PR12882242_SOW.docx

SCOPE OF WORK FOR DATA ENTRY AND ADMINISTRATIVE SUPPORT SERVICES

Background: The U.S. Embassy in Ecuador seeks data entry and administrative support services to assist in a major contact management project as well as a series of support services related to the arrival of a new Ambassador, his outreach and external engagements, and representational events.

Task:

· Assist all U.S. Embassy sections and agencies with transition Salesforce as our primary contact management platform.

· Manage and optimize the United States Embassy’s contact management database (Salesforce), ensuring accuracy and up-to-date information.

· Assist in receiving, logging and recording EXEC office invitations using a SharePoint invitation tracker.

· Support event preparation and execution to ensure smooth operations at the Ambassador’s representational events.

· Utilize advanced digital scanners for efficient document digitization and organization.

· Assist with updating contact lists, such as diplomatic lists, as well as, host government, civil society and private sector contacts, maintaining accurate and up-to-date information.

· Provide additional administrative support as required, adapting to the unique needs of the organization.

· Assist with processing the U.S. Embassy’s end of year gratuities.

Deliverables: The service provider will provide the following services according to established timelines.

· Transfer of U.S. Embassy contacts from various platforms to the Salesforce database including but not limited to the following offices: EXEC, Political, Economic, Public Diplomacy, Consular, Management, Regional Security, U.S. International Agency for International Development, Peace Corps, Department of Homeland Security, Customs and Border Protection, U.S. Citizen Immigration Services, and Defense Attaché Office.

· Review and update approximately 6000 contact records currently in the Salesforce database to ensure accuracy and precision

· Support the preparation and execution of processing the U.S. Embassy’s end of year gratuities – to be completed by January 15, 2025.

· Support representational events during the Ambassador’s first year in Ecuador (approximate 6-10 events).

Period of Performance and Payment: The performance period will run for twelve (12) months from the date of approval. The contract will be a fixed-price contract, with payment delivered monthly subject to COR certification of performance and deliverables.

Technical Requirements: The offeror must comply with the following technical requirements:

· Must be able to type 60-80 words per minute.

· Prior Experience with Salesforce Contact Management platform or similar platforms.

· Experience with invitation tracking and event support.

· Familiarity with digital scanning and document management.

· Languages (may be tested):

· English: Level 4 - Fluent; speaking/reading/writing, may include the ability to translate

· Spanish: Level 4 - Fluent; speaking/reading/writing, may include the ability to translate

· Minor translation skills for both languages are required.

· Must be proficient in the use of Microsoft applications (Word, Excel, Outlook).

· The Service provider will need to pass a security clearance process.

The U.S. Embassy intends to award a contract resulting from this solicitation to the lowest priced technically acceptable offeror who is a responsible contractor. The U.S. Mission may award the contract based on the initial offer without discussion. Quotes should include past performance references and examples of previous relevant political analysis that could demonstrate experience with the required scope of work.