Request for Quotation for Conference venue. Dates: October 27-31, 2025

The Department of State, through the U.S. Embassy in Tbilisi, Georgia, is soliciting quotations for comprehensive conference venue services to support an Institute for Security Governance event scheduled for October 27 through November 1, 2025. The procurement encompasses a main conference room with U-shaped seating for 40 participants (October 28-31), complete with technical support including projector, screen, WiFi, writing materials, water, and flipchart, plus two breakout rooms accommodating 10-15 participants each. Additional requirements include 40 single hotel rooms and full meal services consisting of lunches, dinners, and coffee breaks throughout the event duration. The government intends to award the contract to the responsible offeror providing the lowest price and may make the award without conducting discussions with bidders. Quotations must be submitted electronically to TbilisiGSOProcurement@state.gov by 5:00 PM local time on August 11, 2025, with specific formatting requirements and mandatory completion of forms including SF-1449, pricing sections, and representations and certifications.

This solicitation operates without any set-aside designations, making it open to all qualified contractors, and no incumbent or current contractors are identified in the documentation. While specific budget ranges or award values are not disclosed in the available materials, the scope indicates a substantial hospitality and venue services contract given the requirements for accommodations, meeting spaces, and catering for a multi-day international conference. The procurement involves services for approximately 40 participants over a four-day period from October 28-31, with arrival and departure activities extending the overall timeline to October 27 through November 1, 2025. All services will be performed in Tbilisi, Georgia, requiring vendors to have local operational capabilities or partnerships to deliver the comprehensive venue, accommodation, and catering requirements. The solicitation includes compliance requirements related to telecommunications equipment restrictions under the John S. McCain National Defense Authorization Act, indicating the security-sensitive nature of the conference proceedings.