SAM #19R01027Q0003

Hotel, conference, catering, and A/V services for a DOJ OPDAT workshop in Sinaia

The U.S. Embassy Bucharest is seeking hotel and workshop services in Sinaia, Romania, for a DOJ OPDAT event. - Government buyer: U.S. Department of State, Embassy of the United States of America, Bucharest, Romania. Buyer contact named: Kyle Missbach. - OEMs and vendors: No OEMs, hotel providers, or other commercial vendors are named. The requested A/V equipment is specified generically. - Lodging: 34 single-occupancy rooms for four consecutive nights (136 room-nights), including full breakfast and guest internet. Rates must not exceed the stated $132-per-room-night lodging limit; taxes and mandatory fees must be itemized. - Conference and catering: One conference room for 43 participants over three days, arranged in a roundtable configuration. Provide 129 morning coffee-break servings, 129 afternoon coffee-break servings, and 129 buffet-lunch servings. Menus must address dietary needs and allergies; an optional separate table for five presenters should be priced separately if not included. - A/V equipment and support: Provide two flip charts with easels, pads, and markers; one projector and screen; one podium; three to four portable microphones (participant-table microphones preferred if available); five lavalier microphones if available; and one laptop and presentation remote. Include on-site technical support, reliable Wi-Fi in conference and lunch areas, and equipment installed, tested, and ready before each workshop day. - Pricing and proposal requirements: Quote in Romanian leu (RON) and itemize taxes and mandatory fees. Equipment and support availability should be specified.

Description

The U.S. Government, through the issuing office, requests quotations from qualified hotel and conference service providers for accommodation, conference facilities, catering, audio-visual equipment, and technical support in connection with the DOJ OPDAT Workshop scheduled to take place in Sinaia, Romania. The contractor shall provide a comprehensive quotation addressing all requirements specified in this RFQ.

he required services are as follows:

Accommodation: Check-in December 7, 2026, and check-out December 11, 2026, for four (4) consecutive nights. Conference facilities, catering, and audio-visual support: December 8–10, 2026, covering three (3) workshop days.

Hotel Accommodation

The contractor shall provide:

Thirty-four (34) single-occupancy rooms for four (4) consecutive nights, totaling 136 room-nights. Full breakfast included in the nightly room rate. Complimentary internet access for hotel guests. Suitable accommodation standards and amenities for official Government travelers.

The quotation shall include:

Name and address of the proposed hotel. Description of the hotel and proposed room category. Room amenities and available internet access. Confirmation of room availability for the requested dates. Nightly room rate per single-occupancy room. Applicable taxes and mandatory fees, itemized separately. Reservation, cancellation, no-show, and room-reduction policies.

Room rates shall not exceed the applicable U.S. Government lodging per diem limit for the location and dates of stay.

The contractor shall identify any additional charges that may apply, including early check-in, late check-out, parking, or other mandatory services.

Conference Facilities

The contractor shall provide one (1) dedicated conference room for three (3) consecutive days, December 8–10, 2026.

The conference room shall accommodate a total of forty-three (43) participants, including five (5) presenters.

The proposed seating arrangement shall provide a roundtable configuration for all participants, with the option to arrange a separate presidium table for the five (5) presenters, if required.

The presenters are included in the total of 43 participants and shall not be considered additional attendees for catering or room-capacity purposes.

The contractor shall:

Describe the proposed conference room, including its dimensions and maximum seating capacity. Confirm that the room can accommodate the requested roundtable arrangement and optional separate presidium table. Identify any additional charges associated with the presidium setup. Describe available internet connectivity and technical capabilities. Confirm the availability of appropriate lighting, heating, ventilation, and air conditioning. Identify whether conference room setup, drinking water, stationery, and signage are included in the room rental or separately priced. Provide photographs or a floor plan of the proposed conference room, if available.

Daily conference room access hours:

Tuesday through Thursday, December 8–10, 2026 Daily hours: 09:00–17:00

Set-Up Access: Monday, December 7, 2026, from 13:00–18:00.

 Coffee Breaks

The contractor shall provide two (2) coffee breaks per day for 43 participants, as follows:

One (1) morning coffee break per day. One (1) afternoon coffee break per day.

The services shall cover December 8–10, 2026, for a total of:

129 morning coffee breaks (43 participants × 3 days). 129 afternoon coffee breaks (43 participants × 3 days).

The quotation shall include:

Proposed morning and afternoon coffee break menus. (Includes snacks and juices. offerings shall vary daily)

Selection of hot and cold beverages. Coffee, tea, drinking water, and appropriate refreshments. Food quantities and service arrangements. Any applicable service charges.

Coffee Break Area: A separate area outside but adjacent to the main meeting room is preferred.

D.  Lunches

The contractor shall provide one (1) buffet lunch per day for 43 participants on December 8–10, 2026, for a total of 129 meals. Lunch shall be provided in the hotel restaurant with seating for the full group- Buffet-style service is preferred

The quotation shall include:

Proposed buffet lunch menus for all three days. Selection of main courses, side dishes, salads, and desserts. Included beverages. Confirmation that vegetarian and other dietary requirements can be accommodated. Procedures for accommodating food allergies and special dietary restrictions. Any applicable service charges.

The contractor shall specify the deadline for receiving final attendance numbers and dietary requirements.

3.5 Audio-Visual Equipment and Technical Support

The contractor shall provide appropriate audio-visual equipment and on-site technical support throughout all three workshop days.

The quotation shall include an itemized description of the proposed equipment and services, including, as applicable:

Two (2) flip charts with easels, full pads, and markers  One (1) projector and screen suitable for PowerPoint presentations  One (1) podium with three to four (3–4) portable microphones One microphone per table is preferred, if available (for participants) Lavalier microphones for lecturers, if available (5) One (1) laptop and presentation remote Reliable Wi-Fi connectivity in all conference rooms and lunch areas  On-site A/V technical support available during all conference hours

The contractor shall identify:

Equipment quantities and technical specifications. Daily equipment availability and operating hours. Technical support personnel and their availability. Any separately priced equipment or services. Whether equipment installation, testing, and dismantling are included.

The contractor shall ensure that all equipment is installed, tested, and operational before the start of each workshop day.

Final audio-visual requirements shall be confirmed by the Government before contract award or as otherwise agreed in the resulting purchase order.

View original listing