Procurement and Contracting Opportunities

The United States Embassy in Harare will be moving to the new embassy compound later in 2018.  The U.S. Embassy announces its intent to receive bids for the operation of cafeteria and drink services.  The U.S. Embassy is looking for the service provider to be able to provide two options: a low-cost Zimbabwean-style meal, and a meal that caters to varied U.S. food interests.  The U.S. Embassy will provide the kitchen and kitchen equipment.  The Embassy is expecting that service providers will be able to: provide staffing that can meet U.S. Embassy Security checks; source food items that would be used in preparations; safely and effectively manage food preparations required to facilitate this food service requirement to the U.S. Embassy Community.

For consideration, your submission must:

  1. Demonstrate experience managing or owning a commercial restaurant which has been continually open for business for at least four years or which was continually open to the public for at least four years within the last six years; or
  2. Demonstrate at least four years of recent experience managing the food service (cafeteria) for a large organization headquartered in Harare, Zimbabwe; or
  3. Demonstrate experience currently providing catering services to organizations greater than 200 in Harare, Zimbabwe.
  4. Verifiable documentation on ownership and management, and sound financial standing
  5. Be able to provide prospective staffing requirements.
  6. Organizations wishing to respond to this must have a track record of providing: Breakfast, Lunch, Dessert, and event catering services.
  7. The respondents will need to provide the U.S. Embassy prospective weekly breakfast and lunch offerings as well as prospective a la carte offerings and their pricing structures.
  8. The organization should provide nutritionally diverse daily options, including true vegetarian options; and the organization should clearly indicate food preparation elements for those who have food allergies and dietary restrictions.
  9. Providers should also be able to deliver: Coffee, Tea, and Drink services.
  10. Finally, given a fictional U.S. Embassy Event scenario provided below, organizations should provide a perspective menu, number of wait staff required, and alcohol selection and pricing.

US Embassy Event Scenario

The US Embassy will be hosting a cultural diplomatic event introducing a high profile guest Jazz musician to the Diplomatic Corps and Foreign Ministry key figures.  This event is expected to have 150 attendees and start at 6:30pm.  The current acting Ambassador would like the event to offer heavy hors d’oeuvres and have at least two features items from the guest’s home state of Louisiana.  The event will have both beer and wine available.

The U.S. Embassy will only consider bids from parties meeting these qualifications.

If you are interested in submitting a proposal you will need to email:

Organizations will need to direct their responses via electronic mail to United States Embassy.  This tender will close at 11:00 am on Wednesday, March 7, 2018.  Submissions received after March 7, 2018 will not be considered.


Residential Garbage Collection Service




The American Embassy requires the service of a qualified contractor to provide weekly collection of garbage at approximately 70 residential and office locations in Harare, Zimbabwe. 


The contractor shall;

  • Provide weekly collection of garbage from the list of (approximately 70) locations provided by the Embassy. Upon receiving the list of property addresses, the contractor will develop and provide a schedule specifying which day of the week the garbage will be collected from each location. In the interest of consistency, the contractor must adhere to the designated schedule unless there are extenuating circumstances, in which case the responsible person at the Embassy must be notified as soon as practicable. In the event of a holiday, the garbage must be collected the following work day.  The amount of garbage collected at each residence is what is expected to be generated by a single family and staff in one week.  The contractor is not expected to remove yard waste or excess quantities of bulk waste from residences. The amount of waste collected from office locations will vary from week to week. Interested offerors will be shown a “typical” amount during the proposal process.
  • Garbage is to be collected from either just outside or just inside of the main gate of each property. When the garbage is left inside of the main gate, the garbage collector may enter the gate under the escort of the security guard or other responsible person to collect the garbage.
  • The contractor will make a genuine effort that any recyclable materials will be recycled before the bulk of the garbage is disposed of in a landfill. Any relevant information related to recycling must be conveyed to the Embassy so that residents may be informed how best to sort their recyclables to maximize the recycling of waste.  A brief summary of recycling strategy is required at the time of bid submission.
  • The contractor will dispose of all garbage in accordance with local laws and permitted practices. The Embassy may monitor the disposal practices at any time to ensure compliance with laws and sound environmental practices.
  • The contractor must maintain, with the Embassy, a current list of all employees accomplishing this contract. This includes truck drivers, collectors, and managers. Certain office locations will require advanced access clearance.
  • Provide access to the property from where garbage is to be collected on designated days.
  • Provide current list of properties requiring collection.
  • Provide 1 week of notice (in writing or by email) when adding or deleting properties from the list. 

4.0       SAFETY: 

The manager will ensure that all equipment and work practices used in the accomplishment of the contract is in safe operating condition. The contractor will provide all employees with necessary clothing and protective equipment to protect them from injury or other occupational hazards of handing waste. The Embassy reserves the right to stop the work if any unsafe conditions are found.

See the cover letter:

The US Embassy would like quotations from interested suppliers for the following Forklifts. Kindly submit the quotes to on or before 13 December 2017.  Note that warranty must be honored through a local dealer. Please submit your quotes referencing the given PR#.

Payment terms: Payment is made within 30 days of receipt of goods and proper invoice. Advance payments are not authorized. By submitting a quotation you are agreeing to waive any payment terms that may be in conflict with payment terms above.

PR#PR6862408 – Sit down forklift, we require x 2

Forklift Specifications-

  US specs Metric specs
Brand: Toyota or similar
Type: 3 wheel, electric, indoor / outdoor
Model: 8FBE20U 8FBE20
Capacity: 4000 lbs 2000 Kg
Load centre: 14.4” 500 mm
Overall width: 41.5” 1075 mm
Turning radius (outside): 62.8” 1675 mm
Overhead guard height: 81” 1980 mm
Length to fork face: 77.2” 2045 mm
Mast type: Full free lift, 4-stage (QFV)
Maximum fork height to top of forks: 277.5” 7055 mm
Overall height, lowered: 95.7” 2430 mm
Free lift, with backrest: 47.8” 1215 mm
Load capacity at full lift using cushion tires 1850 lb 839 Kg
Options to be included: 48 Volt high capacity electrical system
Rear assist grip with horn button
Side shifter
Rear view mirrors, right and left
Strobe lights (yellow or red)
Adjustable volume back up alarm (smart alarm)
40” wide carriage
Pencil / tape holder
Steering wheel with knob
Orange seatbelt
Integral side shifting fork positioner


General specs:

Must be able to enter standard shipping containers
Must have a minimum maximum fork height to top of forks of 22’
Must be able to operate in 11’ aisles
Turn-key delivery, including forks, battery, charger and all accessories.

Order picker forklift, we require x 1


  US specs Metric specs
Brand: Toyota or similar
Type: Order Picker, electric
Model: 7 series, 7BPUE15 (24 volt, 14.5“ battery compartment)
Capacity: 3000 Lbs 1360 Kg
Electrical system: 24 volt
Overall width: 40” 1015 mm
Turning radius (outside): 72” 1829 mm
Overhead guard height: 88.25” 2240mm
Length to fork face 74.5” 1892 mm
Mast type: Full free lift, 3 stage
Maximum fork height to top of forks: 240” 6096 mm
Overall height, lowered: 107” 2718 mm
Free lift: 22” 559 mm
Load capacity at full lift using cushion tires 3000 lbs 1360 Kg
Options to be included: Forward and reverse travel alarm
Electro-mechanical horn
Flip up side gates
Red strobe light
Body belt and retractable tether (2 pcs of both)
Operator platform extensions


General specs:

Must have a minimum maximum fork height to top of forks of 20’
Must be able to operate in 52” aisles
Turn-key delivery, including forks, battery, charger and all accessories.
Height indicated (2718 mm) is the maximum height possible to work in our new warehouse.



Notice of Funding Opportunity

Funding Opportunity Title:          Annual Program Statement, U.S. Embassy Harare PAS

Funding Opportunity Number:    DOS-HRE-FY18

Deadline for Applications:             September 15, 2018

CFDA Number:                             19.040 – Public Diplomacy Programs

Maximum for Each Award:         $10,000

The U.S. Embassy Harare Public Affairs Section (PAS) of the U.S. Department of State is pleased to announce that funding is available through its Public Diplomacy Small Grants Program. This is an Annual Program Statement, outlining our funding priorities, the strategic themes we focus on, and the procedures for submitting requests for funding.  Please carefully follow all instructions below. 

Purpose of Small Grants

PAS Harare invites proposals for projects that strengthen cultural ties between the U.S. and Zimbabwe through cultural and exchange programming that highlights shared values and promotes bilateral cooperation.  All programs must include an American cultural element, or connection with American expert/s, organization/s, or institution/s in a specific field that will promote increased understanding of U.S. policy and perspectives.

Priority Program Areas:

The U.S. Embassy Zimbabwe, Public Affairs Section is seeking proposals for projects throughout the fiscal year (beginning November 1, 2017) that strengthen and build local capacities in the following areas:

  • educational and cultural exchange;
  • support the rule of law;
  • professionalize the media;
  • promote freedom of expression;
  • empower women and youth;
  • promote social inclusion and tolerance of underserved communities, such as LGBTI, disabled persons and minority ethnic groups;
  • promote greater health awareness and outcomes in HIV prevention and AIDS treatment; and
  • encourage entrepreneurship, economic growth, and sustainable environmental practices.

The following types of projects are not eligible for funding:

  • Projects relating to partisan political activity;
  • Charitable or development activities;
  • Construction projects;
  • Projects that support specific religious activities;
  • Fund-raising campaigns;
  • Lobbying for specific legislation or projects
  • Scientific research;
  • Projects intended primarily for the growth or institutional development of the organization; or
  • Projects that duplicate existing projects. 

This notice is subject to availability of funding.




Funding Instrument Type:  

Grant, Fixed Amount Award or Cooperative agreement.

Cooperative agreements are different from grants in that PAS staff are more actively involved in the grant implementation


  1. Eligible Applicants

The Public Affairs Section encourages applications from Zimbabwe:

  • Registered not-for-profit organizations, including think tanks, Trusts and civil society/non-governmental organizations with programming experience
  • Individuals
  • Non-profit or governmental educational institutions
  • Governmental institutions

For-profit or commercial entities are not eligible to apply.  

  1. Cost Sharing or Matching – Cost sharing is not
  1. Other Eligibility Requirements – In order to be eligible to receive an award, all organizations must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet, as well as a valid registration on Please see Section D.3 for information on how to obtain these registrations.  Individuals are not required to have a DUNS number or be registered in



  1. Address to Request Application Package

Email  and an automatic reply with the Application forms will be sent.

  1. Content and Form of Application Submission

Content of Application

  • The proposal clearly addresses the goals and objectives of this funding opportunity
  • All documents are in English
    • All budgets are in U.S. dollars

Application Forms required:

  • Completed application (form attached)
  • Detailed projected budget (form attached)


Required Registrations:

All organizations applying for grants (except individuals) must obtain these registrations.  All are free of charge:

  • Unique Identifier Number from Dun & Bradstreet (DUNS number)
  • NCAGE/CAGE code
  • registration

Step 1: Apply for a DUNS number and an NCAGE number (these can be completed simultaneously)

DUNS application: Organizations must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet, if your organization does not have one already, you may obtain one by calling 1-866-705-5711 or visiting

NCAGE application:

Instructions for the NCAGE application process:

For help from within the U.S., call 1-888-227-2423

For help from outside the U.S., call 1-269-961-7766

Email for any problems in getting an NCAGE code.

Step 2: After receiving the NCAGE Code, proceed to register in SAM by logging onto:  SAM registration must be renewed annually.

  1. Submission Dates and Times

The Public Affairs Section will accept proposals throughout the fiscal year beginning November 1, 2017 till before the closing date of September 15, 2018.  No applications will be accepted after that date. 

  1. Other Submission Requirements

All application materials can be hand delivered, in an unsealed envelope to the

U.S. Embassy

Public Affairs Section Harare

7th Floor, Goldbridge, Eastgate

Robert Mugabe Road


or emailed to



  1. Criteria

Each application will be evaluated and rated on the basis of the evaluation criteria outlined below. The criteria listed are closely related and are considered as a whole in judging the overall quality of an application.

Quality and Feasibility of the Program Idea – The program idea is well developed, with detail about how project activities will be carried out. The proposal includes a reasonable implementation timeline.

Goals and objectives: Goals and objectives are clearly stated and project approach is likely to provide maximum impact in achieving the proposed results.

Embassy priorities: Applicant has clearly described how stated goals are related to and support U.S. Embassy Harare – PAS’s priority areas or target audiences.

Budget: The budget justification is detailed.  Costs are reasonable in relation to the proposed activities and anticipated results. The budget is realistic, accounting for all necessary expenses to achieve proposed activities.

Monitoring and evaluation plan: Applicant demonstrates it is able to measure program success against key indicators and provide milestones to indicate progress toward goals outlined in the proposal. The project includes output and outcome indicators, and shows how and when those will be measured.

Sustainability: Project activities will continue to have positive impact after the end of the project.

  1. Review and Selection Process

Applications can be submitted at any time and will be reviewed on a monthly basis by the Public Affairs Grants Committee. Successful applicants or applicants the committee wishes to speak to further, will be notified via the contact information they list in their application.

Due to the volume of proposals, the committee regrets to inform you that we cannot respond to every submission, however, if you have not heard back in 3 months, and wish to receive feedback on why your proposal has not been selected, please email with the subject: “Request for Feedback on my Submitted Proposal [Title/Date of submission].” All qualified proposals will remain on file with the committee for consideration at any time for 12 months.