SAM #PR16131466

U.S. Embassy Kyiv Solicitation for Conference Support Services in Ukraine

The U.S. Embassy Kyiv, representing the Department of State, is soliciting quotations for comprehensive conference support services in Kyiv, Ukraine. - Government Buyer: - U.S. Embassy Kyiv (Department of State) - OEMs and Vendors: - No specific OEMs or commercial vendors are named in the solicitation or attachments - Products/Services Requested: - Rental of conference rooms in a 4*-5* hotel or conference center for three days - Must include secure, uninterrupted facilities with power backup, water supply, heating, and adjacent bathrooms - Capacity for up to 70 attendees on the first day, 40 on subsequent days - Technical support services - AV equipment (screen, microphones, laptops with internet) - Online broadcasting support and video recording - High-speed internet access - On-site AV technical support - Catering services - Three coffee breaks per day (70 people on day 1, 40 on days 2 and 3) - One buffet lunch per day (same headcounts as above) - Dedicated serving areas and specified menu requirements - Provision of bottled mineral water (90 bottles on day 1, 60 bottles on days 2 and 3) - Parking services - Parking for 3 vehicles daily, with additional options for personal vehicles nearby - Unique or Notable Requirements: - Conference facility must be in a 4*-5* hotel or conference center in Kyiv - Facility must provide secure, uninterrupted services with backup utilities - Vendors must submit detailed price quotes, facility descriptions with photos, and catering menus - NDAA certification and Defense Base Act Insurance required for eligible employees - Compliance with both Ukrainian and U.S. labor laws - Payment terms governed by the Prompt Payment Act

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 August 18-20, 2026, in Kyiv, Ukraine. The required services include rental of conference facilities, technical support services, catering, and parking. 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 July 30, 2026, 13:00 (Kyiv time) to KyivSolicitations@state.gov with subject line “Services to Support Conference in Kyiv, Ukraine – PR16131466”. 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 facility offered, showing that it fully meets requirements outlined in the Scope of Work.

(3) Menu for coffee-breaks and buffet-lunches that meet requirements outlined in the Scope of Work.

(4) Detailed price quote that includes price for each service (rental of conference room, technical support services, coffee-breaks, lunch buffet, mineral water, and parking), 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) Completed Express NDAA Certification Form (attached) if offeror is not registered in SAM. The offerors registered in SAM shall specify their SAM UEI.

(8) 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.

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 - PR16131466” no later than July 22, 2026, 12:00 (Kyiv time).

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