Lodging services for training event in June 2026 in Tallinn, Estonia.

Amendment / Modification

This amendment modifies the solicitation RFQ nr. 19EN1026Q0136, A001, dated 04/22/2026. The changes affect Section 1 - Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement, specifically regarding hotel and lodging requirements:

• The requirement for "Superior or higher" has been changed to "Standard or higher."
• Cancellation terms have been revised from a general "No cancellation fee for cancellations made up to 24 hours before booking" to a more specific "No cancellation fee for individual rooms cancellations made up to 24 hours before booking."
• The requirement for an overcoat closet has been removed.
• The minimum square meter (m2) requirement for hotel rooms has been changed from a minimum of 20m2 to starting from 17m2.

Section 1 - Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement.

This amendment does not appear to alter the proposal submission deadline or evaluation factors, but bidders should review the updated requirements carefully when preparing their offers.

Questions & Answers / Clarifications

This document provides responses to bidder questions regarding Solicitation number 19EN1026Q0136 for Lodging services for a training event in June 2026 in Tallinn, Estonia.

• Invoicing: Direct billing from the hotel to the U.S. Embassy Tallinn is mandatory.
• Cancellation Policy: The "No cancellation fee for cancellations made up to 24 hours before booking" applies to individual room cancellations, not entire group cancellations.
• Contract History: This is a one-off requirement for a training event and does not have a predecessor contract.
• Pricing Currency: Offers must be in local currency (Euro). The solicitation does not include a FAR clause allowing multiple currencies.
• Payment Method: Payment will be made via EFT.
• Room Size: The minimum room size requirement has been amended from 20m2 to 17m2.
• Decision Timeline: A decision on bids is expected on May 7 or 8.
• Cancellation Terms: Any desired alternative cancellation terms should be submitted in a separate document.
• Eligibility: Refer to Section 3, Addendum to 52.212-1, summary of instructions, paragraph 3 for information on registration and eligibility for U.S.-based companies.

This Q&A document clarifies key requirements and confirms an amendment to the room size specification. Bidders should ensure their proposals align with these clarifications, particularly regarding invoicing, currency, and room size. Specific instructions for eligibility and submitting alternative terms are also provided.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks lodging services in Tallinn, Estonia, for a U.S. Embassy training program scheduled for June 2026. The U.S. Government intends to award a contract or purchase order to the responsible company offering the lowest acceptable price.

• Dates of Service: Approximately June 5-13, 2026.

• Room Requirements: A minimum of 2 and a maximum of 29 hotel rooms.

• Room Type: Superior or higher category, single occupancy.

• Duration: 5 to 8 consecutive nights per attendee.

• Total Nights Estimated: Approximately 179 nights for 29 rooms.

• Hotel Standards: 4-star or higher category, clean and in excellent working order.

• Room Size: Minimum 20 m² with a king or queen size bed and an overcoat closet.

• Amenities: Complimentary breakfast, free wireless internet, complimentary access to a well-equipped gym.

• Location: Within 7 kilometers of Tallinn Airport, centrally located, and accessible to business areas.

• Services: No cancellation fee for cancellations up to 24 hours before booking; accommodation for late check-in/check-out.

• Communication: Three-hour response time for reservation changes and inquiries; local contact person available during workdays with a 3-hour response time.

• Billing: Direct billing to the U.S. Embassy Tallinn.

• Contract Type: Not explicitly stated, but implied to be a fixed-price contract based on the "Payment Schedule and Invoice Submission (Fixed-Price)" clause.

• Currency: Prices to be quoted in Euros.

• VAT: Value Added Tax (VAT) is not included in the rate and will be priced as a separate line item.

• Quotation Due Date: May 6, 2026, 17:00 Estonian time (GMT+2h).

• Submission Method: Electronically to TallinnGSOProcurement@state.gov.

• File Format: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (PDF).

• File Size Limit: 30MB per email; separate emails for larger submissions.

• Language: Proposals must be in English.

• Evaluation: Award will be made to the responsible Offeror whose offer is most advantageous to the Government, considering price and other factors. The Government may award without discussions.

• The acquisition is not explicitly set aside for small businesses.

• Offerors must operate an established business with a permanent address and telephone listing in Estonia.

• The solicitation includes numerous FAR and DOSAR clauses incorporated by reference. Key clauses cover contract terms, payment, disputes, termination, and representations/certifications.

• Offerors must complete SF-1449 Cover page, Section I (Pricing table), provide additional information as required, and Section 5 (Representations and Certifications).

• The Government reserves the right to reject any or all offers.