PR12830608_Q and A.pdf

U.S. Embassy, Quito Avigiras E12-170 y Eloy Alfaro

Quito, Ecuador E-Mail: ruedavj@state.gov

September 16, 2024

RFQ Number: PR12830608

QUESTIONS AND ANSWERS

1. Will only one room be required, or will it be divided into different rooms? How many people will there be in each room?

According to the advertisement posted on SAM, section 3, the requirements are as follows:

1. Accommodations (Lodging):

One hundred single rooms for 100 (pax).

Each room must accommodate 1 person.

Room Type: Standard, single occupancy. (Breakfast included).

2. Conference Room (Event Space):

One conference room to host the event for 100 (pax).

Same conference room for a 5-day event. Specific dates to be confirmed.

2. What type of setup will you need? Classroom style? Round tables? Theater? / Are there any specific seating arrangements for the event?

A classroom-style setup will be required, with meeting tables for up to three people each and a central table for the executive, which could be positioned on a small stage. Please see a reference photo below:

Embajada de los Estados Unidos de América

Avigiras E12-170 y Eloy Alfaro – Quito – Ecuador ec.usembassy.gov

3. Since you are requesting 5 screens and 5 projectors, could you confirm the size of the screens?

• One main screen and projector should be needed to set up in the main part of the event. The screen should be at least 2.5 meters high by 5 meters long.

• The sizes of the four additional screens will depend on the layout of the event and final number of attendees. The screen should be at least 2 meters high by 3 meters long. The total number of participants will be confirmed no later than

October 18, 2024, after the award of the purchase order.

4. If there is an Embassy approved list of hotels, would you be so kind share it?

The Embassy does not have a list of approved hotels.

5. Are there any specific dates you prefer for this event?

The preferred dates for the event are November 10 to November 14, 2024 (4 nights and

5 days). However, please note that these dates are subject to change.

6. Are you needing just one event room?

Yes, we require just one event room with a capacity for 100 (pax). Same conference room for a 5-day event.

7. Do you have any more specifics on the audio visual needed? For example, when you say, “an adequate number to meet the needs of the event” How many are you thinking?

Conference Room (Event Space) Requirements:

• Video:

o One main screen and projector should be needed to set up in the main part of the event. The screen should be at least 2.5 meters high by 5 meters long.

o The sizes of the four additional screens will depend on the layout of the event and final number of attendees. The screen should be at least 2 meters high by 3 meters long. The total number of participants will be confirmed no later than October 18, 2024, after the award of the purchase order.

• Audio:

o At least five (5) wireless microphones. One (1) for the host of the event, and four (4) to be distributed for the interaction of the participants during the conference.

The audio system should meet high-quality standards and provide adequate coverage for

100 people throughout the event.

8. Do you include in the quote any food or breakfast for the participants? If so, please advise/ Are there any specific menu requirements for breakfast and lunch?

Please, included the following requirements:

Details Number Comments

Breakfast 100 (pax) Normally included in the room rate.

AM Coffee break 100 (pax) The hotel will present at least 3 options to be accepted by INL officers.

Lunch 100 (pax) N/A

PM Coffee break 100 (pax) The hotel will present at least 3 options to be accepted by INL officers.

Coffee and soft drinks table

100 (pax)

9. Will you all need breakout rooms? If so, how many rooms and how many people per room?

Conference Room (Event Space) Requirements:

No, we do not require breakout conference rooms. We only need one conference room with a capacity to accommodate 100 people.

10. Will any attendees be paying for individually with a government purchase card?

No, the Government will issue a purchase order, and the payment will be through bank transfer, within 30 days after the event has finished and invoice has been submitted.

11. How do you want us to quote pricing?

A. Separate line-item unit cost? One unit cost of lodging per person and one unit cost per person conference package? or

B. One total unit cost for the combined services?

The pricing should be quoted separately for each service: one for accommodation/lodging and another for the conference room package, please note the requirements specified in the question 8.

Therefore, option A should be followed.

12. Do foreign companies (American companies) pay VAT in Ecuador?

Yes, foreign companies, including American ones, are required to pay VAT (Value Added

Tax) in Ecuador when they acquire (subcontract) goods or services within the country. VAT in Ecuador applies to most commercial transactions, and this obligation extends to both local and international vendors, provided they are engaging in activities subject to this tax within Ecuadorian territory.

13. The negotiation is directly with the US Embassy or with a third party. Meeting planers from US?

The contract is directly with the United States Embassy. All communication should be conducted through official channels, specifically through the SAM system and the United

States Embassy’s official website for Ecuador.

14. The tentative dates November 10 to November 13, 2024, are set? We can offer our available dates.

The tentative dates for the event are scheduled from November 10 to November 14, 2024

(4 nights and 5 days).

15. Also you mentioned that until October 18 2024 you will have the definitive dates? And the final total number guests too?

Yes, the definitive dates and the final total number of guests will be confirmed until

October 18, 2024.

16. What do you refer to a Daily Cleanliness Report?

The Daily Cleanliness Report refers to a confirmation from the hotel manager or the designated point of contact for the venue, ensuring that the event space is clean and ready at the start of each day.

17. About the payment as usual its through to a Purchase Order under the name of the US

Embassy?

All contracts are processed through a purchase order, and the payment terms are outlined in Section 8 of the advertisement for this process, directly with the US Embassy.

18. What is the timing for the event?

The event will take place from 08:00 to 17:00 local time.

19. Is airport pickup or drop-off required?

Airport pickup or drop-off is not required for this event.