CANCELED: Panama-Hotel Venue Services for Event [Oct. 26-29, 2025] - FCS Office
Closed Solicitation Posted
- Solicitation number
- 19PM0725Q0031
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 721110 Hotels (except Casino Hotels) and Motels
- Place of performance
- Panama Panama Panama
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Department of State's Embassy in Panama initially issued a Request for Quotation (RFQ 19PM0725Q0031) seeking hotel venue services for a Foreign Commercial Service event, but this solicitation has been canceled as of September 16, 2025. The procurement originally required comprehensive hotel services including conference facilities and accommodations in Panama City for an event spanning October 26-29, 2025, with detailed specifications for meeting rooms, audiovisual equipment, catering services, and lodging arrangements. Offerors were required to be registered in the System for Award Management (SAM) database and submit complete technical and pricing proposals in specified formats. The government intended to award the contract using a lowest-price, technically acceptable evaluation methodology. The solicitation went through amendments that extended the response deadline from September 11 to September 12, 2025, and adjusted the questions deadline to September 4, 2025, before ultimately being canceled.
This procurement carried no set-aside designations and was open to all responsible contractors capable of meeting the technical requirements. The contract would have required providing 80 deluxe single-occupancy rooms for three nights plus five additional rooms for eight nights, with all lodging costs to be paid directly by the occupants rather than the government. Key service components included a main conference room accommodating 150 participants in school-room style seating, a workshop room for 60 participants, specialized audiovisual equipment, multiple meal services including coffee breaks and a cocktail reception, and parking validation for 50 vehicles. The venue was required to be located within 16 kilometers of Tocumen International Airport in Panama City, with all conference facilities situated on the same floor to facilitate the multi-day event operations.
Notice text
2 versions
Update #2 · Latest ·
The U.S. Embassy in Panama has a requirement for Hotel Venue Services as per the attached Statement of Work (SOW). Pricing shall be submitted in the specified format and for the quantities detailed in the SOW.
The solicitation number is 19PM0725Q0031 and is issued as a Request for Quotation (RFQ).
Services to be acquired: Hotel venue services for an event from October 26 to October 29, 2025 as described in the attached SOW. Services shall be performed in the location indicated in the SOW.
The Government intends to award a contract resulting from this solicitation to the lowest priced technically acceptable offeror who is a responsible offeror.
All contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting an offer pursuant to FAR provision 52.204-7. Therefore, prospective offerors are encouraged to register prior to the submittal of quotations/proposals.
Electronic Submission/Responses:
This opportunity allows for electronic responses. Please submit your offer prior to the response date and time. Please ensure your email with your offer does not exceed (30 MB), if it does then you might have to send more than one email
Offers are due by September 12, 2025, 10:00am (local time). All responsible sources may submit a written offer. If there are any questions regarding to this solicitation, please contact Panama GSO Procurement team at Pnmprocreq@state.gov / Reyesma@state.gov no later than 2:00pm, September 4, 2025 (local time).
Update #1 ·
The U.S. Embassy in Panama has a requirement for Hotel Venue Services as per the attached Statement of Work (SOW). Pricing shall be submitted in the specified format and for the quantities detailed in the SOW.
The solicitation number is 19PM0725Q0031 and is issued as a Request for Quotation (RFQ).
Services to be acquired: Hotel venue services for an event from October 19 to October 22, 2025 as described in the attached SOW. Services shall be performed in the location indicated in the SOW.
The Government intends to award a contract resulting from this solicitation to the lowest priced technically acceptable offeror who is a responsible offeror.
All contractors must be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to submitting an offer pursuant to FAR provision 52.204-7. Therefore, prospective offerors are encouraged to register prior to the submittal of quotations/proposals.
Electronic Submission/Responses:
This opportunity allows for electronic responses. Please submit your offer prior to the response date and time. Please ensure your email with your offer does not exceed (30 MB), if it does then you might have to send more than one email
Offers are due by September 11, 2025, 10:00am (local time). All responsible sources may submit a written offer. If there are any questions regarding to this solicitation, please contact Panama GSO Procurement team at Pnmprocreq@state.gov / Reyesma@state.gov no later than 10:00am, August 29, 2025.
Files
| File | Type | Posted |
|---|---|---|
| 25Q0031_SolicitationCancellation-Notice.pdf | ||
| SF30_CoverPage.pdf | ||
| SF1449_Cover_Page.pdf | ||
| 25Q0031_CoverLetter-HotelVenue_FCS.pdf | ||
| RFQ-25Q0031_HotelServices_FCS.pdf |
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