Scope of Work PR16131466.docx

Scope of Work Services to Support Conference in Kyiv, Ukraine

PR16131466

The U.S. Embassy Kyiv has a requirement for services to support a conference, that will be held on August 18-20, 2026, in Kyiv as follows:

1. Rental of a conference room on August 18, 19 and 20, 2026, from 09:00 to 18:00, that meets the following requirements:

1.1. Purpose-built conference space (not parking) located on the underground floor / basement and allow for uninterruptable secure activity during an air alert. Location

1.2. Located in 4*-5* hotel or conference center in the center of Kyiv, with easy public access, no more than 10 minutes’ walk from a metro station.

1.3. Is equipped with generator/ alternative power supply, has uninterruptible water supply and heating, to sustain uninterruptible activity and support services.

1.4. Required capacity for August 18 session: min capacity 100 people, and minimum size -160 sq. m. in theater set-up for up to 60 participants and area for equipment for simultaneous translation in the back, technical support area in the back, 4/5 additional tables for speakers / observers / support staff in the back (x appr. 10 people total), and speakers’ area in the front and AV area in the front.

1.5. Required capacity for August 19-20 sessions: minimum capacity 70 people, and minimum size -140 sq. m, cabaret set up for 30 participants, with 5 tables x 6 participants each, area for equipment for simultaneous translation in the back, technical support area in the back, 4/5 additional tables for speakers / observers / support staff in the back (x appr. 10 people in total), and speakers’ area in the front and AV area in the front;

1.6. Rooms for August 18 session and August 19-20 sessions can be two different conference rooms but shall be located within the same building / conference facility, and shall both meet requirements set in paras 1.1-1.3/ provide amenities listed in para 1.7

1.7. A minimum of 5 adjacent bathrooms is available.

2. The following Technical Support Services shall be provided by the vendor:

2.1. On August 18, 19, and 20: the conference room shall be equipped with a screen (min 1.8 x 3 m), built in AV equipment, 3x wireless microphones, 1 x lapel/hand-free microphone/headphones set, remote slide switch, laser pointer, flipchart, presentation laptop, pens and notepads for 60 participants.

2.2. On August 19-20, 09:00-1800: the participants’ tables shall be equipped with 1 laptop each (total – 5 laptops), with access to Internet/wi-fi.

2.3. On August 18, 09:00-18:00: support for online broadcasting of the event (access to Youtube channel to be provided by EXBS/GOU partner) shall be provided, including integration of Ukrainian simultaneous interpretation audio for presentation to be led by English speaking presenter – to be coordinated with the provider of equipment for simultaneous interpretation. Simultaneous interpretation and supporting equipment is not covered by this scope of work, and will be arranged by the U.S. Embassy Kyiv under a separate order.

2.4. On August 18-20, 09:00-18:00: Video recording of the event shall be arranged. Video to be recorded / provided in .MOV; .MPEG-2; .MPEG4; .MP4; .MPG, or AVI. format. Integration in the video recording of Ukrainian simultaneous interpretation audio for presentations to be led by English speaking presenter – to be coordinated with the provider of equipment for simultaneous translation.

2.5. On August 18-20, 09:00-18:00: AV technical support services shall be provided.

2.6. On August 18-20, 09:00-18:00: the reliable, high-speed wi-fi / internet connection shall be provided.

3. The vendor shall provide the following Catering Services:

3.1. Coffee Breaks: for 70 people on August 18, and for 40 people on August 19 and August 20, as follows:

3.1.1. Quantity: 3 coffee breaks - welcome (at 08:30), morning (at 10:30, time to be confirmed), and afternoon (at 16:00, time to be confirmed).

3.1.2. Coffee breaks shall include at least two types of non-sweet (salty) sandwiches/ croissants/ quiche with either meat or cheese, or fish, or vegetables, and at least two types of sweet pastries / cookies, freshly brewed coffee and selection of black and green tea, full fat milk and lemon.

3.1.3. Coffee breaks shall be served in preferably underground / basement dedicated area for coffee breaks, next/close to the conference room, capacity of area – for up to 80 people.

3.2. Buffet Lunches for 70 people on August 18, and for 40 people on August 19 and August 20, as follows:

3.2.1. Quantity: 1 buffet lunch at 13:00-14:00 (time to be confirmed).

3.2.2. The lunch shall include at least three types of cold starters, two types of salads, selection of two main courses of meat (chicken or pork or beef) and fish fillet, two types of garnishes, two types of desserts, juice, coffee and tea.

3.2.3. The lunch shall be served at dedicated preferably underground standing or sitting area, next/close to the conference room, capacity of area – for up to 80 people.

3.3. Mineral Water in the conference room:

3.3.1. On August 18: 90 bottles x 0.5l (50 bottles x 0.5l of still water, and 40 bottles x 0.5l of low carbonated water);

3.3.2. On August 19 and August 20: 60 bottles x 0.5l daily (30 bottles x 0.5l of still water, and 30 bottles x 0.5l of low carbonated water).

4. The vendor shall provide Parking Services for 3 vehicles on August 18, 19, and 20, during 08:30-18:30. Parking options for other personal vehicles in the nearby area and/or at the conference facility should be available.