Conference Package for COIL
Closed Solicitation Posted
- Solicitation number
- 19MG1025Q0003
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 72111 Hotels (except Casino Hotels) and Motels
- Place of performance
- Ulaanbaatar Ulaanbaatar Mongolia
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of State is seeking a conference package rental service for the Congressional Office for International Leadership (COIL) Rule of Law Alumni Conference in Ulaanbaatar, Mongolia. The solicitation (RFQ 19MG1025Q0003) requires a conference facility capable of accommodating 150 participants with specific room configurations, including a main conference room that can be partitioned, a secretariat room, and supporting amenities like reception tables and parking. Quotations are due by March 14, 2025, at 1600 local time and must be submitted electronically to Ulaanbaatar-procurement@state.gov. Offerors must be registered in SAM.gov and provide proof of registration prior to submission. The contract will be awarded based on the lowest-priced, technically acceptable offer, with evaluation criteria focused on meeting the detailed facility and service requirements outlined in the request.
The solicitation does not have a specific set-aside designation and will be performed in Ulaanbaatar, Mongolia, within 20km of the U.S. Embassy. The contract encompasses conference services for June 16-17, 2025, including a main conference room, lunch service for 150 participants, refreshment breaks, and approximately 50 standard hotel rooms for three nights (June 15-18, 2025). Pricing must be submitted in local currency (MNT) with VAT listed separately, and the resulting contract will be a firm-fixed price purchase order with payment made in installments. The procurement falls under the NAICS category for Hotels and Motels (72111) and the PSC category for Conference Space and Facilities Rental (X1AB), indicating a comprehensive event and accommodation service requirement for the diplomatic event.
Notice text
3 versions
Update #3 · Latest ·
Conference room rental package, please refer to attached RFQ. Please note that this is Original Combined Synopsis/SolicitationOriginal Combined Synopsis/Solicitation as there was no pre-solicitation notice.
The following questions were posed and answers are published publicly for all vendors.
- Venue Approval Process: Could you please advise on how we can determine whether a venue has been approved by the US Embassy’s Regional Security Officer and Post Occupational Safety and Health Officer? If a venue is not pre-approved, what would be the process for obtaining approval? Most of the local hotels/venues have already met the requirements. In case the venue requires approval, Embassy Safety and Security teams will conduct an inspection within about a week.
- Participant Numbers: Could you confirm whether the participants and hotel guests are a fixed number, or are these numbers subject to change closer to the event date? If there is potential for change, when will the government provide the finalized guest and participant list? The number of participants and hotel guests are not a fixed number. The numbers provided are the estimate and an exact number will be confirmed early June .
- Is the proposal due on 14 March 4pm CST, or local time of where the event is held, which is Mongolia? (We will consider local time as due time.)
- Local time in Mongolia.
- Is the DBA insurance required? if not required, should we insert a line item to include insurance? N/A
Update #2 ·
Conference room rental package, please refer to attached RFQ. Please note that this is Original Combined Synopsis/SolicitationOriginal Combined Synopsis/Solicitation as there was no pre-solicitation notice.
Update #1 ·
Conference room rental package, please refer to attached RFQ.
Files
| File | Type | Posted |
|---|---|---|
| RFQ 19MG1025Q0003 -Conference package for COIL-V2.docx | DOCX document |
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