Procurement and Contracting Opportunities

GSO Procurement & Contracting

172 Herbert Chitepo Avenue

Harare, Zimbabwe

March 19, 2018

SCAM ALERT!

The United States Embassy in Harare has received several reports that some vendors in Harare have been receiving tenders/requests for quotations purporting to be from the U.S. Embassy, in which they are asked to provide a price quote for ACSTER VX300 SOLAR GENERATOR, and to deliver part of the generators to the Embassy as samples, which will qualify them to be a regular supplier of 600 generators. The tenders are being sent to the vendors via email from the address usa@embassytenders.com using an official-looking RFQ form on fake Embassy letterhead complete with a fake Embassy seal.

Please Note: the U.S. Embassy in Harare does not send out tender notices from the above email address. The U.S. Government procurement follows strict regulations outlined in the U.S. Federal Acquisition Regulations (FAR). We encourage all vendors interested in bidding on legitimate opportunities to monitor our website or visit www.fbo.gov.

Vendors are advised that if they receive a similar request they should contact the U.S. Embassy, 172 Herbert Chitepo Avenue, Harare via phone +2634250593 to verify the veracity of the request. Queries can also be emailed to the Embassy Procurement section via HarareGSOProcurement@state.gov .

Dear Prospective Offeror:

SUBJECT: PR7838472 Request for QuotationElectrical Supplies 

The Embassy of the United States of America in Harare invites you to submit a quotation for the following Electrical Supplies:

Description Quantity
POOL TIMER, SWITCH, ANALOG, 16AMP, 240V, DIN (SUL-181D-ANALOG-24-HOURS-3-MODULE-SEGMENT-MECHANICAL-DIN-RAIL-TIMER-SWITCH-WITH-POWER-RESERVE.) 10
BULB, CANDLE, LED, 4W, B22 50
LIGHT TUBE, LED, 5FT, WARM WHITE 25
FAN HEATER, BATHROOM, 2 HEATING LAMPS 5
IMMERSION, THERMOSTAT, 250V, 20A, TSE TYPE T115 5

 

The US Embassy does not authorize Advance Payments. Payment shall be made via Electronic Funds Transfer (EFT) after delivery of goods and receipt of a proper invoice.

The U.S. Government intends to award a purchase order to those firms that are technically acceptable, responsible, and clearly intend to sell products to the US Government at the lowest price technically acceptable

We invite you to submit quotations via email on or before 1500hrs EST on Friday, 09 November 2018. No quotation will be accepted after this time.

Please submit your quotations via email to the following address: Chinyanganyaa@state.gov

www.sam.gov registration is required prior to award of this purchase order.

Direct any question regarding this solicitation to HarareGSOProcurement@state.gov

See also: The cover letter

To:  Prospective Offerors

Subject: Request for Proposals Solicitation No.19Z11518R0010 NEC – Audio Visual Services

Enclosed is a Request for Proposals (FRP) for Audio Visual Equipment Installation and Service Maintenance. If you would like to submit a proposal, follow the instructions in Section 4 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. government intends to award a contract to the responsible company submitting a technically acceptable offer at the lowest price. We intend to award a contract based on the initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

A site visit has been scheduled for 19 September 2018 at 1000 hours at New Embassy Complex (NEC) 2 Lorraine Drive, Westgate, Harare. To attend the site visit please email HarareGSOProcurement@state.gov  before 17 September 2018 with Name, Surname, National ID Number and company name. We are limiting number of attendees to only two individual per company. To allow for the security process, you are required to arrive 30 minutes early on the date of the site visit.

Proposals to be hand delivered to the below address on or before 24 September 2018 at 1300.

United States Embassy Harare

172 Herbert Chitepo Avenue

Harare, Zimbabwe

ATT: GSO/Contracting Officer

REF#: 19Z11518R0010

OR via email HarareGSOProcurement@state.gov

The successful offeror(s) will be required to have a DUNS number, NCAGE code and be registered in SAM www.sam.gov .

See Cover Letter and Solicitation Audio Visual Services

To:      Prospective Bidders

 

Subject: Request for Quotations for the installation of storage compartments on 4 cargo vans four (4)

 

The US Embassy would like quotations from interested suppliers for the installation of storage compartments on 4 cargo vans with specs listed below. Kindly submit the quotes to makumbes@state.gov on or before Friday, 14 September 2018.  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.

The successful offeror(s) will be required to have a DUNS number, NCAGE code and be registered in SAM www.sam.gov .

PR#75960795 – Installation of storage compartments on 4 cargo vans

This solicitation is issued for the installation of storage compartments on 4 cargo vans four (4) new Cargo vans

Model:  Toyota Hiace Panel Van

Type:     Short base

See also: Advert for the installation of storage compartments and photos

 

To:  Prospective Offerors

Subject: Request for Quotations Solicitation number 19Z11518Q0008 NEC Wi-Fi Wiring

Enclosed is a Request for Proposals (RFQ) for the NEC Wi-Fi wiring.

To submit a quotation:

  • follow the instructions in Section A the solicitation,
  • complete the required portions of the attached document, and
  • submit your proposal to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price.  We intend to award a contract based on initial proposals, without holding discussions.  However, we will be holding a site visit at the New Embassy Complex 2 Lorraine Drive on the 18th of September 2018 @1400hrs. All those wishing to attend must send details of at least two participants (Full name, Company and Identification number) of their representatives via email for access clearance 48 hours before site visit day. We may hold discussions with companies in the competitive range if there is a need to do so.

Proposals are due on or before 24th of September 2018 at 1500. Proposals may be sent via email (HarareGSOProcurement@state.gov) or hand-delivered to the following address:

United States Embassy Harare

172 Herbert Chitepo Avenue

Harare, Zimbabwe

ATT: GSO/Contracting Officer

REF#: 19Z11518Q0008

The successful offeror(s) will be required to have a DUNS number, NCAGE code and be registered in SAM www.sam.gov.

See: The scope of work

To:       Prospective Quoters

Subject: RFQ (PR7596683) – 4000 liter Fuel Truck

The U.S. Embassy is seeking quotations for the supply of a right hand 4000-liter tanker. The truck shall be no more than 5800mm total length mounted with a 4000-liter tank, pumps and accessories for transportation of fuel. Please email tseriwae@state.gov with your quotation on or before 12 September 2018.

Warranty shall be honored through a dealer located in Harare, Zimbabwe, with original equipment manufacturer parts for the vehicles available locally.

Advance payments are not authorized, instead payment will be made in full 30 days after delivery of product.

Successful offerors shall be registered with the SAM (accessed through www.sam.gov ) prior to contract award.

Specifications, Hino 500 series or similar:

  • Diesel engine
  • Manual transmission
  • Seats/cab configuration: 3 seats (no bunk)
  • Short bed – vehicle length including diesel tank not to exceed +/- 5800mm
  • Suspension configured for carrying full tank of at max 4000 liters
  • Pumps and all other equipment necessary for immediate use included/mounted
  • Center of the tank manhole
  • Easily serviced throughout Zimbabwe
  • Parts readily available throughout Zimbabwe
  • Front airbags
  • Power windows and power locks
  • Color: white
  • Air conditioning unit

To:      Prospective Bidders

Subject: Request for Quotations number 19Z11518R0008

Enclosed is a Request for Proposals (RFP) for Fuel Tank Removal at 30 Harare Drive, Msasa.  If you would like to submit a proposal, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1442 that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting a technically acceptable offer at the lowest price.  We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

A site visit has been scheduled for 5 September 2018 at 1000 hours at number 30 Harare Drive in Msasa, Harare. To attend the site visit please email HarareGSOProcurement@state.gov  before 30 August 2018 with Name, Surname, National ID Number and company name. We are limiting number of attendees to only two individual per company. Interested parties arriving more than 15 minutes later than the appointed time will not be admitted to the property.

Proposals to be hand delivered to the below address on or before 14 September 2018 at 1100.

United States Embassy Harare

172 Herbert Chitepo Avenue

Harare, Zimbabwe

ATT: GSO/Contracting Officer

REF#: 19Z11518R0008

OR via email HarareGSOProcurement@state.gov

The successful offeror(s) will be required to have a DUNS number, NCAGE code and be registered in SAM www.sam.gov .

See also: Tank removal cover page and Fuel tanks removal solicitation

To:  Prospective Offerors

Subject:  Solicitation number 19Z11518Q0007 Dismantling of warehouse tool and fuel sheds

Enclosed is a Request for Proposals (RFQ) for the dismantling of warehouse tool and fuel sheds.

To submit a quotation:

  • follow the instructions in Section A the solicitation,
  • complete the required portions of the attached document, and
  • submit your proposal to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price.  We intend to award a contract based on initial proposals, without holding discussions.  However, we will be holding a site visit at the warehouse 30 Harare Drive Msasa on the 4th of September 2018. All those wishing to attend must send details (Full name, Company and Identification number) of their representatives via email for access clearance 48 hours before site visit day. We may hold discussions with companies in the competitive range if there is a need to do so.

Proposals are due on or before 11 September 2018 at 1500. Proposals may be sent via email (HarareGSOProcurement@state.gov) or hand-delivered to the following address:

United States Embassy Harare

172 Herbert Chitepo Avenue

Harare, Zimbabwe

ATT: GSO/Contracting Officer

REF#: 19Z11518R0008

The successful offeror(s) will be required to have a DUNS number, NCAGE code and be registered in SAM www.sam.gov.

See also: Solicitation number 19Z11518Q0007 Dismantling of warehouse tool and fuel sheds

The US Embassy would like quotations from interested suppliers for vehicles listed below. Kindly submit the quotes to makumbes@state.gov on or before Thursday, 6 September 2018.  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.

The successful offeror(s) will be required to have a DUNS number, NCAGE code and be registered in SAM www.sam.gov .

PR#PR7596747 – Cargo Vans x4

This solicitation is issued for four (4) new Cargo vans with demonstrated reputation for simplicity and durability for use by the US Embassy Harare, Zimbabwe.

Vehicle Specifications

  • Right Hand Drive cargo van
  • Easily serviced throughout Zimbabwe
  • Parts readily available throughout Zimbabwe
  • Diesel engine
  • Manual transmission
  • Long wheel base
  • Seating (including driver) with seatbelts
  • Front airbags
  • Color: white
  • Electronic fuel injection
  • Anti-lock brakes

PR#7596724 – Double cab pickup truck x 1

This solicitation is issued for a double cab pickup truck with demonstrated reputation for simplicity and durability for use by the US Embassy Harare, Zimbabwe.

  • Right Hand Drive cargo van
  • Easily serviced throughout Zimbabwe
  • Parts readily available throughout Zimbabwe
  • Diesel engine
  • Manual transmission
  • Long wheel base
  • Seating (including driver) with seatbelts
  • Front airbags
  • Color: white
  • Electronic fuel injection
  • Anti-lock brakes
  • Heavy duty suspension

See also: Advert for US Embassy vehicle purchase

The Embassy of the United States of America invites you to submit a quotation for 3 x John Deere Gator Utility vehicles or similar. Kindly submit quotations to HarareGSOProcurement@state.gov

Payment shall be made via Electronic Funds Transfer (EFT) within 30 days from receipt of goods and an original, hard copy and correct summary 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.

In Addition; the quoted price of all Gators must include delivery to the US Embassy in Harare, Zimbabwe

The full list of Specifications is attached.

Deadline for quote submission shall be September 4, 2018 on or before 1500 hours. The successful offeror shall have a DUNS number and be registered in SAM/CCR through the following sites: DUNS – www.dnb.com and SAM/CCR www.sam.gov.

Direct any questions regarding this solicitation to HarareGSOProcurementDL@state.gov

See also: Specifications and Gator cover 



FUNDING OPPORTUNITIES

U.S. DEPARTMENT OF STATE

U.S. EMBASSY HARARE, PUBLIC AFFAIRS SECTION 

NOTICE OF FUNDING OPPORTUNITY

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

Funding Opportunity Number:   DOS-HRE-FY19

Deadline for Applications:            September 15, 2019

CFDA Number:                             19.040 – Public Diplomacy Programs

Maximum for Each Award:         $24,999 USD

                                                         This notice is subject to availability of funding. 

A.  PROGRAM DESCRIPTION

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 priorities, the strategic themes we focus on, and the procedures for submitting requests for funding requests.  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, 2018) that:

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

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. 

 B.  FEDERAL AWARD INFORMATION 

  • Number of awards anticipated Fiscal Year 2019: 30 awards (dependent on amounts)
  • Award amounts: Awards may range from a minimum of $1000 to a maximum of $24,999 US dollars.
  • Total available funding: US $135,000
  • Type of Funding: FY2019 Public Diplomacy Funding
  • Anticipated program start date: Project activities may start November 15, 2018 and must end before 30 September 2019 

This notice is subject to availability of funding. 

Funding Instrument Types:  

  1. Grant,    Fixed Amount Award, or    3. Cooperative Agreement.

Cooperative Agreements are different from Grants and Fixed Amount Awards in that PAS is more extensively and actively involved in the grant implementation.

C.  ELIGIBILITY INFORMATION

  1. Eligible Applicants

The Public Affairs Section encourages applications from Zimbabwean:

  • 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.

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

  1. Other Eligibility Requirements : In order to be eligible to receive an award, all organizations (not individuals) must have:
  • a Data Universal Numbering System (DUNS) number from Dun & Bradstreet,
  • NCAGE/CAGE code, and
  • a valid registration on www.SAM.gov.

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 SAM.gov.

  1. Cost Sharing and Matching – Cost sharing is not
  1. Financial capacity: Pressures on Zimbabwe’s financial systems may affect the selected applicant’s ability to follow through with the grant agreement.  PAS does not infuse additional funds into a grant agreement to compensate for currency fluctuations.  To guard against non-compliance owing to cash shortages borne of banking complications, it is strongly suggested that applicants have a Foreign Currency Account in addition to a local currency account.  Applicants should be aware of their banking institution’s policies and fees regarding electronic deposits, transfers and withdrawals of U.S. dollars.  Should your proposal be selected, PAS will request your banking information at that time.

D.  APPLICATION AND SUBMISSION INFORMATION

  1. To Request Application Package

Email PublicDiplomacyGrants-ZIM@state.gov  and an automatic reply with the Application forms will be sent.

  1. Content and Form of Application Submission

Content of Application

  • The proposal should 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: (in the Application Package)

  • Completed application (form attached)
  • Detailed projected budget (form attached)
  • SF-424 (Application for Federal Assistance – Organizations)

Or SF-424-I (Application for Federal Assistance –Individuals)

  • SF424A(Budget Information for Non-Construction programs)
  • SF424B(Assurances for Non-Construction programs)

Required Registrations:

All organizations applying for grants (except individuals) must obtain these registrations:

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

Note: All registrations are free of charge but take time, often requiring multiple sittings to complete the processes.  Applicants should be careful to retain the exact contact details as entered on registration forms for future access.  The computer systems are case-sensitive:

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 http://fedgov.dnb.com/webform

NCAGE application: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Instructions for the NCAGE application process:

https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf

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 NCAGE@dlis.dla.mil for any problems in getting an NCAGE code.

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

  1. Submission Dates and Times

The Public Affairs Section will accept proposals from November 1, 2018 until the closing date of September 15, 2019.  No applications will be accepted after that date. 

  1. Other Submission Requirements

All application materials may be emailed to PublicDiplomacyGrants-ZIM@state.gov or hand delivered in an unsealed envelope to:

U.S. Embassy Harare, Public Affairs Section

7th Floor, Goldbridge, Eastgate

Robert Mugabe Road

Harare

APPLICATION REVIEW INFORMATION

  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, detailing how, when and by whom project activities will be carried out.  The proposal includes a reasonable implementation timeline and an identified target audience.

Goals and objectives: Goals and objectives are clearly stated. Project approach is clearly matched to goals and 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 in description, showing per unit cost breakdowns in US dollars.  Estimated expenses 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: The monitoring plan articulates realistic key indicators, outputs and milestones to indicate progress toward goals outlined in the proposal.  It shows how and when those will be measured.  The evaluation plan describes measures to be used in assessing the outcome and impact of the project.  The plan may address potential pitfalls and possible contingencies to correct the course of the project.

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.  Organizations whose applications will not be funded will be notified via email.  All qualified proposals will remain on file with the committee for consideration at any time for 12 months. 

 

If 3 months after submission you wish to receive feedback on the status of your proposal, please email PublicDiplomacyGrants-Zim@state.gov with the Subject line: “Request for Feedback on my Submitted Proposal [Title/Date of submission].”

 

 

  1. Federal Award Notices

 

The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document and it will be provided to the recipient for review and signature by email. The recipient may only start incurring program expenses beginning on the start date shown on the grant award document signed by the Grants Officer.

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding.  Renewal of an award to increase funding or extend the period of performance is at the discretion of the Department of State.

Issuance of this Funding Opportunity announcement does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received.

Payment Method: Payments will be made in at least two installments, as needed to carry out the program activities.

  1. Administrative and U.S. National Policy Requirements:

 

Terms and Conditions: Before submitting an application, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply.  These include: 

  • 2 CFR 200, 2 CFR 600, Certifications and Assurances, and the Department of State Standard Terms and Conditions, all of which are available at: https://www.state.gov/m/a/ope/index.htm.
  • Note the U.S Flag branding and marking requirements in the Standard Terms and Conditions.

3.  Reporting Requirements: Recipients will be required to submit financial reports and program reports. The award document will specify how often these reports must be submitted.

G.  FEDERAL AWARDING AGENCY CONTACTS

If you have any questions about the grant application process, please contact PAS at PublicDiplomacyGrants-Zim@state.gov.

Note:  We do not provide any pre-consultation for application related questions that are addressed in the Funding Opportunity announcement. Once an application has been submitted, State Department officials and staff — both in the Department and at embassies overseas — may not discuss this competition with applicants until the entire proposal review process is completed.

Please find the NOFO for HIV Prevention, Care, and Treatment Support for Church-related Hospitals and Clinics in the Republic of Zimbabwe under the President’s Emergency Plan for AIDS Relief (PEPFAR) attached to this email.  It can also be found here:  http://www.grants.gov/web/grants/search-grants.html?keywords=CDC-RFA-GH19-1944

The application deadline date for this NOFO is November 13, 2018

Please thoroughly read the following information regarding your responsibilities:

See the advertisement for more information