Mexico City, Event Venue Rental – May 2026

Solicitation / RFP / RFQ

This document is a Request for Proposals (RFP) from the U.S. Embassy in Mexico City for conference room services. The event is scheduled to take place from May 11 to May 14, 2026, in the Reforma area.

• Provision of a conference room for the specified dates.

• Submission of proposals and all required documents in English.

• Compliance with Technical Evaluation Requirements as described in Section 3.4.

• The government intends to award a firm fixed-price contract.

• Quotes must be submitted electronically to MexicoCityGSOSolicitations@groups.state.gov.

• The deadline for submission is Friday, April 24, 2026, at 10:00 hours, Mexico City local time.

• The award will be based on the lowest priced, technically acceptable proposal. Discussions may be held if necessary.

1. Standard Form (SF-18)
2. Pricing table (as specified in section 1)
3. Vendor Registration Form (EFT) - Attachment 1, 2, or 3 as appropriate
4. Proof of active SAM registration

• Questions regarding the RFP should be submitted via email to MexicoCityGSOSolicitations@groups.state.gov.

• The deadline for questions is Monday, April 20, 2026, before 10:00 hours, Mexico City Time.

• Not explicitly stated, but requires active SAM registration.

• Offerors are instructed not to contact any Embassy personnel other than the Procurement team to avoid jeopardizing the solicitation process.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for conference room rental and associated services for a U.S. Embassy event in Mexico City. The event is scheduled to take place from May 11 through May 14, 2026, in the Reforma area.

• Conference room rental for 100 guests, available May 11-14, 2026.

• Furniture: Tables and chairs in school/classroom configuration for 100 participants.

• Equipment: Podium, microphone system (specify type), projection screen (minimum 6 ft diagonal), and audio system.

• Services: Internet access, adequate security measures, and parking facilities.

• The venue must be the actual owner or operator, not a third-party agent.

• The event must not be announced publicly.

• Contract Type: Firm-fixed price purchase order.

• Period of Performance: Planning and coordination upon award; event from May 11-14, 2026.

• Payment: Offers and payment can be in USD or Mexican Pesos (MXN). U.S. firms are eligible for USD payment. Local companies can receive USD if they have a USD bank account in Mexico. VAT is not applicable to U.S. firms but will be priced separately for local companies.

• Submission Deadline: April 24, 2026, 10:00 hours (Local Time, Mexico City).

• Evaluation Factors: Lowest priced, technically acceptable, responsible quoter.

• Technical Evaluation will assess: Conference room specifications, vendor qualifications and experience, security and confidentiality measures, venue facilities and access, and safety standards.

• Offerors must provide proof of active SAM registration and include their UEID.

• Quotations must be valid for 30 days after the due date.

• Questions Deadline: April 20, 2026, before 10:00 hours (CST).

• This RFQ is NOT a small business set-aside.

• Attachments include Vendor Portal Registration, Payment Registration Forms (Pesos and USD), and various contract clauses and provisions.

• Offerors must complete and submit the SF-18, pricing table, vendor registration form, and proof of SAM registration.

Form / Attachment / Pricing Sheet

This document provides instructions for vendors to create and configure accounts within the myILMS (Integrated Logistics Management System) and Okta platforms. These accounts are necessary for accessing the myILMS payment portal and other related systems.

• Account Creation: Step-by-step guide to registering for a myILMS vendor account, including required information such as vendor name, legal company name, work email, and embassy/consulate selection. Optional fields like Vendor ID and Order Number can be included.
• Account Approval: Outlines the email notification process for account submission and approval by the embassy/consulate.
• Okta Account Setup: Instructions for activating an Okta account via an email from the Department of State (SE-ICAM). This includes setting up a password, configuring Okta Verify (multi-factor authentication) using a mobile app and QR code, and setting up security questions.
• Accessing myGrants: Final steps involve logging into the Okta account and accessing the myGrants system.

Vendors must successfully complete these account creation and configuration steps to access the myILMS payment portal and potentially other systems related to this opportunity. Failure to set up these accounts may prevent participation or access to necessary functionalities. Bidders should allocate time to complete this process promptly upon receiving the necessary activation emails.

Form / Attachment / Pricing Sheet

This document is a form for collecting company and banking information required for payment processing. It is intended for new vendors or existing vendors needing to update their account details.

• Company Information: Name, invoicing contact, RFC, contact person, phone number, email, address, and Unique Entity ID (UEI).
• Banking Information: Bank name, CLABE Interbancaria (18 digits), and currency (MXN).
• Concentrator Account Information: Fields for numerical and alphanumeric references if applicable.
• Signatures: Fields for company signature and FMC approval.

Bidders may need to complete and submit this form as part of the onboarding process or to provide necessary details for receiving payments related to the opportunity. It outlines the specific data required for financial transactions.

Form / Attachment / Pricing Sheet

This document is a form for registering or changing payment account information for EFT transfers in USD to a bank within the United States. It collects necessary details for setting up or modifying electronic fund transfer payment accounts.

• Registration Type: New Registration or Change of Account.
• Account Holder Information: Name of the account holder, Point of Contact name, Telephone Number, E-mail Address, and Address.
• Identification: Unique Identity ID and Vendor US Tax ID.
• Bank Information: Bank Name, Bank Routing Number (must be 9 digits starting with 0, 1, 2, or 3), Account Number, and Currency of Account (specified as USD).
• Signature and Date: Fields for signature and date.
• FMC Approval: A field for FMC approval.

Bidders must complete and submit this form accurately to ensure they can receive electronic payments for any awarded contract. It is crucial for setting up or updating banking details for EFT transfers. Failure to provide correct information may impact payment processing.