FIN_19RP3827Q0013_TECHNICAL SPECIFICATIONS.xlsx
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- Attached to
- Room Accommodation and Conference Package for the OPDAT Southeast Asia Trilateral Meeting in Boracay
- Solicitation number
- 19RP3827Q0013
- Issued by
-
Department of State
About this file
This file is a technical specifications document for room accommodation and conference services required for the OPDAT Southeast Asia Trilateral Meeting in Boracay. The solicitation, issued by the Department of State under solicitation number 19RP3827Q0013, seeks comprehensive hotel and meeting facilities to support an official diplomatic event in the Philippines.
The specifications detail requirements for guest room accommodations, conference facilities, and ancillary services necessary to host the trilateral meeting. The document establishes technical standards and service level expectations that prospective vendors must meet, including room configurations, amenities, technology capabilities, and support services. Vendors responding to this solicitation must demonstrate their ability to provide facilities meeting all specified requirements, with particular attention to accommodating official delegations, ensuring appropriate conference spaces equipped with necessary audio-visual and simultaneous interpretation capabilities, and delivering hospitality services consistent with U.S. government standards for international diplomatic events.
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Other files
| File | Type | Posted |
|---|---|---|
| FIN_19RP3827Q0013_SOLICITATION PACKAGE.pdf |
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| Continuation to SF18, PAGE 6, RFQ NO. 19RP3827Q0013 | |||||||||
| Technical Specifications | |||||||||
| Room Accommodation and Conference Package for the OPDAT Southeast Asia Trilateral Meeting in Boracay | |||||||||
| I. | Room Accommodation | ||||||||
| DESCRIPTION | ROOMS | CHECK-IN | CHECK-OUT | NO. OF NIGHTS | COST/NIGHT (indicate the currency used) | TOTAL COST (indicate the currency used) | REMARKS (Inclusions/Terms) | ||
| 1 | Single Occupancy Standard/Deluxe room | 34 | 01-Dec-26 | 05-Dec-26 | 4 | 0.00 | |||
| Single Occupancy Standard/Deluxe room | |||||||||
| (same rate must apply; participants will pay directly to the hotel upon check-in and the government is not liable for these rooms) | 11 | 01-Dec-26 | 05-Dec-26 | 4 | self-payment | ||||
| Min 30/Max 34: Billing should be based on actual no. of rooms | |||||||||
| TOTAL (indicate the currency used): | 45 | 0.00 | |||||||
| Inclusions: For each item, put an "X" under YES if the room rate includes it. Put an "X" under NO if it doesn't. For every item you mark NO, write the extra cost per night in the "Cost of Additional Amenities/Night" column. | |||||||||
| YES | NO | Cost of additional amenities/night or per requirement (indicate the currency used) | TOTAL COST (indicate the currency used) | REMARKS (Inclusions/Terms) | |||||
| a. Property Classification | Hotel must be DOT-accredited and rated at least four-star or equivalent by a recognized international hotel brand or classification system. | ||||||||
| b. Dining Facilities | Must have an in-house restaurant capable of serving buffet or plated meals and accommodating participants' complimentary breakfast and meal requirements. | ||||||||
| c. Housekeeping Standards | Daily housekeeping service and prompt response to maintenance requests. | ||||||||
| d. Guest Room Size | Standard guest rooms must have a minimum floor area of 60 square meters to provide adequate comfort for participants. | ||||||||
| e. Dedicated Work Area | Guest rooms must include a work desk, ergonomic chair, electrical outlets, and complimentary high-speed Wi-Fi internet access. | ||||||||
| f. Soundproofing and Quiet Environment | Guest rooms must provide a Quiet Environment suitable for rest, study, and preparation of official reports or presentations. | ||||||||
| g. Environmental and Health Standards | Property must maintain sanitation protocols and comply with applicable health, safety, and environmental regulations. | ||||||||
| h. Security Measures | Must provide 24-hour security, CCTV monitoring in common areas, electronic key-card access, baggage screening, and established emergency response procedures. | ||||||||
| i. Emergency Preparedness | Must maintain fire detection and suppression systems, emergency evacuation procedures, backup power supply, and first-aid capability. | ||||||||
| j. Accessibility | Property must provide accessible facilities and accommodations for persons with disabilities in accordance with applicable standards. | ||||||||
| k. Proximity to Government and Business District | The property must be located in Station Zero, with easy access to government offices, banks, restaurants and pharmacies. | ||||||||
| l. Wellness Facilities | Must provide access to a fitness center and swimming pool for all registered participants. | ||||||||
| m. Reputation and Performance | Must maintain an average online guest rating of 4.0/5.0 or equivalent across major booking platforms during the preceding 12 months and demonstrate a record of quality service delivery. | ||||||||
| TOTAL (indicate the currency used): | 0.00 | ||||||||
| TOTAL ROOM RATES (indicate the currency used): | 0.00 |
| II. | Conference Package - includes use of function room, meals, and complimentary equipment and materials (do not separate the cost of the venue) | |||||||
| DESCRIPTION | NO. OF PAX | BEGIN DATE | END DATE | NO. OF DAYS | COST/DAY (indicate the currency used) | TOTAL COST (indicate the currency used) | REMARKS (Inclusions/Terms) | |
| 1 | Whole Day Meeting Package |
(Min 35/ Max 45) Inclusions:
• Function room that would fit 45 pax in a roundtable set-up
• Exclusive use of function room for nine (9) hours; from 8AM to 5PM, exclusive of ingress and egress
• Function room must be available for setup on Dec 1 no later than 6PM
• Morning and afternoon snacks
• Buffet lunch with one round of canned soda
• Free flowing coffee, tea, and water
| 45 | 02-Dec-26 | 04-Dec-26 | 3 | 0.00 | |||
| Billing should be based on actual no. of pax | |||||||
| TOTAL (indicate the currency used): | 0.00 | ||||||
| Inclusions: For each item, put an "X" under YES if the room rate includes it. Put an "X" under NO if it doesn't. For every item you mark NO, write the extra cost per night in the "Cost of Additional Amenities/Night" column. | YES | NO | Cost of Additional Amenities/Night (indicate the currency used) | TOTAL COST (indicate the currency used) | REMARKS (Inclusions/Terms) | ||
| a. Proven Experience in Hosting Government and Corporate Events | Venue must demonstrate experience in hosting executive-level meetings, conferences, seminars, workshops, or training programs, preferably for government agencies, international organizations, or corporate institutions. | ||||||
| b. Integrated Event Facilities | Function rooms, breakout areas, dining facilities, and guest accommodations should be located within the same property to maximize convenience, efficiency, and participant security. | ||||||
| c. Internet Connectivity | Complimentary high-speed property-wide Wi-Fi with sufficient bandwidth to support simultaneous online meetings, video conferencing, cloud-based applications, and participant device connectivity. | ||||||
| d. Executive Business Support Services | Availability of printing, photocopying, scanning, document reproduction, and administrative support services during business hours. | ||||||
| e. Security and Privacy | Venue must provide controlled access to function rooms, CCTV monitoring in common areas, and the capability to restrict access to meeting areas when requested by organizers. | ||||||
| f. Backup Power Capability | Property must maintain standby power systems capable of supporting guest rooms, elevators, internet connectivity, lighting, and conference facilities during power interruption. | ||||||
| g. Audio-visual Equipment | The venue shall provide the following at no additional cost: |
~ Professional PA/Sound System ~ Minimum of four (4) wireless microphones ~ LCD projector and projection screen suitable for room capacity ~ HDMI/VGA adapters and extension cords for each table ~ Basic technical setup and support
h. Meeting Essentials The venue shall provide the following at no additional cost:
~ Notepads and pencils for all participants ~ At least two (2) whiteboards or flipcharts with markers ~ One (1) podium/lectern ~ Nameplates/toblerone cards for all participants ~ Digital event signage or directional signage ~ Two (2) flag stands with a minimum of 8ft height
| i. Event Coordinator | Dedicated event coordinator assigned as the primary point of contact before and throughout the event. | |
| j. IT/Technician Support | Dedicated on-site IT/AV technician available during all training sessions and conference activities. | |
| TOTAL (indicate the currency used): | 0.00 | |
| TOTAL FUNCTION RM. RATES (indicate the currency used): | 0.00 |
| III. | Additional requirements | |||||||
| DESCRIPTION | NO. OF PAX | BEGIN DATE | END DATE | NO. OF DAYS | COST (indicate the currency used) | TOTAL COST (indicate the currency used) | REMARKS (Inclusions/Terms) | |
| Terminal Fee (roundtrip) | 45 | 0.00 | ||||||
| Environmental Fee (local) | 16 | 0.00 | ||||||
| Environmental Fee (foreign) | 29 | 0.00 |
| TOTAL (indicate the currency used): | 0.00 | |
| TOTAL ADDITIONAL MEAL RATES (indicate the currency used): | 0.00 |
| IV. | Transportation Requirement | |||||||
| DESCRIPTION | TYPE OF VEHICLE | BEGIN DATE | END DATE | NO. OF WAYS | COST (indicate the currency used) | TOTAL COST (indicate the currency used) | REMARKS (Inclusions/Terms) | |
| Round-trip airport transfers. The hotel must use privately owned vehicles and vessels that can carry all arriving and departing participants at the same time. |
Transfers must include:
- Private van and speedboat transfers between Caticlan Airport and the hotel via Caticlan Port (hotel private lounge), with airport butler service.
- Daily round-trip shuttle service between the hotel and Station 2 for access to restaurants, banks, and pharmacies.
| TOTAL (indicate the currency used): | 0.00 | |
| TOTAL TRANSFERS RATES (indicate the currency used): | 0.00 |
| V. | GRAND TOTAL (indicate the currency used): | ||
| TOTAL ROOM RATES | - 0 | ||
| TOTAL FUNCTION RM. RATES | - 0 | ||
| TOTAL ADDITIONAL RATES | - 0 | ||
| TOTAL TRANSPORTATION RATES | |||
| GRAND TOTAL | 0.00 | - 0 |
RFQ NO. 19RP3827Q0013
File details come from the government source that posted it. Updated .