Hotel Lodging and Conference services in November 2026 in Cluj Napoca/ Romania

The U.S. Embassy in Bucharest, on behalf of the Department of State, seeks hotel lodging, parking, conference facilities, and catering services in Cluj-Napoca, Romania for an official U.S. Government-sponsored event, with quotations due August 28 at 17:00 local time. The Government intends to award an indefinite-quantity contract to the lowest-priced, acceptable, responsible offeror based on initial quotations without discussions, though discussions may be held with contractors in the competitive range if necessary.

Place of performance is Cluj-Napoca, Romania. The contractor must guarantee a minimum of five single deluxe rooms and accommodate up to 65 single deluxe rooms for November 15–18, 2026 (three nights) in a single hotel location. Rooms must include private bathrooms, heating and air conditioning, and telephone service. Additional services include parking for up to 50 vehicles, conference and meeting facilities, and catering (coffee breaks, seated lunches, and registration areas). The contract period runs November 1–30, 2026, with funds contingent upon appropriations beyond September 30, 2026. The Government will pay for ordered rooms but not used rooms unless cancellation notice is provided no later than one day prior to check-in. Value Added Tax must be shown separately on invoices. Quotations must be submitted electronically in MS-Word, MS-Excel, or PDF format with file sizes not exceeding 30MB. Required submissions include SF-1449, Section I pricing tables, and Section 5 representations and certifications. The NAICS code is 72111, Hotels (except Casino Hotels) and Motels. The contracting officer is George Stoica; the Contracting Officer's Representative is the ICHIP Legal Advisor. FAR and DOSAR clauses apply, including provisions on combating trafficking in persons, child labor, and tax withholding for foreign entities.