Venue with Conference Package for ECON/EXBS
ID: 19RP3825Q0004Type: Solicitation
Overview

Buyer

STATE, DEPARTMENT OFSTATE, DEPARTMENT OFUS EMBASSY MANILAWASHINGTON, DC, 20520, USA

NAICS

Hotels (except Casino Hotels) and Motels (721110)

PSC

TRANSPORTATION/TRAVEL/RELOCATION- TRAVEL/LODGING/RECRUITMENT: LODGING, HOTEL/MOTEL (V231)

Original Source

https://sam.gov/opp/0399dec99a5d4c25add54b13d4a6db6c/view
Timeline
    Description

    The U.S. Department of State, through the U.S. Embassy in Manila, is seeking proposals for a venue with a conference package for the Economic/Export Control and Related Border Security (ECON/EXBS) sector, scheduled for March 16 to 22, 2025. The procurement requires qualified vendors to provide accommodations, function rooms, meal provisions, audiovisual support, and transportation services, adhering to specific technical specifications outlined in the solicitation documents. This opportunity is significant for facilitating government outreach initiatives, with a total contract value exceeding $30,000, necessitating compliance with federal procurement regulations. Interested vendors must submit their proposals electronically by November 22, 2024, at 10:00 a.m. (Philippine time), and can direct inquiries to Michael O. Warren at ManilaPurchasing@state.gov or by phone at 632-530-12000.

    Point(s) of Contact
    Michael O. Warren
    63253012000
    63285486762
    ManilaPurchasing@state.gov
    Abegail B. Lamban-Tubo
    53012000
    63285486762
    Manilapurchasing@state.gov
    Files
    Title
    Posted
    19RP3825Q0004_PRESOL.pdf
    The document is a pre-solicitation notice for a contract to provide a venue with a conference package for the U.S. Embassy's Economic/ExBS Office in the Philippines. The solicitation number is 19RP3825Q0004, with a focus on lodging services in Makati City, Bonifacio Global City, and Pasay City. It specifies that the solicitation is not yet issued but will be available on the SAM.gov website, targeted for release around late October 2024. Interested vendors must be registered in the System for Award Management (SAM) and are encouraged to submit offers electronically via email, adhering to specified file formats and size limits. A mandatory site visit and pre-quotation conference will be scheduled, with details in the forthcoming solicitation. The contract will be a firm fixed-price agreement, with a response date yet to be determined. The document provides essential contact information and outlines the context for potential bidders in regards to compliance and submission procedures. This opportunity is categorized under federal government RFPs, emphasizing the procurement of services necessary for government functions abroad.
    19RP3825Q0004_SOL PACKAGE.pdf
    This Request for Quotation (RFQ) by the Embassy seeks quotations for a conference package to be held from March 16 to 22, 2025. Key elements include venue accommodations and services for an event titled ECON/EXBS, with a delivery deadline of November 20, 2024, by 2:00 PM (Philippine local time). The RFQ emphasizes that offers must be in U.S. dollars, and vendors must be registered in the System for Award Management (SAM). The proposal requires various documentation such as technical specifications, a hotel fact sheet, and evidence of compliance with the stated technical requirements. Offers must detail room amenities, function room requirements, meal provisions, transportation needs, and audiovisual support. The procurement is significant due to a value exceeding $30K, requiring compliance with specific federal regulations, including clauses related to labor standards, cybersecurity risk management, and conflict of interest guidelines. Only authorized representatives of the hotels may submit offers, reaffirming the importance of proper representation in federal contracting. This RFQ encapsulates the government’s approach to formal and regulated procurement for event hosting services, showcasing key procedural and compliance requirements essential for prospective vendors.
    Amendment 0001_19RP3825Q0004.pdf
    The document serves as an amendment to solicitation number 19RP3825Q0004, issued by the General Services Office of the American Embassy in Manila. Its main purpose is to extend the submission deadline for offers from November 20, 2024, to November 22, 2024, while providing updated solicitation pages and technical specifications. The amendment outlines requirements for contractors, which include firm fixed-price submissions in either U.S. dollars or local currency, proving SAM registration, and meeting specific hotel and conference venue specifications. The proposal must demonstrate the contractor's qualifications and include a completed solicitation with various documentation, such as technical specs, a Hotel Fact Sheet, and photos of proposed accommodations. The evaluation process will focus on determining the lowest-priced, acceptable offers while ensuring compliance with government standards. This document underscores the U.S. government's procurement process and emphasizes the importance of adhering to regulations and specifications set forth in RFPs.
    Invitation Letter_19RP3825Q0004.pdf
    The Embassy of the United States in Manila, Philippines, has issued Request for Quotations (RFQ) No. 19RP3825Q0004 for a Venue and Conference Package intended for the Economic/Export Control and Related Border Security (ECON/EXBS) sector. Interested vendors must adhere to submission guidelines detailed on pages 2 to 5 of the RFQ. Proposals, due by November 22, 2024, at 10:00 a.m. (Philippine time), must be submitted electronically in acceptable file formats, not exceeding 10MB in size. Additionally, offerors must complete several essential forms, including the SF18, technical specifications, relevant clauses, and proof of registration with the System for Award Management (SAM). Registration in SAM is a prerequisite; proposals from unregistered vendors will be deemed non-responsible. The U.S. Government aims to award the contract to the lowest responsible bidder based on the initial quotes received, potentially without further discussions unless deemed necessary. This RFQ exemplifies the structured procurement process by the U.S. government, emphasizing adherence to specific standards and regulations in securing services for governmental needs.
    Technical Specifications_19RP3825Q0004_0001.xlsx
    The document outlines a Request for Quotation (RFQ) for industry-academic outreach scheduled for March 2025, covering accommodations, function rooms, and transportation needs. It specifies room arrangements for trainers and resource persons, including single occupancy options, and details various complimentary amenities such as breakfast, wi-fi, and fitness access. Function room specifications describe capacity and required amenities, including AV equipment, registration areas, and meal provisions for events with 200-250 and 50-70 participants respectively. Transportation details are also included, with cost estimates needed. The document aims to gather quotes from potential vendors for these services, ensuring that specific requirements and inclusions are met for a successful outreach program. Overall, this RFQ highlights logistical planning and coordination efforts critical for the efficient execution of the event.
    Technical Specifications_19RP3825Q0004.xlsx
    The document outlines a Request for Quotation (RFQ) for Industry-Academic Outreach scheduled for March 2025, focusing on accommodations, function rooms, and transportation services required for events. It specifies room needs for single occupancy and details the amenities included such as complimentary breakfast, Wi-Fi, and fitness center access. Function room requirements are highlighted, including seating arrangements for up to 250 participants, with detailed meal provisions such as buffet lunches and snacks. The RFQ also outlines necessary audiovisual equipment, registration area needs, and specific staffing support. Furthermore, transportation logistics for participants are included, though no costs are provided. The primary objective of the RFQ is to solicit bids from vendors to facilitate successful outreach events while ensuring all logistical needs are met adequately. Emphasis is placed on comprehensive service offerings, including meal options and necessary support to enhance the event experience, consistent with government procedural standards for public outreach initiatives. The total costs for services are currently listed as zero, indicating that pricing information is to be filled in upon vendor response.
    Lifecycle
    Title
    Type
    Venue with Conference Package for ECON/EXBS
    Currently viewing
    Solicitation
    Venue with Conference Package for ECON/EXBS
    Presolicitation
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