Passenger Transportation Services

Questions & Answers / Clarifications

These minutes document the Pre-Proposal Conference for Passenger Transportation Services held on April 16, 2026. They reiterate important solicitation provisions and provide answers to questions submitted by prospective offerors. Written questions will be answered and published on SAM.gov by April 24, 2026.

• Contract Term: One base year with two unilateral one-year renewal options, anticipated start Summer 2026. It's a service contract for vehicles with drivers.
• Pricing: Firm fixed price contract with no economic price adjustment. Contractors must consider escalation for option years. VAT is priced separately. Prices must be all-inclusive (labor, material, insurance) for the base and option years; the grand total is the basis for award.
• Scope of Work: Passenger transportation for official VIP visits, ranging from single person/one hour to up to 60 vehicles for longer durations. Includes all expenses and three vehicle types (Sedan, SUV, Van - 8 pax capacity).
• Personnel: Drivers must be experienced, competent, licensed, and possess security clearances. Offerors must provide a Project Manager, Business Admin/Accounting clerk, and 5 Direct Hire Drivers. Security clearance for 5 drivers is required within 5 days of award, potentially taking three weeks or longer.
• Task Orders: Will be issued in writing, with COR managing day-to-day details. Oral orders only in special circumstances.
• Proposal Submission: Requires SF 1449, Section 1 (services/prices), company registration, GISA, local insurance, at least five client references (past 3 years), and proof of SAM registration (UEI number).
• Evaluation: Award will be to the lowest-priced, technically acceptable, responsible contractor. Initial offers may be accepted without discussions. Multi-award is possible.
• Solicitation Due Date: May 05, 2026, 10:00 hrs. local time. No late proposals accepted.
• Vehicle Replacement: If no SUV is available, a Mini Van can be substituted.
• Driver Updates: The list of drivers can be updated, but new additions require security clearance information.
• VIP Visit Notice: Advance notice for VIP visits can vary, from 3 weeks to as short as one week.
• Dispatcher: Can be a group if a single email/phone is used, but must be an individual for larger visits (10+ drivers).
• Vehicle Registration: Required only for UN VIP visits, with 5 days advance notice for clearance.
• NAICS Code & SAM Registration: Both are required.
• Level of Service: Drivers must be ready to be dispatched within 15 minutes of request.

This document clarifies key aspects of the solicitation, including contract terms, pricing structure, scope of work, personnel requirements, submission instructions, and evaluation criteria. It addresses specific vendor questions, providing essential details for proposal preparation and submission. The solicitation due date remains May 05, 2026.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for Passenger Transportation Services. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. The award will be based on initial quotations, with potential for discussions if needed.

• Passenger Transportation Services.

• Quotations must be submitted electronically.

• Proposals must be in English.

• Incomplete proposals will not be accepted.

• Not specified in this cover letter.

• Pre-quotation Conference: April 16, 2026, at 14:30 (local time) at the US Embassy Vienna. Registration required by April 14, 2026, 10am (local time) by contacting TritscherN@state.gov with full name and nationality.

• Quotation Due Date: May 5, 2026, at 10am local time.

• Submission Method: Electronically to acquisitionsembvienna@state.gov.

• File Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File Size Limit: 30MB per file. Larger submissions must be split into multiple emails, each under 30MB.

• Required Submission Documents:

  1. SF-1449
  2. Section 1, Pricing
  3. Additional information as required in Section 3
  4. Proof of SAM Registration

• Offerors must be registered in the System for Award Management (SAM) database (https://www.sam.gov) prior to submitting their offer. Failure to do so may result in the offer being considered non-responsible.

• This is a cover letter for the RFQ. The full solicitation details are in the attached document.

Solicitation / RFP / RFQ

This solicitation is for passenger transportation services with vehicles and drivers for official visits to the U.S. Tri-Mission in Austria. The contract will be for a one-year base period with two one-year renewal options.

• Provide passenger transportation services including vehicles and drivers.

• Services include managerial, administrative, and direct labor personnel, vehicles, drivers, communication equipment, running expenses (fuel, oil, etc.), servicing, and insurance.

• Vehicles required: Sedans (min. 2-litre engine, 4-door, capacity 4), Vans (capacity 8), SUVs (min. 2-litre engine, 4-door, 4x4, min 150 kW).

• Vehicles must be latest model, in excellent condition, and air-conditioned.

• Contractor must have at least 6 directly registered vehicles and be able to arrange for more as needed.

• Replacement vehicles must be provided within 1 hour of notice for breakdowns or accidents.

• Two-way communication equipment (radios, cellular phones, pagers) required for drivers.

• Drivers must be qualified, experienced, competent, possess appropriate licenses, and pass a U.S. Government security clearance.

• Contractor must provide minimum 15 employee names for security clearance and be able to arrange for as many vehicles and drivers as needed for large visits.

• Subcontractors are allowed on a case-by-case basis; no more than 50% subcontractor drivers.

• Drivers must meet minimum standards including English skills, local knowledge, and valid driver's license.

• Contractor must provide training for drivers.

• Contract Type: Indefinite-delivery, indefinite-quantity with firm-fixed hourly rates.

• Period of Performance: One (1) base year and two (2) unilateral one-year renewal options.

• Minimum Order: EUR 1,000.00

• Maximum Order: EUR 100,000.00

• Value Added Tax (VAT) is not included in CLIN rates and will be priced as a separate line item.

• Proposals must include a completed SF-1449, Section 1, and information demonstrating ability to perform.

• Required information includes Project Manager name, evidence of established business in Austria or plan to establish one, SAM UEI number, list of clients/references for the past three years (or international experience if no Austrian experience), evidence of personnel, equipment, and financial resources, plan for obtaining licenses/permits, and Certificate of Insurance.

• Past performance information will be used to assess capability, relevance, credibility, and responsibility.

• Award will be made to the lowest priced, technically acceptable, responsible offeror.

• Evaluation factors include Compliance Review, Technical Acceptability, Price Evaluation, and Responsibility Determination.

• No specific set-aside is mentioned.

• The document includes numerous FAR and DOSAR clauses incorporated by reference, covering topics such as contract terms, ordering, payment, security, and prohibitions.

• Specific clauses address security prohibitions and exclusions, including those related to covered telecommunications equipment, FASCSA orders, Sudan, and Iran.

• The document also details the Quality Assurance and Surveillance Plan (QASP) and procedures for handling complaints.

• The Contracting Officer's Representative (COR) is the Motor Pool Supervisor.

Solicitation / RFP / RFQ

This solicitation (19AU9026R0002) is for Passenger Transportation Service. The service requires vehicles and drivers for official visits to the U.S. Tri-Mission in Vienna, Austria.

• Provision of passenger transportation services using vehicles and drivers.

• Specifications for the service are detailed in attached documents.

• The contract will have a one-year base period.

• It includes two (2) one-year unilateral renewal options.

• Pricing is to be provided in EUR, with a 10% VAT included.

• The Offer Due Date is May 5, 2026, at 10:00 AM local time.

• Invoices are to be submitted electronically to VNNFinanceIntake@state.gov.

• The solicitation incorporates FAR 52.212-1, 52.212-4, 52.212-3, and 52.212-5 by reference, with addenda.

• The acquisition method is listed as RFP (Request for Proposal).

• Specific set-aside information (e.g., Small Business, HUBZone, 8(a), WOSB) is not explicitly detailed in the provided form, but the "THIS ACQUISITION IS" section is marked "UNRESTRICTED OR % FOR:".

• The solicitation number is 19AU9026R0002.

• The Contracting Officer is Zahid M Raja.

• Pricing details, including base year and option year costs, are to be found on the second page, presented in a price table.