19RP3826Q0024_EVENT TECHNICAL SPECIFICATION_FIN.xlsx
XLSX spreadsheet 25 KB Posted
- Solicitation number
- 19RP3826Q0024
- Issued by
-
Department of State
About this file
This document is an Event Technical Specification sheet (RFQ No. 19RP3826Q0024) for a conference and accommodation requirement in Boracay, Philippines, issued by the Department of State. The specification details requirements for a trilateral event including room accommodations for 34-44 participants from January 25-29, 2026, with specific amenities such as deluxe/standard rooms, buffet breakfast, high-speed Wi-Fi, in-room facilities, and transportation transfers. The conference package includes a whole-day meeting for 50 participants, with a function room, roundtable setup, exclusive use from 8AM to 5PM, meals with dietary options, and comprehensive audiovisual equipment and meeting essentials.
Key technical specifications include mandatory hotel features like a port lounge, beach shuttle service, 200+ guest room capacity, standard security measures, and specific conference room requirements such as wireless microphones, LCD projector, digital signage, and dedicated IT support. The solicitation is a pre-solicitation expected to be issued in the 4th week of December 2025, with the government intending to award to the lowest-priced technically acceptable offeror. All contractors must be registered in the System for Award Management (SAM) prior to contract award, and the resulting contract will be firm-fixed price.
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| File | Type | Posted |
|---|---|---|
| 19RP3826Q0024_RFQ_FIN.pdf |
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Text version
Sheet1
| Event Technical Specifications Sheet | |||||||
| RFQ No. 19RP3826Q0024 | |||||||
| OPDAT CT SEA Trilateral- Boracay, Philippines | |||||||
| I. | Room Accommodation | ||||||
| DESCRIPTION | ROOMS | CHECK-IN | CHECK-OUT | NO. OF NIGHTS | COST/NIGHT | TOTAL COST | |
| 1 | Single Occupancy Deluxe/Standard room | 34 | 25-Jan-26 | 29-Jan-26 | 4 | 0.00 | |
| Min 25/Max 34: Should be billed based on actual no. of rooms | |||||||
| Single Occupancy Deluxe/Standard rooms for self-payment | 10 | 25-Jan-26 | 29-Jan-26 | 4 | |||
| TOTAL: | 0.00 | ||||||
| Inclusions: (pls. mark the columns with an "x" if the ammenities are "yes", inclusive / "no" not inclusive with the room rate. Kindly fill up "cost of additional ammenities / night" if in non inclusive. | YES | NO | cost of additional ammenities/night or per requirement; PHP | TOTAL COST | |||
| a | Buffet breakfast | ||||||
| b | High-speed wi-fi access in-room and public areas | ||||||
| c | In-room coffee and tea facilities | ||||||
| d | (2) bottled water, replenished daily | ||||||
| e | In-room iron and ironing board | ||||||
| f | Use of fitness center and swimming pool | ||||||
| g | Located within Boracay Station Zero | ||||||
| h | Should provide a roundtrip private van and speedboat transfer exclusively for hotel guests, directly from the airport to the hotel | ||||||
| I. | Should have port lounge area exclusive for hotel guests only | ||||||
| j | Should have complimentary main beach shuttle service | ||||||
| k | Should have at least 200 guest rooms capacity | ||||||
| l | Should employ standard security measures |
| TOTAL: | 0.00 |
| TOTAL ROOM RATES, PHP: | 0.00 |
| II. | Conference Package - includes use of function room, meals, and complementary equipment and materials (do not separate the cost of the venue) | ||||||
| DESCRIPTION | NO. OF PAX | BEGIN DATE | END DATE | NO. OF DAYS | COST/DAY | TOTAL COST: | |
| 1 | Whole Day Meeting Package |
(Min 35 / Max 50) Inclusions:
• Function room that would fit 50 pax in a roundtable set-up (max of 6 chairs per table)
• Exclusive use of function room for eight (8) hours; from 8AM to 5PM, exclusive of ingress and egress
• Morning and Afternoon snacks
| • Buffet Lunch with one round of soda in can (should have no-pork and vegetarian options or halal-foods if available) | 50 | 26-Jan-26 | 28-Jan-26 | 3 | 0.00 | ||
| Should be billed based on actual no. of pax | |||||||
| TOTAL: | 0.00 | ||||||
| Inclusions: (pls. mark the columns with an "x" if the ammenities are "yes", inclusive / "no" not inclusive with the room rate. Kindly fill up "cost of additional ammenities / day" if in non inclusive. | YES | NO | cost of additional ammenities/night or per requirement; PHP | ||||
| 1 | Free flowing coffee, tea, and water service | ||||||
| 2 | Complimentary use of audio-visual equipment including: | ||||||
| ~ Regular PA system | |||||||
| ~ at least 4 wireless microphones | |||||||
| ~ 1 LCD projector with screen; at least 2500 lumens | |||||||
| ~ Extension cords and adapters for each table | |||||||
| 3 | Complimentary and exclusive use of wifi for our conference room only and not shared by the entire hotel | ||||||
| 4 | Meeting essentials to include: | ||||||
| ~Notepads with pens/pencils | |||||||
| ~whiteboard, easel, flipcharts, markers and erasers | |||||||
| ~1 podium | |||||||
| ~place cards (toblerone name) for each attendees | |||||||
| ~digital signage | |||||||
| ~ 2 flag stands | |||||||
| 5 | Dedicated IT / AV technician support | ||||||
| 6 | Lunch venue to accommodate buffet setup | ||||||
| 7 | Registration table with provisions of alcohol or hand sanitizer | ||||||
| Note: | |||||||
| 9 | Conference venue should be inside the same hotel building or compound of room accommodations | ||||||
| 10 | One (1) photo group package, 1 pose, to include printing in A4 size and glossy paper for 50 attendees. | ||||||
| TOTAL: | 0.00 | ||||||
| TOTAL FUNCTION RM. RATES, PHP: | 0.00 |
| V. | GRAND TOTAL, PHP: | ||
| TOTAL ROOM RATES, PHP: | 0.00 | - 0 | |
| TOTAL FUNCTION RM. RATES, PHP: | 0.00 | - 0 | |
| GRAND TOTAL , PHP: | 0.00 | - 0 |
File details come from the government source that posted it. Updated .