PR16006108_RFQ.pdf

SBU - CONTRACTING AND ACQUISITIONS

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

PR1666108

6. SOLICITATION ISSUE DATE

May 12, 2026

7. FOR SOLICITATION

INFORMATION CALL

a. NAME

Febry NOVA novaf@state.gov

b. TELEPHONE NUMBER (No collect calls)

62-21-5083-1000

8. OFFER DUE DATE/LOCAL TIME

May 27, 2026.

10.00 pm; GMT +7

9. ISSUED BY CODE 10. THIS ACQUISITION IS 11. DELIVERY FOR FOB 12. DISCOUNT TERMS

American Embassy Jakarta

Jl. Merdeka Selatan

� UNRESTRICTED

SET ASIDE: % FOR

SMALL BUSINESS

DESTINATION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

Jakarta, Indonesia HUBZONE SMALL BUSINESS 13a. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

8(A) 13b. RATING

NAICS:

SIZE STD:

14. METHOD OF SOLICITATION

� RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

American Embassy Jakarta

Jl. Merdeka Selatan No. 3 Jakarta

See block 7a. Procurement Contracting Unit

US Embassy Jakarta

17a. CONTRACTOR/ CODE

OFFEROR

FACILITY

CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO.�

American Embassy Jakarta Financial Management Officer

Jl. Merdeka Selatan No. 5 Jakarta, Indonesia

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH

ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

1.

ADVERTISE

per continuation

Lot

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

� 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR

OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND

CONDITIONS SPECIFIED HEREIN.

29.AWARD OF CONTRACT: REF. _________________ OFFER DATED

_______________. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or Print)

31c. DATE SIGNED

STANDARD FORM 1449

Request for Quotations (RFQ) PR16006108 ICITAP CVE Audio Recording & Transcription Devices

Each offer MUST provide the information required per Section III: Solicitation Provision

SECTION I. STANDARD FORM 1449

Block 1: Requisition Number: Page 1 of 8 Block 6: Solicitation Issue Date: May 12, 2026 Block 8: Offer Due Date/local time: May 27, 2026; at 10 pm (GMT +7)

SCOPE OF SERVICES – CONTINUATION OF SF1449

This solicitation is to provide the following goods/services for the ICITAP CVE Audio Recording & Transcription Devices

Note:

We only accept New /Original item (the warranty should be valid in Indonesia) and bidder MUST have representative office in Indonesia with a permanent address and telephone listing in the country.

Bidder Must have proven prior good working experience with the U.S. Embassy Jakarta for a minimum of three years period.

For a Quotation above USD 40,000, bidders Must have an active registration status in the System for Award Management (SAM) prior to submission.

I. Pricing The Contractor SHALL provide a firm fixed price in Indonesian Rupiah or US Dollar (two currencies only) for ICITAP CVE Audio Recording & Transcription Devices

Name of provider & logo:

Address & Phone number:

Project Manager E-mail address:

SAM number/NCAGE:

No. Description Qty Unit Unit Price

Total Price

AI-enabled recording devices including:

- AI transcription capability in multiple languages (minimum 100+ languages)

- Speaker identification and labeling

- Automated summaries with customizable templates

- Multi-format input support (audio, text, and image integration)

- Secure data processing compliant with international standards (e.g., ISO 27001, G DPR or equivalent)

Inclusive:

Accessories for each unit Software & Subscription: minimum 300 minutes/month per device or equivalent, minimum subscription coverage is 2 years Data Security Ensure that all devices and platforms:

Warranty & Support: Minimum 12 months from date of acceptance Subscription: Minimum 24 months (Plaud NotePin or equivalent)

50 each

II. Value Added Tax.

Value Added Tax (VAT) is not included in the CLIN rates. VAT must not be charged since this type of service is exempted from VAT.

III. Scope of Work

Equipment Supply Provide a total of fifty (50) units of AI-enabled recording devices (Plaud NotePin or equivalent), including:

• AI transcription capability in multiple languages (minimum 100+ languages)

• Speaker identification and labeling

• Automated summaries with customizable templates

• Multi-format input support (audio, text, and image integration)

• Secure data processing compliant with international standards (e.g., ISO 27001, G DPR or equivalent)

Functional Capabilities

• Each device must support:

• Real-time or post-recording transcription

• AI-generated summaries and key insights

• Highlighting important conversation points

• Role-based output (e.g., meeting notes, action items, executive summaries)

• Cloud or application-based access (mobile and web)

Hardware Specifications Devices must include:

• Portable and wearable design (e.g., clip, necklace, wristband, or equivalent)

• Minimum 20 hours continuous recording capability

• Minimum 40 days standby time

• Internal storage (minimum 64 GB)

• Lightweight and durable construction

Accessories Each unit shall include:

• Charging dock or equivalent charging solution

• USB cable

• Magnetic pin/clip or equivalent attachment

• Protective casing (if available)

Software & Subscription

• AI transcription subscription plan included (minimum 300 minutes/month per device or equivalent)

• Access to advanced AI features (pro or equivalent tier)

• Minimum subscription coverage: 2 years

Data Security Ensure that all devices and platforms:

• Encrypt data in transit and at rest

• Maintain secure user authentication

• Protect all recorded conversations and transcripts from unauthorized access

Warranty & Support

• Warranty & support: Minimum 12 months from date of acceptance

• Technical support for device setup and troubleshooting

• Replacement or repair for defective units within the warranty period

• Subscription: Minimum 24 months Delivery Requirements

• Delivery location: Jakarta, Indonesia

• Estimated delivery time: within 14 calendar days after contract award

• All items must be delivered in new, unused condition

Acceptance Criteria The delivered goods will be accepted upon:

• Verification of quantity (50 units)

• Functional testing of devices

• Confirmation of included accessories and subscriptions

• Compliance with specifications outlined in this SOW

Reporting Requirements The Service Provider shall:

• Provide delivery documentation

• Provide user manuals or guides

• Provide subscription activation details

• Provide contact for technical support

SECTION II. CLAUSES (COMMERCIAL ITEMS – SERVICE) LINK ATTACHED

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items

(MAR 2011)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).

___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

x (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010) (Pub. L. 109-

282) (31 U.S.C. 6101 note).

x (22) 52.219-29 Notice of Total Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (Apr 2011).

x (33)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

x (37) 52.225-1, Buy American Act—Supplies (Feb 2009) (41 U.S.C. 10a-10d).

x (40) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

x (43) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)).

ADDENDUM TO CONTRACT CLAUSES

52.252-2CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Go to the internet at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov to see the link to the

FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

NUMBER TITLE

52.225-14 Inconsistency Between English Version and Translation of Contract (FEB 2000)

The following FAR clauses are provided in full text: THE FOLLOWING DOSAR CLAUSES ARE PROVIDED IN FULL TEXT:

CONTRACTOR IDENTIFICATION (JULY 2008)

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

Contractor personnel must take the following actions to identify themselves as non-federal employees:

1) Use an email signature block that shows name, the office being supported and company affiliation

(e.g. “John Smith, Office of Human Resources, ACME Corporation Support Contractor”);

2) Clearly identify themselves and their contractor affiliation in meetings;

3) Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and

4) Contractor personnel may not utilize Department of State logos or indicia on business cards.

(End of clause)

652.232-70 PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE) (AUG 1999)

(a) General. The Government shall pay the contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed-price stated in this contract.

(b) Invoice Submission. The contractor shall submit invoices in an original and 1 (one) copy to the office identified in Block 18b of the SF-1449. To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

Financial Management Office Embassy of the United States of America

Jl. Medan Merdeka Selatan No. 5 Jakarta 10110, Indonesia

The contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

(c) Contractor Remittance Address. The Government will make payment to the contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is USMILGP Officer

652.242-73 AUTHORIZATION AND PERFORMANCE (AUG 1999)

a) The contractor warrants the following:

(1) That is has obtained authorization to operate and do business in the country or countries in which this contract will be performed;

(2) That is has obtained all necessary licenses and permits required to perform this contract;

and,

(3) That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

b) If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause.

652.229-70 EXCISE TAX EXEMPTION STATEMENT FOR CONTRACTORS WITHIN THE UNITED STATES (JUL 1988)

This is to certify that the item(s) covered by this contract is/are for export solely for the use of the U.S. Foreign Service Post identified in the contract schedule.

The Contractor shall use a photocopy of this contract as evidence of intent to export. Final proof of exportation may be obtained from the agent handling the shipment. Such proof shall be accepted in lieu of payment of excise tax.

SECTION III. SOLICITATION PROVISIONS:

FAR 52.212-1, Instructions to Offerors -- Commercial Items (JUN 2008) is incorporated by reference. (See SF-1449, block 27a).

ADDENDUM TO 52.212-1

A. SUMMARY OF INSTRUCTIONS. Each offer must consist of the following:

A.1. A completed solicitation, in which the SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), and Section 1 (Pricing) has been filled out.

A.2. Information demonstrating the offeror’s/quoter’s ability to perform, including:

(1) Name of a Project Manager (or other liaison to the Embassy/Consulate) who understands written and spoken English;

(2) Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing;

(3) List of clients, demonstrating prior experience with relevant past performance information and references;

(4) Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;

(5) Complete name, location, and floor plan of dedicated room/s, security posture that represent high standard of security and safety and adequate fire escape facilities;

(6) Evidence that the offeror/quoter has all licenses and permits required by local law (see DOSAR 652.242- 73 in Section 2)

A.3. If required by the solicitation, provide either:

(a) a copy of the Certificate of Insurance, or

(b) a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

ADDENDUM TO SOLICITATION PROVISIONS FAR AND DOSAR PROVISIONS NOT PRESCRIBED IN PART 12

52.252-2CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Go to the internet at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov to see the link to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

Number Title

52.204-6 Data Universal Numbering System (DUNS) (ARP 2008) 52.214-34 Submission of Offers in the English Language (APR 1991)

The following DOSAR provision(s) is/are provided in full text:

652.206-70 COMPETITION ADVOCATE/OMBUDSMAN (AUG 1999) (DEVIATION)

(a) The Department of State’s Competition Advocate is responsible for assisting industry in removing restrictive requirements from Department of State solicitations and removing barriers to full and open competition and use of commercial items. If such a solicitation is considered competitively restrictive or does not appear properly conducive to competition and commercial practices, potential offerors are encouraged to first contact the contracting office for the respective solicitation. If concerns remain unresolved, contact the Department of State Competition Advocate on (703) 516-1693, by fax at (703) 875-6155, or write to: U.S.

Department of State, Competition Advocate, Office of the Procurement Executive (A/OPE), Suite 900, SA-27, Washington, DC 20522-2712.

(b) The Department of State’s Acquisition Ombudsman has been appointed to hear concerns from potential offerors and contractors during the pre-award and post-award phases of this acquisition. The role of the ombudsman is not to diminish the authority of the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the selection official. The purpose of the ombudsman is to facilitate the communication of concerns, issues, disagreements, and recommendations of interested parties to the appropriate Government personnel, and work to resolve them. When requested and appropriate, the ombudsman will maintain strict confidentiality as to the source of the concern. The ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of formal contract disputes. Interested parties are invited to contact the contracting activity ombudsman at 5083-1000. For an American Embassy or overseas post, refer to the numbers below for the Department Acquisition Ombudsman.

Concerns, issues, disagreements, and recommendations which cannot be resolved at a contracting activity level may be referred to the Department of State Acquisition Ombudsman at (703) 516-1693, by fax at (703) 875-6155, or write to: Department of State, Acquisition Ombudsman, Office of the Procurement Executive (A/OPE), Suite 900, SA-27, Washington, DC 20522-2712.

Acquisition Method - The Government is conducting this acquisition using the simplified acquisition procedures in Part 13 of the Federal Acquisition Regulation (FAR). If the dollar amount exceeds the simplified acquisition threshold, then the Government will be using the test program for commercial items authorized by Subpart 13.5 of the FAR.

SECTION IV. EVALUATION FACTORS

The Government intends to award a contract/purchase order resulting from this solicitation to the lowest priced, technically acceptable offeror/quoter who is a responsible contractor. The evaluation process shall include the following:

(a) COMPLIANCE REVIEW. The Government will perform an initial review of proposals/quotations received to determine compliance with the terms of the solicitation. The Government may reject as unacceptable proposals/quotations that do not conform to the solicitation.

(b) TECHNICAL ACCEPTABILITY. Technical acceptability will include a review of past performance and experience as defined in Section 3, along with any technical information provided by the offeror with its proposal/quotation.

(c) PRICE EVALUATION. The lowest price will be determined by multiplying the offered prices times the estimated quantities in “Prices - Continuation of SF-1449, block 23”, and arriving at a grand total, including all options. The Government reserves the right to reject proposals that are unreasonably low or high in price.

(d) RESPONSIBILITY DETERMINATION. The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

Adequate financial resources or the ability to obtain them;

Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;

Satisfactory record of integrity and business ethics;

Necessary organization, experience, and skills or the ability to obtain them;

Necessary equipment and facilities or the ability to obtain them; and

Otherwise, qualified and eligible to receive an award under applicable laws and regulations.

The quotation is open on May 12, 2026, and due on May 27, 2026, at 10PM. Please follow instructions in Section III for a quotation to be considered and email the quotation to: novaf@state.gov. Please note that your price should be valid for 30 days from May 27, 2026.