Conference Space and Event Services

The U.S. Embassy Libreville, under the Department of State, is seeking conference space and event services for a four-day workshop titled "Timber Trade Enforcement and the Promotion of Legal Supply Chains" scheduled for May 18-22, 2026. The contractor must provide facilities for approximately 125 participants, including a main conference room with round tables, audio-visual equipment (projectors, screens, and microphones), high-speed Wi-Fi supporting hybrid presentations, three simultaneous interpretation booths, and a breakout room for 8-12 participants. Key requirements include catering services with clear itemized daily pricing for morning coffee breaks, buffet lunches, and afternoon breaks across the four conference days, along with vegetarian options and non-alcoholic beverages only. The government will award the contract to the responsible company submitting the lowest-priced, technically acceptable offer based on initial quotations without discussions, unless a competitive range exists warranting further dialogue. Prospective offerors must register in the System for Award Management (SAM) database prior to contract award, submit their commercial and technical offers separately via email (not exceeding 35KB), and meet the quotation deadline of May 4, 2026.

This solicitation uses no set-aside designation and will be awarded as a firm-fixed-price contract to an unrestricted offeror pool using open market procurement. No incumbent contractor or award value range has been identified in the solicitation materials. The contract covers conference services for 125 participants over four full working days with pre-event access on May 17, 2026 at no additional cost, with offerors also indicating whether reduced pricing is available for approximately 100 participants; pricing must be clearly itemized to allow adjustments based on final attendance numbers. The place of performance is Libreville, Gabon, with all services delivered by FOB Destination and payment executed via either MIPR funds or the ICASS funding system within Net 30 days after invoice receipt and service acceptance. Offer validity is 30 days, and no contract exists until a warranted Contracting Officer executes a valid obligating document.