Hotel and conference services to support Regional IDEC conference, Chiang Rai, Thailand from March 30 - April 4, 2026
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 Bangkok, under the Department of State, has issued a Request for Quotations (RFQ) for Hotel and Conference Services to support the Regional IDEC Conference in Chiang Rai, Thailand. The conference is scheduled from March 30 to April 4, 2026. The U.S. government intends to award a purchase order to the responsible company submitting the lowest priced, acceptable offer.
Scope of Work
This solicitation requires comprehensive hotel and conference services, including:
- Accommodation: Provision of 15 rooms on March 30 and 130 rooms for four nights (March 31 – April 4). Participants will self-pay, and a hotel reservation system for registration and payment is preferred. Direct booking with the hotel is mandatory.
- Meeting Packages: Full-day meeting packages for 130 participants on March 31 & April 1, and for 25 participants on April 3.
- Reception: A reception for 130 participants on March 31.
- Conference Facility: A main conference room capable of accommodating at least 150 people, with flexible setup for breakout groups, specific configurations for opening/closing and daily classroom setups, including a podium, speaker tables, translator booth, water, extension cords, projection screen, and flip charts. Parking for 50 participants is also required, with costs billed by the venue.
- Catering: Buffet lunch and coffee breaks with snacks for 130 people (2 days) and 25 people (1 day), along with coffee, water, and tea available throughout the day, and a welcome dinner for 130 participants.
Contract Details
The resulting contract will be a Purchase Order for the period of March 30 to April 4, 2026. Pricing must be submitted in Thai Baht, with Value Added Tax (VAT) excluded due to the U.S. Embassy's tax exemption status.
Submission & Evaluation
- Questions Deadline: February 5, 2026, at 16:00 hours (Bangkok time). Submit to soontare@state.gov.
- Quotation Submission Deadline: February 13, 2026, at 16:00 PM (Bangkok time).
- Submission Method: Electronically to soontare@state.gov. The subject line must be "Quotation Enclosed-RFQ#19TH2026Q0013 – Hotel and conference services".
- File Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (PDF). File size must not exceed 30MB per email; multiple emails are permitted for larger submissions.
- Required Documents: Completed SF-1449, Section 1 (Pricing), and all additional information specified in Section 3 of the solicitation.
- Evaluation Criteria: Award will be made to the lowest priced, acceptable, responsible offeror. Acceptability is based on compliance with RFQ terms, and responsibility is assessed per FAR Subpart 9.1.
Eligibility & Set-Aside
This acquisition is currently UNRESTRICTED. Offerors must meet the following criteria:
- Be registered in the SAM (System for Award Management) database prior to submission.
- Operate an established hotel business with a permanent address and telephone listing in THAILAND.
- Possess business registration in the hotel sector with at least 5 years of experience.
- The hotel must have a minimum "Four Star" rating as defined by Thei Hotel Associates (THA).