Request for Quotations for lodging and conference package in Warsaw, Poland 4/10/26-4/19/26
ID: 19PL9026Q0007Type: Solicitation
Overview

Buyer

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

NAICS

Hotels (except Casino Hotels) and Motels (721110)

PSC

LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES (X1AB)

Set Aside

No Set aside used (NONE)

Original Source

https://sam.gov/workspace/contract/opp/77811a6eb68a4d558eae1c1a91a2b8c7/view
Timeline
    Description

    The U.S. Embassy in Warsaw, Poland, is soliciting quotations for lodging and conference services for the Consular Leadership Development Conference, scheduled from April 10 to April 19, 2026. The procurement requires a vendor to provide 50-55 hotel rooms and conference facilities for approximately 50 participants, with specific needs including a central location within 3 km of the Embassy, two conference rooms equipped with audio-visual technology, daily refreshments, buffet lunches, and secure facilities with backup power. This opportunity is crucial for supporting the Embassy's leadership development initiatives, and interested vendors must submit their quotations electronically by December 8, 2025, to WarsawProc@state.gov, ensuring compliance with submission guidelines and registration in the SAM database. For further inquiries, contact Michael B. Rigby at the Embassy.

    Point(s) of Contact
    M. Brandon Rigby
    48225042470
    48225042000
    warsawproc@state.gov
    Files
    Title
    Posted
    19PL9026Q0007-CLDC RFQ Contract - 11.20.25.docx
    The U.S. Embassy in Warsaw, Poland, has issued Request for Quotations (RFQ) number 19PL9026Q0007 for lodging and conference services for the Consular Leadership Development Conference, scheduled for April 10-19, 2026. The RFQ seeks a vendor to provide 50-55 hotel rooms and conference facilities for 50 participants in downtown Warsaw. Key requirements include a central location within 3 km of the Embassy, two conference rooms with specific capacities and AV equipment, daily refreshments, buffet lunches, and secure facilities with backup power. The selected vendor must be a legally registered business in Poland, and subcontracting of lodging, conference space, or catering is prohibited. Quotations are due by December 8, 2025, and must be submitted electronically to WarsawProc@state.gov in English, with a maximum file size of 30MB. Offerors must be registered in the SAM database and complete required forms including SF-1449 and Section I Pricing.
    Similar Opportunities
    Acquisition of Hotel Accommodations in Support of Senior High Level Visit
    Buyer not available
    The Department of State, specifically the Embassy in Warsaw, is seeking to acquire hotel accommodations to support a Senior High Level U.S. Government visit and delegation. This procurement is being conducted through a Justification and Approval for Other than Full and Open Competition, indicating the urgency and specific requirements associated with the visit. The accommodations are critical for ensuring the comfort and logistics of the visiting delegation during their stay in Warsaw, Poland. Interested vendors can reach out to Joseph Scott at scottja3@state.gov or Kurt Holmgren at HolmgrenKD@state.gov for further details regarding this opportunity.
    Acquisition of Sound and Lighting Services in Support of Senior High Level USG VIP Visit
    Buyer not available
    The Department of State, through the Embassy in Warsaw, is seeking to acquire sound and lighting services for a Senior High Level USG VIP visit that occurred on February 21, 2023. This procurement involves the provision of stage, sound, and lighting services, which are critical for ensuring the success of high-profile diplomatic events. The contract is being pursued through a Justification and Approval for Other than Full and Open Competition, emphasizing the specialized nature of the services required. Interested vendors can reach out to Joseph Scott at scottja3@state.gov or Kurt Holmgren at HolmgrenKD@state.gov for further details regarding this opportunity.
    Hotel Rooms for US Delegation to Munich Security Conference
    Buyer not available
    The Department of State is seeking to procure hotel accommodations for a high-level U.S. Government delegation attending the Munich Security Conference 2023. The objective of this procurement is to secure suitable lodging that meets the needs of the delegation during this significant international event. Providing adequate lodging is crucial for ensuring the delegation's comfort and operational effectiveness while engaging in discussions on global security issues. Interested vendors can reach out to David Machen at machendd@state.gov for further details regarding this opportunity.
    Conference and accommodation Services in Buenos Aires Argentina
    Buyer not available
    The U.S. Department of State, through the U.S. Embassy in Buenos Aires, is soliciting quotations for conference and accommodation services for the CLDC Conference scheduled from May 17-23, 2026. The procurement requires the provision of 50 sleeping rooms and various conference facilities, including specific room types, meeting space setups, refreshments, and audio/visual equipment. This opportunity is crucial for ensuring a successful and well-organized conference, facilitating international collaboration and dialogue. Interested vendors must submit their proposals electronically in English by November 28, 2025, and include completed forms and proof of SAM registration. For further inquiries, contact Timothy P. Dougherty or Marisol Pacheco at BNS-Procurement@state.gov.
    Acquisition of Hotel Accommodations in Support of VIP Visit in Madrid, Spain
    Buyer not available
    The Department of State is seeking to acquire hotel accommodations in support of a VIP visit during the NATO Summit held in Madrid, Spain, on June 29-30, 2022. The procurement involves lodging services necessary for the successful hosting of dignitaries and officials attending the summit. This opportunity underscores the importance of reliable and quality lodging arrangements for high-profile international events. Interested vendors can reach out to Stetson Sanders at SandersSA@state.gov for further details regarding the procurement process.
    Acquisition of Hotel Accommodations in Support of VIP Visit in Madrid, Spain
    Buyer not available
    The Department of State is seeking to acquire hotel accommodations in support of a VIP visit during the NATO Summit held in Madrid, Spain, on June 29-30, 2022. The procurement involves lodging services necessary for the successful hosting of dignitaries and officials attending the summit. This opportunity underscores the importance of reliable and high-quality lodging arrangements for international events, ensuring that all participants have suitable accommodations. Interested vendors can reach out to Stetson Sanders at SandersSA@state.gov for further details regarding this contract opportunity.
    Acquisition of Hotel Accommodations in Support of VIP Visit in Madrid, Spain
    Buyer not available
    The Department of State, through the Embassy in Madrid, is seeking to acquire hotel accommodations to support a VIP visit during the NATO Summit held in Madrid, Spain, on June 29-30, 2022. The procurement focuses on lodging services necessary for the successful hosting of dignitaries and officials attending this significant international event. The provision of these accommodations is crucial for ensuring the comfort and security of high-profile guests during the summit. Interested vendors can reach out to Stetson Sanders at SandersSA@state.gov for further details regarding this opportunity.
    FOREIGN MILITARY SALES (FMS) TECHNICAL ORDER (TO) & COMPUTER PROGRAM IDENTIFICATION NUMBER (CPIN) WORLDWIDE REVIEW (WWR)
    Buyer not available
    The Department of Defense, specifically the Department of the Air Force, is seeking proposals for the Foreign Military Sales (FMS) Technical Order (TO) and Computer Program Identification Number (CPIN) Worldwide Review (WWR) services, scheduled for May 31 - June 4, 2026. The procurement aims to secure a venue capable of accommodating approximately 300 participants, including a main conference room, several breakout rooms, and necessary audio/visual equipment, along with a hotel room block for attendees. This workshop is crucial for updating foreign customers on the Security Assistance Technical Order Program and facilitating direct interactions with Case Line Managers. Proposals are due by 5:00 p.m. EDT on December 5, 2025, and must include a firm-fixed price quotation along with required documentation such as SAM registration and relevant certifications. Interested parties can contact Danielle M. Craig at danielle.craig@us.af.mil or William F. Williams at william.williams.74@us.af.mil for further information.
    Acquisition of Hotel Accommodations in Support of VIP Visit in Madrid, Spain
    Buyer not available
    The Department of State, specifically the Embassy in Madrid, is seeking to acquire hotel accommodations to support a VIP visit during the NATO Summit held in Madrid, Spain, on June 29-30, 2022. The procurement involves lodging services that are critical for accommodating dignitaries and officials attending this significant international event. This opportunity underscores the importance of reliable travel and lodging arrangements in facilitating diplomatic engagements. Interested vendors can reach out to Stetson Sanders at SandersSA@state.gov for further details regarding this procurement.
    Acquisition of Hotel Accommodations in Support of VIP Visit in Madrid, Spain
    Buyer not available
    The Department of State is seeking to acquire hotel accommodations in support of a VIP visit during the NATO Summit held in Madrid, Spain, on June 29-30, 2022. The procurement involves lodging services essential for accommodating dignitaries and officials attending the summit, highlighting the importance of reliable and quality accommodations for high-profile events. Interested parties can reach out to Stetson Sanders at SandersSA@state.gov for further details regarding this opportunity. The procurement falls under the PSC code V231, which pertains to travel and lodging services.