Conference Space and Event Services
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The U.S. Embassy Libreville, under the Department of State, is soliciting proposals for Conference Space and Event Services in Libreville, Gabon. This requirement supports a U.S. Department of Justice (DOJ) workshop titled "Timber Trade Enforcement and the Promotion of Legal Supply Chains" for approximately 125 participants. The contract will be a Firm-Fixed-Price award based on the lowest price, technically acceptable offer. Proposals are due May 4, 2026.
Scope of Work
The contractor shall provide comprehensive services for a multi-day event from May 18-22, 2026, with pre-event access on May 17, 2026. Key requirements include:
- Conference Space: A main room for approximately 125 participants for four full working days, set up with round tables (8-10 participants each), a podium, a back table, and registration tables. Each table must include water, mints, notepads, and pens. Space for event backdrop installation is also required.
- Breakout/Staging Room: One small conference room for 8-12 participants for side meetings and speaker preparation, located near the main room with reliable Wi-Fi, basic setup, and power.
- Equipment & Connectivity: Reliable high-speed Wi-Fi for all participants, 5-7 flipcharts or whiteboards with markers, access to printer/copier services, and power strips (1-2 per table).
- Audio-Visual (AV) & Interpretation: Minimum two (preferably three) projectors and screens, a sound system with one podium microphone and two wireless microphones. Space for three simultaneous interpretation booths with adequate power and layout is essential; booths and equipment can be quoted separately. On-site technical AV staff must be available throughout the event.
- Catering Services: Daily catering for approximately 125 participants with itemized pricing. This includes morning coffee breaks, buffet lunches, and afternoon coffee breaks for four standard conference days. For one field visit day, takeaway morning snacks, boxed lunches, and additional bottled water are required, with only room rental charged for this day.
Contract & Timeline
- Contract Type: Firm-Fixed-Price
- Period of Performance: May 18-22, 2026
- Set-Aside: None (Open Market)
- Quotation Due Date: May 4, 2026, by 9:00 AM UTC
- Offer Validity: 30 days
- Payment Terms: Net 30 days after receipt of invoice and acceptance of services.
Submission & Evaluation
Award will be made to the responsible company submitting an acceptable offer at the lowest price, technically acceptable. The Government may award based on initial quotations without discussions. Offerors must be registered in the System for Award Management (SAM.gov) prior to contract award. Electronic submissions are permitted; ensure email size does not exceed 35KB.
Contact Information
- Primary: Nathaniel Rudy (RudyNR@state.gov, 00241011457241)
- Secondary: Ndoutoume Amvame Wilfrid (NdoutoumeWA@state.gov, 241011457269)