Request for Quotations (RFQ) for lodging and Training package for about 40 participants in Krakow from April 30, 2026 through May 9, 2026
Closed Solicitation Posted
- Solicitation number
- 19PL9026Q0008
- Agency
-
Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 72111 Hotels (except Casino Hotels) and Motels
- Place of performance
- Krakow Malopolskie 31-04 Poland
- Points of contact
-
- Marcin Kukla warsawproc@state.gov +48225042470
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Department of State, through the U.S. Embassy Warsaw, is requesting quotations for lodging and training services in Krakow, Poland, under solicitation number 19PL9026Q0008. The procurement seeks a 4-star hotel located in downtown Krakow within 3 kilometers of the U.S. Consulate, along with conference and training facilities to support a Department of Justice training event. Key requirements include providing 29 government-funded rooms for May 2-9, 2026, plus 6 additional rooms for April 30-May 9, 2026, with breakfasts included, as well as a conference room of at least 120 square meters equipped with multimedia projection, wireless microphones, interpretation booths with 40 headsets, and high-speed Wi-Fi. The vendor must be legally registered and operating in Poland, capable of issuing VAT invoices per Polish law, and prohibited from subcontracting any services. Award will be made to the lowest-priced, acceptable, responsible offeror without discussions unless companies fall within a competitive range, and quotations must be submitted electronically to warsawproc@state.gov by February 27, 2026, at 17:00 local time in MS-Word, MS-Excel, or PDF format not exceeding 30MB.
This solicitation carries no set-aside designation and involves no identified incumbent contractors. The government intends to place orders with a guaranteed minimum value of PLN 179,003 (approximately $50,141), reflecting 203 room nights, with a maximum contract value not to exceed $150,000. The training event will take place from April 30 through May 9, 2026, in Krakow, Poland, with the primary conference and training activities occurring May 4-8, 2026, from 09:00 to 17:00 hours daily, concluding at 13:00 on May 8. The vendor is also required to provide refreshments during two daily breaks for May 4-7 and one break on May 8, as well as host a private social event on May 7 for approximately 40 guests. Offerors must be registered in the System for Award Management (SAM) database prior to submission and must submit completed SF-1449 forms, pricing schedules, and representations and certifications along with their quotations.
Notice text
Dear Prospective Quoter:
Subject: Request for Quotations number 19PL9026Q0008
Enclosed is a Request for Quotations (RFQ) for lodging and Training package for about 40 participants during the U.S. Department of Justice training in Krakow from April 30, 2026 through May 9, 2026. 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. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/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.
Quotations are due by February 27, 2026 at 17:00 local time. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.
Your quotation must be submitted electronically to warsawproc@state.gov with the subject line: “Solicitation No.19PL9026Q0008 Rental of Training Facility and Lodging Services in Krakow”.
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 less than 30MB each.
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section I, Pricing
3. Section 5 Representations and Certifications
4. Additional information, as required in Section 3
5. Proof of SAM Registration
Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.
The Government will not consider any offer that proposes to sub-contract any portion of the required commercial services. The Contractor shall perform all services required under this solicitation using its own resources and personnel. Offers that include subcontracting of any portion of the services will be deemed non-responsive and will be disqualified from further evaluation.
Sincerely,
Michael B. Rigby / Contracting Officer
Files
| File | Type | Posted |
|---|---|---|
| RFQ_19PL9026Q0008_Kiyv approval_2.11.26 (003).docx | DOCX document |
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