet detailing premiums and IVA to verify the calculation. The proforma must include the following information: PR number, type of insurance policy, valid and expiration dates, license plate number, premium amount: base and IVA. Note: Proformas invoices must be submitted only after all the requested insurance policies have been issued. It is not allowed to submit a proforma invoice for an insurance policy that has not been issued.

For the renewal of SOAT insurances, it is required that the insurance company has issued all the SOATs requested for the month so that the Embassy may accept the proforma invoice.

• Approval of proforma invoice. The Embassy will take 5 calendar days to verify the proforma invoice. If the proforma invoice is not correct, the Embassy will reject it, and the vendor must amend it. If the proforma invoice is correct, the Embassy will provide a Receiving Report confirming that the service was performed and will authorize the vendor to submit the final invoice through the Embassy’s Portal.

G.2.2. Submission of Electronic Invoice. Once the Embassy has approved the proforma invoice, the vendor must submit a valid electronic invoice through the Embassy’s portal. The invoice must include the following information:

PR number, type of insurance policy, valid and expiration dates, license plate number, premium amount: base, IVA and total. In addition, the vendor must submit copies of: Proforma invoice approved + Excel data sheet with premiums and IVA to verify the calculation + Receiving Report.

Note 1: Diplomatic missions are allowed to request the reimbursement of VAT or IVA. Consequently, the invoice submitted by the vendor through the Embassy’s Portal must be in compliance with all the requirements established by the tax authority in Colombia, Dirección de Impuestos y Aduanas Nacionales (DIAN), in order for the Embassy to request the reimbursement of VAT or IVA.

Note 2: It is not allowed to submit invoices by email to the Embassy.

G.2.3. Invoice submission must be done through the embassy's…