Provision of Off-road Capable Ambulances to the Ministry of Health and Social Services (MHSS)

Questions & Answers / Clarifications

This document provides Clarification 2 in response to bidder queries regarding Solicitation Number 19WA8026Q0005 for the Provision of Off-road Capable Ambulances to the Ministry of Health and Social Services (MHSS).

• Question 1: Bidders raised concerns that the independent determination of ambulance configuration leads to variability in scope, pricing, and assumptions, making evaluation challenging and potentially inequitable.

  • The core of the question is the intended mission objective of the ambulance: patient transport only with limited medical intervention, a first responder capability with modest treatment capacity, or a full ambulance/advanced life support capability for life-saving care during transport.
  • The bidders noted that each scenario represents a materially different system in terms of cost, lead time, configuration, and availability.
  • Clarifying the intended operational use is requested to narrow the solution space, enable comparable proposals, and facilitate a more objective evaluation.

• Response to Question 1: The project will provide an off-road capable ambulance to the Ministry of Health and Social Services (MHSS) to assist in reaching remote communities for preventative and emergency medical services.

• Bidders are permitted to state in their bid if additional specifications have been incorporated and provide a clear explanation of their benefits based on their professional expertise.

• Bidders can provide optional costs for the bid.

• The solicitation deadline for queries is Wednesday, February 18, 2026, to allow sufficient time for offer preparation.

Questions & Answers / Clarifications

This document provides Clarification 1 in response to bidder inquiries regarding the solicitation for Off-road Capable Ambulances for the Ministry of Health and Social Services (MHSS), Solicitation Number 19WA8026Q0005. The embassy's policy is to provide all requested additional information to all interested parties.

• Vehicle Specifications: The solicitation's specified vehicle requirements (RHD, 4x4, 1HZ diesel, 5-speed manual, long wheelbase, high ground clearance, dual fuel tanks, payload) are met by the Toyota Land Cruiser 78 series chassis, with no direct equivalent platforms available for off-road ambulance configurations.

• Ambulance Capability Tiers: The primary clarification needed is regarding the intended ambulance capability, which directly impacts the procurement. Three tiers are outlined:

  1. Patient Transport / Basic Ambulance: Primarily for safe transport with limited medical capability (e.g., one patient, basic oxygen).
  2. First Responder / Multi-Patient Transport: For multiple patients with modestly enhanced medical treatment capability, potentially including more stretcher capacity and storage.
  3. Full Ambulance / Advanced Life Support (ALS): Fully equipped for life-saving medical treatment during transport, typically custom conversion builds with higher costs and longer lead times.

• Impact of Tiers: The distinctions between these tiers are significant in terms of pricing, procurement complexity, and delivery timelines.

• Bidders are requested to clarify the intended operational role of the ambulances and the minimum medical treatment capability required.

• Bidders should submit quotes for all available variations they can provide, including turnkey solutions and custom conversion builds.

• Each quote must specify total unit cost, lead time, and vendor availability. This approach allows the requester to evaluate multiple options.

Solicitation / RFP / RFQ

This solicitation is for the provision of two (2) off-road capable ambulances for the Ministry of Health and Social Services (MHSS) in Namibia, to be delivered to the U.S. Embassy Windhoek. The purpose is to enhance medical services in remote communities and improve disaster response capabilities. This is a firm-fixed-price contract.

• Two (2) off-road capable ambulances.

• Spare parts and a two-year warranty for heavy use.

• Service/Warranty work must be conducted within Namibia.

• Delivery to the U.S. Embassy Windhoek Warehouse, 28 Gold Street, Prosperita, Windhoek.

• Detailed vehicle specifications are provided, including transmission, drive type, tires, suspension, wheelbase, weight, seating, dimensions, engine, brakes, chassis, exterior, and interior features.

• Specific ambulance options are detailed, including intercom systems, stretchers, medical equipment, and power systems.

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

• Delivery Deadline: Within 90 days after contract award or as soon as practical thereafter (NLT July 15th, 2026).

• All prices are in NAD.

• The price must include all labor, materials, overhead, profit, and transportation.

• The U.S. Embassy will assist by providing a CERT A for VAT waiver.

• Offers must consist of specific appendices (A-F) including a completed solicitation, licenses/permits, business registration, SAM registration proof, and financial resources.

• Volume II requires a Technical Proposal including company profile, references, key personnel, equipment, and a strategic plan.

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

• Evaluation will consider price, acceptability, and responsibility (financial resources, performance record, integrity, organization, experience, skills, equipment, and eligibility).

• Not explicitly stated, but standard FAR clauses related to small business concerns, HUBZone, etc., are included.

• The James Zadroga 9/11 Victims Health and Compensation Act of 2010 notice applies, potentially subjecting payments to a 2% excise tax.

• Detailed contract clauses, solicitation provisions, evaluation factors, and representations/certifications are included, covering various legal and regulatory requirements.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Items, specifically a Request for Quotation (RFQ), for the provision of off-road capable ambulances. The acquisition is unrestricted.

• Provision of two (2) off-road capable ambulances.

• The solicitation issue date is January 30, 2026.

• The offer due date is March 2, 2026, at 17:00 local time.

• The contract is administered by the American Embassy Windhoek.

• Payment will be made by the American Embassy Windhoek.

• This is an RFQ, indicating a request for quotation.

• Specific submission instructions and evaluation criteria are not detailed on this page but are incorporated by reference via FAR 52.212-1, 52.212-3, and 52.212-4.

• The acquisition is marked as "UNRESTRICTED."

• Standard Form 1449 is used for this solicitation.

• The document references attached FAR clauses and addenda for further details.

Solicitation / RFP / RFQ

This document is a Request for Quotations (RFQ) for the provision of off-road capable ambulances to the Ministry of Health and Social Services (MHSS). The U.S. Government intends to award a contract or purchase order to a responsible company submitting an acceptable offer at the lowest price.

• Provision of off-road capable ambulances.

• Quotations must be in English.

• The contract type and period of performance are not specified in this cover letter.

• Quotations are due by 02 March 2026 at 17h00 Namibian time.

• Proposals must be submitted in English and incomplete proposals will not be accepted.

• Submission can be made via sealed envelope or electronically to windhoekbidsubmission@state.gov.

• Electronic submissions must be in MS Word 2007/2010, MS Excel 2007/2010, or Adobe Acrobat (pdf) format.

• File size limit is 15MB per file; multiple emails may be used if necessary.

• The U.S. Government may hold discussions with companies in the competitive range if needed.

• Offerors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to proposal submission. Failure to register may result in the proposal being considered non-responsible.

• Bidders must complete and submit the following:

  • SF-1449
  • Section I, Pricing
  • Section 5 Representations and Certifications
  • Additional information as required in Section 3
  • Proof of SAM Registration