Questions and Answers document.pdf
PDF 213 KB Posted
- Solicitation number
- 19EN1027Q0001
- Issued by
-
Department of State
About this file
This is a Questions and Answers document for Solicitation 19EN1027Q0001 issued by the U.S. Embassy Tallinn, Estonia, for lodging services supporting a training event in Riga, Latvia. The solicitation requires quotations from direct service providers—hotels operating as established businesses with permanent addresses and telephone listings in Latvia. The Post explicitly rejected proposals from U.S.-based prime contractors, Romanian companies, and foreign entities seeking to subcontract with local hotels, clarifying that only qualified hotels established in Latvia may submit quotations directly. Any qualified hotel in Latvia may respond without requiring an individual invitation from the Embassy.
The training event is scheduled for November 9-13, 2026, with room availability required between November 6-14, 2026. The total requirement is 196 room nights across 30 rooms, comprised of two separate blocks: 8 rooms for 64 room nights (November 6-14) and 22 rooms for 132 room nights (November 8-14). Quotations must be priced based on these 196 room nights and must comply with stated room category requirements; non-conforming room offerings will not be considered. The pricing table should show room rates excluding VAT with VAT listed separately, though the grand total price must include all applicable taxes and represents the estimated maximum cost to the Government. Cancellation terms specify no fee if rooms are cancelled 24 hours prior to arrival; cancellations on the day of arrival result in full-cost liability to the Post. Quotations should be submitted directly to TallinnGSOProcurement@state.gov with "RFQ nr. 19EN1027Q0001" in the subject line. No SAM.gov registration is required, though Section 5 information must be completed. There is no set-aside for this requirement, and hotels may engage third-party consultants to assist with quotation preparation provided the hotel remains the contracting party. Amendments and answers were to be provided after October 20th.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
U.S. EMBASSY TALLINN, ESTONIA
Questions & Answers for
Solicitation number 19EN1027Q0001
Project: Lodging services for a training event in Riga, Latvia
Nr. Question as submitted by bidder Answer from Contracting Office
1.
Could you please confirm whether a U.S.-based small business may submit the quotation as the prime contractor and subcontract the lodging services to a qualified hotel in Riga that meets all solicitation requirements, including the requirement for an established business with a permanent address and telephone listing in Latvia?
No as Post is looking for Direct service provider
2.
Does the requirement for an established business address in Latvia apply specifically to the facility/hotel property itself, or must the prime contractor/offeror also possess a permanent physical establishment in Latvia?
The requirement is set for both the property and the contractor
3.
If the Offeror is registered outside Latvia, is the Offeror eligible to submit a proposal as prime contractor provided that the designated lodging facility is locally licensed and located in Riga, Latvia?
No as Post is looking for Direct service provider
4.
Regarding the above RFQ could you please let us know approximately when the project would begin as we don’t want to run the risk of getting charged after we block the rooms
The lodging need is estimated to be November 6-14, 2026
5.
May a Romanian company with an active SAM.gov registration and NCAGE code submit a quotation?
No as Post is looking for Direct service provider
6.
The Statement of Work requires that the "Hotel/Offeror operates an established business with a permanent address and telephone listing in Latvia." Summit Staffing LLC is a U.S. company registered in SAM. We would provide the lodging through a 4-star hotel in central Riga that has a permanent address and telephone listing in Latvia. Is a quotation from a U.S. offeror acceptable if the hotel providing the rooms meets this requirement?
No as Post is looking for Direct service provider
7.
Section I (Scope) states the room requirement is November 9–13, 2026, while the Schedule of Supplies/Services lists November 6–14, 2026 (8 rooms, 64 room nights) and November 8–14, 2026 (22 rooms, 132 room nights). Please confirm which dates and quantities offerors should price.
This is a mistake from our end as Section I Scope should have stated the training will take place November 9-13 with room requirement being between November 6 – 14. Post will do an amendment to make the requirement clearer.
8. What is the set-aside status of this RFQ? There is no set aside for this requirement
9.
Which dates govern? Section I states November 9-13, 2026, while Block 20 lists November 6-14 (8 rooms) and November 8-14 (22 rooms).
This is a mistake from our end as Section I Scope should have stated the training will take place November 9-13 with room requirement being between November 6 – 14. Post will make an amendment to make the requirement clearer.
10.
In Section I pricing table, is the "196" the total estimated room nights (64 + 132)? Please confirm how the Estimated Grand Total should be calculated.
Estimated grand total shall be calculated by multiplying price per night with estimated quantity of nights of 196.
11.
The pricing table states the room rate is without taxes and VAT is a separate line item, while FAR 52.212-4(k) states the price includes all applicable taxes. Please confirm we should quote the nightly rate excluding VAT and show VAT separately.
Please fill in the pricing chart as it is in the solicitation package. The grand total price will be with all applicable taxes included and is the estimated maximum cost Post will pay to contractor.
12.
Which cancellation terms apply? The SOW states no fee for cancellations made 24 hours before booking, while Section I states the Government is liable unless cancelled at least one day before the effective date.
If a room or rooms are cancelled 24h prior to arrival, then no cancellation fee applies. If room or rooms are cancelled on the day of arrival, then Post is liable for the full cost.
13.
Is an active SAM.gov registration required for award, or is completing FAR 52.204-90 with the offer sufficient?
For this requirement Sam.gov registration is not applicable, but the information requested in Section 5 is sufficient
14.
Is there a required subject line for the quotation email?
Will answers be issued as an amendment, and by what date?
Please use RFQ nr. 19EN1027Q0001 in the subject line.
Amendments and answers are provided after October 20th .
15.
Room requirements are estimated to be as follows:
November 6-14, 2026 – 8 rooms (64 room nights) November 8-14, 2026 – 22 rooms (132 room nights) are they 30 rooms in total or 22?
Total need is estimated to be 30 rooms.
16.
Could you please confirm that quotations should be based on the dates and quantities in the Statement of Work (196 room nights in total)?
Quotations have to be based on 196 nights as is the requirement.
17.
May any qualified hotel established in Latvia submit a quotation directly in response to solicitation 19EN1027Q0001, even if it has not received an individual invitation from the Embassy?
Yes, they may.
18.
Should interested hotels submit their quotations directly to TallinnGSOProcurement@state.gov, or is another submission method required?
Yes, please send the offers directly to TallinnGSOProcurement@state.gov
19.
Is registration on any particular procurement platform required before submitting a quotation?
No
20.
May a hotel engage an independent third-party consultant to assist with preparing its quotation, provided that the hotel itself remains the offeror and contracting party?
Yes
21.
We understand that our Standard Rooms do not fully meet the room category requirements stated in the tender. Would you consider our offer if we could provide Standard Rooms?
If the offered rooms do not fully confirm to the solicitation requirements then we will not be able to consider the offer.
mailto:TallinnGSOProcurement@state.gov
File details come from the government source that posted it. Updated .