Notice of Intent to Contract for Hotel and Conferencing Services

The U.S. Consulate General in Cape Town intends to solicit proposals for Hotel and Conferencing Services to be provided to the U.S. Consulate General Cape Town over a prescribed period of performance. Event Organizers/PCO's will not be considered. The services will generally include the following

a) Accommodation + conferencing collocated
b) Venue must be no more than 40km's from the U.S. Consulate Cape Town.
c) The provision of +-150 hotel rooms inclusive of bed an d breakfast.
d) 1 X Control room space to host 10 people at a time, inclusive of support equipment.
e) 1 X plenary room to host 150 people, school room seating style.
f) 3 x Breakaway rooms, to host 50 people, school room seating style.
g) 6x Consultation rooms to host 12 delegates, boardroom style.
h) The provision of conferencing space and supporting equipment.
i) Full-day Delegate conference package.
j) Capability of ad-hoc transport shuttle services
k) Wifi capability dedicated exclusively to the conference.

*Note: Contractor should have a water crisis contingency plan to ensure no disruption in water supply.

1. Contract Details.
The intention is to award a contract with firm-fixed price and IDIQ (Indefinite Delivery Indefinite Quantity) components to the qualified vendor who provides a proposal that credibly addresses the requirements identified in the solicitation package, and is the lowest priced of all technically acceptable offers. The Government may award the contract based on the initial offer without discussion. Please note that this solicitation is set-aside for accommodation establishments with collocated conferencing space only and therefore proposals from event organizers will not be considered.

2. Interested Vendors.
All those interested in preparing/submitting a proposal for this contract are requested to send an email to the Procurement Staff at the U.S. Consulate General in Cape Town. For those vendors unable to send the request electronically see Contact Information box at the bottom of the page.

Only qualified vendors from who we've received requests on or before the RESPOND BY DATE* will receive the scope of work.

*Note: Procurement Staff will send a confirmation of your request within 4 business days of receipt. If you do not receive a confirmation, you must assume your request was not received, and are encouraged to send the message again, and follow-up with a call to the Procurement Staff (on/before the deadline) to ensure your request is received.