PR12830608_ Accommodation and event venue services
ID: PR12830608Type: Solicitation
Overview

Buyer

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

NAICS

AccommodationT (721)

PSC

LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES (X1AB)

Original Source

https://sam.gov/opp/6dbd2002761348fd922c73066c65a06d/view
Timeline
    Description

    The U.S. Department of State, through the U.S. Embassy in Quito, Ecuador, is seeking qualified contractors to provide accommodation and event venue services for the Bureau of International Narcotics and Law Enforcement (INL) for an event scheduled from November 10-14, 2024. The procurement includes arranging 100 single occupancy rooms in a 4-star or higher hotel, coordinating a conference room setup with necessary audiovisual equipment, and ensuring daily cleaning services throughout the event. This initiative is crucial for facilitating a successful gathering of participants while adhering to high standards of security and service quality. Interested parties must submit their proposals by September 20, 2024, following a preproposal conference on September 9, 2024, and can direct inquiries to Valeria Rueda at ruedavj@state.gov or +593 99-202-8803.

    Point(s) of Contact
    Deryl van Coblijn
    59323985106
    VanCoblijnDS@state.gov
    Valeria Rueda
    593992028803
    ruedavj@state.gov
    Files
    Title
    Posted
    PR12830608_Advertisement S.pdf
    The U.S. Embassy in Quito, Ecuador, issued a Request for Quotation (RFQ Number: PR12830608) to secure accommodation and event venue services for an upcoming Bureau of International Narcotics and Law Enforcement (INL) event scheduled for the last quarter of 2024. The contractor must provide single accommodations for up to 100 participants in a 4-star or higher hotel that includes security services and essential amenities. Key responsibilities include coordinating schedules, setting up the conference facilities with required audio-visual equipment, and ensuring daily cleaning of both accommodation and conference spaces. Deliverables include accommodation confirmation and setup reports submitted prior to the event and daily cleanliness documentation throughout the event. The contract emphasizes confidentiality, the need for an Event and Hospitality Manager, and must adhere to local health and safety regulations. Payment is 100% within 30 days post-event, with clear guidelines against unauthorized work. A preproposal conference is scheduled for September 9, 2024, to clarify service requirements, with final offers due by September 20, 2024. This process demonstrates the federal government's commitment to maintaining operational standards and ensuring effective resource management in event planning.
    PR12830608_Q and A.pdf
    The U.S. Embassy in Quito issued RFQ Number PR12830608 for an event requiring accommodations and conference facilities for 100 participants from November 10-14, 2024. The document outlines specific requirements, including 100 single occupancy rooms, a conference room for five days, classroom-style seating, and audiovisual equipment including one large and four smaller screens, as well as microphones. The Embassy confirms no preferred hotel list exists and emphasizes separate pricing for lodging and conference services. Food and beverage provisions include breakfast and coffee breaks for all attendees. Additionally, foreign companies engaging in transactions in Ecuador must pay VAT. Payment will occur via a purchase order issued by the Embassy, with all event details finalized by October 18, 2024. Overall, this RFQ aims to secure a venue and services ensuring high standards for the planned event while adhering to logistical and financial stipulations.
    Lifecycle
    Title
    Type
    PR12830608_ Accommodation and event venue services
    Currently viewing
    Solicitation
    Similar Opportunities
    Administrative Support Services
    Active
    State, Department Of
    The U.S. Department of State is seeking qualified contractors to provide administrative support services at the U.S. Embassy in Quito, Ecuador, primarily focused on a major contact management project coinciding with the arrival of a new Ambassador. The selected contractor will be responsible for transferring approximately 6,000 contact records to the Salesforce database, ensuring data accuracy, and assisting with event preparations for representational functions, including the processing of end-of-year gratuities. This contract, which is fixed-price for a period of 12 months, emphasizes the importance of operational efficiency and continuity in support of the Embassy's activities. Interested parties must submit their proposals by 5:00 p.m. local time on September 19, 2024, and can direct inquiries to Deryl Van Coblijn at QuitoProcurement@state.gov.
    Consulting Services
    Active
    State, Department Of
    The U.S. Department of State, through the U.S. Embassy in Quito, Ecuador, is seeking qualified consultants to provide political and economic analysis during an election year, focusing on the country's evolving security, human rights, and regulatory landscape. The selected contractor will be responsible for delivering various reports, including daily press digests and weekly updates on human rights, legislation, and judicial proceedings, which will be used solely for internal planning and communication purposes. This contract, lasting 12 months and awarded on a firm fixed-price basis, requires candidates to have a minimum of four years of relevant experience, a bachelor's degree in a related field, and fluency in both English and Spanish. Interested parties must submit their proposals by email to the Contracting Officer, Deryl Van Coblijn, before 5:00 p.m. local time on September 19, 2024, and are encouraged to direct any inquiries to QuitoProcurement@state.gov by September 11, 2024.
    MEX-VENUE IN MERIDA (P)
    Active
    State, Department Of
    The U.S. Department of State, through the U.S. Embassy in Mexico City, is preparing to solicit proposals for venue services in Merida, Yucatán, Mexico, for a four-day event scheduled from December 2 to December 6, 2024. The selected contractor will be responsible for providing lodging, conference room rentals, and audiovisual equipment, as well as obtaining necessary local permits and licenses to ensure compliance with local standards. This procurement is crucial for facilitating the event's logistics and ensuring a professional environment for attendees. Interested offerors must be registered in the System for Award Management (SAM) and meet specific qualifications, including financial responsibility and relevant experience. For further inquiries, potential bidders can contact John P. Harris or Pamela A. Amador via the provided email addresses.
    Residence Renovation (Kitchen and Master Bedroom)
    Active
    State, Department Of
    The U.S. Embassy in Quito, Ecuador, is soliciting quotes for residence renovation services, specifically for the kitchen and master bedroom of a government-owned residence. The project requires comprehensive restoration services, including professional labor, materials, and equipment, with a completion timeline of 90 calendar days from the start date. This renovation is crucial for maintaining the embassy's residential facilities, ensuring they meet operational standards and safety regulations. Interested contractors must submit their quotations electronically by September 25, 2024, and are encouraged to attend a pre-quotation conference and site visit on September 23, 2024. For further inquiries, potential bidders can contact the embassy at QuitoProcurement@state.gov.
    Residence Renovation - Marble Replacement
    Active
    State, Department Of
    The U.S. Embassy in Quito, Ecuador, is seeking qualified contractors for a residence renovation project focused on marble floor replacement under RFQ 19EC7524Q0015. The project requires comprehensive services, including professional labor, materials, and execution, to be completed within a 40-day timeframe, with a firm-fixed price contract awarded to the lowest priced technically acceptable offeror. This renovation is crucial for maintaining the Embassy's facilities to U.S. standards, ensuring quality and compliance with safety regulations throughout the process. Interested vendors must submit their quotations electronically by September 26, 2024, and are encouraged to attend a pre-quotation conference and site visit on September 23, 2024, for further details. For inquiries, contact Jose Balseca at BalsecaJJ@state.gov or Deryl van Coblijn at VanCoblijnDS@state.gov.
    Residence Painting Services
    Active
    State, Department Of
    The U.S. Department of State, through the U.S. Embassy in Quito, Ecuador, is seeking qualified contractors to provide residence painting services at a government-owned residence located in Campo Alegre, Quito. The project requires comprehensive interior and exterior painting, including surface preparation, removal of old paint, and application of specified high-quality paints, all to be completed within a 90-day timeframe. This procurement is critical for maintaining the embassy's properties and ensuring compliance with safety and quality standards, with an emphasis on using environmentally friendly materials. Interested contractors must submit their quotations by September 25, 2024, and are encouraged to contact Jose Balseca at BalsecaJJ@state.gov for further details and to obtain the complete solicitation package.
    RESIDENCE (DCR) NETWORK SYSTEM INSTALLATION
    Active
    State, Department Of
    The U.S. Department of State is seeking proposals from specialized technical companies for the installation of a network system at a residence of the U.S. Embassy in Quito, Ecuador. The contractor will be responsible for providing all necessary labor, materials, equipment, and supervision to complete the installation within a 60-day period, adhering to the technical requirements outlined in the Statement of Work (SOW). This project is crucial for maintaining the operational standards of U.S. government facilities abroad and ensuring compliance with safety and building regulations. Interested bidders must register in the System for Award Management (SAM) and submit their quotations by September 26, 2024, following a pre-quotation conference and site visit on September 23, 2024. For further inquiries, contact Jose Balseca at BalsecaJJ@state.gov.
    Room and Conference Package Mandaue City Cebu
    Active
    State, Department Of
    The US Embassy in Manila is seeking quotations for a Room and Conference Package in Mandaue City, Cebu. The contract, planned to be awarded in the fourth week of August 2024, aims to secure accommodations and conference facilities. Prospective vendors must register in the SAM database and adhere to the specified file format and size limitations for their offers. The Embassy requires a comprehensive package that includes accommodations and conference spaces, essential for conducting official business in the region. The contract will be awarded based on the lowest priced technically acceptable offer. This opportunity is specifically for accommodations and conference services in the Philippines, crucial for diplomatic engagements and operations. Vendors interested in responding to this pre-solicitation notice should ensure their SAM registration and prepare their offers in the specified format. Contact details are available for Steven L. Ovard and RANDY D. DAYRIT at the US Embassy, Manila. The solicitation is expected to include further details, with a firm fixed price contract anticipated.
    Plumbing Material
    Active
    State, Department Of
    The U.S. Embassy in Quito, Ecuador, is seeking to procure plumbing materials through a solicitation process. The procurement includes a variety of new plumbing items, such as copper pipes, valves, and fixtures, which must meet specified standards and be delivered to the embassy's warehouse in Quito without partial deliveries. This acquisition is crucial for maintaining the embassy's infrastructure and ensuring operational efficiency. Interested vendors must submit their quotes via email to QuitoProcurement@state.gov by 5:00 p.m. local time on September 25, 2024, and must be registered in the System for Award Management (SAM) prior to submission.
    Electrical materials
    Active
    State, Department Of
    The U.S. Department of State, through the U.S. Embassy in Quito, Ecuador, is seeking to procure various electrical materials for its operations. The procurement requires that all items be new and unopened, adhering to specific specifications, with no acceptance of refurbished or used items. These materials are crucial for maintaining the embassy's electrical infrastructure and ensuring operational efficiency. Interested vendors must submit their quotes via email to QuitoProcurement@state.gov by 5:00 p.m. local time on September 25, 2024, and must be registered in the System for Award Management (SAM) prior to submission. For further inquiries, vendors can contact Jose Balseca at BalsecaJJ@state.gov or Deryl van Coblijn at VanCoblijnDS@state.gov.