Background
The solicitation is issued by the U.S. Embassy for Third Party Liability (TPL) Insurance for all official vehicles. The goal of the contract is to provide comprehensive insurance coverage for a fleet of 221 vehicles operated by the Embassy in accordance with local government policies in Saudi Arabia.
Work Details
The contractor will be responsible for providing TPL insurance coverage for all official vehicles, ensuring compliance with local laws and regulations. Key tasks include:
1. Issuing TPL insurance policies that are licensed to underwrite motor insurance in Saudi Arabia.
2. Providing an Excel file detailing all vehicles to be insured, including serial numbers, chassis numbers (VIN), vehicle make and type, and model year.
3. Managing claims administration and legal representation obligations, which may be performed by a licensed Saudi insurer or subcontractor while ensuring the prime contractor remains fully responsible for contract obligations.
4. Submitting invoices at the beginning of each coverage period, with payments expected to be made one year in advance as per local policy.
Period of Performance
The contract will be executed on an indefinite-delivery, indefinite-quantity (IDIQ) basis, covering a period that aligns with the issuance of TPL insurance policies and task orders as needed throughout the year.
Place of Performance
The services will be performed in Saudi Arabia, specifically covering all official vehicles operated by the U.S. Embassy.
Bidder Requirements
Bidders must ensure that TPL insurance policies are issued by an insurer licensed in Saudi Arabia. The proposal must identify any licensed Saudi insurance partners involved and include their license and Commercial Registration (CR) number. Offerors should demonstrate relevant past performance experience in managing similar contracts.
Incumbent Analysis (see Incumbents section for more detail)
This opportunity appears to have a confirmed incumbent based on prior award 19SA7026D0007, awarded to “Miscellaneous Foreign Awardees” for $15,878 covering TPL insurance renewal for all Embassy vehicles (OFV) from 01/01/26–12/31/26. The current requirement similarly calls for third-party liability insurance coverage for the Embassy’s fleet of official vehicles in Saudi Arabia, including policy issuance and claims administration, which suggests the new effort may be a continuation or renewal of the same fleet insurance coverage.
1.Could you please confirm whether the semiannual insurance premiums are payable in advance upon policy issuance and acceptance, or after completion of each six-month coverage period?
Answer: The Government will award this solicitation as an indefinite-delivery, indefinite-quantity (IDIQ) contract. In line with local government policy, the Government will pay the full third-party liability (TPL) insurance premium one year in advance. If the Government adds a vehicle during the year, it will issue a task order, and the TPL insurance for that vehicle will cover only the days left in the policy year.
2. Please clarify whether invoices may be submitted at the beginning of each coverage period and the expected payment timeline following invoice acceptance.
Answer: Please refer to Answer 1
3. Share your sponsor Number/computer Number if Commercial Registration is not available.
Answer: The Embassy will give the applicable government registration number to the successful offeror at award. Offerors do not need this number to submit a proposal.
4. Fleet Details in Excel Format: Kindly provide an Excel file containing the details of all vehicles to be insured, including the following information for each vehicle:
- Serial Number
- Chassis Number (VIN)
- Vehicle Make and Type
- Model Year
Answer: All of the requested information can be found in the main solicitation, with the exception of the serial numbers. Please see the attached Excel spreadsheet.
5. May a U.S.- registered company serve as the prime contractor while a licensed Saudi insurance company provides the policies, claims management, and legal services?
Answer: The policies must be issued by an insurer licensed to underwrite motor insurance in the Kingdom of Saudi Arabia, as Saudi law requires. A non-insurer prime contractor may offer policies issued by a licensed Saudi insurer under a subcontract or teaming arrangement. The proposal must identify the insurer and include its license and Commercial Registration (CR) number. The prime contractor remains fully responsible for performance.
6. Would our previous experience in the UAE managing insurance for a fleet of 55 rental vehicles, together with the experience of a licensed Saudi insurance partner, satisfy the solicitation's past performance requirements?
Answer: The Government will evaluate past performance under Section 4 evaluation criteria. The Government may consider the relevant past performance of proposed subcontractors or teaming partners who will perform major parts of the work. Offerors should describe how relevant their past contracts are in scope, size, and complexity. The Government does not decide in advance whether specific experience is acceptable.
7. Does the USD 55,000 contract maximum include VAT and all premiums for the 221 vehicles?
Answer: The contract maximum of USD 55,000 all premiums for the 221 vehicles over. The Embassy is exempt from VAT / the Embassy reclaims VAT through the host-government refund program; offerors should price exclusive of VAT and show it as a separate line item.
8. Does Exhibit 1 represent the complete available claims history? If not, can additional loss-run information be provided?
Answer: Exhibit 1 Please find below the complete three years profit and loss ratio.
9. May the licensed Saudi insurance partner perform all claims administration and legal representation obligations on behalf of the prime contractor?
Answer: A licensed Saudi insurer or subcontractor may perform claims administration and legal representation. The prime contractor remains fully responsible for meeting all contract obligations. The proposal must identify the entity that will perform these services.
