U.S. Embassy RFQ Quote Compliance Review for Genuine OEM Parts

1

Air Filter AF25904

10 each

Air Filter AF25904 (Qty 10 each)

Match

None.

2

Oil Filter LF16087

20 each

Oil Filter LF16087 (Qty 20 each)

Match

None.

3

Oil Filter LF16011

50 each

Oil Filter LF16011 (Qty 50 each)

Match

None.

4

Oil Filter LF3950

10 each

Oil Filter LF3950 (Qty 10 each)

Match

None.

5

Fuel Filter FS1275

50 each

Fuel Filter FS1275 (Qty 50 each)

Match

None.

6

Fuel Filter FS19652

60 each

Fuel Filter FS19652 (Qty 60 each)

Match

None.

7

Fuel Filter water separator 149-2441

20 each

Fuel Filter Water Separator 149-2441 (Qty 20 each)

Match

None.

8

Alternator Cumin's C55D5E DENSO 600-861-1350

10 each

Alternator Cummins C55D5E DENSO 600-861-1350 (Qty 10 each)

Match

None.

9

Alternator cummin's C38D5 A115 12V 36A or 26021196 12V 36A

5 each

Alternator Cummins C38D5 A115 12V 36A or 26021196 12V 36A (Qty 5 each)

Match

Draft states it will supply the specific part number confirmed on PO/TPOC—ensure pricing covers both alternates or clearly indicates which is priced.

10

Alternator cummin's HA15 55A 12V LUCAS -TVS

2 each

Alternator Cummins HA15 55A 12V LUCAS-TV S (Qty 2 each)

Match

Minor formatting (“TV S” spacing) — ensure exact part identity in schedule.

11

Cummin's Water pump 0132-0504

4 each

Cummins Water Pump 0132-0504 (Qty 4 each)

Match

None.

12

Turbo Charge for cummin's C55D5E (Model HE200FG Holset 5552404 or P/N:5554789

4 each

Turbo Charger … Holset 5552404 or P/N 5554789 (Qty 4 each)

Match

As with Item 9, clarify which alternate is priced/available.

13

Radiator for Cummins C38D5 0130-7905

2 each

Radiator for Cummins C38D5 0130-7905 (Qty 2 each)

Match

None.

14

Radiator for Cummins C55D5E AO53H800

2 each

Radiator for Cummins C55D5E AO53H800 (Qty 2 each)

Match

None.

15

Fan belt Cummins 4995243

20 each

Fan Belt Cummins 4995243 (Qty 20 each)

Match

None.

16

Stam Ford SX460 E000-24403

10 each

Stamford Ford SX460 E000-24403 (Qty 10 each)

Match

RFQ text typo (“Stam Ford”); draft uses “Stamford Ford”. Keep both descriptors in quote line (e.g., “Stam( ford) / Stamford SX460 …”) to avoid mismatch.

17

Solenoid( shutt off coil) 12v 4F794-12V or A044F794

10 each

Solenoid (Shut Off Coil) 12V 4F794-12V or A044F794 (Qty 10 each)

Match

Clarify which alternate is priced/supplied.

18

Dynamo electronic board 0327-1507

1 each

Dynamo Electronic Board 0327-1507 (Qty 1 each)

Match

None.

19

Cylinder Head Gasket 0110-4159

3 each

Cylinder Head Gasket 0110-4159 (Qty 3 each)

Match

None.

20

Hose Coolent 0503-3155-01

6 each

Hose Coolant 0503-3155-01 (Qty 6 each)

Match

None.

21

Hose coolant 0503-2977

5 each

Hose Coolant 0503-2977 (Qty 5 each)

Match

None.

22

Hose coolant 0503-2976

5 each

Hose Coolant 0503-2976 (Qty 5 each)

Match

None.

23

Hose coolant 0503-3154-03

5 each

Hose Coolant 0503-3154-03 (Qty 5 each)

Match

None.

24

Hose coolant A050S073

5 each

Hose Coolant A050S073 (Qty 5 each)

Match

None.

25

Air filter 10000-51238

15 each

Air Filter 10000-51238 (Qty 15 each)

Match

None.

26

Fuel Filter 10000-59650

10 each

Fuel Filter 10000-59650 (Qty 10 each)

Match

None.

27

Lift Pump 2641A203 OR 10000-27041

5 each

Lift Pump 2641A203 or 10000-27041 (Qty 5 each)

Match

Clarify which alternate is priced/supplied.

28

Water pump 10000-45433

5 each

Water Pump 10000-45433 (Qty 5 each)

Match

None.

29

Motor 48VDC (Driver system P/N 3160252

1 each

Motor 48VDC (Driver System) P/N 3160252 (Qty 1 each)

Match

None.

30

Fuel injection Pump P/N 10000-05406

1 each

Fuel Injection Pump P/N 10000-05406 (Qty 1 each)

Match

None.

31

Deep Sea DSE 4520 MKII Genset Control

4 each

Deep Sea DSE 4520 MKII Genset Control (Qty 4 each)

Match

None.

32

Fuel Lines PCV (Hose) 5/16'' (7,9mm) p/n 65127

25 meter

Fuel Lines PCV (Hose) 5/16" (7.9mm) P/N 65127 (Qty 25 meter)

Match

Decimal separator difference (7,9 vs 7.9) is fine; ensure unit is clearly “meter” and not converted.

Quote must be titled exactly “Quotation Enclosed, PR15746578” or proposal may be rejected

Administrative / Submission

“should be titled Quotation Enclosed, PR15746578, missing to do so, will result to the rejection of the proposal.”

Heading: “## Quotation Enclosed, PR15746578” and states will title exactly as instructed

Covered

Ensure the email subject line and the document title both match exactly (case/punctuation) at submission.

Submit quote electronically to BujProcurement@state.gov only

Administrative / Submission

“sent only at BujProcurement@state.gov”

States it will be submitted electronically to BujProcurement@state.gov

Covered

None.

Deadline: last day of posting at 9:00 a.m. local time

Administrative / Submission

“Deadline of quotes submission: Last day of posting at 9.00 am local Time”

Acknowledges and commits to submit by last day of posting at 9:00 a.m. local time

Covered

None.

Inquiries: submit no later than 10 days prior to closing; subject format PR15746578_Question_[Company Name as appears on SAM.gov]

Administrative / Communications

Inquiry timing and subject-line format instructions provided; late questions not answered

Commits to send questions only to BujProcurement@state.gov, no later than 10 days prior, with required subject format

Covered

None.

Company identification must include physical address, company profile, and website

Administrative / Technical Offer

“Your offer should identify the company physical address, the company profile and the company website.”

Provides address, company profile narrative, and website URL

Covered

None.

Vendor must be registered in SAM on submission date

Eligibility / Responsibility

“Interested vendors should be registered in SAM … on the submission date of the quote.”

States registered in SAM and will remain active/eligible through submission date; offers to provide verification upon request

Covered

Consider including UEI/CAGE (if available) to strengthen verifiability (not explicitly required).

Vendor must be NDAA 889 compliant on submission date

Eligibility / Compliance

“should be NDAA 899 compliant on the submission date” (likely NDAA 889 intended)

States compliance with NDAA 889 requirements on submission date

Covered

RFQ text appears to contain a typo (899 vs 889); draft appropriately addresses 889. Consider echoing RFQ wording and clarifying “NDAA 889 (and as stated in RFQ)” to avoid ambiguity.

Specify delivery lead-time after receiving an order

Commercial / Delivery

“Please in your quote, specify your delivery lead-time after receiving an order.”

States 15–21 calendar days ARO; also provides 10–14 days to US consolidation option and commits to firm ship date within 2 business days of PO

Covered

RFQ also says “clearly specify number of delivery days after receiving an order” — ensure a single unambiguous lead time per ship-to option, with any exceptions explicitly listed.

Place of performance: BDI

Administrative / Performance Location

“Place of performance: BDI”

States place of performance is BDI

Covered

None.

Technical offer must identify manufacturer part number for items

Technical / Item Identification

“technical offer … should identify manufacturer part number.”

Lists all line items with manufacturer part numbers; states part numbers will be identified exactly as requested

Covered

For items with alternative part numbers, draft indicates PO/TPOC confirmation—ensure quote line item format mirrors RFQ (e.g., include both alternates exactly as listed).

Technical offer must include salient characteristics of the items

Technical / Salient Characteristics

“technical offer … should have salient characteristics of the items”

Provides general salient characteristics (form/fit/function; filtration media; electrical output ratings; voltage/current; materials/dimensions)

Partially Covered

Salient characteristics are mostly generic and not tied per line item. RFQ doesn’t require per-line detail, but adding a short per-item compliance note (esp. alternators, control modules, pumps) reduces technical evaluation risk.

For branded parts, bidder must submit along with quotation a certificate of origin

Technical / Documentation

“must submit, along with the quotation, a certificate of origin …”

Commits to include certificate of origin “with the shipment” and again states “will include a certificate of origin …” (shipment documentation package)

Gap

RFQ requires certificate of origin submitted with the quotation (at quote time), not only with shipment. Provide a sample/template CoO or an explicit statement that CoOs will be provided with the quote (or a plan: submit manufacturer CoO availability statement plus provide CoO at delivery if originals required).

For branded parts, bidder must submit along with quotation a clear, detailed warranty

Technical / Documentation

“must submit, along with the quotation, … a clear, detailed warranty.”

Commits to provide a “clear, detailed warranty document with the shipment”; describes warranty at high level (defects, normal use, replacement/credit)

Partially Covered

Timing mismatch (quote vs shipment) and warranty details may not yet be “clear, detailed” (period, exclusions, remedy). Include warranty term lengths by category or confirm “OEM standard warranty; details attached.”

Price must be VAT included (if applicable) and VAT should appear as separate amount

Commercial / Pricing & Tax

“The price must be VAT included (if applicable) and the latter should appear as a separate amount.”

Commits VAT included if applicable and VAT shown separately on invoice; reiterates in pricing section

Covered

Ensure the quote’s price schedule shows VAT as a separate line/column at quote stage as well (RFQ speaks to “price must be VAT included”).

Include shipping cost as separate if applicable

Commercial / Shipping Cost

“Please submit your quotation including the shipping cost as separate if applicable”

Commits shipping cost will be separate line item where applicable

Covered

Add explicit note that shipping is excluded/included depending on selected delivery pathway, and provide separate shipping quotes per destination if possible.

Delivery addresses and documentation email contacts for 3 pathways (BDI direct, USA, Europe)

Logistics / Delivery

Addresses and emails specified (Bujumbura, Ikun NJ, ELSO Belgium)

Repeats all three addresses and correct email contacts; states can support all pathways

Covered

None.

Quantities/units as listed (32 line items)

Technical / Scope of Supply

Line item list with qty and unit (each/meter)

Lists all 32 items with quantities and units matching RFQ list (including 25 meter for hose)

Covered

Perform a final cross-check of spelling/formatting (e.g., “Cummins/Cumin's”; “Stam Ford” vs “Stamford Ford”) in the price schedule to avoid line-item mismatch at evaluation.

No substitutions implied; branded/genuine parts expectation

Technical / Authenticity

Solicitation title and branded parts requirement; manufacturer part numbers provided

Explicitly states genuine branded parts; no substitutions unless authorized in writing; manufacturer-sealed packaging where applicable

Covered

Consider adding explicit “new, genuine OEM, not refurbished, not aftermarket” in the item schedule section for clarity (draft states new/unused/free of defects).

Traceability & authenticity controls

Branded parts with CoO and warranty

Mentions authenticity, traceability, manufacturer-sealed packaging, part-number-level traceability, serial-number documentation

Reduces counterfeit risk and receiving delays

Ensure these statements are accurate and consistently reflected in packing lists and shipping docs.

Packaging robustness

No explicit packaging standard (beyond shipping addresses)

Commits to moisture/vibration/impact protection; ESD-safe handling for electronics

Reduces damage risk in international transit

Avoid implying standards you cannot meet; keep language consistent with actual packing practices.

Proactive shipment communications

RFQ provides doc email contacts but no specific SLA

Commits to firm shipment date within 2 business days of PO and tracking/document communication

Improves coordination with despatch/customs

Confirm internal capability to meet this consistently.

Certificate of Origin submission timing mismatch

For branded parts, submit certificate of origin “along with the quotation”

Commits to provide certificates of origin with shipment/document package (delivery-time)

High rejection risk as non-responsive; or award delay due to clarifications

Attach certificate(s) of origin with the quotation or explicitly state: “Certificates of Origin will be submitted with the quotation (copies) and originals will accompany shipment.” If not available pre-award, provide a manufacturer/authorized distributor letter committing to provide CoO upon delivery and ask CO to confirm acceptability.

Warranty submission timing and specificity

Submit “clear, detailed warranty” along with quotation

High-level warranty description; states warranty document will ship with goods

Medium–High risk of being deemed non-compliant or “unclear” warranty

Include a warranty attachment in the quote: warranty period (months/years) by product category, coverage, exclusions, claim process, and remedy (repair/replace/refund). State whether warranty is OEM warranty and whether buyer must return defective items.

Alternative part number selection / pricing clarity

RFQ lists “A or B” part numbers for several items

States it will supply the specific P/N confirmed on PO/TPOC prior to fulfillment

Medium risk of evaluation confusion if pricing/availability differs between alternates; potential dispute at award

In the price schedule, either (a) price both alternates separately, or (b) clearly indicate which alternate is priced and confirm ability to supply the other at same price (if true), subject to Embassy confirmation.

Salient characteristics not mapped per line item

Technical offer “should have salient characteristics of the items”

Provides general form/fit/function and examples, not per item

Low–Medium risk (depends on evaluator strictness); may trigger clarification requests

Add a short “salient characteristics compliance” note per category (filters, alternators/regulators, pumps, turbo, radiator, control modules, hoses) referencing key parameters (e.g., voltage/amps, model compatibility, dimensions/material).

VAT presentation at quote stage vs invoice stage

Price must be VAT included (if applicable) and VAT must appear as separate amount

States VAT will be shown separately on final invoice; says quote will be VAT inclusive

Low–Medium risk if the quote’s price schedule fails to show VAT separately at submission

Ensure the quotation’s pricing table includes columns/lines for (i) unit price excl. VAT, (ii) VAT amount, (iii) unit price incl. VAT, and (iv) extended totals, or otherwise clearly shows VAT as a separate amount while totals remain VAT-inclusive.

R1

Non-responsiveness due to missing CoO at quote submission

RFQ requires CoO with quotation; draft offers CoO with shipment

Medium

High

High

Attach CoO copies/templates or formal commitment/letter; explicitly state CoO provided with quotation and originals with shipment.

R2

Non-responsiveness due to warranty not provided with quote or not sufficiently detailed

RFQ requires clear, detailed warranty with quotation; draft provides general warranty and indicates warranty document with shipment

Medium

High

High

Include warranty attachment with period, scope, exclusions, claims process; align timing with RFQ.

R3

Pricing dispute or evaluation confusion for items with alternate P/Ns

Draft defers selection to PO/TPOC; quote may not show which P/N is priced

Medium

Medium

Medium

Price both alternates or clarify priced configuration and equivalency/availability.

R4

Delay risk vs lead-time commitment

Lead time depends on ship-to pathway and export documentation; specialized components may have allocation constraints

Medium

Medium

Medium

Identify any long-lead items explicitly in quote and state assumptions; include supplier confirmation where possible.

R5

Receiving rejection risk due to line-item naming inconsistencies

Minor typos/format differences (Cummins/Cumin's; Stamford/Stam Ford)

Low

Medium

Low–Medium

Mirror RFQ wording in line-item table while retaining correct OEM naming; ensure part number is the primary identifier.

High

Provide Certificate(s) of Origin with the quotation (copies acceptable) and state originals will accompany shipment; if originals cannot be obtained pre-award, attach an authorized distributor/manufacturer letter committing to provide CoO and ask CO for acceptability.

Branded parts documentation required “along with the quotation”

Closes highest rejection-risk gap (CoO timing).

High

Attach a clear, detailed warranty document to the quote (period, coverage, exclusions, claim steps, remedy; OEM vs seller warranty) and keep the same warranty included again in the shipment document set.

Warranty required “along with the quotation”

Improves responsiveness and reduces post-award disputes.

Medium

In the price schedule, explicitly handle items with alternative part numbers by pricing both alternates or clearly indicating which alternate is priced and the terms for supplying the other alternate.

Multiple RFQ line items contain “A or B” P/Ns

Reduces evaluation ambiguity and prevents award/admin delays.

Medium

Add a concise per-category salient characteristics table (filters, alternators/regulators, pumps, turbocharger, radiators, control modules, hoses) referencing key parameters and confirming OEM form/fit/function for the listed generator models.

RFQ requests salient characteristics in technical offer

Strengthens technical acceptability and defensibility.

Medium

Ensure VAT is shown as a separate amount in the quote pricing (not only on the final invoice) while totals remain VAT-inclusive where applicable.

“price must be VAT included… VAT… separate amount”

Avoids commercial non-compliance and clarification loops.

Low

Mirror RFQ line descriptions verbatim in the line-item schedule (while keeping correct part numbers) to minimize mismatch risk during evaluation and receiving.

RFQ line list is the evaluation baseline

Reduces administrative friction and receiving discrepancies.