ATTACHMENT 1.xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- 19RP3825Q0127
- Issued by
-
Department of State
About this file
The file is an Excel-based Technical Specifications attachment for a hotel accommodation and conference package solicitation issued by the Department of State for a SEAMLEI Commanders Conference in Manila, Philippines. The requirements include 25 standard rooms and 5 deluxe rooms for delegations, along with 30 self-pay rooms, an executive lounge for 12 people, and specific venue amenities such as buffet breakfast, high-speed WiFi, in-room facilities, and fitness center access.
The conference package details a primary conference room for 75 participants, three breakout session spaces, and a secretariate room, with specific technical requirements including audio-visual equipment, HD cameras for Zoom meetings, wireless internet, meeting essentials, and IT support. The event is scheduled for November 17-20, 2025, with quotations due by September 6, 2025, at 4:00 pm Philippine local time. Offerors must submit electronically to ManilaPurchasing@state.gov and be registered in the System for Award Management (SAM) database. The solicitation seeks to award a contract to the responsible company submitting the lowest-priced acceptable offer.
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Other files
| File | Type | Posted |
|---|---|---|
| ATTACHMENT 1_002.xlsx | XLSX spreadsheet | |
| AMENDMENT 002_19RP3825Q0127.pdf | ||
| AMENDMENT 001_19RP3825Q0127.pdf | ||
| SOLICITATION_19RP3825Q0127.pdf | ||
| INVITATION_19RP3825Q0127.pdf |
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| ATTACHMENT 1 EVENT VENUE TECHNICAL SPECIFICATIONS | |||||||||
| I. | Room Accommodation | ||||||||
| DESCRIPTION | NO. OF ROOMS | CHECK-IN | CHECK-OUT | NO. OF NIGHTS | COST (in PHP) | TOTAL COST | Remark | ||
| 1 | Single/Double Occupancy room (All rooms must be in good repair with no construction or damage e.g. water damage) | 25 | 17-Nov-25 | 20-Nov-25 | 3 | 0.00 | Assume delegations of 6 (Including HOD) + PCG Rooms | ||
| Deluxe Single/Double Occupancy room (All rooms must be in good repair with no construction or damage e.g. water damage) | 5 | 17-Nov-25 | 20-Nov-25 | 3 | For the HODs | ||||
| 2 | Single/Double Occupancy room - Self Pay | 30 | 17-Nov-25 | 20-Nov-25 | 3 | 0.00 | Hold for US and invited speakers | ||
| Deluxe Single/Double Occupancy room - Self Pay | 2 | 17-Nov-25 | 20-Nov-25 | 3 | For the US HODs | ||||
| 3 | Executive Lounge / Executive Lounge Access for 6 HODs + 6 Aids (12 People) | 1 | 17-Nov-25 | 20-Nov-25 | 3 | ||||
| Note: | |||||||||
| - Non-casino hotel located within Makati City or Bonifacio Global City | |||||||||
| - DOT Accredited Hotel (please provide DOT certificate) | |||||||||
| 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 | TOTAL COST | ||||||
| a | buffet breakfast | For each morning of occupancy (daily November 18-20) | |||||||
| 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 | Complimentary use of fitness center to include weights (free and/or equipment), cardio equipment | ||||||||
| g | Pool and outdoor area | ||||||||
| h | Electronic in-room safe | ||||||||
| I. | Prayer room for Muslim participants (Common Room) | ||||||||
| j | Mini bar (empty, no items inside) | ||||||||
| TOTAL ROOM RATES, PHP: | 0.00 | ||||||||
| II. | Conference Package | ||||||||
| DESCRIPTION | NO. OF PAX | BEGIN DATE | END DATE | NO. OF DAYS | TOTAL COST: | ||||
| 1 | Function room: One (1) large conference room that can accommodate 75 pax and must be of adequate size for the number of participants. The meeting room format should be in a cluster set up with a long table for the speakers/instructors, ideally in a large U shape facing the stage / front of the room and a registration/reception desk outside the meeting room. (All rooms must be in good repair with no construction or damage e.g. water damage) | min.=60 | |||||||
| max =70 | 18-Nov-25 | 20-Nov-25 | 3 | November 18-19, 2025: 08:00 - 17:00 |
November 20, 2025: 08:00 - 12:00 2 Three (3) Breakout session spaces (Separate rooms or larger rooms with sufficient space for conversation to not interrupt adjacent groups.) Spaces must be conveniently located next to the main function room. (All rooms must be in good repair with no construction or damage e.g. water damage) 3 groups of 8-10 people 19-Nov-25 20-Nov-25 2 November 19, 2025: 12:00 - 17:00 November 20, 2025: 08:00 - 12:00 3 One (1) secretariate room in close proximity to the main function room. (All rooms must be in good repair with no construction or damage e.g. water damage) 5-10 people 17-Nov-25 20-Nov-25 4 November 17, 2025: 12:00 - 17:00 November 18-20, 2025: 07:00 - 18:00
| TOTAL: | YES/NO | BEGIN DATE | END DATE | NO. OF DAYS | 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 out "cost of additional ammenities / day" if in non inclusive. |
| ****LIST BELOW DETAILED REQUIREMENTS; Below shows sample of usual conference room requirements | YES | TOTAL COST | ||||
| (if not included in conference package; PHP) | These requirments are to align with meeting room usage specified above. | |||||
| 1 | Meal requirements: AM snacks, buffet lunch with one round of drinks, and PM snacks | 18-Nov-25 | 20-Nov-25 | 3 | -AM snacks on Nov 18-20 |
-PM snacks on Nov 18-19 -Lunch buffet Nov 18-20"
| 2 | Free flowing coffee, tea, and water service | 18-Nov-25 | 20-Nov-25 | 3 | |
| 3 | Exclusive use of venue up to 7PM, excluding ingress & egress | 18-Nov-25 | 20-Nov-25 | 3 | Exclusive use only for applicable timeframes specified above. |
| 4 | Use of audio-visual equipment including: | 18-Nov-25 | 20-Nov-25 | 3 | |
| ~ Regular PA system | |||||
| ~ 4 wireless microphones | |||||
| ~ 1 LCD projector with screen | |||||
| ~2 LED Television Units, 55" or more | |||||
| ~Extension cords and adapters | |||||
| HD cameras for Zoom meeting including |
- Two (2) HD cameras (Sony or equivalent) with technician during 18-20 NOV.
- One (1) switcher with technician during 18-20 NOV.
- One (1) card capture during 18-20 NOV.
| - cost for system testing service on 18-20 NOV. | 18-Nov-25 | 20-Nov-25 | 3 | ||||
| 5 | Wireless internet access for all participants in the function room | 17-Nov-25 | 20-Nov-25 | 4 | |||
| 6 | Use of (1) dedicated LAN connection for (1) laptop with maximum speed of 30 mbps, capable of presentations | 18-Nov-25 | 20-Nov-25 | 3 | |||
| 7 | Meeting essentials to include: | 18-Nov-25 | 20-Nov-25 | 3 | |||
| ~Notepads with pens/pencils (50 people) | |||||||
| ~2 whiteboards | |||||||
| ~2 flipcharts with easels | |||||||
| ~Markers and erasers | |||||||
| ~2 podiums | |||||||
| 8 | IT / AV technician support / hybrid meeting assistance | 18-Nov-25 | 20-Nov-25 | 3 | |||
| 9 | Registration area outside venue with provisions for alcohol dispensers | 18-Nov-25 | 20-Nov-25 | 3 | |||
| 10 | Room rental for pre-set up as an overnight hold. | 17-Nov-25 | 17-Nov-25 | 1 | |||
| 12 | All-in-One printer and photocopying machine which includes toner and two (2) reams of paper per day. | 17-Nov-25 | 20-Nov-25 | 4 | |||
| Other Inclusion: | |||||||
| 13 | Photographer service for group photo (100 guests / 1 photographer). | 18-Nov-25 | 18-Nov-25 | N/A | |||
| ~Hundred (100) of photo printing service (8 inches x 10 inches), with white cardboard holders, and the below wording in the picture: “SEAMLEI Commanders Conference 2025, Manila, Philippines” deliver on 20 November in the afternoon. | 20-Nov-25 | N/A | |||||
| TOTAL: | 0.00 | ||||||
| TOTAL FUNCTION RM. RATES, PHP: | 0.00 |
| III. | Additional meal requirements | ||||||
| DESCRIPTION | NO. OF PAX | BEGIN DATE | END DATE | NO. OF DAYS | TOTAL COST: | ||
| 1 | Dinner | min.= 40 | |||||
| max = 50 | 18-Nov-25 | 19-Nov-25 | 2 | 0.00 | All participants will have buffet dinner provided or voucher equivalent for on-site meal. | ||
| 2 | Social light meal for first evening of the event including cocktail menu and soft drinks, canapes | min.= 40 | |||||
| max = 50 | 17-Nov-25 | 17-Nov-25 | 1 | ||||
| 3 | Access to other dining options on property for individuals | N/A | |||||
| TOTAL: | 0.00 | ||||||
| TOTAL ADDITIONAL MEAL RATES, PHP: | 0.00 | ||||||
| IV. | GRAND TOTAL , PHP: | ||||||
| TOTAL ROOM RATES, PHP: | 0.00 | ||||||
| TOTAL FUNCTION RM. RATES, PHP: | 0.00 | ||||||
| TOTAL ADDITIONAL MEAL RATES, PHP: | 0.00 | ||||||
| GRAND TOTAL , PHP: | 0.00 |
File details come from the government source that posted it. Updated .