Third-party liability insurance coverage

Solicitation / RFP / RFQ

This document is a Request for Proposals (RFP) for third-party liability insurance coverage. 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 proposals, with potential for discussions if needed.

• The core requirement is third-party liability insurance coverage.

• Proposals must be in English.

• Incomplete proposals will not be accepted.

• Not explicitly stated, but implies a contract/purchase order award.

• Proposals are due by January 30, 2026, at 10:00 AM local time.

• Submissions must be electronic to acquisitionsembvienna@state.gov.

• File format must be MS-Word (2007/2010), MS-Excel (2007/2010), or Adobe Acrobat (PDF).

• File size must not exceed 30MB per file; larger submissions must be split into multiple emails, each under 30MB.

• The government intends to award based on initial proposals without discussions, but may hold discussions if necessary.

• Offerors must be registered in the System for Award Management (SAM) database at https://www.sam.gov prior to proposal submission.

• Failure to be registered in SAM may result in the offer being considered non-responsible.

• To be considered, offerors must complete and submit: SF-33, Section B (Pricing), Section K (Representations and Certifications), and additional information required in Section L.

• Offerors are strongly encouraged to register in SAM immediately if interested in responding.

Form / Attachment / Pricing Sheet

This document outlines the pricing structure for vehicle insurance services, detailing premiums for the base period and two option years. It also specifies requirements for Value Added Tax (VAT) and how premiums are calculated for vehicles added or removed during the contract period.

• Contract Type: Fixed-price with economic price adjustment.
• VAT: The Government will not reimburse for VAT; contractors should not include it on invoices.
• Premiums:
  • Base Period (12 months): Includes premiums for "Any" (72 vehicles), "Dealer tags" (3 vehicles), and "e-motorbikes" (4 vehicles).
  • Option Year One (12 months): Similar breakdown of premiums for the same vehicle categories.
  • Option Year Two (12 months): Similar breakdown of premiums for the same vehicle categories.
• Premium Calculation: Premiums include all costs (personnel, administration, overhead, profit) and are priced in Euro. Monthly premiums for added/deleted vehicles are calculated by dividing annual premiums by twelve.
• Payment: Annual premiums are paid semi-annually.

This document is crucial for bidders to understand the cost structure of the opportunity. It details the expected pricing for vehicle insurance services over the contract's potential duration, including base and option periods. Bidders must use this information to formulate their price proposals, ensuring they account for all included costs and adhere to the VAT and premium calculation guidelines.

Solicitation / RFP / RFQ

This document is a Solicitation, Offer and Award form (Standard Form 33) for a procurement conducted under negotiated procedures (RFP). It outlines the terms and conditions for furnishing supplies or services.

The Table of Contents indicates the following sections are included:

• Solicitation/Contract Form

• Supplies or Service and Prices/Costs

• Description/Specs/Work Statement (Pages 5-7)

• Packaging and Marketing

• Inspection and Acceptance

• Deliveries or Performance (Pages 11-12)

• Contract Administration

• Special Contract Requirements

• Contract Clauses

• List of Documents, Exhibits, and Other Attachments

• List of Attachments (Page 26)

• Representations, Certifications, and Other Statements of Offerors (Pages 32-52)

• Instructions, Conditions, and Notices to Offerors (Pages 53-58)

• Evaluation Factors for Award (Pages 59-60)

• The solicitation number is 19AU9026Q0002.

• The offer due date is January 31, 2026, at 10:00 local time.

• The minimum bid acceptance period is 120 calendar days.

• Offers must be fully completed by the offeror.

• Evaluation factors for award are detailed on pages 59-60.

This solicitation is being conducted under negotiated procedures (RFP).

• The issuing office is the US Tri Mission Vienna/Contracting Office.
• Contact for information is Daniel Worel at +43 1 31339 2333 or world@state.gov / acquisitionsembvienna@state.gov.