Overview
The Embassy is constantly searching for suppliers/contractors with high quality standards, innovative products and services, competitive prices, and on-time delivery. We search for suppliers/contractors that add value to the supply chain and have the ability to meet growth changes within the business.
We do understand the significance of the relationships we develop with our suppliers/contractors. Our goal is to develop mutually beneficial relationships that will allow us and our suppliers/contractors to attain the highest level of excellence.
To assist you, we developed a series of procedural steps essential for success.
General Information
The U.S. Embassy in Bratislava, Slovakia promotes open competition through its procurement process. The competitive process is usually based on a combination of the following factors: financial condition of the vendor, product quality and value, competitive pricing, product availability, and business experience etc. These factors will have varying importance in any particular procurement.
The procurement Section of the U. S. Embassy is the only office authorized to place orders for goods and services on behalf of the U. S. Government. All orders from other persons are considered unauthorized and private, and the Government accepts no responsibility for paying those orders.
The Embassy is required to provide vendors with a copy of the Purchase Order form OF-348 (PDF) or contract signed by a Contracting Officer for all orders valued above the equivalent of USD $500.00. The Purchase Order/Contract is the order, and vendors should not attempt to deliver goods/services prior to receiving one of these documents. The Government has no obligation to receive or pay for any goods/services without a valid contract.
Business Ethics
The U.S. Embassy’s procurement activities must be conducted in a manner above reproach, with complete impartiality and with no preferential treatment. U. S. Embassy staff shall not solicit nor accept, directly or indirectly, any gratuity, gift, favor, entertainment, loan or anything of monetary value from anyone who (a) has or is seeking to obtain U. S. Embassy business, and/or (b) has interests that may be substantially affected by procurement awards.
U.S. Embassy suppliers/service providers and their employees are expected to abide by the highest ethical, legal, and moral standards in all business relationships. As such, we ask that vendors respect U.S. Embassy policy and refrain from placing our employees in an ethical dilemma by offering inappropriate entertainment, hospitality, or gifts.
Vendor Registration with the U. S. Government
Guidelines for Vendor Registration and Vendor Eligibility
Company Registration Process
In order to do business with U.S. Embassy Bratislava, your company must be registered in the System for Award Management (SAM). This is required by U. S. Federal Acquisition Regulations (FAR) 4.11 for all contractors except for contracts at, or below USD 30,000 awarded to non–U.S. vendors.
1. SAM Registration
What is SAM? The System for Award Management (SAM) is the official U.S. Government system that consolidates the capabilities of CCR/FedReg, ORCA, and EPLS. Detailed information about SAM is available online at www.sam.gov
Each vendor is responsible for the accuracy and currency of their information. SAM validates the vendor information and provides a secure central database for use by U.S. Federal Government agencies. To register online, go to the SAM web portal www.sam.gov and follow instructions. We kindly ask for your patience during the registration process as it is not a simple task. If you face any difficulties, please send your questions to US Embassy/Procurement Section, or directly at SAM helpdesk: www.fsd.gov
2. Entity Administrator Appointment
Vendors are also required to submit and e-mail a notarized letter appointing their Entity Administrator. The scan copy of the letter must be uploaded to Federal Service Desk service ticket at www.fsd.gov.
The registration requires update every 12 months, or each time when the status of the company changes. Vendors are required to update company profile by submitting the most current and valid copy of the document(s) issued by your public authority that confirms said status without delay on the SAM web site.
Solicitation Announcements
Once you click on a particular solicitation announcement, you will get an electronic package on your screen that will contain all the specifications of the project. The following items will be included:
- Cover Letter (if applicable) – with the points of contact and e-mail address to arrange a site visit (if applicable) plus the submission / due date for all bids.
- Solicitation Document (if applicable) – which will describe the actual work to be performed with specifications, drawings, and other details (whichever is applicable to announcement, including applicable clauses, evaluation factors, representations and certifications).
- Standard Form 1449 or 1442 – You will place the name of your company and the total amount in the relevant boxes. This form also includes the number of days required to complete the work/project.
Please note that in all cases in which work is carried out on our premises, an application for security clearance will always be required for any individual that is not already cleared by our Regional Security Office. While this form is not necessary for the submission package, it will however be required once the bid is awarded.
The Embassy prefers quotes in electronic version. All quotes must be sent to bratislavagsoquotes@state.gov
Current Announcements
Request for Quotation for Daily Media Monitoring, September 05, 2025
Invitation Letter Media Monitoring 2026
Quotations are due by September 16, 2025, 13:00. Please provide quotes via e-mail to: bratislavagsoquotes@state.gov
Payment Terms
The Government does not make advance payments – payment is made exclusively after receipt of the goods/services.
Payment is made in local currency, i.e. Euro or in U.S. Dollars by Electronic Funds Transfer (ETF).
By U.S. law, the Embassy makes payment within 30 days from receipt of a proper invoice.
Invoicing Instructions to the Vendors
In order to process payments more efficiently, we ask you to conform to the billing instructions provided below.
All invoices must be in the currency denoted on the order/contract document.
Invoices must contain the following information:
- Issuance date
- The full name and address of the vendor
- A contact name and telephone number
- The currency denoted on the order/contract document
- The invoice must reference the Purchase Order number, Blanket Purchase Agreement Call Number or Contract number if the goods/services were procured through one of the above purchasing documents. The numbers look similar to the following sample – “19L01022P0004”.
- Prior to performing any services or delivering any products, ensure that you have received an awarded procurement document (e.g. Purchase Order, Delivery Order, etc.) dully signed by the Embassy General Services Office (GSO) Contracting Officer. The Embassy cannot pay for goods and services unless you have proof that it was ordered. Once you have received this document, and only then, your company is authorized to perform the services or deliver your product. Be sure to adhere to the quantity and dollar amounts stipulated in the procurement document. Contractor is NOT authorized to exceed these figures. If during performance or delivery you are requested by a USG representative to exceed the delivery quantity or perform in excess of the dollar amount, please refuse to do so and ask such USG representative to contact the GSO Contracting Officer to address the issue.
- Invoices which do not conform to the above will be returned to the vendor within 7 (calendar) days of receipt by the Embassy for correction without any liability to the U.S. Government.
Submittal of invoices
Local and Non U.S. companies – shall submit invoices to this email address: bratislavabfo@state.gov
Or sent via mail to:
US Embassy/B&F Office
Hviezdoslavovo nam. 4
811 02 Bratislava
Slovakia
U.S. companies – shall mail invoices to this address:
GLOBAL FINANCIAL SERVICES
CHARLESTON, SOUTH CAROLINA
PO BOX 150008
ATTN: PSU INVOICE PROCESSING
(RM/GFS/S/PSU) FSCFS19311
CHARLESTON, SC 29405-5008
Payment: All proper invoices will be released to the banking system for payment within 30 days from receipt of a proper invoice in accordance with the Federal Acquisition Regulation Subpart 32.9.