SAM #PR16223103

Venue, Lodging, and Event Services for U.S. Embassy Budget Officer Workshop in Jakarta

This opportunity is for hosting a four-day Budget Officer Workshop for 75 participants in Jakarta, Indonesia, requested by the U.S. Department of State, American Embassy Jakarta. - Government Buyer: - U.S. Department of State, American Embassy Jakarta, Procurement Contracting Unit - Venue and Lodging Requirements: - Venue must be located in Sudirman Central Business District (SCBD), Senayan, or Menteng area of Central Jakarta - Must have hosted at least two similar-scale events in the past three years - Venue must provide adequate security, emergency exits, and proximity to lodging - Lodging for 75 rooms for 5 nights (minimum 45 sqm, non-smoking, private bath, heating/AC, internet, work desk, safe, daily housekeeping, breakfast included) - Event Space and Services: - Main meeting room for 75 participants (classroom style) - Two breakout rooms for 30 participants each (classroom style, hard-wired Ethernet) - Holding room for 10 people (soft seating) - Welcome event room for 75 attendees (reception style) - Food and beverage service: coffee breaks, buffet meals, vegetarian options, free flow drinking water - Audio-visual equipment: projector screens, VTC capability, laptops, microphones, flip charts, Wi-Fi, AV staff support, writing materials - 24-hour business center access with printing, scanning, and high-speed internet - Direct, climate-controlled pedestrian access to dining, retail, and pharmacy - Controlled access to function space and convenient access to Jakarta Inner Ring Toll Road - No disruptive construction or maintenance during the event - Offeror Requirements: - Must identify any competing large events during the workshop period - Provide references for past events - Hotel must be based in Indonesia and SAM registered for quotes above $40,000 - No specific OEMs or vendors are named; all requirements are for venue and event services. - Notable Requirements: - Safety, accessibility, and operational readiness of facilities - Dedicated liaison for event coordination - Self-paid lodging by occupants - Registration link for lodging closes prior to event

Description

This event is a workshop conducted for budget officer training and professional development, involving 75 participants comprised of Financial Management Officers (FMOs) and Financial Specialists from all East Asia and Pacific (EAP) Region U.S. Embassies. The workshop will cover financial and budgetary topics relevant to Embassy financial operations across the EAP region over a four-day period in Jakarta, Indonesia.

Location / Venue Requirements

- Preferred location: Sudirman Central Business District (SCBD) , Senayan or Menteng area of Central Jakarta.

- Venue should be easily accessible and provide adequate security and emergency exits

- Venue must be within reasonable proximity to lodging accommodations for participants

- The venue shall have hosted at least two events of 75 or more attendees, spanning multiple days, within the past 3 years. Offerors shall provide the event name, approximate attendee count, dates, and a point of contact reference for each. - The venue shall provide 24 hour on-site business center access with printing, scanning, and high-speed internet, available to attendees throughout the event period. - The venue shall provide direct, climate-controlled pedestrian access to dining, retail, and pharmacy services without requiring participants to arrange ground transportation. - The function space shall be accessible both through the main hotel lobby and via a separate entrance suitable for event attendees, to allow controlled access and traffic flow independent of hotel guest room activity. - Venue shall be conveniently located for access to the Jakarta Inner Ring Toll Road, providing efficient road connectivity to Soekarno-Hatta International Airport for participant arrivals and departures.

- No construction or maintenance that causes noise, fumes, or interruption of facilities or services shall be allowed during the event

- The offeror shall provide clear examples of similar-scale events (75 or more attendees, multi-day) hosted by the venue within the past 3 years, including dates, attendee counts, and references.- Other large scheduled events or groups during these dates that may compete for priority or hotel staff attention must be identified and will be considered as part of facility conditions

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