Hotel and conference services to support Regional IDEC conference, Chiang Rai, Thailand from March 30 - April 4, 2026

The U.S. Embassy Bangkok, acting through its Mission Visitor Office, is requesting quotations for hotel and conference services to support a Regional IDEC Conference in Chiang Rai, Thailand, scheduled for March 30 through April 4, 2026. The solicitation (RFQ #19TH2026Q0013) seeks an established four-star Thai hotel with a minimum of five years of business experience that will provide accommodations, meeting facilities, and hospitality services for conference participants. Key requirements include securing 15 rooms on March 30 and 130 rooms for four nights (March 31-April 4), providing full-day meeting packages for up to 130 participants on March 31 and April 1, and arranging conference amenities including meals, coffee breaks, a welcome dinner, and audiovisual equipment. Award will be made to the lowest-priced, acceptable, responsible offeror based on initial quotations without discussions, though the government reserves the right to conduct discussions with companies in the competitive range if necessary. Questions regarding the solicitation must be submitted by 16:00 Bangkok time on February 5, 2026, with quotations due by 16:00 Bangkok time on February 13, 2026, submitted electronically in English via MS-Word, MS-Excel, or PDF format not exceeding 30MB.

This solicitation carries no set-aside designation and does not identify any incumbent contractors. Quotations must be submitted in Thai Baht excluding VAT, with pricing advantaged by the Embassy's tax exemption certificate from the Thai government. Specific numerical requirements include accommodations for a total of 160 room-nights (15 rooms on March 30 plus 130 rooms for four nights), conference facilities capable of seating 150 people in classroom configuration with parking for 50 vehicles, and catering for 130 participants on March 31 and April 1 plus 25 participants on April 3. The place of performance is Chiang Rai, Thailand, with all services to be delivered during the conference period in late March and early April 2026. Interested vendors must be registered in SAM prior to submission and must complete the SF-1449 form along with all required supplementary documentation.