Solicitation-191N6525Q0145.pdf

Solicitation No-191N6525Q0145 Date: August 12, 2025

Issued by: GSO/Contracting

American Embassy, New Delhi (India) is inviting you to participate and submit proposal for the requirement of “Provide Develop/customized Provident Fund & Superannuation Fund Software” as per complete requirement specified in the attached scope of work. The services offered shall be 100% compliances to the job listed in the attached scope of work.

In case prospective bidders are having any technical query or need more information, kindly revert to us via email at mehtan@state.gov or sharmac@state.gov on or before 16.00pm 14th August 2025. The answer to the queries will be shared with all the prospective bidders. The query received after the given deadline will not be considered.

Offer Submission: Please submit your competitive offer via email only at newdelhibids@state.gov, on or before 2.00pm (India local time), 21st August 2025. Offer submission Subject line must be “191N6525Q0145 for Develop Software”

Note: Offer submitted at any other email or incomplete offer or not provided requested information along with offer, shall not be considered for further evaluation. Please review carefully listed requirements in the scope of work, information and instructions listed in the solicitation document. The Offeror must write their name, address and contact phone number on each page.

Supply & Service - Description

Requirement of “Provide Develop/customized Provident Fund & Superannuation Fund Software” at

American Embassy, Shanti Path, Chanakyapuri, New Delhi-110021 as per detailed work described in the attached scope of work.

Software Development Charges ________________________

Any Other incidental Charges (If applicable) ________________________

GST (%) Charges, if applicable. ________________________

Total Amount ________________________

Lead Time of Delivery Period:

1. Important Instructions: Please carefully read the following points while preparing and submitting the offer.

A. All local offerors must be in Indian Rupees (INR).

B. All overseas offerors must be in United States Dollars (USD).

Embassy of The United States of America

New Delhi mailto:mehtan@state.gov mailto:sharmac@state.gov mailto:newdelhibids@state.gov

C. The services offered shall be 100% compliance with the specification/job described in the scope of work.

D. The prices offered shall include all the tax and freight separately if applicable.

E. GST: If GST is applicable then in order to enable the Government to claim GST refunds, the offeror shall indicate GST separately. The supplier shall furnish tax invoice in accordance with New Delhi tax regulations.

F. Overseas vendors make sure their company representative is available in New Delhi to provide technical support as and when required.

G. Attached FAR & DOSAR is applicable, Safety standard and accident prevention clauses are applicable.

H. DOSAR 652.236-70 Accident Prevention (APR 2004)” clauses shall apply.

I. Notwithstanding anything contained hereinafter, the following clause on

"Liquidated Damages-Construction" (FAR Subpart 52.211-12) will apply.

a. If the vendor fails to complete the work within the time specified in the contract, the vendor shall pay liquidated damages to the U.S. Government in the amount of 1% for each calendar day of delay subject to a maximum of 10% of the total contract value, until the work is completed or accepted.

b. If the Government terminates the Contractor's right to proceed, liquidated damages will continue to accrue until the work is completed. These liquidated damages are in addition to excess costs of repurchase under the Termination clause.

J. If any work is to be performed within Embassy premises and involves labor intensive, it is the contractor’s responsibility to perform the work strictly following the safety requirement. The contractor shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. The contractor shall be responsible for all damage to persons or property that occurs because of the contractor’s fault or negligence. The clauses are applied at the time of delivery or loading/unloading/installation material at Embassy premises.

K. The Contractor is fully responsible for all his employees and shall abide by all applicable local

Government laws and regulations, including labor laws. The U.S. Government will not pay anything over and above the amount specified above and assumes no liability for the contractor's employees.

L. Government of United State is not responsible for any injury/loss of life that may be caused to the contractor worker(s) at the time of carrying out any construction/ maintenance services. It is the duty of the contractor to have the insurance in place for their workers.

M. The contractor shall perform the work strictly following the safety standard requirements as per attached. The contractor shall be responsible for all damage to the person or property that occurs as a result of the contractor’s fault or negligence. The contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others.

2. Mandatory Documents submission along with offer:

➢ Please provide complete details of offering services along with the proposal.

➢ Please share information showing same or similar work that has been completed in the past or is currently undertaking along with client list and contact numbers. We may ask to provide a demonstration if required.

➢ Please share proof of order copy awarded by the company for same/similar job.

➢ NDAA Document: As per new guideline/norm from US Government that before doing any business with Embassy, vendor will have to provide confirmation on “National Defense

Authorization Act (NDAA) Section 889-part B that prohibits US Government from contracting with any entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

➢ In view of this, you are requested to complete the attached NDAA certification by checking appropriate boxes and submitting a singed copy via email along with an offer.

3. Evaluation Factors:

➢ Offers submitted without providing requested supporting documents will not be considered for the evaluation.

➢ The offer must be submitted at the requested email address. Offer received at any other email address or received after the due date & time given, shall not be considered.

➢ Record of satisfactory past performance and based on the requested documents provided in Para # 2.

➢ Award will be made to the lowest priced, technically acceptable, responsible bidder offer. We intend to award based on initial offers, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

➢ The Government reserves the right to reject proposals that are unreasonably low or high in price.

4. Terms and Conditions:

➢ Your offer should be valid for at least 30 days from the submission date. Once the purchase order is awarded, the prices shall hold good till the job is completed.

➢ This will be a firm fixed price type of contract with no additional charges or sums will be payable on account of any escalation in the cost of material, equipment, or labor or because of the contractor’s failure to properly estimate or accurately predict the prices or difficulty of achieving the result required by this purchase order. Nor will purchase order price be adjusted on account of fluctuations in the currency exchange rates.

➢ If your proposal is accepted, American Embassy will issue a U S Government firm and fixed price purchase order.

➢ Standard Payment terms: American Embassy does not make any advance payment.

Payment shall be made thru EFT (electronic fund transfer) within Net 30 days after receipt of invoice at American Embassy, New Delhi.

➢ Payment Milestone:

• An initial payment of 20% will be released upon issuance of the Purchase Order to the vendor.

• A further 40% payment will be made upon the successful installation of the software.

• The remaining 40% will be released after the application has successfully gone live.

➢ If payment is delayed due to submission of incorrect invoice or wrong bank information, the prompt payment act will not apply.

➢ Attached FAR & DOSAR are applicable.

5. Inspection, Acceptance, Invoice submission and Payment:

➢ The inspection and acceptance shall be performed by the authorized Embassy representative.

➢ Invoice should be in favor of American Embassy, Chanakyapuri, New Delhi-110021 and should refer Embassy issued Purchase Order.

➢ It is mandatory to submit invoices electronically/scanned and should be readable.

➢ Electronic invoice must be submitted to FMC’s Designated Billing Office (DBO) via email only at MissionIndiaPayments@state.gov and copy to mehtan@state.gov. Please refer to

PO number in the subject line. You will receive an auto acknowledgement once the invoice is submitted at the above stated email address.

➢ Invoice from Indian business must be a proper “Tax Invoice” if you are charging GST.

➢ The U.S. Embassy GST number is (UIN): 0717USA00138UNS.

➢ If payment is delayed due to submission of incorrect invoice or wrong bank information, the prompt payment act will not apply.

➢ Payment Query: DBO in FMC assigns a voucher number and notifies the submitter via email after receipt of the invoice. This will enable the submitter to use the voucher number to track the payment status, as this number will be the primary reference for all status inquiries.

➢ At any time after submitting the invoice, the submitter can inquire about the payment status of the invoice at the U.S. Mission India email address

(MissionIndiaPayments@state.gov), citing the voucher number in the subject line.

mailto:MissionIndiaPayments@state.gov mailto:mehtan@state.gov mailto:MissionIndiaPayments@state.gov

6. System for Award Management (SAM Registration): This solicitation requires registration with SAM prior to the award of the contract. It is responsibility of the bidder to fulfil and register their company at the SAM. Guidelines for registration information can be found at https://www.sam.gov.

If you have the SAM registration, then offerors must provide a copy of active registration when submitting proposals.

7. NDAA Certification: In support of National Defense Authorization Act (NDAA) Section 889-part B that prohibits US Government from contracting with any entity that uses any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.

What are covered telecommunication equipment? – telecommunication equipment or services and video surveillance equipment or services produced by Huawei Technologies Company or

ZTE Corporation, or any subsidiary or affiliate of such entities; produced by Hytera

Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua

Technology Company (or any subsidiary or affiliate of such entities).

Question concerning this solicitation should be sent to email at mehtan@state.gov. The reply to the queries will be shared with all prospective bidders. Any query received after given above date will not be considered.

Name of the Offeror_________________________________

Signature____________________Dated_________________

Telephone #_______________________________________

Email Id: __________________________________________

Sincerely

Contracting Officer https://www.sam.gov/ mailto:mehtan@state.gov