RFQ_19PK3324Q1118_Exchange Application System Subscription.pdf

SENSITIVE BUT UNCLASSIFIED

Embassy of the United States of America Islamabad, Pakistan Date: Aug 14, 2024 Pages: 1 to 4

To: Offeror

Request No: 19PK3324Q1118

From: Contracting Officer General Services Office U.S. Embassy, Diplomatic Enclave, Ramna 5, Islamabad.

E-mail: AliZ4@state.gov;

Phone: 92-51-201-4417

Subject: Request for Quotation – Exchange Application System Subscription (Software: NextZen)

The U.S Embassy, Islamabad announces opportunity for the Open Market’s relevant vendors to participate in the bidding of “Exchange Application System Subscription”. It will be a Firm-Fixed Price Purchase Order and bids from all potential offerors will be accepted based on the assurance of genuine product, delivery time and competitive pricing.

1. Items Description

Sr# Items Details Required Quantity

1 Exchange Application System Subscription Software NextZen

Period of Performance: September 2024 – August 2025 (01 Year) General Requirements:

1. Customer support during regular business hours

2. Training of PDS staff on software use and best practices

3. Receive and review applications from 100,000 or more applicants

4. Customizable exchange application creation

5. Collection of biographical information

6. Prompt for applicant responses

7. Evaluation by external contacts (references, nominators, etc.)

8. Cross-program functionality where questions/prompt from one exchange program application can be easily copied to the other program

01 each mailto:AliZ4@state.gov

2. Terms & Conditions:

a) Mode of Payment:

Payment will be processed through EFT within 30 days of the date that a correct invoice conforming to the provisions of the Purchase Order is received to the end user at U.S Embassy, Islamabad, Pakistan.

b) Period of Performance/ Delivery Address:

- The Provision of Software will required to be made within 02 weeks’ after receiving the approved Purchase Order.

- The awardee vendor will be provided the Contact information of the Embassy’s POC for necessary coordination and queries.

9. Collection of additional documentation (transcripts, resumes, passport scans, etc.)

10. Ability for applicants to edit applications at the request of PDS

11. Ability for applicants to submit documentation to PDS at any stage of the application cycle.

12. Ability for artificial intelligence or other similar technology to review applications and provide summaries or overviews of applications or applicants

13. Ability for administrators to divide applications by applicants’ geographic regions and send them to review committees for evaluation

14. At any time, PDS will be able to download all application data, including documents and attachments.

The offeror is required to include the following in their proposal:

a. Evidence of the contractor’s qualifications to provide the above services

b. Background and experience in providing software services for scholarships, grants, exchange programs, or similar activities

c. Brief, yet comprehensive details of same/similar engagements undertaken in the past

d. Size and organizational structure of the contractor

e. Statement of the contractor’s understanding of work to be performed

f. Proposed timeline implementation

g. Any deviations from the specified requirements of this SOW that cannot be satisfied by the applicant, should be clearly identified in a separate section

c) Inspection & Acceptance:

A Government representative/ POC will be the focal person of this required Software and will certify the payment of the vendor soon after satisfactory completion of the Software’s subscription.

3. FAR/ DOSAR Clauses applies on this Solicitation:

FAR & DOSAR (attached) clauses will apply to this Procurement. These clauses can be accessed through following link:

FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

This purchase order or BPA 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. Also, the full text of a clause may be accessed electronically at this address:

https://www.acquisition.gov/far

DOSAR clauses may be accessed at:

http://www.statebuy.state.gov/dosar/dosartoc.htm

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1) CLAUSES

Number Title Date

52.204-7 SYSTEM FOR AWARD MANAGEMENT OCT 2018

52.204-9 Personal Identity Verification of Contractor Personnel (if contractor requires physical access to a federally controlled facility or access to a Federal information system)

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT

MAINTENANCE

OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY

CODE MAINTENANCE

JUL 2016

52.212-4 Contract Terms and Conditions – Commercial Items (Alternate I (MAY 2014) of 52.212-4 applies if the order is time-and-materials or labor-hour)

OCT 2018

52.225-19 Contractor Personnel in a Diplomatic or Consular Mission Outside the United States (applies to services at danger pay posts only)

MAY 2020

https://www.acquisition.gov/far http://www.statebuy.state.gov/dosar/dosartoc.htm

52.227-19 Commercial Computer Software License (if order is for software)

DEC 2007

52.228-3 Workers’ Compensation Insurance (Defense Base Act) (if order is for services and contractor employees are covered by Defense Base Act insurance)

JUL 2014

52.228-4 Workers’ Compensation and War-Hazard Insurance (if order is for services and contractor employees are not covered by Defense Base Act insurance)

APR 1984

52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS NOV 2020

52.246-26 REPORTING NON-CONFORMING ITEMS JUN 2020

4. Evaluation Criteria:

The opportunity will be awarded based on “Lowest Price Technical Acceptability”.

5. Quote Submission’s Due Date:

No Quote will be accepted after August 30, 2024, via email to following email address:

AliZ4@state.gov Other Requirements:

a. Prepare your quotation on your company letterhead in accordance with the requested details of this RFQ.

b. Include list of your clients, you sold similar items within the last two years.

c. Include below information in bid:

i Delivery Period after receiving of Purchase Order.

ii Bid must be valid for 15 days from the closing date for this solicitation.

iii Acceptance of our Net 30 days Payment terms.

iv Valid DUNS Number and SAM Registration is required.

d. Bidder must have a physical business address and good financial health in order to get this opportunity awarded.

e. The lowest price technically acceptable vendor shall require filling the C-SCRM Questionnaire prior receiving the approved Purchase Order. The C-SCRM Questionnaire shall be shared to the identified vendor after the bidding process.

f. Please provide reference of our Request Number 19PK3324Q1118 in all your correspondence regarding this request for price quotation.

g. Please note that U.S. Embassy is exempted from taxes, therefore, submit a Tax-Free Quote.

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mailto:AliZ4@state.gov