2024 Vendor Fair

US Embassy Antananarivo Madagascar

 • Welcome and Staff Introduction
• US Embassy procurement Needs
• US Embassy Procurement Types – VAT
Exemption process
• Payment terms - Payment methods
• Competitive Procurement requirements and
Today’s schedule Evaluation
• Technical Proposal Requirements
• Standard shipping
• Award selection – NDAA & SAM
• Questions and answers sessions
 Meet the Procurement Staff

Patrick Wilcox

GSO Supervisor

Ruth Rajaona

Procurement Supervisor

Noely Haingotiana Narindra

Ranivomanandraibe Raneboson Nomenjanahary
Procurement Agent Procurement Agent Procurement agent
 • Office supplies and furniture (paper, pens,
folders, table, chairs, file cabinet, …)
• Printing supplies (toners, inks, drums, ribbon,
…)
What we need: • Janitorial supplies (sanitizers, tissues, soaps,
towels, …)
Products (1) • Technology (cables, projectors, routers, digital
Ireo karazan’entana recorders, web cam, software, hardware, … )
ilainay ? • PPE Supplies (boots, shoes, socks, t-shirts,
gloves, uniforms, ...)
• Shipboard Habitability Supplies (linen, pillow,
rack curtains, curtains and accessories, shower
supplies, …)
 • Customized Promotional Items (Mugs, Caps,
Bags, T-Shirts, Umbrellas, Calendars, Tumblers,
Totes, …)
What we need: • Medical supplies (Gloves, Wipes, Under pad,
Products (2) Surgical Scissors, Equipment, medicines, Test
Ireo karazan’entana Tubes, Equipment, Chemicals, …)
ilainay ? • Hardware Supplies (Electrical supplies,
Construction supplies, Painting Supplies,
Masonry supplies, … )
 • Painting Services;
• Gardening Services;
• Construction Services (Construction, Electrical,
Plumbing, Paving…)
What we need: • Design Services (Architectural, Structural,
Services (1) Mechanical, Electrical…)
Ireo karazan’asa ilainay • Translation Services;
• Technology Services;
• Language Teaching Services;
• Auctioneer Services;
 • Vehicle Rental Services;
• Garbage Collection Services;
What we need: • Courier Services;
Services (2) • Packing and Shipping Services;
Ireo karazan’asa ilainay • Printing Services (flyers, posters, brochure, …)
• Housing Make-Ready Services
Step required to • Approval of the Agency Office Chief
prepare internally -
• Certification of funds
Ireo ambaratonga tsy
• Obligation of funds by a Contracting Officer
maintsy vitaina ato
anatiny
 1. Vendor must be registered in the local trade
register (Registre de Commerce) and must
have an NIF & STAT.
Steps required to be a 2. Vendor must have a Bank Account Number
US Embassy Approved with registered names.
Vendor – Ireo fepetra 3. Vendor must have insurance for all staff
members.
takiana mba ho
mpamatsy ny 4. Vendor must be NDAA Compliant.
Ambasady 5. Vendor must be SAM registered if the
contract exceeds $30,000 USD.
Responsibility Contractor must have :
Determination (1) –
Ireo fepetra Adequate
Ability to meet the government’s
amantarana fa afaka financial
delivery performance requirements
resources
mamatsy ny
Ambasady A satisfactory A satisfactory Ability to
performance record of perform as
record ethics/integrity required
 • You can determine this by :
Responsibility
Determination (2) – • Previous acceptable work (Past
performance)
Ireo fepetra
• Checking the required documents :
amantarana fa afaka • NIF & STAT
mamatsy ny • Bank account
Ambasady
 • As a foreign diplomatic institution, the US
Embassy is VAT exempted which means that
we do not pat taxes for local purchase
US Embassy is VAT • How does it work ?
• If you are a tax exempted entity (Impot
Exempted (1) – Ny Synthetique), you will be paid the amount you
Ambasady dia tsy have invoiced
mandoa hetra ara- • If you are not a tax exempted entity (Regime
barotra d’imposition TVA), we only pay the without
taxes amount (montant HT) and then we will
submit an AD (Attestation de Destination) on
your behalf to take in charge the unpaid VAT
 • What will we need to submit your AD ?
US Embassy is VAT 1. Original proforma hard copy duly signed
and stamped
Exempted (2) – Ny
2. Your office of fiscal affiliation (DGE, SRE,
Ambasady dia tsy …)
mandoa hetra ara- 3. AD should be submitted at least 30 days
barotra after the proforma issuance date
 • Imprest fund – Petty cash < USD 500.00
(emergency use only)
• Government-wide Purchase Card < USD
3,500.00 per individual per order (Preferred
method)
Procurement Types – • Purchase Orders : CO’S signature only is
Ireo karazana fomba required
fividianana entana na • Contract : Need acceptance/signature by the
asa vendor
• IDIQ (Indefinite Delivery Indefinite Quantity)
contract
• BPA (Blank Purchase Agreement)
 • The US Government does not make any
advance payments.
• Payment is made only after the receipt of goods
or services. It can be :
• Petty cash (Imprest fund)
• Purchase card
Payment Methods –
• Net 30 days : bank transfer (EFT). According
Ireo fomba to US law, payment will be made within 30
fandoavam-bola days of confirmation of receipt of contracted
services or products, and after the invoice is
received.

Pay attention to the emails sent with the

approved PO, because they have instructions
about how to send the invoice payment.
 • Submit Through My ILMS: a secure web-based
electronic invoicing system that allows vendors to send
their invoice online.
• Please reach out to antanvendors@state.gov if you
Invoice Submission – need additional information.
Ny fandefasana • Send physical invoice to:
faktiora US Embassy – Financial Management Office
Lot 207 A, Point Liberty,
Andranoro – Antehiroka,
Antananarivo 105 B.P 5253
• Include PO number on all invoices.
 • Payment will be made no later than
thirty (30) days from the date of receipt
of a proper invoice by the Financial
Management Office.
Invoice Payment – Ny • In case of error, defect, or impropriety
fandoavana ny faktiora in an invoice, payment is suspended
until information is corrected by the
vendor.
 • For new vendors, please forward complete
bank information to antanvendors@state.gov
• An update of the bank information should be
Banking Information sent via email to antanvendors@state.gov.
 • Purchases under $10,000: No competition is
required.
• Purchases between $10,000 and $15,000:
Competitive Solicitation of at least three (3) vendors, which
Procurement is competition to the maximum extent
Requirements (1) – practicable.
Ireo làlana mamehy ny • Purchase above $15,000: Display the notice on
the mission website
fifaninanana ara- (https://mg.usembassy.gov/) / local
barotra advertising for 15 days. After 15 days,
responsive vendors are contacted, sent the
solicitation package and given 30 days to
respond to the solicitation.
 • Purchases between $25,000 and $250,000:
Display the notice on mission website
(https://mg.usembassy.gov/) / local
Competitive advertising for 15 days. Solicitation of at least
Procurement three (3) vendors, which is competition to the
Requirements (2) – maximum extent practicable .
Ireo làlana mamehy ny • Purchases above $250,000: Display the pre-
fifaninanana ara- solicitation notice on SAM.GOV for 15 days.
After 15 days, responsive vendors are
barotra contacted, sent the solicitation package and
given 30 days to respond to the solicitation.
 • Price Proposals/Quotations must be complete
with pricing details (labor cost, materials, ect,
…) which reflect the scope of work sent or
request made by the Procurement Agent
Price Proposal – • Price proposals are to be in local currency.
Proforma • If a price proposal template is provided for the
quotation, verify that it matches the scope of
work before use. Templates may need to be
revised for specific line items contained in the
SOW.
 • Evaluation Process
• Technical Offer will be evaluated by the Technical
Office’s “Technical Evaluation Panel (TEP).
• Financial Offer will be evaluated by the Contracting
Evaluation Office.
• Evaluation criteria :
“Lowest Price Technically Acceptable”
 • Ensure all requested items are included and
that correct quantities are quoted.
• If an item is not available or is on back order
inform the procurement agent before
finalizing the quote.
Product/Supply
• Ensure sufficient product data/information is
Proposal provided to allow the requesting office to
confirm the product meets the requirements
of the specifications.
• Provide a delivery schedule for all items.
 RFP Section 3 – Solicitation Provisions
1. Name of a Project Manager (or other liaison
to the U.S. Embassy/Consulate) who
understands written and spoken English.
2. Evidence that the offeror/quoter operates an
established business with a permanent
Services – Technical address and telephone listing; or plans to
Proposal (1) establish an office within 30 days of contract
award.
3. Past Performance Examples*
4. Evidence that the offeror/quoter can provide
the necessary personnel, equipment, and
financial resources needed to perform the
work.
 5. The offeror shall address its plan to obtain all
licenses and permits required by local law
(see DOSAR 652.242-73 in Section 2). If
offeror already possesses the locally
required licenses and permits, a copy shall
be provided
Services – Technical 6. Project Planning*
Proposal (2) 7. Company Brochure
8. A copy of the Certificate of Insurance, or
9. A statement that the contractor will get the
required insurance, and the name of the
insurance provider to be used.
10. A copy of bank statement
 • List of clients over the past 03 years,
demonstrating prior experience with relevant
past performance information and references
• Dates of contracts
• Places of performance
• Value of contracts
Technical Proposal – • Contact names, telephone and email
Past Performance addresses.
• Are your examples relevant to the scope of
work?
• Type
• Scale
• Price
• Complexity
 • Work plan and Project Schedule including all
work elements in the SOW.
• Equipment, material, and personnel list
required for performance of services under
this contract.
Technical Proposal – • Plan of ensuring quality of services including
Project Planning but not limited to contract administration,
oversight, and safety.

“Is my provided information relevant to this

contract?”
 • We have two (2) standard kinds of
outgoing shipment at the US Embassy :
• HHE : Household effects (sea shipment)
• UAB : Unaccompanied Air Baggage (air
Standard shipping for shipment)
the US Embassy (1) –
• What do we need for those shipments :
Ireo karazan’entana
• Wrapping and packing at the specific pick-
ahondrana eto up site using wrapping material to prevent
amin’ny Ambasady damage. All packing material must be DRY,
CLEAN. All item shall be packed and sealed,
labelled at the pick-up site.
• Waterproofing for wooden crates, lift vans,
open trucks for the transport
 • Container specification :
• The wood used in lift vans or shipping crates must
meet international shipping standards.
• 218 cubic foot lift van : 87”(220cm) X 57”(145cm) X
76”(190cm) – outside dimension.
Standard shipping for • All containers (LIFT VANS) must be caulked, roofed
the US Embassy (2) – and waterproof paper lined to prevent damage
from inclement weather, moisture, and mildew.
Ireo karazan’entana (PLAYWOOD)
ahondrana eto • Contractor furnished material :
amin’ny Ambasady • The contractor shall provide all equipment,
materials, supplies, transportation, and clothing
such as boxes and accessories, bubble wrap,
wrapping paper, tape approved for packing use,
wooden crates/boxing, …
• The contractor shall provide PPE and any other
work outfit for employees working on the Embassy
sites
 Making the Award

Agency office chief The Embassy Financial The contracting

Management office
approves the lowest certifies the
price, technically availability of
acceptable proposal. appropriate funding.
officer obligates the
funding against the
contract.

Notes:
The contract is • The internal contracting process is only finalized when
issued to the the Purchase Order is issued, regardless of the type of
contractor for purchase. No contract is finalized until the order is
acceptance/signatur issued.
e. • The USG does not sign external contracts or
documents. The Embassy’s Purchase Order is the only
document confirming the contract.
 The Contractor shall not conduct any work that is
beyond the Statement of Work and accompanying
contract documents unless directed in writing by the
Contracting Officer (CO). Only services included in the
approved contract and associated attachments
(SOWs, Specifications, Drawings, etc.) should be
performed.
After Award: Services Any work done by the Contractor beyond the contract
(1) documents without direction from the CO will be at the
Contractor’s own risk and at no cost to the Embassy.
All services must be performed within the timeline
established in the contract, or the contractor may be
subject to penalties as determined by the Contracting
Officer in accordance with relevant contract clauses and
US law.
 If any of the Contractor’s services do not conform to
the contract requirements, the Contracting Officer’s
Representative (COR) may require the Contractor to
perform the services again in conformity with the
contract requirements.

After Award: Services

(2) Notify the COR in writing upon conclusion or delivery
of services to request acceptance inspection and
approval to submit final invoice.
 Schedule deliveries with the Embassy
Receiving Clerk in accordance with contract
specified delivery timeline.

Delivery information including name, vehicle,

After Award: Supplies ID, and License Plate to be provided a
minimum of 48 hours in advance.

Supplies may be invoiced once accepted by

receiving.
 NDAA stand for National Defense Authorization Act.

On August 13, 2019, Public Law 115-232 took effect

prohibiting American Federal Agencies from using
products or telecommunications and surveillance
services from Huawei Technologies, ZTE, Hikvision,
Hytera, Dahua and their subsidiaries, among others.
NDAA 889 –
To conform with this law, contractors must declare
Contractor formally that their company will not provide or make
Compliance use of equipment or telecommunications services
from the covered enterprises, nor use any system or
service using covered telecommunications
equipment from these companies. This declaration
is called the NDAA form

This form must be completed annually and should

contain the legal name of the company.
 What is it ? ➔ Database of vendors who do business
with the US Government

Registration required for purchase above USD

$30,000.00. Recommended for all vendors need to
register in SAM.GOV
System of Award
The Unique Entity ID will be automatically generated
Management (SAM) – at the moment of registration as well as for those
Unique Identity ID (1) already registered.

Be careful filling in the data, because information

which doesn’t match causes errors.

Entities should update or renew their registration

each year
 • Instructions on how to register are at:
http://www.sam.gov
• There is an instructional video on registering new
entities in SAM for Governments contracts

• Step by Step SAM registration instructions will be

System of Award sent by email and are available in hard copy.
Management (SAM) –
Unique Identity ID (2) • Before beginning registration, international
entities must obtain an NCAGE code.
• Verify that the legal name and physical address you
use to obtain the NCAGE code, and the registration
are identical. It takes up to 3 days to obtain an
NCAGE code.
• It takes up to 3 days to obtain an NCAGE code
 Ruth H. Rajaona
Procurement Supervisor
US Embassy Antananarivo, Madagascar
Tel: 261 20 23 480 00 – Ext 2280
Mobile : 261-33-55-601-40
Email: rajaonarh@state.gov
Contact
Haingotiana Raneboson
Procurement Agent
US Embassy Antananarivo, Madagascar
Tel : 261 20 23 480 00 - Ext. 2177
Mobile : 261-33-55-040-03
Email: RanebosonHZ@state.gov
Noely Ranivomanandraibe
Procurement Agent
US Embassy Antananarivo, Madagascar
Tel : 261 20 23 480 00 – Ext 2285
Mobile : 261-33-55-260-90
Email: RanivomanandraibeN@state.gov
Narindra Nomenjanahary
Procurement Agent
U.S. Embassy Antananarivo,
Madagascar
Phone : 261 20 23 480 00 Ext. 2315
Mobile : 261 33 55 102 44
Email: nomenjanaharynt@state.gov
Thank you for your
attendance

Misaotra tompoko ☺