Acquisition of Vehicles for U.S. Embassy Quito, Ecuador

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding Solicitation No. 19GE5026Q0005, Amendment 0001.

• CLIN 007 - Sedan (Yellow Color):
  • A professionally applied vinyl wrap in "taxi yellow" is acceptable in lieu of factory paint, provided it is automotive-grade, high-quality, installed by a certified provider, does not void the manufacturer's warranty, and meets professional automotive standards. The exact Pantone or color specification requires COR approval.
  • Alternative factory colors similar to yellow (e.g., gold, bronze, champagne) are not acceptable.
  • If a vehicle is not available in yellow, painted vehicles are acceptable if painted using professional automotive-grade materials and processes, meet industry standards, do not void the warranty, and ensure durability. The "taxi yellow" color requires COR approval.
• Value Added Tax (VAT):
  • The U.S. Embassy in Ecuador is not exempt from VAT. Contractors must identify VAT as a separate line item on invoices.
  • To be reimbursed for VAT, contractors must possess an Ecuadorian VAT registration number, have invoices issued in their name as the prime contractor, be authorized to conduct business in Ecuador, and reflect VAT as a separate line item. VAT costs incurred by subcontractors are not reimbursable.
• Invoicing and Business Registration:
  • Prime contractors must be authorized to operate and conduct business in Ecuador. Invoices must be issued by the prime contractor. Commercial invoices for tax exemption purposes may be issued by in-country supply partners, but their company names will appear on these invoices.

These clarifications address specific requirements for vehicle color, painting/wrapping, VAT handling, and contractor registration, which may impact how vendors prepare their proposals and understand cost implications.

Amendment / Modification

This amendment (0001) to Solicitation 19GE5026Q0005 provides the following:

• Answers to Vendor Questions: Responses to vendor inquiries are provided in an attached file (19GE5026Q0005-0001-QA).

• Revised Solicitation Document: The original RFQ has been replaced with an updated version, with changes marked in red.

• Offeror Acknowledgment: Offerors must acknowledge receipt of this Amendment 0001 with their offer.

• Extended Submission Deadline: The deadline for offer submission has been extended to April 22, 2026, at 15:00 Central European Time.

• The entire RFQ document has been revised.

• The submission deadline has been changed.

• Offerors must use the revised RFQ document.

• The due date for quotations is now April 22, 2026.

Solicitation / RFP / RFQ

This document is a combined synopsis and solicitation (RFQ) for the acquisition of vehicles for the U.S. Embassy in Quito, Ecuador. It constitutes the only solicitation, and offers are requested via written quotation. The acquisition is for Firm Fixed Priced Purchase Orders and is not set aside for small business concerns. It incorporates provisions and clauses by reference, accessible at www.acquisition.gov.

The solicitation details several CLINs (Contract Line Item Numbers) for various vehicle types, including:

• Double Cabin Pick Up 4x4 (Manual and Automatic Transmission)
• Van - Certified for 15 passengers
• Compact SUV
• Single Cabin Pick Up 4x4 (Super Duty) – Automatic Transmission
• Sedan (Yellow Color)

All vehicles must be new, unused, model year 2025 or newer, of high-quality, and meet Ecuadorian standards. They must be maintainable by trained mechanics in Ecuador with locally available spare parts. Refurbished, used, or previously owned vehicles are not acceptable.

Specific requirements include providing detailed technical specifications, certificates of conformity and origin, user manuals in Spanish and English, and proof of compliance with Ecuadorian import and homologation regulations. Vehicles must have a minimum 3-year or 100,000 km warranty. Shipping and delivery costs (INCOTERM DDP - Final Destination: Quito, Ecuador) must be included in the quotation. The U.S. Government will assist with customs clearance and tax exemptions.

Brand name requirements exist for CLIN 002 and CLIN 004 (MAZDA BT-50 double-cab manual/automatic pickup).

• Contract Type: Firm Fixed Priced Purchase Order.

• Period of Performance/Delivery: Within 180 calendar days from the date of award.

• Place of Performance/Delivery: Quito and Guayaquil, Ecuador.

• Quotations are due by 1500hrs CET on April 17, 2026, submitted via email to Hakim Dyane at DyaneA@state.gov with the subject line "Solicitation 19GE5026Q0005".

• Offers must include:

  • Solicitation number
  • Offeror's name, address, telephone number, and UEI
  • Statement of agreement with terms and conditions
  • Completed Attachment 1 (Representations and Certifications)
  • Completed Attachment 2 (Past Performance Experience)
  • Trafficking in Persons compliance plan and certification
  • Proof of active SAM registration
  • Technical description of offered vehicles

• Evaluation will be based on a best value comparative evaluation, considering Technical Compliance and Price. Past performance will also be considered.

• This acquisition is not a set-aside.

• It is a Full and Open Competition, with exceptions for brand name requirements in CLIN 002 and CLIN 004.

• Questions are due by 1500hrs CET on April 03, 2026, via email to Mr. Hakim Dyane at DyaneA@state.gov.

• VAT: Offerors must identify VAT as a separate line item and possess an Ecuadorian VAT registration number for reimbursement.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - Past Performance Experience," is a Contract Information Sheet / Experience Listing form. It is designed for offerors to provide details about their past contracts to demonstrate relevant experience and past performance. The form requires one listing per contract.

• Offeror Information: Name of the firm.
• Contract Details: Contract Title, Contract Number, Owner of the project, Contract amount (at award and completion), Contract start date, Original and Actual Contract completion dates.
• Contact Information: Primary and Alternate points of contact for performance evaluation, including phone numbers and email addresses.
• Offeror's Role: Specification of whether the offeror was a Prime Contractor or Joint Venture Partner, with details on the percentage of work for joint ventures.
• Contract Description: A detailed description of the contract, emphasizing similarities to the current solicitation's project and potential issues.

This form is crucial for bidders to document their relevant past performance and experience. Completing this accurately and thoroughly will help the government evaluate the offeror's capability to successfully perform the work described in the solicitation. Bidders must provide specific details that demonstrate how their past contracts align with the requirements and challenges of the current opportunity.

Form / Attachment / Pricing Sheet

This document contains mandatory representations and certifications required for offerors responding to the solicitation. It includes several standard Federal Acquisition Regulation (FAR) provisions that require the offeror to provide specific information or certify compliance with certain conditions.

• FAR 52.209-7 (Information Regarding Responsibility Matters): Requires offerors to disclose information regarding responsibility matters, including active Federal contracts/grants exceeding $10,000,000 and any related legal or administrative proceedings within the last five years. This information is to be entered into the Federal Awardee Performance and Integrity Information System (FAPIIS).
• FAR 52.209-12 (Certification Regarding Tax Matters): For proposals exceeding $7 million, offerors must certify they have filed Federal tax returns for the preceding three years, have not been convicted of a criminal offense under the Internal Revenue Code, and have no unsatisfied Federal tax assessments older than 90 days (unless under an approved agreement).
• FAR 52.229-11 (Tax on Certain Foreign Procurements—Notice and Representation): Requires foreign persons to represent their status and claim any exemptions from a 2% tax on specified Federal procurement payments using IRS Form W-14. Non-compliance may result in withholding.
• FAR 52.240-90 (Security Prohibitions and Exclusions Representations and Certifications): Requires offerors to represent compliance with prohibitions related to covered telecommunications equipment/services, FASCSA orders, restricted business operations in Sudan, and sensitive technology related to Iran. It also includes a certification regarding the Defense Base Act (DBA) for employees working overseas.

Offerors must carefully review each section and provide accurate responses and certifications. Failure to complete these representations and certifications correctly may impact the eligibility of the offer or the award of a contract. Specific attention should be paid to the disclosure requirements for any non-compliance with security prohibitions and exclusions, and the DBA insurance requirements for overseas employees.