# SAM #19R01027Q0003

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

**Buyer:** U.S. Embassy Bucharest
**Posted:** November 13, 2026
**Respond By:** November 23, 2026
**Identifier:** 19R01027Q0003
**NAICS:** 72111, 721110, 722320, 532490, 541990

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

<p>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.</p>

<p>he required services are as follows:</p>

<ul>
	<li><strong>Accommodation:</strong> Check-in December 7, 2026, and check-out December 11, 2026, for four (4) consecutive nights.</li>
	<li><strong>Conference facilities, catering, and audio-visual support:</strong> December 8&ndash;10, 2026, covering three (3) workshop days.</li>
</ul>

<ol>
	<li><strong>Hotel Accommodation</strong></li>
</ol>

<p>The contractor shall provide:</p>

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

<p>The quotation shall include:</p>

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

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

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

<ol>
	<li><strong>Conference Facilities</strong></li>
</ol>

<p>The contractor shall provide one (1) dedicated conference room for three (3) consecutive days, <strong>December 8&ndash;10, 2026</strong>.</p>

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

<p>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.</p>

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

<p>The contractor shall:</p>

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

<p>Daily conference room access hours:</p>

<ul>
	<li>Tuesday through Thursday, December 8&ndash;10, 2026</li>
	<li>Daily hours: 09:00&ndash;17:00</li>
</ul>

<p><strong>Set-Up Access:</strong> Monday, December 7, 2026, from 13:00&ndash;18:00.</p>

<p></p>

<ol>
	<li><strong>&nbsp;Coffee Breaks</strong></li>
</ol>

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

<ul>
	<li>One (1) morning coffee break per day.</li>
	<li>One (1) afternoon coffee break per day.</li>
</ul>

<p>The services shall cover December 8&ndash;10, 2026, for a total of:</p>

<ul>
	<li>129 morning coffee breaks (43 participants &times; 3 days).</li>
	<li>129 afternoon coffee breaks (43 participants &times; 3 days).</li>
</ul>

<p>The quotation shall include:</p>

<ul>
	<li>Proposed morning and afternoon coffee break menus. (Includes snacks and juices. offerings shall vary daily)</li>
</ul>

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

<p><strong>Coffee Break Area:</strong> A separate area outside but adjacent to the main meeting room is preferred.</p>

<p><br />
<strong>D. &nbsp;Lunches</strong></p>

<p>The contractor shall provide one (1) buffet lunch per day for 43 participants on December 8&ndash;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</p>

<p></p>

<p></p>

<p>The quotation shall include:</p>

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

<p>The contractor shall specify the deadline for receiving final attendance numbers and dietary requirements.</p>

<p><strong>3.5 Audio-Visual Equipment and Technical Support</strong></p>

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

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

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

<p></p>

<p>The contractor shall identify:</p>

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

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

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

[View original listing](https://sam.gov/opp/4802e1a5ca124287a470beb8a0f0bad5/view)