New AWD / 4x4 automatic SUV

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation.

• OEM Authorization Exemption: The request for an exemption for OEM authorization and localized service requirements for Line Item 1 cannot be accommodated.
• Section 5 Compliance: Bidders must certify compliance with the National Defense Authorization Act of 2019, Section 889, related to telecommunications devices, using provided check boxes.
• Operating Environment: The operating environment is Finland, as stated in Section I, Scope of Services A.
• Armored Protection: Armored protection is not required.
• Budget Range & Quantity: The request is for one left-hand drive SUV meeting the statement of work requirements. Award will be made to the lowest-priced, technically acceptable offer from a responsible offeror.
• Delivery Destination & Timeline: Refer to Section V. Delivery location and Time.
• Preferred Manufacturer: No preferred manufacturer.
• Service Network: Refer to Section IV. CONTRACTOR REQUIREMENTS.

This Q&A document clarifies specific requirements and directs bidders to relevant sections for further details. No changes to due dates or submission rules are indicated.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) from the U.S. Embassy Helsinki for the purchase of one new diplomatic SUV. The vehicle must meet specific technical and performance criteria suitable for operation and administrative use in Finland.

• Vehicle Type: AWD/4x4 capable automatic SUV with a Diesel engine.

• Performance: Minimum 150 kW power and 500 Nm torque.

• Dimensions: Height not to exceed 2.6m, width not to exceed 2.2m, minimum 20cm ground clearance.

• Capacity: Minimum 5-passenger configuration (6/7-passenger if 3rd row is foldable).

• Cargo: Minimum 1900 liters cargo volume with rear seats folded.

• Features: Engine block heater, driver assistance package with rear parking camera, 12V power outlet, smartphone integration or built-in navigation system.

• Tires: Includes 2 sets of tires (1 set studded winter, 1 set all-terrain summer) with air pressure monitor sensors.

• Condition: New vehicle only; no grey market or refurbished products.

• Maintenance: Must be capable of commercial maintenance in Finland with locally available spare parts; local dealer warranty is optimal.

• Delivery: Within 6 months of award.

• Contract Type: Firm-fixed-price purchase order.

• Estimated Value: The estimated value of the order is $30,000.00 or above.

• Currency: All prices are to be in Euro.

• Payment Terms: Net 30 days after receiving goods.

• Questions Deadline: Monday, February 25, 2026, at noon.

• Submission Email: helsinkiprocurement@state.gov

• Proposal Submission Requirements: SF-1449, Section 1 (Pricing), additional information as required in Section 3, proof of SAM registration, and Section 5 (Representations and Certifications).

• Evaluation Criteria: Award will be made to the lowest priced, acceptable, responsible offeror. Acceptability will be determined by assessing compliance with RFQ terms. Responsibility will be analyzed based on FAR 9.1 requirements (financial resources, ability to comply with performance period, integrity, organization, experience, skills, equipment, facilities, and eligibility).

• The acquisition is unrestricted.

• Offerors must be registered in the System for Award Management (SAM.gov) if the estimated value is $30,000.00 or above. Registration is strongly recommended as soon as possible.

• Offerors must be an authorized distributor or partner with the Original Equipment Manufacturer (OEM).

• Offerors must provide claiming service during the warranty period and have an established after-sale department.

• Offerors must be able to process vehicle inspection/registration with Finnish Authorities.

• Value Added Tax (VAT) is not applicable due to the Embassy's tax exemption.

• Quotations must include all shipping fees, taxes, customs clearance, storage, delays, and demurrage costs for door-to-door delivery.

• The document includes numerous Federal Acquisition Regulation (FAR) and Department of State Acquisition Regulation (DOSAR) clauses incorporated by reference and in full text.

Form / Attachment / Pricing Sheet

This document is a "Quick Start Guide for International Registrations" for SAM.gov. It provides instructions for international entities on how to register or maintain their entity registration record in SAM.gov to be eligible to bid on U.S. government contracts and apply for federal assistance.

• What is an entity?: Defines "entity" and "international entity."
• What is entity registration?: Explains that registration allows bidding on contracts and applying for assistance, and results in a Unique Entity ID (SAM). Registration must be renewed every 365 days.
• What do I need to get started?: Lists required information for registration, including legal business name, physical address, tax identification number (if applicable), NCAGE code, entity size, and types of goods/services.
• Start Registration: Provides a step-by-step guide for initiating and completing the registration process, including login procedures, selecting entity type and purpose (All Awards vs. Financial Assistance Awards), entering entity information, and certifying authorization.
• Continuing Registration: Details how to resume an incomplete registration and the information required, including creating a Marketing Partner Identification Number (MPIN).
• When will my registration become active?: States that registration typically becomes active within ten business days after submission, with potential delays for validation issues.
• How do I check the status of my entity registration?: Outlines the steps for checking registration status using a Unique Entity ID or NCAGE Code.

This guide is crucial for international entities that wish to do business with the U.S. federal government. It outlines the mandatory registration process in SAM.gov, the information required, and the steps involved in obtaining eligibility for federal awards and contracts. Understanding this process is a prerequisite for any international vendor seeking opportunities listed on SAM.gov.