Travel Management Services for U. S. Mission Ecuador
Closed Solicitation Posted
- Solicitation number
- 19EC7525Q0007
- Agency
-
US Embassy Quito
US Consulates and Embassies, Department of State
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 5615 Travel Arrangement and Reservation Services
- Place of performance
- Quito Pichincha Ecuador
- Points of contact
-
- Matthew Madden quitocontracts@state.gov +5959323985000
Notice details come from SAM.gov. Updated .
About this opportunity
The U.S. Embassy in Quito, Ecuador is seeking comprehensive travel management services for U.S. government employees and their dependents through Request for Quotations (RFQ) No. 19EC7525Q0007. The contractor will provide domestic and international travel reservations, ticketing, lodging accommodations, transportation services, visa assistance, and related support services, including 24/7 emergency services and automated reservation systems. The services must comply with government travel regulations including the Fly America Act and City Pair Program, and the contractor must maintain sufficiently trained staff to handle all contract requirements. Award will be made to the responsible company submitting the lowest-priced acceptable quotation based on transaction fees, with the government intending to award based on initial quotations without discussions unless needed. A pre-quotation conference was held on September 9, 2025, at the U.S. Embassy, with questions due by September 16, 2025, and quotations due by September 29, 2025, at 08:00 hours Quito time following multiple amendments.
This procurement has no set-aside designation and is open to full and open competition, with no current contractors or incumbents identified in the solicitation documents. The contract structure includes a one-year base period with three one-year option periods, covering an estimated minimum of 5 and maximum of 18,000 transactions annually. Services will support multiple agencies including the U.S. Department of State, Department of Agriculture, Department of Defense, and U.S. Public Diplomacy operations. The primary place of performance is Quito, Ecuador, with services also extending to the American Consulate in Guayaquil. While specific dollar values are not disclosed, the contract's scope encompasses comprehensive travel management for all U.S. government personnel and dependents in Ecuador, indicating a substantial service requirement for the four-year potential contract duration.
Notice text
4 versions
Update #4 · Latest ·
Enclosed is a Request for Quotations (RFQ) for Travel Management Services. 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 quotation 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.
The Embassy intends to conduct a pre-quotation conference on September 9, 2025,at 10:00 at the U.S. Embassy Compound located at Av. Avigiras E12-170 y Eloy Alfaro, all prospective quoters are invited to attend. See Section 3 of the attached Request for Quotations (RFQ). Prospective offerors/quoters should contact QuitoProcurement@state.gov to confirm attendance providing names and ID numbers no later than September 5 at noon.
Direct any questions regarding this solicitation in writing to Mr. Matthew Madden, Contracting Officer, email: QuitoProcurement@state.gov by email during regular business hours before September 16, 2025 at 16:00 hours.
Quotations are due by September 29, 2025 at 08:00 hours (Quito 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 email: QuitoContracts@state.gov by email. 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 25MB. If the file size should exceed the 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each.
Separate files with the technical proposal and price proposal must be sent.
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section 1, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”
6. 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.
Update #3 ·
Enclosed is a Request for Quotations (RFQ) for Travel Management Services. 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 quotation 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.
The Embassy intends to conduct a pre-quotation conference on September 9, 2025,at 10:00 at the U.S. Embassy Compound located at Av. Avigiras E12-170 y Eloy Alfaro, all prospective quoters are invited to attend. See Section 3 of the attached Request for Quotations (RFQ). Prospective offerors/quoters should contact QuitoProcurement@state.gov to confirm attendance providing names and ID numbers no later than September 5 at noon.
Direct any questions regarding this solicitation in writing to Mr. Matthew Madden, Contracting Officer, email: QuitoProcurement@state.gov by email during regular business hours before September 16, 2025 at 16:00 hours.
Quotations are due by September 29, 2025 at 16:00 hours (Quito 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 email: QuitoContracts@state.gov by email. 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 25MB. If the file size should exceed the 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each.
Separate files with the technical proposal and price proposal must be sent.
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section 1, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”
6. 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.
Update #2 ·
Enclosed is a Request for Quotations (RFQ) for Travel Management Services. 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 quotation 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.
The Embassy intends to conduct a pre-quotation conference on September 9, 2025,at 10:00 at the U.S. Embassy Compound located at Av. Avigiras E12-170 y Eloy Alfaro, all prospective quoters are invited to attend. See Section 3 of the attached Request for Quotations (RFQ). Prospective offerors/quoters should contact QuitoProcurement@state.gov to confirm attendance providing names and ID numbers no later than September 5 at noon.
Direct any questions regarding this solicitation in writing to Mr. Matthew Madden, Contracting Officer, email: QuitoProcurement@state.gov by email during regular business hours before September 16, 2025 at 16:00 hours.
Quotations are due by September 29, 2025 at 16:00 hours. 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 email: QuitoContracts@state.gov by email. 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 25MB. If the file size should exceed the 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each.
Separate files with the technical proposal and price proposal must be sent.
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section 1, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”
6. 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.
Update #1 ·
Enclosed is a Request for Quotations (RFQ) for Travel Management Services. 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 quotation 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.
The Embassy intends to conduct a pre-quotation conference on September 9, 2025,at 10:00 at the U.S. Embassy Compound located at Av. Avigiras E12-170 y Eloy Alfaro, all prospective quoters are invited to attend. See Section 3 of the attached Request for Quotations (RFQ). Prospective offerors/quoters should contact QuitoProcurement@state.gov to confirm attendance providing names and ID numbers no later than September 5 at noon.
Direct any questions regarding this solicitation in writing to Mr. Matthew Madden, Contracting Officer, email: QuitoProcurement@state.gov by email during regular business hours before September 16, 2025 at 16:00 hours.
Quotations are due by September 24, 2025 at 16:00 hours. 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 email: QuitoContracts@state.gov by email. 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 25MB. If the file size should exceed the 25MB, the submission must be made in separate files and attached to separate emails with less than 25MB each.
Separate files with the technical proposal and price proposal must be sent.
In order for a quotation to be considered, you must also complete and submit the following:
1. SF-1449
2. Section 1, Pricing
3. Section 5 Representations and Certifications
4. Additional information as required in Section 3
5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”
6. 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.
Files
| File | Type | Posted |
|---|---|---|
| A002.pdf | ||
| A001.pdf | ||
| Questions and Answers.pdf | ||
| RFQ Travel Solicitation 2025 - Quito.pdf | ||
| Letter RFQ19EC7525Q0007.pdf |
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