Purchase of 1 MINIVAN

Solicitation / RFP / RFQ

This solicitation is a Request for Quotes (RFQ) for the purchase of one (1) new minivan for the U.S. Embassy Brussels. The acquisition is being conducted using Simplified Acquisition Procedures in accordance with FAR Part 12.

• One (1) new petrol minivan, fully assembled, in new condition, and ready for operational use.

• The vehicle must meet all mandatory technical requirements outlined in the RFQ, including performance, dimensions, and required features.

• Compliance with all applicable local regulations, including registration, safety, and environmental requirements, at no additional cost to the Government.

• Provision of standard documentation: manufacturer documentation, warranty information, and user manuals.

• Contract Type: Firm Fixed Price Purchase Order with the Optional Form 347, Order for Supplies or Services.

• Currency: Euro.

• Period of Performance: Delivery within 250 days after receipt of the Purchase Order.

• Value Added Tax (VAT): 21% VAT is applicable and must be included in invoice line item rates. The embassy will work with the Ministry of Finance for refund purposes.

• Submission Deadline: June 11, 2026, by 14:00 hours Central European Time (CET).

• Submission Method: Electronic proposals via email to BrusselsBids@state.gov. Subject line: "Proposal 19BE2026Q0468". Individual email size not to exceed 45 MB. Electronic depositories are not permitted.

• Evaluation Factors: Award will be made to the responsible Offeror whose offer conforming to the solicitation is most advantageous, considering the following factors:

  • SAM.gov registration (UEI number)
  • Past Performance and Experience (specifically with government-owned diplomatic vehicles)
  • Data sheet of specifications – Supplier response
  • Quote (price will be evaluated for fairness and reasonableness)

• The document does not explicitly state a set-aside. It mentions "SMALL BUSINESS" and "HUBZONE SMALL BUSINESS" as potential acquisition set-asides in Block 10 of the SF-1449, but these are not checked.

• The specific vehicle model that meets the minimum specifications is a Mercedes-Benz V300 L3 AVANTGARDE or equivalent.

• Vendors may submit quotations for equivalent items if they meet all salient physical, functional, and performance characteristics.

• The delivery location is the American Embassy Warehouse, Fabriekstraat 13, 1930 Zaventem, Belgium.

Form / Attachment / Pricing Sheet

This document is a data sheet detailing specification requirements for a minivan procurement, intended for supplier responses. It serves as a template for vendors to indicate their compliance with various vehicle specifications.

• Supplier Information: Fields for Supplier Name, Vehicle Make, Model, Country of Origin, Delivery Time, and Contact Person.
• Specification Categories: Covers General vehicle type, power, transmission, exterior color, battery, and fuel efficiency.
• Dimensions: Specifies required height and length ranges.
• Features: Details numerous requirements for braking, suspension, steering, exterior, safety, infotainment, connectivity, audio, power outlets, driver assistance, comfort, mirrors, storage, interior styling, climate systems, lighting, and more.
• Compliance: A 'Compliant (Yes/No)' column for each specification.
• Supplier Proposed Specification: A column for vendors to detail their proposed specifications.
• Supplier Comments: A column for additional remarks.
• Documents: Includes requirements for COC papers, first aid kit, warning triangle, and fire extinguisher.
• Wheels & Tyres: Specifies requirements for wheel size, type, and tyre specifications.
• Interior: Details requirements for upholstery, roof liner, floor mats, and lighting.

This attachment is crucial for bidders as it outlines the precise technical and feature requirements for the minivans being procured. Vendors must use this sheet to detail their proposed vehicle's compliance, ensuring their offer directly addresses the government's needs. Failure to accurately complete and submit this form may impact proposal evaluation.

Form / Attachment / Pricing Sheet

This document, titled "Relevant Past Performance (attachment A)", is an attachment to the solicitation. It outlines the specific information required from bidders regarding their past performance. This is crucial for the government's evaluation of a bidder's ability to successfully perform the contract.

• Customer's name and address: Information about the entity for whom the past performance was rendered.
• Telephone numbers of customer's lead contract and technical personnel: Contact details for references.
• Contract number: The identifier for the previous contract.
• Brief description of the work, including responsibilities: A summary of the services or goods provided under the previous contract.
• Any litigation currently in process or occurring within last 5 years: Disclosure of any legal disputes related to past contracts.

Bidders must carefully complete this attachment to provide verifiable details about their relevant past performance. Failure to provide comprehensive and accurate information may negatively impact the evaluation of their proposal. This document directly informs the "Experience and Past Performance" section of the solicitation.