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 Specifications Sheet for a Request for Quotations (RFQ) issued by the Department of State for a conference and accommodation package in Boracay, Philippines. The solicitation (No. 19RP3826Q0024) requires a hotel venue for a trilateral event from January 25-29, 2026, with specific requirements including 34-44 single occupancy rooms, a function room accommodating 50 participants in a roundtable setup, and comprehensive amenities such as buffet breakfast, high-speed WiFi, daily water replenishment, and audio-visual equipment. The event involves a whole-day meeting package with exclusive function room use from 8 AM to 5 PM, including morning and afternoon snacks, buffet lunch, and specific technical support and meeting essentials.
Key submission details include an electronic quotation deadline of January 12, 2026, at 3:00 PM Philippine local time, with submissions accepted at Manilapurchasing@state.gov. Required submission documents include SF-1449, pricing section, Event Technical Specifications Sheet, representations and certifications, and additional specified information. The U.S. Government intends to award the contract to the most responsible company submitting the lowest-priced acceptable offer, with award potentially made without further discussions. Quotation acceptance is contingent on compulsory attendance of a site visit, and submissions must be in specific file formats (MS-Word, MS-Excel, or PDF) with a maximum file size of 10MB.
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Other files
| File | Type | Posted |
|---|---|---|
| Amendmement 001.pdf | ||
| 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 .