SoW Services to Support Seminar in Lviv PR16183741.docx

Scope of Work Services to Support Seminar in Lviv, Ukraine

PR16183741

The U.S. Embassy Kyiv has a requirement for services to support a seminar, that will be held on September 28-October 02, 2026, in Lviv as follows:

1. Rental of a conference room on September 28 – October 01, 2026, each from 09:00 - to 18:00, and on October 02 from 09:00 - to 16:00 that meets the following requirements:

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

1.2. Required capacity – up to 70 people, and minimum size -150 sq. m.

1.3. Located in 4*-5* hotel or conference facility in the center of Lviv, with easy public access.

1.4. Has a possibility of a classroom-type set up/sitting for up to 35 participants + 5-6 additional tables for speakers/observers in the back (x 10 persons total), speakers’ table/ area in the front, AV area in the front, AV technical support area in the back.

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

1.6. A minimum of 5 adjacent bathrooms is available.

1.7. Parking options for personal vehicles in the nearby area and/or at the conference facility are available.

2. The following Technical Support Services shall be provided by the vendor on each day September 28 – October 01, 2026, each from 09:00 - to 18:00, and on October 02 from 09:00 - to 16:00:

2.1. The conference room shall be equipped with a screen (min 2.5x4 m; 16:9 ratio), built in AV equipment, laptop for presentations, 3 wireless microphones, 1 lapel (hands-free) microphone, remote slide switch, laser pointer, flipchart, Pens and notepads for 45 participants.

2.2. The vendor shall provide 6 laptops, to include a mouse, in the conference room in support of practical exercises, laptops shall have access to wi-fi / Internet and Microsoft Office installed.

2.3. The vendor shall provide support to hybrid format (online + in-person; platform to be provided by the Embassy/partners).

2.4. Access to printer services (printing / copying of up to 500 pages).

2.5. AV technical support services.

2.6. Reliable, high-speed wi-fi / internet connection, to support online sessions and practical exercises.

3. The vendor shall provide the following Catering Services:

3.1. Coffee Breaks for 45 people, on each day September 28-October 02, 2026, as follows:

3.1.1. Quantity (total of 9 coffee breaks) as follows:

· September 28 – October 01, 2026: 2 coffee breaks - morning (at around 10:40, time to be confirmed), and afternoon (at around 14:45, time to be confirmed).

· October 02, 2026: 1 coffee break - morning (at around 10:30, 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 at preferably underground area (near the conference room or possibly a separated zone in the conference room if the room area permits).

3.2. Buffet Lunch for 45 participants on each day September 28- October 02, 2026, as follows:

3.2.1. Quantity (total – 5 buffet lunches): 1 buffet lunch each day, at around 12:30 (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 preferably underground area (near the conference room).

3.3. Mineral Water in the conference room, on each day September 28- October 02, 2026: 30 bottles x 0.5l of still water, and 30 bottles x 0.5l of low carbonated water (total of 300 bottles).

4. Accommodation for 40 travelling participants / speakers of the event during September 27 – October 02, 2026, that meets the following requirements:

4.1. Accommodation to be arranged at the same hotel where the conference venue will be located (if applicable), or at a 4*-5* hotel within a max 15-minute walking distance from the conference venue.

4.2. Accommodation shall be provided in single occupancy rooms for the total duration of stay- 80 room/nights that provides check-in on September 27, 2026, check out on October 2, 2026.

4.3. Accommodation rate shall not exceed the U.S. Government authorized maximum rate of $140.00 per night per person.

4.4. Accommodation shall include breakfast.

4.5. Accommodation shall be equipped with generator/ alternative power supply, have uninterruptible water supply and heating, and have a shelter in case of air alerts.