Administrative Support Services

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 (about 10).

The service includes transferring U.S. Embassy contacts information from various platforms to the Salesforce database, reviewing and updating approximately 6000 contact records currently in the Salesforce database to ensure accuracy and precision, supporting the preparation and execution of processing the U.S. Embassy’s end of year gratuities and other related services according to the US Government needs.

Place of Performance: Quito, Ecuador – US Embassy Compound.

Period of Performance: 12 months.

Payment terms: 30-45 days from invoice submission date. 12 invoices after monthly service provision.

Technical Requirements for Assigned Staff:

• Being able to type 60-80 words per minute.
• Experience with Salesforce Contact Management platform or similar platforms.
• Experience with invitation tracking and event support.
• Familiarity with digital scanning and document management.
• Languages proficiency (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.

• Proficiency in the use of Microsoft applications (Word, Excel, Outlook).

Offeror shall include the resume of the staff assigned to this project and supporting documentation. Offeror shall be legal authorized to provide administrative supporting services. Evidence shall be provided.

The Government will run background checks on assigned staff. After award of the contract, the Contractor shall provide following information of the staff who will have access to the Embassy Compound.

Full Name  Date of Birth  Place of Birth  Current Address  Current Phone Number  Nationality  Identification number  Police Record

The Government intends to award a contract resulting from this solicitation to the lowest priced technically acceptable offeror who is a responsible contractor. The Government may award the contract based on the initial offer without discussion. The resultant contract will be a firm fixed-price type contract.

Direct any questions regarding this solicitation, by e-mail, to QuitoProcurement@state.gov  , before 5:00 p.m., local time, on September 11, 2024.

Your quote must be submitted, by e-mail, to the Contracting Officer, Deryl Van Coblijn, at QuitoProcurement@state.gov , before 5:00 p.m., local time, on September 19, 2024. No quotation will be accepted after this time.

Each offer must consist of the following:

-List of clients over the past 5 years

-References Certificates (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Ecuador, then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person. In addition, the client’s contact person may be asked to comment on the offeror’s:

• Quality of services provided under the contract
• Compliance with contract terms and conditions;
• Effectiveness of management.
• Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and
• Business integrity / business conduct.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov  prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

Offeror shall contract a DBA Insurance (Defense Base Act) upon the work commencement. The DBA insurance may be obtained from any authorized DBA insurance broker, see Sub-Section I.12, FAR 52.228-3 WORKER’S COMPENSATION INSURANCE (DEFENSE BASE ACT) (APR 1984).