Request for Quotations (RFQ) for lodging and Training package for about 40 participants in Krakow from April 30, 2026 through May 9, 2026

Quick Summary

The U.S. Department of State, U.S. Embassy Warsaw, is seeking quotations for a lodging and training package for approximately 40 participants in Krakow, Poland, from April 30, 2026, through May 9, 2026. This Request for Quotations (RFQ) aims to award a contract to the responsible company submitting an acceptable offer at the lowest price. Quotations are due by February 27, 2026, at 17:00 local time.

Scope of Work

The contractor will provide comprehensive services including:

• Lodging: Minimum 203 to maximum 350 room nights for single occupancy, standard rooms with private bath, heating, A/C, and telephone, located within 3 km of the U.S. Consulate in Krakow.
• Training Package: A primary training venue (at least 120 sq meters) with an interpretation booth, full audiovisual equipment (projector, display, sound system, microphones), whiteboard/flip charts, high-speed Wi-Fi, and support staff. A second smaller room (at least 35 sq meters) is also required.
• Refreshments: Coffee, tea, water, and snacks for 40 participants during two daily breaks (May 4-7) and one break (May 8).
• Social Event: Catering for 40 guests on May 7, 2026, including hot and cold dishes with both meat and meatless options.
• Direct Service: All services must be performed using the contractor's own resources and personnel; subcontracting any portion is strictly prohibited.

Contract Details

• Contract Type: Indefinite Quantity (RFQ)
• Period of Performance: April 30, 2026, through May 9, 2026
• Estimated Value: Guaranteed minimum of 203 room nights (approximately PLN 179,003 / ~$50,141). The maximum contract value is $150,000.
• Product Service Code: V231 (Lodging Hotel/Motel)

Submission & Evaluation

• Submission Deadline: February 27, 2026, at 17:00 local time.
• Submission Method: Electronically to warsawproc@state.gov with the subject line: “Solicitation No.19PL9026Q0008 Rental of Training Facility and Lodging Services in Krakow”.
• Format: MS-Word, MS-Excel, or Adobe Acrobat (PDF). File size must not exceed 30MB per email.
• Required Documents: SF-1449, Section I (Pricing), Section 5 (Representations and Certifications), additional information as required in Section 3, and Proof of SAM Registration.
• Evaluation: Award will be made to the lowest priced, acceptable, responsible offeror. Discussions may be held if necessary.

Eligibility

• Offerors must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to submission.
• Offerors must be legally registered and operating within Poland to issue VAT invoices.
• No subcontracting is permitted.

Contact Information

• Contracting Officer: M. Brandon Rigby
• Email: warsawproc@state.gov
• Phone: 48225042470