Multilateral Summit Planning Services
Closed Solicitation Posted
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- Solicitation number
- 19KS7025Q0052
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561920 Convention and Trade Show Organizers
- Place of performance
- Hawaii, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Embassy in Seoul, Korea, through the Department of State, is seeking comprehensive Multilateral Summit Planning Services for a youth leadership event scheduled for Summer 2026. The contractor will be responsible for managing all logistics for a three-day summit involving 45 youth leaders aged 18-34 from the United States, Republic of Korea, and Japan, including travel and visa support, accommodation and meal arrangements, ground transportation, venue and event management, on-site participant management, and post-summit debrief coordination in Seoul. The procurement supports U.S. diplomatic objectives of strengthening alliances with Korea and Japan through youth engagement initiatives. Evaluation will be weighted heavily toward references and past performance at 70%, with technical expertise accounting for 20% and cost-effectiveness comprising 10%, emphasizing the need for demonstrated international conference management experience. Critical dates include a pre-quotation conference on September 10, 2025, at 10:00 Korea Standard Time, a deadline for written questions by September 12, 2025, at 17:00 Korea Standard Time, and final quotation submissions due September 22, 2025, at 17:00 Korea Standard Time.
This solicitation does not utilize any set-aside designation and will be awarded as a purchase order, potentially without discussions based on initial quotations. No incumbent contractors or current service providers are identified in the documentation. While specific budget ranges are not disclosed, pricing will be based on actual expenses with payment terms of 30 days following invoice submission. The contract performance period spans one year from September 25, 2025, to September 24, 2026, with the primary event execution occurring during Summer 2026. The place of performance is Hawaii, USA, where the three-day summit will be hosted, though coordination activities will involve the U.S. Embassy in Seoul, Korea, and post-event debriefing services will be conducted in Seoul.
Notice text
September 8, 2025
Dear prospective quoters:
SUBJECT: Solicitation Number 19KS7025Q0052, Multilateral Summit Planning Services
Enclosed is a Request for Quotations (RFQ) for Multilateral Summit Planning Services for the U.S. Embassy, Seoul, Korea. If you would like to submit a quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.
The U.S. Embassy Seoul intends to award a purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.
The pre-quotation conference will be held on September 10, 2025 at 10:00 Korea Standard Time.
If you intend to participate in the pre-quotation conference, please contact Yunseong Ko at koys@state.gov to make necessary arrangement no later than September 9, 2025 at 14:00 Korea Standard Time.
Any questions concerning the solicitation should be submitted in writing by September 12, 2025 at 17:00 Korea Standard Time via email to SeoulProposals@state.gov.
In order for a quotation to be considered, you must also complete and submit the following:
Part A: Price Offer
1. SF-1449
2. Section A, Pricing
3. Cost Breakdown
4. Section 5 Representations and Certifications
5. Proof of SAM Registration
Part B: Technical Offer
- Additional information as required in Section 3.1.2 except for Cost Breakdown
Quotations are due by September 22, 2025 at 17:00 Korea Standard Time. No quotations will be accepted after this time. Only the electronic submission of the quotation will be accepted. Please submit your quotation addressed only to the Contracting Officer by email at Seoulproposals@state.gov.
It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.
Sincerely,
Helen Y No
Contracting Officer
Enclosure:
RFQ 19KS7025Q0052
Files
| File | Type | Posted |
|---|---|---|
| 19KS7025Q0052_Solicitation Notice.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| Amendment No. 00003 to 19KS7025Q0052 | Solicitation | |
| Amendment No. 00002 to 19KS7025Q0052 | Solicitation | |
| This notice | Solicitation | |
| Pre-solicitation for Multilateral Summit Planning Services | Pre-Solicitation |
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