SAM #PR16020216

Comprehensive Conference Services for U.S. Embassy Kyiv Event

The U.S. Embassy Kyiv, representing the U.S. Department of State, is seeking vendors to provide comprehensive services for a conference in Kyiv, Ukraine. - Government Buyer: - U.S. Embassy Kyiv (U.S. Department of State) - Services Requested: - Rental of a purpose-built conference room (minimum 150 sq. m., capacity up to 70 people) in a 3*-5* hotel or conference facility with air conditioning, generator, uninterruptible water and heating, and at least 5 adjacent bathrooms - Technical support services including AV equipment (screen, microphones, laptops, remote slide switch, laser pointer, flipchart, extension cords), hybrid format support, printer services (up to 500 pages), and high-speed reliable Wi-Fi/internet - Catering for 45 participants: coffee breaks (9 total), buffet lunches (5 total), and mineral water (150 bottles) - Accommodation for 36 participants (185 room-nights) in single rooms, including breakfast, generator/alternative power supply, uninterruptible water and heating, and shelter for air alerts, with rates not exceeding $243 per night, located in the same hotel as the conference or within a 15-minute walk - Unique Requirements: - Facilities must provide detailed descriptions and photos - Menu options and itemized pricing required - Compliance with Defense Base Act Insurance for certain employees - SAM registration required for offers over $40,000 or Express NDAA Certification Form if not registered - Accommodation must meet specific power, safety, and proximity requirements - No specific OEMs or brands are named; vendors must supply all equipment and services as specified. - Place of Performance: - Conference and accommodation in central Kyiv, Ukraine, at a qualifying hotel or conference facility - Contracting office is the U.S. Department of State, Washington, DC - Period of Performance: - Conference services required June 22-26; accommodation from June 21-26 or June 21-27, with daily service hours specified.

Description

The Embassy of the United States of America in Ukraine invites all interested responsible vendors to submit quotations for services to support a conference that will be held on June 22-26, 2026, in Kyiv, Ukraine. The required services include rental of conference facilities, technical support services, catering, and accommodation. The Scope of Work is attached to this announcement.

All quotations must be prepared in English language and submitted in PDF format by e-mail on or before June 3, 2026, 17:00  (Kyiv time) to KyivSolicitations@state.gov with subject line “Services to Support Conference in Kyiv, Ukraine – PR16020216”. No quotations will be accepted after the indicated deadline.

For a quotation to be considered, you should submit the following:

(1) Legal name of offeror

(2) Description and photos of the conference and accommodation facilities offered, showing that they fully meet requirements outlined in the Scope of Work.

(3) Menu for coffee-breaks and buffet-lunch.

(4) Detailed price quote that includes price for each service (rental of conference room, technical support services, accommodation, coffee-breaks, lunch buffet, and mineral water), applicable taxes if any, and total amount of quote. Vendors may submit their quotes in Ukrainian Hryvnyas or in U.S. dollars. Ukrainian vendors will be paid in Ukrainian Hryvnyas; price submitted in U.S. dollars will be converted to Ukrainian Hryvnyas based on official exchange rate of the National Bank of Ukraine on the date of invoice. Other than Ukrainian vendors are eligible to be paid in U.S. dollars if their quote is submitted in U.S. dollars.

(5) Order cancellation terms.

(6) Confirmation of acceptability of payment terms: pursuant to the Prompt Payment Act of the FAR, the U.S. Government must make the payment within 30 calendar days after receipt of services and the valid detailed invoice.

(7) Evidence of offeror’s registration in System for Award Management (SAM, www.sam.gov ) if amount of offer exceeds $40,000.

(8) Completed Express NDAA Certification Form (attached) if offeror is not registered in SAM.

(9) Written Acknowledgement of Defense Base Act Insurance Requirement. The Defense Base Act Insurance requirement (DBA) will only apply to employees working on this purchase order.  The U.S. Department of Labor has issued a geographic waiver of the DBA requirement for employees covered under compulsory workers’ compensation laws of Ukraine (Law of Ukraine “On Mandatory State Social Security”).   The waiver does not apply to any employees under this purchase order who: (a) is a citizen of the United States of America; or (b) is a lawful resident of the United States of America; or (c) was hired in the United States of America. If the above waiver does not apply, the Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees in the quote and procure DBA insurance after award of purchase order. The Offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at  http://www.dol.gov/owcp/dlhwc/lscarrier.htm. The offeror must submit the statement that includes the following information:

whether they will be required to provide Defense Base Act Insurance. whether employees who will work under this purchase order are insured according to the Law of Ukraine “On Mandatory State Social Security”.  quantity of employees who are (a) citizen(s) and/or (b) lawful resident(s) of the United States of America and/or (c) was hired in the United States of America.

SAM Registration:

According to FAR 4.1102 in case the amount of offer/contract action exceeds $40,000, all prospective offerors shall be registered in System for Award Management (SAM): www.sam.gov at the time an offer or quotation is submitted, during performance and through the final payment.

System updates may lag policy updates. The SAM may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services, 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Agencies and Contracting Officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

The U.S. Government intends to award a purchase order to the responsible company submitting an acceptable quotation at the lowest price.  We intend to award a purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

All questions related to this request should be addressed at KyivSolicitations@state.gov with subject line “Services to Support Conference in Kyiv, Ukraine - PR16020216” no later than May 26, 2026, 12:00.

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