U.S. Embassy Contract Opportunities
Please visit: https://ae.usembassy.gov/tag/contract-opportunity/ to see all our Contract Opportunities available.
Notice to Prospective Vendors:
Dear prospective quoters/offerors:
The U.S. Embassy in Abu Dhabi has procurement and contracting requirements throughout the year to receive supplies and services. Requests for Proposal/Quotation (RFP/RFQ) are required to allow the Embassy to more accurately budget for these supplies and services, and will be announced on this Embassy website as Requests for Proposal/Quotation (RFP/RFQ). Many will also be advertised in the consolidated system beta at https://beta.sam.gov/ .
Vendors submitting RFP/RFQ are reminded that these projects are not yet funded, and the U.S. Embassy is not making any guarantee that the project will result in a solicitation or award of a contract. All RFP/RFQ, solicitation announcements, and awarded contracts will include all applicable provisions and clauses. All companies, firms, and agencies that respond to the solicitation must be technically qualified, financially responsible, and have the necessary personnel, satisfactory record of performance, satisfactory record of integrity & business ethics, equipment, licenses, and permits required by local authority.
The Embassy highly recommends that vendors are registered in the System for Award Management (SAM) prior to submitting their quotes/offers for an open RFQ/RFP. This facilitates the Embassy review process and results in a more efficient awarding of the contract. SAM is the official portal for entities to register to do business with the Government. Users shall also renew or update their registration, check the status of their registration, or search for exclusion records. It is free – there is NO charge to register or maintain your entity registration record in SAM.
Requirements
Contracting officers must check SAM for exclusions upon receipt of offers and immediately prior to all awards regardless of dollar value or any other exceptions.
FAR 4.1100 requires SAM registration in order for entities to eligible to receive contract awards, with the following exceptions:
- Awards below the micro-purchase threshold
- Awards to foreign vendors valued at or below $30,000 for work to be performed overseas when registration is impractical
- Awards issued overseas in support of diplomatic operations at danger pay posts
- Awards to individuals for performance outside the U.S.
- Awards to support unusual and compelling needs
SAM registration has three steps:
- Obtain DUNS number by clicking this link http://fedgov.dnb.com/webform
- Obtain NCAGE code by clicking this link: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx
- Complete the SAM registration by clicking this link: https://www.sam.gov/SAM/
Attached is the user guide (PDF 707 KB) for completing these steps to become a successful SAM registered vendor.
Reference Materials
Quick Guide for International Entity Registration (PDF 200 KB)
SAM NATO Commercial Government Entity NCAGE (PDF 43 KB)
SAM International Helpful Hints (PDF 124 KB)
SAM for International Registrants April2021 (PPTX 846 KB)
Common SAM Registration Issues for International Registrants
Address validation errors
Problem: SAM error message “Although DUNS Number [NUMBER] is correctly formatted, the information you input did not sufficiently match what is on file at D&B for this DUNS Number” or “Invalid physical address does not match NCB.”
Background: SAM validates entity addresses against Dun & Bradstreet Data Universal Numbering System (DUNS) and International Commercial and Government Entity (NCAGE) data. In order to pass SAM validation, physical addresses in each system must exactly match. Any discrepancy, including special (accented) characters, spacing, punctuation, and abbreviations will cause validation to fail.
Resolution: The vendor must correct the physical address they entered in the DUNS, NCAGE, and SAM systems to match exactly. A best practice is for the registrant to type out the address they wish to use in a plain text editor, such as Microsoft Notepad. The registrant may then copy elements of this address and paste them into DUNS, NCAGE, and SAM fields. The address should be corrected in the DUNS and NCAGE systems before correcting the address in SAM. As a final step, the entity must re-submit their SAM registration request.
Validation pending approval by parent entity
Problem: SAM warning message “Record is pending administrator review. If approved, you will be able to complete the registration.” and entity’s parent company is not registered in SAM.
Background: During the registration process, SAM asks a series of scenario-based questions to determine whether a registrant is owned by another entity. SAM refers to the owner entity as the “parent” and the subsidiary as the “child.” If a registrant indicates that they are owned by another entity, SAM sends an automated email to the parent entity requesting approval to create the child entity in a corporate hierarchy. This process normally works as intended, but may become stuck if the parent entity is not actively registered in SAM or has not maintained up-to-date point of contact information in SAM.
Resolution: Before seeking any other resolution, the registrant should search SAM for the entity they indicated as the parent entity. If the parent entity is registered, the registrant should contact the parent entity to request that the SAM registration request be approved. If the parent company is not registered, email a copy of the Entity Administrator letter to Adam H. Butler in A/OPE/AP/PD and copy your EAD desk officer. A/OPE/AP/PD will coordinate with SAM program management to ensure that the correct Entity Administrator is approved. When requesting A/OPE/AP/PD assistance, be sure to include the entity name and DUNS in the email subject line. Please do not include the registrant in the email. (Communication with registrants should be routed through the contracting officer or the Federal Service Desk.)
Entity Administrator letter notarization requirements
Problem: SAM registrant unsure about notarization or other requirements of the Entity Administrator letter process.
Background: In March, 2018, GSA began requiring entities registering for the first time and entities renewing a registration who have not previously submitted an Entity Administrator appointment letter to do so. Notarization and submission of a hardcopy of the letter may or may not be required, depending on the scenario.
Resolution: Refer to Federal Service Desk Knowledge Base Article KB0013221. Generally, international entities who are not required to submit banking data during SAM registration do not need to have their Entity Administrator appointment letter notarized. If notarization is not required, the registrant may scan and electronically submit their Entity Administrator letter by attaching it to their registration or by opening a help ticket using the web form at FSD.gov. If notarization and hardcopy submission are required, the hardcopy letter should be mailed to the address in the Knowledge Base Article.
Dun & Bradstreet and CAGE/NCAGE contacts
Problem: SAM registrant needs to find or correct information related to their DUNS or CAGE/NCAGE registration.
Background: Before registering in SAM, entities must first register in the DUNS and CAGE/NCAGE systems. These systems are not administered by GSA and are not supported by the Federal Service Desk.
Resolution: DUNS is supported by Dun & Bradstreet, a privately owned company. DUNS address change requests may be submitted using the webform. For additional support, contact Dun & Bradstreet at SAMHelp@dnb.com (overseas) or 866-705-5711 (U.S. only).
CAGE/NCAGE is supported by Defense Logistics Agency and NATO. CAGE/NCAGE information lookup is available using the Search and Request Tool. Support requests should be sent to nmcrl-web@nspa.nato.int or 269-961-7766.
If either Dun & Bradstreet or NATO are unable to provide a response to your inquiry, the issue may be escalated to OPE by forwarding copies of support requests and responses to the Point of Contact at the bottom of this page. OPE provides internal support to State employees and will not provide direct support to vendors. All communication with prospective vendors or grantees must go through the contracting or grants awarding activity.
For technical support, contact the Federal Service Desk.
Department of State Point of Contact
Adam H. Butler – Senior Procurement Analyst, Policy Division, Office of the Procurement Executive